An AI assistant for event organisers: budget, vendors and the run sheet in one place
The idea and the atmosphere of the event are yours. The assistant keeps the budget and its versions, vendor correspondence, the day's run sheet and guest lists — three sources of chaos that it turns into a single document.
What it does
- builds the budget line by line and compares supplier options
- handles correspondence with venues and suppliers
- prepares the event running order step by step
- maintains the guest list and sends out invitations
- assembles the checklist for the day of the event
What it does not do
The limits are set in advance
- does not sign contracts with suppliers
- does not make on-site decisions in your place
How much time it frees up
By our reviews, an event organiser spends roughly
14 hours a week on the routine listed above — more than a third of the working week. The assistant does not take all of it: some tasks you will still be checking. But checking something finished is faster than doing it from scratch, and the gain lies in exactly that difference.
How it works
The assistant answers clients while your hands are busy — that is the whole point. It books, reminds and keeps each client's history, so what you see is a finished schedule rather than forty unread messages at the end of a shift.
What the assistant takes off the organiser's plate
A budget that does not sprawl across versions
The client added a photo zone and removed the host, then brought the host back. The assistant keeps the budget with a change history, recalculates the total and shows the client the current version with a note on what changed. Every edit has a date and who asked for it.
Vendors: requests, replies, contracts
Catering, sound, decor, transport — each gets a request, each has its own response time. The assistant sends requests from your templates, collects offers into a comparison, chases those who have not replied and makes sure contracts and deposits are closed on time. You choose instead of running correspondence in six chats.
A run sheet everyone knows
A minute-by-minute plan: vendor arrival, setup, rehearsal, guests, programme, teardown. The assistant assembles the run sheet, sends each vendor their part and a reminder the day before the event. If the start time changes, everything that depends on it changes too.
Guests, seating and confirmations
The guest list, "coming / not coming" replies, dietary restrictions, seating. The assistant sends invitations in your wording, collects confirmations and keeps an up-to-date list for the venue and the caterer.
The post-event report
Actual costs against the budget, what did not go to plan, feedback from guests and the client. The assistant compiles the final report for the client and a "what to keep in mind next time" note for you.
What the dialogue looks like
You: Vektor corporate party for 80 people, 24 October. Need catering offers — buffet, 3 options, replies by Friday.
Assistant: Request sent to five caterers from your base: buffet for 80, 24 October, venue Loft na Taganke, using your template. Reminder to non-responders on Thursday. I'll fill in the comparison table as replies come in: cost per person, what is included, service, delivery.
You: For now put the average from past events into the budget.
Assistant: Entered a placeholder based on the average buffet cost over the last three events, budget version 2, not shown to the client yet — waiting for your go-ahead.
What we need from you at the start
- A vendor base with contacts and your notes on them.
- Templates for the budget, vendor request and run sheet; if you don't have them, we'll build them at the first event.
- The rules: what to agree with the client and what you decide yourself; payment deadlines for vendors.
- The next event we will set things up on — a real one is better than a practice one.
Implementation timeline
The review is one conversation. Setting up the templates takes three days. The assistant runs the first event together with you: budget, vendors, run sheet. By the second it works on its own under your rules. Usually two to three weeks depending on the event calendar.
Frequently asked questions
Won't it sign a contract with a vendor?
No. The choice, the terms and the signing are yours. The assistant collects offers, prepares documents from templates and keeps track of deadlines.
No. The choice, the terms and the signing are yours. The assistant collects offers, prepares documents from templates and keeps track of deadlines.
The client deals only with me.
And that stays the same. The assistant prepares budget versions and reports; you are the one who presents and discusses them.
And that stays the same. The assistant prepares budget versions and reports; you are the one who presents and discusses them.
The events are all different — weddings, corporate parties, conferences.
Templates and run sheets are set up for each type; switching is a single word when creating the event.
Templates and run sheets are set up for each type; switching is a single word when creating the event.
A small agency, three organisers?
One assistant for the agency with a shared vendor base works well: offers and experience are not lost between organisers.
One assistant for the agency with a shared vendor base works well: offers and experience are not lost between organisers.
What it costs
Task review and configuration of one assistantfrom ₽12,000 (≈ $142)
An extra task beyond the basic fivefrom ₽3,000 (≈ $36)
Training for you or a member of stafffrom ₽5,000 (≈ $59)
Support and adjustments, per monthfrom ₽4,000 (≈ $47)
Build an assistant like this
Tell us which tasks eat the most of your time, and we will say which of them are worth handing to an assistant first and which are better kept for yourself.
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