Course overview
Start hereAI for Event Planners
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Priya's Thursday, two ways

8 lessons · 24 prompts

A day in the life of an Event Planner: what changes with these prompts.

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Priya, a senior event planner at a boutique agency.

Priya starts Thursday with notes from a client call for a 150-guest skincare launch at a riverside loft. The client wants a calm palette, a vegetarian menu, and a CEO toast at 7:30. She opens ChatGPT and uses the Client Vision & Briefs prompt to turn her messy notes into a one-page brief with open questions. The draft saves her a blank-page hour, and she edits the tone before sending it to the client.

At 11:30, she opens Claude for the Budgets & Cost Estimates lesson. She gives the venue cost, catering per person, rentals, AV, flowers, and a small contingency. She asks for a line-item budget and three places to trim without cutting the vegetarian options or the toast. Claude suggests reducing printed menus and welcome gifts, which gives her room for a rain plan.

After lunch, she uses Gemini for Venue & Vendor Research. She compares three lighting vendors and asks for questions about insurance, load-in time, and power needs. Gemini drafts an outreach email that gets a same-day reply from the loft's preferred vendor. Priya adds the quote to her budget sheet.

At 4:30, she uses ChatGPT again for On-Site Logistics & Troubleshooting. She describes the rain backup, a late shuttle, two missing vegan meals, and a projector that will not connect. The prompt gives her a staff briefing and a calm backup plan. She leaves at 5:30, walks by the river, cooks dinner with her partner, and calls her sister without watching the clock.

Before

  • Inbox full before the first client call.
  • Budget changes arrive late and often.
  • Vendor replies take days to sort.
  • Event day surprises keep me up at night.

After this course

  • Briefs ready before the coffee cools.
  • Budgets hold up in client meetings.
  • Vendor questions get clear answers.
  • Home by six for dinner.

What you'll learn

  • Client Briefs: Turn scattered client notes into a clear event brief and concept.
  • Budget Estimates: Build line-item budgets and find savings that still respect client priorities.
  • Vendor Research: Compare venues and vendors, then write outreach that gets useful replies.
  • Contract Review: Read vendor contracts faster, spot risky terms, and prepare negotiation points.
  • Timelines: Create a run of show and entertainment flow that keeps everyone on track.
  • Guest Lists: Write invitation copy and manage RSVP messages and seating needs.
  • Event-Day Fixes: Prepare staff briefings and work through common event-day problems.
  • Follow-Up Reports: Write thank-you notes, summarize feedback, and report results to clients.

How this course works

  1. 8 lessonsOne task of your job each, from client vision & briefs to post-event follow-up.
  2. Ready-to-paste promptsCopy, fill in the parts in {{brackets}}, paste into ChatGPT, Claude or Gemini.
  3. Tick and completeTick the prompts you tried and mark each lesson complete.
  4. Get certifiedFinish and keep the prompts as your own library.