Event planning is a million moving parts. AI can help manage them without losing your mind.
Here’s what works for corporate events, weddings, conferences, and everything in between.
The Quick List
| Tool | Best For | Price |
|---|---|---|
| ChatGPT | Communication drafts | Free / $20/mo |
| Claude | Run-of-show docs | Free / $20/mo |
| Canva | Marketing materials | Free / $13/mo |
| Cvent | Full event management | Custom |
| Whova | Event apps | Custom |
| Splash | Event marketing | Custom |
| Calendly | Scheduling vendors | Free / $12/mo |
| Airtable | Planning databases | Free / $20/mo |
| Otter.ai | Meeting notes | Free / $17/mo |
| Luma | Simple event pages | Free / $59/mo |
Planning and Organization
ChatGPT for Event Communication
Handle the constant communication:
Vendor outreach:
“Write a professional inquiry email to a catering company for a 200-person corporate gala on [date]. Include questions about menu options, dietary accommodations, and pricing structure.”
Guest communication:
“Draft a save-the-date email for a company holiday party. Tone should be festive but professional. Include date, location, and dress code.”
Timeline creation:
“Create a detailed timeline for a 4-hour corporate awards ceremony. Include setup, guest arrival, program segments, dinner service, and teardown.”
Cost: Free / $20/mo
Claude for Complex Documents
Run-of-show documents:
“Create a comprehensive run-of-show document for a conference with 3 breakout tracks. Include room assignments, AV needs, speaker transitions, and staff responsibilities.”
Claude excels at long, detailed documents.
Cost: Free / $20/mo
Airtable
Planning database:
- Guest list management
- Vendor tracking
- Budget monitoring
- Task assignments
- Timeline views
The backbone of organized planning.
Cost: Free / $20/mo Plus
Event Management Platforms
Cvent
Enterprise events:
- Registration
- Venue sourcing
- Event marketing
- On-site solutions
- Reporting
The industry standard for corporate events.
Cost: Custom (enterprise pricing)
Whova
Event apps:
- Mobile event apps
- Attendee networking
- Session management
- Sponsor features
Strong attendee experience focus.
Cost: Custom pricing
Luma
Simple event pages:
- Beautiful event pages
- Easy registration
- Calendar integration
- Free tier available
Perfect for smaller events.
Cost: Free / $59/mo
Marketing and Design
Canva
All event graphics:
- Invitations
- Social media graphics
- Signage
- Programs and menus
- Name badges
Templates make design fast.
Cost: Free / $13/mo Pro
Splash
Event marketing:
- Branded event pages
- Email campaigns
- Guest tracking
- Check-in tools
Marketing-focused event platform.
Cost: Custom pricing
Scheduling and Coordination
Calendly
Vendor scheduling:
- Vendor meeting booking
- Site visit coordination
- Client consultations
- Automatic reminders
Stop the email back-and-forth.
Cost: Free / $12/mo Pro
Otter.ai
Client and vendor meetings:
- Record planning meetings
- Automatic transcription
- Searchable notes
- Share with team
Never miss a client request.
Cost: Free / $17/mo Pro
Specific Event Types
Wedding Planning
- Canva — Invitations and signage
- ChatGPT — Vendor communication
- Airtable — Guest list and seating
- Luma — RSVP management
Corporate Events
- Cvent — Full management
- Claude — Run-of-show docs
- Whova — Attendee app
- Canva — Branded materials
Conferences
- Whova — Event app and networking
- Airtable — Speaker and session management
- Otter.ai — Session recording
- Calendly — Speaker scheduling
My Recommendations
Freelance Planner
- ChatGPT Free — Communication
- Canva Free — Design
- Airtable Free — Organization
- Calendly Free — Scheduling
Monthly: $0
Small Event Company
- ChatGPT Plus ($20/mo) — Communication
- Canva Pro ($13/mo) — Design
- Airtable Plus ($20/mo) — Planning
- Otter.ai ($17/mo) — Meetings
Monthly: $70
Large Event Firm
Add:
- Cvent — Full management
- Whova — Event apps
- Splash — Marketing
Monthly: Custom (typically $500+)
The Event Planning Truth
Events are chaos management. AI helps with:
- Routine communication — Drafts save hours
- Documentation — Consistent, detailed docs
- Organization — Better systems
- Design — Professional materials fast
What AI can’t do:
- Handle on-site emergencies
- Build vendor relationships
- Read a room
- Make judgment calls
Use AI for the prep work. Save your energy for game day.
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