AI Prompts for Event Planners

Copy-paste AI prompts for event planners, vendor emails, run-of-show documents, event marketing copy, guest communications, and post-event reports.

Who These Prompts Are For

Corporate event planners, wedding planners, conference organizers, event coordinators, and anyone who manages events and the high volume of communication that surrounds them.

How to Use These Prompts

Copy any prompt and paste it into ChatGPT, Claude, or another AI tool. Replace the brackets [ ] with your specific details.

Vendor Communication Prompts

Vendor inquiry email:

Write a professional inquiry email to a [vendor type] for [event type].

Event details:
- Date: [date]
- Guest count: [number]
- Venue: [location or venue name]
- Type of event: [corporate gala / wedding / conference / product launch / etc.]

I need to know:
- [Specific questions — availability, pricing, packages, minimum spend, etc.]

Tone: professional and efficient. I need a specific response with pricing information.
Under 200 words.

Follow up on a quote:

Write a follow-up email to a vendor I haven't heard back from.

Vendor type: [caterer / AV company / florist / venue]
Event: [brief description]
Initial contact: [when you reached out]
What I need: a response with pricing before [your deadline]

Tone: polite but with appropriate urgency. Under 100 words.

Confirm a booking:

Write a booking confirmation email to [vendor type].

Event: [date, venue, type]
What's been agreed: [services, price, key terms]
What I need from them next: [deposit, contract, details form, etc.]
My contact details: [name, email, phone]

Professional and clear. Summarizes the agreement and states next steps.
Under 200 words.

Event Marketing Prompts

Event description for website/listing:

Write an event description for [event name].

Event type: [conference / gala / workshop / product launch / etc.]
Date and location: [details]
Who should attend: [target audience]
Key highlights: [speakers, entertainment, agenda, exclusive elements]
What attendees will get from it: [value proposition]
Registration: [link placeholder, price if applicable]

Write:
1. Full description (250–350 words) for event website
2. Short version (100 words) for email or event listings

Social media posts to promote an event:

Write [number] social media posts to promote [event name].

Event: [date, brief description]
Target audience: [who should register]
Key selling points: [top 2–3 reasons to attend]
Registration deadline or urgency: [if any]
Platform: [LinkedIn / Instagram / Twitter]

Mix of:
- Early announcement post
- Highlight a specific speaker, feature, or benefit
- Last-chance / urgency post
- Day-before reminder

Guest Communication Prompts

Guest invitation:

Write an invitation for [event type].

Event: [name, date, time, venue]
Dress code: [if applicable]
Agenda highlights: [if relevant]
RSVP details: [deadline, how to RSVP]
Contact for questions: [name and contact]

Tone: [formal and elegant / warm and celebratory / professional and friendly]
Under 300 words. Scannable — key logistics should be easy to find.

Pre-event logistics email:

Write a pre-event email to guests for [event name].

Send: [X days] before the event
Key logistics to communicate:
- [Venue address and parking / transport info]
- [Check-in instructions]
- [Dress code if applicable]
- [What to bring]
- [Schedule or agenda highlights]
- [Day-of contact information]

Tone: warm but efficient. Format with bullet points for the logistics — don't bury practical information in paragraphs.
Under 300 words.

Planning Document Prompts

Run-of-show template:

Create a run-of-show template for a [event type].

Event duration: [start to end time]
Key segments: [list in order — e.g., registration, welcome remarks, dinner, keynote, awards, networking]
Key people and vendors involved: [list roles]

Format as a detailed timeline with:
- Time column (in [15 / 30]-minute increments)
- Segment name
- Who is responsible
- Notes / special instructions column

Leave the specific times as placeholders — I'll fill those in from the actual schedule.

Post-event report:

Write a post-event report for [event name].

Event overview: [type, date, location, attendance]
What went well: [list highlights]
What could be improved: [honest notes]
Key metrics: [attendance, budget performance, feedback score if you have it]
Top pieces of feedback: [if you have them]
Recommendations for next time: [your notes]

Format: professional report suitable for a client or internal stakeholders. Approximate 1–2 pages.

Vendor evaluation notes:

Help me write vendor evaluation notes for [event name].

Vendors:
1. [Vendor name / type]: [brief notes on their performance]
2. [Vendor name / type]: [brief notes]
3. [Vendor name / type]: [brief notes]

For each vendor, create a brief structured evaluation with:
- What they did well
- What could be improved
- Would use again: Yes / No / Maybe
- Overall rating [1–5]

These will be kept in our vendor database for future reference.