Event planning involves hundreds of decisions, dozens of vendors, and relentless coordination. AI handles the research, communication, and organization so you can focus on the creative and relationship aspects that make events successful.
Venue Research
Use Perplexity to research venues: "Find event venues in [city] for 150 guests with outdoor space, catering kitchen, and parking. Budget under $5,000. Include recent reviews and any notable issues." Perplexity searches across review sites, venue directories, and social media to give you a sourced shortlist in minutes.
Budget Planning
Ask Claude to create a detailed budget template: "Create a comprehensive event budget for a 150-person corporate conference including venue, catering, AV equipment, signage, photography, transportation, speaker fees, and contingency. Use realistic price ranges for [city]." The resulting spreadsheet format gives you a starting point with categories you might forget.
Vendor Communication
Draft vendor inquiry emails with AI: "Write a professional email requesting a quote from a catering company for a 150-person corporate lunch. Include our dietary requirements (20% vegetarian, 5% gluten-free), service style preference (buffet), date, and ask about their minimum order and cancellation policy."
Generate versions for each vendor type — caterers, photographers, AV companies, florists — in minutes. Personalize each with the vendor's name and specific services before sending.
Timeline and Scheduling
Ask Claude to create a reverse planning timeline: "Create a week-by-week planning timeline for a wedding on [date]. Start from today and work backward, including all major milestones: venue booking, vendor hiring, invitations, rehearsal, and day-of schedule."
For the day-of schedule: "Create a minute-by-minute timeline for a conference running 9 AM to 5 PM with 4 keynote speakers, 8 breakout sessions, lunch, and two networking breaks. Include setup time, transitions, and buffer for delays."
Guest Communication
Generate all guest communications with AI: save-the-dates, invitations, RSVP reminders, information packets, and thank-you notes. For each, provide the event details and desired tone. AI produces consistent, professional communications that you personalize with specific details.
Problem-Solving
When things go wrong (and they will), use AI as a rapid brainstorming partner: "Our outdoor venue just confirmed there is no rain backup plan and the forecast shows 60% chance of rain. We have 150 guests and a $3,000 remaining budget. What are our options?" AI generates solutions you might not think of under pressure.
Post-Event
After the event, paste attendee feedback into Claude and ask for analysis: "Summarize this feedback from 50 conference attendees. Identify the top 3 things people loved, top 3 complaints, and suggestions that appeared more than once. Prioritize improvements for next year's event."