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How Rapidbott Supported CBSE State Kalotsav 2025 – STEAM Karnival

Delivering an AI-powered Event Helpdesk, Native E-commerce Food Ordering, and Real-Time Automation


Introduction

CBSE State Kalotsav 2025 – Steam Karnival , hosted at Labour India Public School, welcomed thousands of students, parents, and visitors across four days of vibrant competitions and programs.


To support an event of this scale, the organizing team needed a digital solution that could provide instant answers, streamline operations, and reduce manual workload — especially with hundreds of programs running simultaneously.

STEAM Karnival’s organizing team partnered with Rapidbott to deliver a fully automated AI Event Helpdesk and integrated food ordering system designed specifically for the event.



The Challenge

Managing STEAM Karnival required:

• Real-time answers for schedules, stages, venues, and program details 

• 24/7 support for thousands of visitors • Automated handling of food booking and coupon validation 

• Efficient distribution of 700+ meals 

• Smooth navigation of multi-stage events without crowding help desks 

• Reduced dependency on teachers and volunteers

Traditional manual systems would not scale. The event required AI + automation to operate efficiently.



Our Solution

Rapidbott delivered a complete event automation ecosystem powered by AI, deployed on the official event website.


1. AI Event Helpdesk Agent

Built using Rapidbott’s AI Agent Engine, the chatbot acted as the event’s digital information desk, accessible by anyone visiting the Event Website.

It instantly handled:


  • Event schedules & program timings

  • Stage & venue directions

  • Participant information

  • Guidelines & instructions

  • Result-related queries

  • General FAQs


This reduced thousands of repetitive questions and eliminated the need for a physical helpdesk.


2. Native E-commerce Food Ordering System

Inside the same chatbot, visitors could seamlessly:


  • Browse available menus

  • Place food orders

  • Receive instant confirmations

  • Avoid queues and delays


The system processed over 700 food orders during the four-day event.


3. Digital Coupon & QR Validation System

For each food order, Rapidbott generated a unique digital coupon.

Field staff could scan the QR code to instantly verify the order — eliminating:


  • Duplicate coupons

  • Manual tracking

  • Paper-based management

  • Queue build-up


This kept food distribution fast, transparent, and well-organized.



4. Platform Performance & Usage Stats (Oct–Dec 2025)

Rapidbott handled significant traffic during the event period. Here are key analytics:


📩 Total Messages Processed

97,993 messages (A mix of inbound queries + outbound automated replies)


  • Sent Messages: 60,163

  • Received Messages: 37,824


Peak traffic occurred between Nov 10–14, aligning with event days.


📊 Daily Message Peaks During the Event

On peak days, the system handled:


  • 19,223 sent messages

  • 17,453 received messages

  • Daily totals exceeding 30,000+ interactions


This showcases how heavily the chatbot was relied on during STEAM Karnival.


🤖 AI Usage

Total AI requests processed: 12,844 (All via OpenAI-based models through Rapidbott)

The AI agent powered real-time answers for thousands of visitors.


🧠 Token Consumption (AI Processing Load)

Total tokens processed: 47,820,582 tokens

This indicates the depth and volume of AI-powered responses delivered during the event.


⚡ Average Processing Time

3,217 ms (3.2 seconds) per AI response

Breakdown:


  • < 1s: 32.9%

  • 1–2s: 22.94%

  • 5–10s: 23.57%

  • > 10s: 5.82%


Even under heavy load, performance remained stable and responsive.



Impact Summary


🎯 Operational Efficiency


  • Event team workload reduced dramatically

  • No physical help desk required for common queries

  • Food ordering was fully automated

  • QR validation kept queues minimal



🎉 Visitor Experience


  • Instant answers to event queries

  • Easy navigation across venues

  • Simple food ordering workflow

  • Clean digital interface via event website



📈 Event Performance


  • Nearly 100,000 total chatbot interactions

  • Over 12,800 AI-powered responses

  • 700+ orders processed

  • Consistent 24/7 availability




Conclusion

CBSE State Kalotsav 2025 – STEAM Karnival demonstrated how AI and automation can transform large-scale events. By deploying a fully customized AI agent on the official event website, Rapidbott enabled smooth coordination, real-time support, and seamless food service — all without burdening the school staff.


We extend our gratitude to Labour India Public School and the event organizing team for trusting Rapidbott with this important mission.

This project stands as a powerful example of how modern technology can elevate traditional events into effortless, digitally-driven experiences.


If you’re planning an event or want to implement a similar AI-powered automation experience, we’d be happy to support you. Reach out to us at: https://rapidbott.com



 
 
 
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