How Rhederoord in the wedding venue industry drove a 83% reduction in customer support through the Bjorna Assistant
Imagine planning your dream wedding online with the same insider expertise you’d get on a personal tour. Rhederoord, the historic Veluwe estate featuring bespoke ceremony spaces, 30 boutique rooms and a farm-to-table restaurant, introduced Bjorna Assistant, a conversational AI that handles every nuance, from summer vs. autumn package pricing to choosing round or square seating layouts and even supplier-specific details, while simultaneously showcasing stunning images of each venue, room and menu item. Bjorna Assistant taps directly into Rhederoord’s full wedding catalogue and restaurant menus to deliver spot-on, context-aware answers. No generic scripts, just the same warm guidance you’d receive in person. The result? An 83% drop in detailed wedding-and-events email inquiries, freeing Rhederoord’s team to focus on crafting unforgettable moments.
The impact
- 83% fewer detailed email inquiries, saving Rhederoord’s team approximately 15 hours of support work per week.
- 71% of wedding-and-events questions resolved instantly by Bjorna Assistant, cutting average response time from hours down to just 0.8 minutes.
- 24% uplift in qualified booking leads, translating to a rise in confirmed weddings.
The problem
Before Bjorna Assistant, every detailed question about Rhederoord’s weddings, events or dining options funneled straight into Property Manager Bjorna’s inbox. With only a static FAQ page and manual email replies, the team struggled to keep up with nuanced inquiries, everything from “What’s the exact price difference between our June and November ceremony packages?” to “How many round tables fit in the Koetshuis barn?” Even basic seating and supplier questions ate into 15+ hours of staff time each week, leading to delayed responses and frustrated prospects.
They were essentially using:
- A generic FAQ section that couldn’t capture complex, personalized details
- Outlook for all customer support, relying on manual lookups in spreadsheets and PDFs
Their ideal state? An online experience as transparent, responsive and welcoming as a personal tour, where every visitor could instantly get the same depth of information and warmth of service without having to wait for an email reply.
The solution
Rhederoord was clear on what they needed from this project:
- Depth & accuracy
Every answer had to pull in real-time data from their wedding packages, seating plans, supplier lists and restaurant menus. Down to per-season pricing and table/layout capacities, so no detail ever felt “made up.” - Warm, human-like interaction
The agent needed to feel like Bjorna herself: friendly, conversational and able to follow up naturally without repeating the same photos or facts. - Visual inspiration
Prospective clients shouldn’t have to hunt through galleries or PDFs; images of venues, rooms, seating layouts and sample dishes had to appear in context with each answer.
To meet these goals, we built three core features into Bjorna Assistant:
- Context-aware knowledge base
We modeled Rhederoord’s entire offering for ceremony spaces, hotel rooms, supplier inventory, catering menus as interconnected entities in a custom knowledge base. When a visitor asks, “What’s the price difference between June and November weddings?” a graph surfaces with exact package rates for each month. Ask about specifications of specific rooms, the assistant knows the exact differences. - Stateful conversation memory
A dynamic routing engine that tracks which topics and images have already been shown. If you’ve already seen the golden chairs, Bjorna won’t show them again; instead, she’ll follow up with complementary details. This keeps each chat feeling fresh and human-like, rather than a rigid Q&A script.
We set up the agent to save user responses for memory, this helps the agent conversation to feel natural.
- On-demand image & menu integration
Using a database connection to Rhederoord’s media library and restaurant menus, Bjorna can embed venue photos, ceremony impressions and today’s menu items right into the conversation. That means when someone asks, “Show me how the dining setup is during my wedding,” they’ll get a high-res image of the space, just as if they’d flipped through a brochure.
We built a dynamic carousel in Voiceflow that would filter which photos to show based on the conversation.
Together, these features transformed a static FAQ and email inbox into a guided, visually rich discovery experience, exactly what Rhederoord envisioned.
