150 AI prompts for Event & Wedding Planners

Paste into custom instructions: “I run a [SIZE]-person event planning business in [CITY, STATE] called [BUSINESS NAME]. We plan [weddings / corporate / social] — full-service $[X]–$[X], coordination $[X]–$[X]. My style words: [LIST]. Client-facing writing: warm, professional, unhurried, 8th-grade level, no hype, minimal exclamation points. Proposals and prices: always leave numbers as blanks unless I give them. Never use real client, guest, or venue-contact names — I use [BRACKETS] and you should too.”

“An inquiry just came in: [PASTE, real names swapped to FAKE NAMES]. Write my reply: (1) genuine congratulations referencing one specific detail from their message, (2) one sentence on why their date/venue/vision excites me, (3) next step — a free 30-minute discovery call — with two time windows, (4) one light logistical question (date or rough guest count, whichever they didn’t say). Warm, unhurried, under 130 words. No ‘your special day,’ no exclamation-point pileups, no pricing yet.”

“The couple asked to [CHANGE — e.g., move from full-service to partial planning]. Write the short note with revised proposal #2: what changed, what didn’t, new price as $____, and that the original option stays open until [DATE].”

“Write this month’s planning update for [FAKE NAMES], [EVENT MONTH]. My notes: [RAMBLE]. Structure: DONE THIS MONTH / DECIDED (running list) / COMING UP (next 30 days) / NEED FROM YOU (each item with a date and why the date matters) / BUDGET CHECK (one line, figures as $____). Warm, brisk, skimmable on a phone. End with one genuinely reassuring sentence that is specific, not generic.”

“Write parallel notes to two parents who don’t speak: each gets the same facts ([EVENT LOGISTICS THEY NEED]), warmth, and their own role named, with zero reference to the other parent beyond seating logistics. Identical information, separate dignity.”

“Write an RFP email to a [VENDOR TYPE] for [EVENT TYPE] on [DATE] at [VENUE — name only, no client names]: guest count [N], service style [STYLE], service window [TIMES], load-in constraints [DETAILS], style direction [3–5 WORDS], budget bracket $[X]–$[X] for this category, and what I need in the quote: itemized pricing, staffing ratio, included vs. rented, overtime rate, rain/backup policy. Quote by [DATE]. Professional, complete, easy to answer.”

“[VENDOR] wants to substitute [ORIGINAL] with [PROPOSED]. Write my reply: the questions that determine yes/no ([EQUIVALENCE POINTS — same lead? same variety and stem count?]), what I need in writing if we accept, and the price adjustment expectation as $____. Open-minded, not a pushover.”

“Here are this week’s reviews: [PASTE — reviewer first names fine, remove venue names if they identify a private event]. Reply to each: 1–3 sentences, my voice, thank them, echo one specific moment they mentioned, credit the team or a vendor where they did, no ‘valued client’ corporate-speak, vary wording so they don’t read as templates. Under 4 stars: draft but mark HOLD FOR MY REVIEW.”

“Build a master event-day timeline from my fixed points: [LIST — e.g., hair/makeup start, first look, ceremony 5:00, sunset 7:41, dinner service, venue hard out 11:00]. Vendor constraints: [LIST — load-in durations, arrival windows, the room flip, band set breaks]. Work backward from each fixed point, include buffers before ceremony and dinner, flag every place two things compete for the same window or crew, and mark any time you had to assume with [ASSUMED — CONFIRM]. Format: time / what happens / who owns it.”

“Write my Google Business Profile: description under 750 characters naming what I plan and [SERVICE AREA] naturally; services list with one-sentence plain descriptions for [MY SERVICES]; answers to the 8 questions couples always ask a planner (full-service vs. coordination? cost? your style or ours? events per weekend? our vendors or yours? travel? payment schedule? how do we start?) — 2–3 sentences each, my voice, unknown facts as [BLANK].”

“Here are my last ten events and which I loved: [LIST WITH FEELINGS]. Help me find the niche they point to ([CULTURAL WEDDINGS I KNOW DEEPLY / MICRO-WEDDINGS / CORPORATE OFFSITES]), then write my positioning statement three ways: website hero line, Instagram bio, and the sentence I say at networking events. The right couples should say ‘that’s us’; the wrong ones should self-select out.”

“Organize my week from this mess: [PASTE EVENTS / CLIENT PROMISES / VENDOR DEADLINES / PAYMENTS]. Output: this week’s collisions (two events competing for me), the 3 revenue-critical items, calls owed today, payments due (#82), and what I’m forgetting based on what I told you last week [IF IN THIS CHAT].”