AI Event Planner Agent defines planning goals, configures prompts, tools, and data, then auto-generates a detailed event timeline, a smart budget breakdown, and a vetted vendor shortlist aligned to event objectives, audience size, and constraints. The system covers corporate events, conferences, and nonprofit fundraisers for end-to-end event management. AI Event Planner Agent updates milestones, shifts dependencies when dates change, and coordinates sourcing, scheduling, and communications to keep every deliverable on track.

AI Event Planner Agent automates RFP distribution to qualified vendors, standardizes proposal formats for direct comparison, and scores candidates based on pricing, availability, service inclusions, and performance history. The system tracks contract deadlines and deposit schedules while maintaining vendor communication logs. Built-in algorithms analyze vendor responses against event requirements to surface top matches, eliminating manual spreadsheet comparisons and reducing sourcing time from weeks to days.

AI Event Planner Agent automatically builds and updates event budgets, categorizes expenses, flags overruns, and reconciles invoices in real time—reducing version chaos and minimizing missed line items for accurate event budget tracking. AI Event Planner Agent uses AI-powered event planning software to surface cost-saving options, negotiate alternatives, and keep total spend aligned to goals throughout planning.

AI Event Planner Agent generates turnkey timelines and run-of-show schedules, auto-assigns owners, triggers reminders, and shifts dependencies when dates move, keeping every milestone on track. AI Event Planner Agent centralizes updates, approvals, and change requests, auto-summarizes threads, and routes stakeholders the right info at the right time to reduce misalignment and back-and-forth.

Automates invites, RSVP tracking, reminders, and waitlist management; synchronizes dietary restrictions and badge data; generates seating charts; sends targeted nudges to reduce no-shows; answers common attendee questions via chat/help‑desk automation; centralizes and sequences pre-, on-site, and post-event communications.

AI Event Planner Agent converts event objectives and constraints into a phased, end-to-end plan: discovery (goals, audience, date, venue and budget constraints), preproduction (detailed timeline with milestones, task owners, dependencies, and run‑of‑show), procurement (automated RFPs, proposal normalization, vendor scoring and shortlisting), budgeting (categorized line items, allocations, reconciliation, and alerts for overruns), execution (confirmations, staffing, scheduling, attendee communications, and on‑site run sheets), and post‑event (surveys, invoice reconciliation, outcome analysis, and lessons learned). It keeps the timeline, budget, and vendor commitments synchronized as dates or scope change, surfaces risks and deadline conflicts, and produces stakeholder-ready reports to validate plans before the live event.