See it in action
Experience Bjorna for yourself - simply click on the bottom right hand corner.
Imagine planning your dream wedding online with the same insider expertise you’d get on a personal tour. Rhederoord, the historic Veluwe estate featuring bespoke ceremony spaces, 30 boutique rooms and a farm-to-table restaurant, introduced Bjorna Assistant, a conversational AI that handles every nuance, from summer vs. autumn package pricing to choosing round or square seating layouts and even supplier-specific details, while simultaneously showcasing stunning images of each venue, room and menu item. Bjorna Assistant taps directly into Rhederoord’s full wedding catalogue and restaurant menus to deliver spot-on, context-aware answers. No generic scripts, just the same warm guidance you’d receive in person. The result? An 83% drop in detailed wedding-and-events email inquiries, freeing Rhederoord’s team to focus on crafting unforgettable moments.
The impact
- 83% fewer detailed email inquiries, saving Rhederoord’s team approximately 15 hours of support work per week.
- 71% of wedding-and-events questions resolved instantly by Bjorna Assistant, cutting average response time from hours down to just 0.8 minutes.
- 24% uplift in qualified booking leads, translating to a rise in confirmed weddings.
The problem
Before Bjorna Assistant, every detailed question about Rhederoord’s weddings, events or dining options funneled straight into Property Manager Bjorna’s inbox. With only a static FAQ page and manual email replies, the team struggled to keep up with nuanced inquiries, everything from “What’s the exact price difference between our June and November ceremony packages?” to “How many round tables fit in the Koetshuis barn?” Even basic seating and supplier questions ate into 15+ hours of staff time each week, leading to delayed responses and frustrated prospects.
They were essentially using:
- A generic FAQ section that couldn’t capture complex, personalized details
- Outlook for all customer support, relying on manual lookups in spreadsheets and PDFs
Their ideal state? An online experience as transparent, responsive and welcoming as a personal tour, where every visitor could instantly get the same depth of information and warmth of service without having to wait for an email reply.
The solution
Rhederoord was clear on what they needed from this project:
- Depth & accuracy
Every answer had to pull in real-time data from their wedding packages, seating plans, supplier lists and restaurant menus. Down to per-season pricing and table/layout capacities, so no detail ever felt “made up.” - Warm, human-like interaction
The agent needed to feel like Bjorna herself: friendly, conversational and able to follow up naturally without repeating the same photos or facts. - Visual inspiration
Prospective clients shouldn’t have to hunt through galleries or PDFs; images of venues, rooms, seating layouts and sample dishes had to appear in context with each answer.
To meet these goals, we built three core features into Bjorna Assistant:
- Context-aware knowledge base
We modeled Rhederoord’s entire offering for ceremony spaces, hotel rooms, supplier inventory, catering menus as interconnected entities in a custom knowledge base. When a visitor asks, “What’s the price difference between June and November weddings?” a graph surfaces with exact package rates for each month. Ask about specifications of specific rooms, the assistant knows the exact differences. - Stateful conversation memory
A dynamic routing engine that tracks which topics and images have already been shown. If you’ve already seen the golden chairs, Bjorna won’t show them again; instead, she’ll follow up with complementary details. This keeps each chat feeling fresh and human-like, rather than a rigid Q&A script.
We set up the agent to save user responses for memory, this helps the agent conversation to feel natural.
- On-demand image & menu integration
Using a database connection to Rhederoord’s media library and restaurant menus, Bjorna can embed venue photos, ceremony impressions and today’s menu items right into the conversation. That means when someone asks, “Show me how the dining setup is during my wedding,” they’ll get a high-res image of the space, just as if they’d flipped through a brochure.
We built a dynamic carousel in Voiceflow that would filter which photos to show based on the conversation.
Together, these features transformed a static FAQ and email inbox into a guided, visually rich discovery experience, exactly what Rhederoord envisioned.
See it in action
Experience Bjorna for yourself - simply click on the bottom right hand corner.
