Frances Quarcoopome has been organizing flawless events across Africa for 12 years. As founder and CEO of JamJar, she's managed everything from corporate conferences to international summits with precision that leaves clients amazed. But despite providing guests with detailed PDFs, comprehensive event apps, and complete information packages, one problem persisted: endless questions.

In this episode of Lead with AI, host Dr. Tamara Nall explores how Frances's frustration with repetitive guest inquiries led to Chaperone, an AI event assistant that acts as a personal concierge for every attendee, eliminating help desk chaos while transforming the entire guest experience.

 The Universal Event Planning Problem   

Event planners know this scenario well: you've organized every detail, created comprehensive guides, and developed user-friendly apps, yet guests still bombard you with questions about schedules, locations, and logistics. Frances Quarcoopome experienced this challenge repeatedly while managing high-profile events across Africa. Despite meticulous preparation and detailed information distribution, attendees consistently approached help desks with questions that were already answered in their materials.

The issue isn't guest laziness but human behavior. When facing information overload, people prefer asking direct questions rather than scrolling through lengthy documents or navigating complex apps. This creates a staffing nightmare for event planners who must hire multiple personnel just to answer repetitive queries, pulling focus and resources away from creative event design and experience enhancement.

Frances recognized that this problem required a technological solution that could handle the operational burden while maintaining the personal touch that makes events successful. Her insight was that people naturally turn to chat-based communication, particularly WhatsApp, when they need quick answers. This behavioral pattern became the foundation for her AI solution.

 Chaperone AI - A Personal Concierge Technology   

Chaperone transforms the guest experience by providing every attendee with their own AI-powered personal concierge. The system works by processing and ingesting all event documents, programs, and frequently asked questions into a dashboard that requires no coding or technical expertise. Event planners simply upload their materials, and within minutes, they have a fully functional AI assistant customized specifically for their event.

The technology operates as a natural language AI system built on Frances's 12 years of event planning experience. Unlike generic chatbots, Chaperone understands the context and nuances of event-specific questions. Guests access their personal assistant through a secure passphrase without downloading apps or sharing personal information, addressing privacy concerns while maintaining ease of use.

The system handles real-time conversations through WhatsApp and other chat platforms, providing instant responses to questions about schedules, locations, speakers, and logistics. This creates a seamless experience where guests feel supported without overwhelming event staff with repetitive inquiries. The AI assistant operates 24/7, ensuring attendees can get answers whenever questions arise.

 Real-World Testing and Dramatic Results   

During a 100-person conference test, Frances witnessed the transformative power of Chaperone firsthand. The event team had prepared their usual help desk setup, expecting the typical flood of guest inquiries. Instead, they watched as attendees naturally engaged with their AI assistants, asking questions and receiving immediate, accurate responses without approaching the physical help desk.

The volume of in-person questions decreased so significantly that the help desk staff found themselves waiting for guests who never arrived. Meanwhile, Frances could observe real-time interactions between attendees and their AI concierges, watching engagement levels that demonstrated genuine user satisfaction with the system. This testing phase provided validation that the solution addressed a genuine pain point in event management.

The results extended beyond simple question answering. Event staff could redirect their energy toward creative experience design, relationship building, and handling complex issues that genuinely required human intervention. The AI handled the operational burden, allowing the human team to focus on what they do best: creating memorable experiences and managing unexpected challenges that require emotional intelligence and creative problem-solving.

 Privacy-First Design and Future Vision   

Chaperone addresses growing privacy concerns by requiring minimal data collection from guests. Unlike traditional event apps that require personal information and account creation, the system operates through secure passphrases without capturing guest data. This privacy-first approach eliminates compliance concerns while maintaining functionality, addressing the increasing sensitivity around data collection in event environments.

The system functions as a web application rather than a downloadable app, appearing as an icon on attendees' phones without requiring installation or storage space. This approach reduces friction while maintaining accessibility across all device types and operating systems. Event planners retain complete control over their information while guests enjoy seamless access to personalized assistance.

Frances envisions a future where every live event globally will have some form of AI assistant, predicting that within 50 years, AI concierges will be as standard as event programs or name badges. Her goal is to replace PDFs, posters, and traditional information distribution methods with intelligent systems that provide contextual, immediate assistance to anyone attending events worldwide.

Key Features That Make Chaperone Different:  

1. No-code setup: Event planners upload documents and create AI assistants in minutes

2. Privacy protection: Guests access through secure passphrases without sharing personal data

3. WhatsApp integration: Works through familiar chat platforms attendees already use

4. Real-time customization: Each assistant is tailored specifically to individual events

5. Multi-language support: Built with African market diversity in mind, expandable globally

6. Web-based access: No app downloads required, works on any device

7. 24/7 availability: Provides assistance before, during, and after events

Transforming Guest Experience  

The event planning industry is evolving rapidly, and AI assistants represent the next step in creating seamless, stress-free experiences for both planners and attendees. Chaperone eliminates the operational burden of repetitive questions while allowing event professionals to focus on creativity, relationship building, and experience design. For event planners tired of help desk chaos and guests frustrated with information overload, AI concierge technology offers a practical solution that improves satisfaction on both sides.

If you're ready to test how AI assistants can transform your events, Chaperone is currently in beta testing. Visit ea.JamJargh.com to sign up for free testing and create as many event assistants as you need. This is your opportunity to experience the future of event management before pricing rolls out in the coming months.

The question isn't whether AI will change event planning; it's whether you'll lead that change or be disrupted by it. Take the first step toward AI-enhanced guest experience and see how personal concierge technology can eliminate stress while creating memorable events that attendees actually enjoy.

For more insights on how AI is transforming business and event management, I invite you to subscribe to the Lead with AI podcast, where we explore cutting-edge innovations with the leaders who are shaping the industry's future.

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Follow Dr. Tamara Nall:

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Website: TamaraNall.com
Email: Tamara@LeadwithAIPodcast.com

Follow Frances Quarcoopome  

LinkedIn:   frances-Quarcoopome
Instagram: @theFranceslife

Follow JamJar Company:

Website: JamJarGH.com
LinkedIn: JamJar-Company-Limited
Instagram: @JamJarGH
Twitter/X: @JamJarGH

Checkout Chaperone AI (JamJar's Event Assistant)

Website: EA.JamJarGH.Com