AI Agents for Event Planning Companies

I talked to an event planner who said she wakes up at 3am the week before every major event in a cold sweat, convinced she forgot something. She usually didn't. But the anxiety comes from managing 200+ line items across vendors, venues, clients, and guests with nothing but a spreadsheet and her phone. One missed vendor confirmation can cascade into a catering disaster. One forgotten permit means the outdoor stage doesn't happen.

RSVP tracking is the low-key nightmare. For a 300-person corporate event, you're chasing 300 responses across email, text, phone calls, and assistant-to-assistant conversations. Half of them don't respond until you follow up twice. And the follow-up has to be polite because these are your client's VIP guests. That's hours of careful, personalized outreach that your team handles manually.

Budget tracking across 40+ vendor line items is where things go wrong silently. A florist comes in $800 over. AV equipment rental goes up $500. These small overages add up, and nobody catches them until the post-event reconciliation. By then, the client is surprised and your margin is gone.

I build agent systems for event planners that track every detail you shouldn't have to hold in your head. A vendor coordination agent that confirms timelines, tracks contracts, and follows up on deliverables. An RSVP agent that handles outreach, follow-ups, and dietary/preference collection. A budget tracker that monitors every line item and alerts you when anything exceeds the approved amount. You focus on making the event exceptional. The agents handle the anxiety-inducing logistics.