#ZeroCon25 WhatsApp Infobot

24/7 AI helpdesk via WhatsApp for 1,000+ conference attendees from 90+ countries.

CLIENT

Zero Project / Essl Foundation

TIMELINE

February – March 2025

TECH STACK

WhatsApp API, AI Agents, RAG, Qdrant

ROLE

Project Lead

The Challenge

The Zero Project Conference 2025 brought together over 1,000 participants from 90+ countries at the United Nations Office in Vienna. Three days. 120+ sessions. Multiple languages. Accessibility needs ranging from wheelchair support to sign language interpretation.

Attendees needed instant answers – directions to session rooms, agenda changes, transport information, accessibility support.

The Zero Project needed a solution that worked on a platform attendees already had, required no app download, and could handle queries 24/7 in multiple languages.

The Solution

We built an AI-powered helpdesk that runs entirely through WhatsApp. Attendees scan a QR code, open a chat, and ask questions in natural language – text or voice, in their preferred language.

The bot was trained on all conference data: the full agenda with 120+ sessions, speaker information, floor maps, accessibility features, transport directions, and FAQs. When someone asked “What AI sessions are on Friday?” or “Where can I find water?”, the bot provided accurate, contextual answers instantly.

Behind the scenes: AI agents powered by vector-based RAG (Qdrant) for accurate retrieval, Meta Business API for WhatsApp integration, and a GDPR-compliant dashboard (SeaTable) giving the Zero Project team real-time visibility into conversations.

The Results

The WhatsApp Infobot operated throughout #ZeroCon25 (March 5-7, 2025), providing instant support to attendees from 90+ countries at the United Nations Office in Vienna.

Instant support across time zones

0 /7 Availability

Languages supported

0 +

Conference attendees supported in first deployment

0 %

“We were particularly impressed with how the AI Helpdesk addressed accessibility at #ZeroCon25. Providing instant information through a familiar platform like WhatsApp made a real difference in ensuring everyone could fully participate and benefit from the event. This technology is a valuable asset that will also benefit future Zero Project events and activities.”

— Prof. Dr. Michael Fembek, CEO of the Zero Project

Technology Used

WhatsApp: Familiar app requiring no app download – instant adoption
AI Agents: Natural language understanding for text and voice queries in 50+ languages
Vector-based RAG (Qdrant): Accurate retrieval from conference knowledge base
Meta Business API: Reliable message delivery and media support
SeaTable Dashboard: GDPR-compliant real-time monitoring for the client

About Zero Project

Founded by Austrian non-profit Essl Foundation in 2008, the Zero Project is a global and research-driven initiative to advance the implementation of the Convention on the Rights of Persons with Disabilities (CRPD), by finding and sharing innovative solutions that remove barriers for persons with disabilities.

Over the past decade, the Zero Project has established a global network of 10,000+ experts, policy makers, corporates, academics, and other persons with and without disabilities. This network contributes to the Zero Project’s work and continues to grow, fostering a global community for disability inclusion.