Role guide
AI agents for wedding and event planners
Updated · by Rosh Perera
Planners spend as much time chasing as planning: replying to inquiries, confirming vendors, reminding couples about deadlines and keeping everyone on the same timeline. An agent can draft that steady stream of messages from your planning sheet. Contracts, budgets and the client relationship stay with you, and nothing reaches a client or vendor without your OK. Not sure which job fits your business first? Answer 5 quick questions in our free planner.
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Inquiry replies
Draft a reply to each new inquiry with your packages, date availability check (you confirm) and a consult booking link.
Vendor follow-ups
Each Monday, list vendors with an open item (contract, deposit, final headcount, arrival time) and draft a short follow-up for each.
Client deadline reminders
From your timeline sheet, draft reminders for decisions due in the next 14 days: RSVPs, final numbers, menu, seating.
Weekly client update
A short Friday update per client: done this week, waiting on, decisions needed next.
Day-of run sheet
Turn your timeline and vendor list into a clean run sheet with contacts and arrival times for you to check.
Copy-ready prompt
Every Monday at 9:00, read [event planning sheet] (tabs: vendors, deadlines). For each vendor row with an open item: - Draft a short follow-up: event name, date, the one thing I need, and by when. For each client deadline in the next 14 days: - Draft a friendly reminder to the client naming the decision and the date. Rules: - Never confirm prices, dates or bookings that aren't marked "confirmed" in the sheet. - One message per vendor, max 5 lines. - Don't send. Post all drafts here for my OK.
Works as a Grok Bot routine, a ChatGPT scheduled task or a Claude project instruction. Fill in the [brackets] first. It only writes drafts.
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Ready-made use cases
- 01Never miss a lead follow-up
The agent checks your CRM or inbox for leads that went quiet and drafts the next follow-up.
~4h/week · estimate - 02Weekly client status updates
The agent writes each client a clear progress update from your tasks and messages.
~3h/week · estimate - 03Appointment reminders that cut no-shows, with your OK on each day's list
Each afternoon the agent drafts reminders for tomorrow's appointments. You approve the list in one go (approve all, edit or remove), then it sends. Reschedule replies wait for your OK too. Sending without review is an optional upgrade.
~3h/week · estimate - 04Client onboarding, with your OK on the welcome email
When a client pays, the agent drafts the welcome email with your intake form and kickoff booking link and sends it once you approve. Sending without review is an optional upgrade.
~2h/week · estimate - 05Ask every customer for a review, with your OK on each day's list
After each completed job the agent drafts the same friendly review request, with your Google link, for every customer. You approve the day's list in one go, then it sends. It flags any complaint that comes back to you.
~2h/week · estimate
Example: Grok Bot setup
Grok Bot routine: Never miss a lead follow-up Schedule: Daily 11:00 Every day, find leads that haven't heard from me in 3+ days (CRM or email). For each, draft a short follow-up that references our last conversation and offers one clear next step. List them for approval, oldest first. Rules: draft first, never send or post anything external without my approval. Keep summaries short.
Grok Bot, ChatGPT, Claude and n8n versions: all templates
Setup steps
- Keep one planning sheet per event: vendors, open items, deadlines.
- Run inquiry replies in draft mode first.
- Add the Monday vendor follow-up prompt.
- Add client deadline reminders from the same sheet.
- Add the Friday update once the sheet stays current.
Keep these human
- Contracts, pricing and budget changes are yours.
- Confirm every date and vendor booking yourself before the agent mentions it.
- Keep guest lists and personal details in your planning tool; share only what each vendor needs.
- Never paste passwords, card numbers or client ID numbers into a prompt or chat.
- Start in draft mode: the agent prepares, you approve, then loosen the leash one routine at a time.
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Built by Rosh Perera, who has set up AI automations for more than 40 businesses over about 3 years.
FAQ
What should an event planner automate first?
Vendor follow-ups. They repeat every week, they come from your sheet, and you approve each one.
Can the agent check my availability?
It can read your calendar and flag a likely clash, but you confirm a date before anything is promised.
Will clients know it's AI?
They'll see messages you approved and sent. Keep your own voice by giving the agent a few past emails.
Can it manage the budget?
Keep budget decisions with you. The agent can list what's been paid and what's due from your sheet.