8 AI Tools for Event Planning

Events Are Projects. Plan Them Like One.

Whether it's a charity gala, a family reunion, or a neighborhood block party, event planning involves dozens of tasks, multiple deadlines, and at least one person who changes their mind about everything. AI tools help you stay on top of it all.

1. Notion — Event Command Center

The Notion server becomes your event headquarters:

• Master timeline with milestones
• Vendor contact list and status
• Menu and catering details
• Guest list with RSVP tracking
• Budget summary

Everything in one place, accessible to everyone involved in planning.

2. Google Sheets — Budget Tracker

The Google Sheets server builds a detailed event budget:

• Venue rental
• Catering and beverages
• Entertainment and AV
• Decorations
• Marketing and invitations
• Contingency fund (always 10-15%)

Claude sets up formulas that track spending against budget in real time.

3. Todoist — Task Management

Use Todoist for every action item with deadlines:

• Book venue (8 weeks before)
• Send invitations (6 weeks before)
• Confirm catering (4 weeks before)
• Finalize seating (2 weeks before)
• Day-of setup checklist

Assign tasks to co-planners and set reminders.

4. Canva — Design Everything

The Canva server helps create:

• Invitations (digital and printable)
• Event signage and banners
• Name tags and place cards
• Social media promotion graphics
• Thank-you cards

Consistent visual branding makes any event feel more polished.

“🤵🏻‍♂️ Gent's Tip: Find this tool on a-gnt.com — just search by name and tap Get.

5. Brave Search — Vendor Research

Use Brave Search to find and compare vendors:

• DJs, bands, and entertainment options
• Caterers with good reviews
• Rental companies for tables, chairs, and tents
• Photographers in your budget

Claude can compile a comparison sheet so you evaluate options side by side.

6. Spotify — Event Playlists

The Spotify server creates playlists for every part of the event:

• Arrival music (background, upbeat)
• Dinner music (mellow, conversational)
• Dance music (crowd pleasers, era-specific)
• Closing music (wind-down)

Tell Claude your crowd demographics and musical preferences, and it'll curate accordingly.

7. Sequential Thinking — Problem Solving

The Sequential Thinking server helps with the complex decisions:

• Seating arrangements with social dynamics
• Timeline conflicts (ceremony, dinner, speeches — what order?)
• Contingency planning (what if it rains?)
• Vendor negotiation strategies

8. Memory — Remember Everything

The Memory server keeps track of all the details across planning sessions:

• Vendor names and what was agreed
• Guest dietary restrictions
• Theme decisions and color choices
• Budget changes and approvals

No more "I thought we agreed on blue napkins" debates. It's all recorded.

Day-Of Checklist

Ask Claude to create a minute-by-minute day-of timeline and a checklist for setup. Print copies for every person helping. Include:

• Setup start time
• Vendor arrival times
• Key event moments with times
• Emergency contacts
• Breakdown and cleanup assignments

Events are stressful when they're disorganized. With AI tools handling the structure, you can actually enjoy the event you worked so hard to create.