Where AI helps most
1
Draft quotes and proposals
2Proposals with packages and clear inclusions.
Open the playbook →Plan a project with a timeline
3Countdown timelines from booking to event day.
Open the playbook →Compare supplier quotes fairly
4Compare caterers, AV and rentals fairly.
Open the playbook →Write welcome emails for new customers
5What happens after a client books.
Open the playbook →Make sense of customer feedback
Learn from post-event surveys.
Open the playbook →AI tools worth a look for event planners and venues
NotionNotes, wikis and project boards with built-in AI writing and search.
CanvaDesign tool with AI features for images, layouts, resizing and short copy.
GammaTurns an outline or notes into a presentation, document or simple web page.
Otter.aiRecords and transcribes meetings, then writes summaries and action items.
Microsoft CopilotMicrosoft’s assistant, also built into Outlook, Word, Excel and Teams on Microsoft 365 plans.
We are not paid by any of these companies, and we list well-known options, not a ranking. Features and plans change; check the provider’s site and its data terms before you sign up. See all AI tools by category.
Do’s and don’ts
Do
- Keep one master document per event.
- Confirm everything with suppliers in writing.
- Plan contingencies for weather and no-shows.
Don’t
- Let AI set capacity or safety numbers.
- Send supplier details or client lists to unapproved tools.
- Skip the final check of the run sheet.
Watch out for
- Capacity, safety and licensing rules come from the venue and authorities.
- Double-check every time and name on run sheets.
General guidance, not legal or professional advice. Check your industry’s rules and your tools’ data terms.
Tips from travellers
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Questions from readers
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