Introducing Kairos: AI-Powered Attendance Confirmation

Today, we're launching Kairos — our first product in the KNVI Labs suite, designed specifically to solve a problem every event organizer knows too well: the gap between who registers and who actually shows up.

The Problem We're Solving

Event registration is just the beginning of the attendee journey. Between the moment someone registers and the moment they walk through your venue doors, 30-40% quietly disappear. They don't cancel. They don't respond to reminders. They just... don't show up.

This isn't a small operational inconvenience. It's a fundamental challenge that affects:

• Revenue: No-shows represent paid registrations that don't generate sponsor value or secondary revenue opportunities
• Operations: Teams plan for registered capacity but execute for actual attendance, creating chronic over-planning and wasted resources
• Attendee experience: Empty rooms and sparse crowds affect everyone who does show up
• Sponsor satisfaction: Sponsors measure ROI by actual attendees, not registration projections

Event teams know this problem exists. But traditional solutions — more reminder emails, longer follow-up sequences, manual confirmation calls — don't scale. A three-person team can call 50 registrants to confirm attendance. Maybe 100 if they're aggressive. But 500? 1,000? The math breaks.

Enter Kairos

Kairos is our answer to this challenge. It's a voice AI system purpose-built for one specific job: confirming event attendance at scale through natural, conversational outreach.

Here's what makes Kairos different from generic automation tools:

1. Built Specifically for Events

Kairos isn't adapted from customer service AI or sales automation. It's designed from the ground up for event confirmation workflows. It understands event-specific language, handles logistics questions naturally, and knows when to escalate complex cases to human team members.

When someone says "I registered but I'm not sure about parking," Kairos doesn't just log the question — it provides venue-specific logistics while confirming attendance status.

2. Proactive, Not Just Reactive

Most event automation waits for attendees to take action: open an email, click a link, respond to a survey. Kairos initiates contact. It reaches out to every registrant at strategically timed moments — the week before, two days before, the morning of the event.

This proactive approach transforms the confirmation process from "hoping people respond" to "actively engaging every registrant."

3. Natural Conversation, Not Robotic Scripts

Early voice automation sounded like automation. Rigid scripts. Unnatural pauses. Zero adaptability. Kairos uses modern conversational AI that handles interruptions, understands context, and adapts to how people actually talk.

When an attendee says "Yeah I think I'm coming but I need to check one thing first," Kairos understands that's not a confirmed "yes" — it's a signal to follow up at the right time with the right information.

4. Multi-Channel by Design

Not everyone wants to confirm by phone. Kairos works across voice, SMS, and email — maintaining conversation context across channels. If someone starts a confirmation call, then follows up with a text question, Kairos picks up where the conversation left off.

How Kairos Works

Kairos integrates directly with your event management platform. Once connected, it automatically:

Step 1: Strategic Outreach

At configurable intervals before your event, Kairos initiates contact with every registrant. The timing is strategic — typically 7 days out, 2 days out, and day-of for maximum confirmation rates.

Step 2: Natural Conversation

Kairos doesn't blast generic messages. It personalizes each interaction based on registrant data, engagement history, and event specifics. "Hi Sarah, I'm confirming your attendance at the Tech Summit next Thursday. Can you confirm you're still planning to join us?"

Step 3: Logistics Support

While confirming attendance, Kairos answers common logistics questions: venue location, parking, timing, dress code, what to bring. This reduces last-minute confusion and removes barriers to attendance.

Step 4: Real-Time Updates

Every conversation instantly updates your event dashboard. You see real-time confirmation rates, attendance forecasts, and common questions — enabling proactive adjustments to operations planning.

Step 5: Smart Escalation

When conversations require human judgment — policy exceptions, complex questions, VIP attendees — Kairos seamlessly transfers to your team with full conversation context. No repeating. No starting over.

Early Results

We've been piloting Kairos with select event organizers over the past six months. The results have exceeded our expectations:

• 8-12% improvement in actual attendance rates compared to baseline events
• 85% confirmation rate when Kairos initiates proactive outreach (vs. 30-40% for email-only campaigns)
• 3-5 hours saved per event in manual follow-up and coordination time
• 72% of registrants appreciate proactive confirmation calls and logistics support

More importantly, event teams report dramatically improved attendance predictability. They know — days before the event — how many people will actually show up, enabling precise operational planning.

Who Kairos Is Built For

Kairos is designed for event organizers who:

• Run conferences, expos, summits, or professional gatherings with 100+ attendees
• Struggle with the gap between registration count and actual attendance
• Report attendance numbers to sponsors or stakeholders who care about accuracy
• Want to improve attendee experience through proactive communication
• Don't have capacity to manually call hundreds of registrants before each event

If you've ever said "We had 500 registrations but only 350 showed up," Kairos is built specifically for you.

What's Next

Kairos launches today in limited pilot availability. We're working with a select group of event organizers to refine the system, gather feedback, and ensure we're delivering real value before scaling broadly.

If you're interested in piloting Kairos for your next event, we'd love to hear from you. Pilot partners get:

• Hands-on implementation support from our team
• Custom configuration for your specific event type
• Direct feedback channel to influence product development
• Preferential pricing for early adopters

Our Larger Vision

Kairos is the first product from KNVI Labs, but it's not the last. Our broader mission is to build AI systems that solve execution gaps in event management — the operational challenges that determine whether events succeed or fail but that most teams lack capacity to address manually.

Attendance confirmation is just the beginning. We're exploring AI solutions for attendee engagement, logistics coordination, sponsor reporting, and post-event follow-up. All focused on the same principle: using intelligent automation to solve problems that are too high-volume for manual approaches but too important to ignore.

Join Us

We're excited about what Kairos can do for event teams. But we're even more excited about building it alongside event organizers who understand the challenges firsthand.

If you're tired of the gap between registration and attendance — if you want predictability instead of guesswork — let's talk. We're looking for pilot partners who want to be part of making event attendance reliable.

Welcome to Kairos. Welcome to predictable event attendance.