AI agents for event and wedding planners

An independent planner or small planning firm runs weddings and events from first enquiry to the last dance. The owner usually sells: consult calls, proposals, contracts and retainers. Planners and coordinators are the main contact for vendors, confirm contracts and final payments, write the day-of timeline, manage RSVPs and seating changes, and keep backup vendor contacts. Day-of assistants follow the run of show and look after vendors on arrival.

Each event multiplies the paperwork. Enquiries need a quick, qualified reply. Before every wedding the planner confirms each vendor with nearly identical emails and tracks the replies in their head. RSVPs arrive from a website, paper cards and texts to the parents, and the caterer needs final meal counts by a fixed date. A couple's vendor payments fall due in the busiest weeks, and when the ceremony moves, several timelines need editing.

An agent works from your client-flow tool, guest list exports and shared drives, and hands every draft to a person.

• Qualifies new enquiries against date, budget and guest count and drafts a consult reply while they are warm.
• Runs the vendor confirmation round before each event and shows who has not confirmed.
• Rolls RSVP exports into headcounts and meal counts for the caterer, and shows what changed since the last send.
• Keeps each client's vendor payment due dates and drafts reminders before they fall due.
• Reads vendor certificates of insurance and lists the dates, limits and names next to the venue's requirements.
• Prepares the day-of briefing pack for assistants and helpers.
• Turns a finished event into a portfolio post with vendor credits, and drafts anniversary notes to past couples.

Design and vendor recommendations, budget trade-offs and anything about contracts, insurance adequacy or liability stay with the planner or a professional. The agent extracts what a certificate of insurance says; a person decides whether it meets the venue's terms. Anything on the day itself is run by people. Guest lists can hold addresses, dietary, medical or accessibility needs and children's details, so each vendor gets the minimum, children's details stay out of AI tools, and dietary data stays as counts where a name is not needed. Photos of clients and guests are posted only with the client's written consent and the photographer's credit. At the start, every message to clients and vendors is drafted by the agent and sent by a person.