AI Prompts for Event Planning: Microsoft Copilot and ChatGPT
📩 Plan smarter with AI prompts. Event Planners, you’ll want to bookmark this one.
62 AI Prompts for Event Planning
If you’re already using Event Kit’s event planning templates, you’re already ahead of the game.
But when you combine them with AI tools like Microsoft Copilot or ChatGPT, your event planning workflow becomes faster, more efficient, and surprisingly stress-free—especially for tasks like timelines, budgets, risk plans, and stakeholder briefs.
Whether you’re building a run sheet in Word, adjusting a budget in Excel, or preparing a PowerPoint pitch, AI can now act as your assistant, ready to help you fill out, polish, and improve your planning tools.
We’ve created a jam-packed list of AI prompts for event planning. Each section gives you a selection of sample prompts aligned with our popular event planning templates.
👉 Want help with our Quick Start AI Guide? How to Use Copilot or ChatGPT with Event Kit →
How to Use This Prompt Library
These prompts work with both Microsoft Copilot (built into Word, Excel, PowerPoint) and ChatGPT.
Adjust the event type (e.g. "music festival", "corporate conference") to match your project.
Start with a draft or template. AI works best when you provide a starting point.
You can use these prompts to:
Fill out event templates automatically
Improve formatting and clarity in Word docs
Draft emails, risk plans, and schedules with less effort
Speed up your event planning workflow using AI tools
Ask AI to summarise large or complex documents into quick reference guides
Use AI to review or proofread your event documents for clarity and tone
Need help getting started with AI? Bookmark these extra guides as a companion resource to this prompt library.
How AI (ChatGPT) Can Revolutionise Your Event Planning
Leveraging ChatGPT in Event Planning: New Ways to Creativity & Efficiency
General Prompts (useful for any event template)
Let’s start with a few general event planning examples for your prompts. Use prompts like these to fill out, personalise, and polish your documents in seconds.
Prompts:
"Fill in this template with details for a [type of event] happening on [date] at [location]."
"Improve the clarity and formatting of this event document."
"Check this for missing information or inconsistencies."
"Summarise this document into a one-page event brief."
“Help me complete this event brief for a corporate gala with 300 guests.”
“Create a detailed event run sheet based on this timeline and key activities.”
"Help me create a master planning timeline for a 3-day outdoor festival."
"Based on this event brief, list the top 10 risks I should plan for."
"Populate this stakeholder matrix with typical roles for a council-run community event."
"Draft a key milestones list for a large-scale gala dinner."
Want to speed things up? The Event Planning Essentials Kit gives you a curated collection of the core templates and tools event planners need to start strong.
Prompts for Specific Event Templates
Event Budgets Template Bundle
Prompts:
"Review this event budget for errors or unexpected gaps."
"Suggest cost-saving ideas for this festival plan."
"Add budget line items typically needed for a trade show activation."
"Generate a contingency budget based on this master budget."
🧾 Planning a budget from scratch? These prompts work best with the structure in our Event Budgets Bundle.
Event Planning Email Template Bundle
Prompts:
"Write a vendor confirmation email for a food truck at a council festival."
"Draft an update email to stakeholders about venue changes."
"Create a polite follow-up email for late RSVPs."
"Turn this email into a more professional tone."
📬 If emails slow you down, our Email Templates Bundle gives you a solid base to prompt from.
Event Run Sheet Template Bundle
Prompts:
"Build a detailed event run sheet for a wedding with ceremony, reception, and pack down."
"Fill out this run sheet for a conference with 5 breakout sessions."
"Add detailed bump-in and bump-out times for this schedule."
"Optimise this event timeline to reduce overlap between catering and AV setups."
🕒 Need a better schedule? The Run Sheet Bundle is perfect for trying out AI with real structure.
Project Management Template Bundle
Prompts:
"Assign roles to each task in this Gantt chart."
"Highlight which tasks are critical path based on this event schedule."
"Suggest workflow improvements for a small planning team of 3."
"Suggest the event planning milestones for 6mths planning of a large-scale conference."
🔧 Managing tasks, teams, and deadlines? This Project Management Bundle helps you apply these prompts with clarity.
Event Risk Management Kit
Prompts:
"Complete this risk register for a free outdoor music event."
"List crowd safety risks for an event expecting over 5,000 people."
"Draft a risk treatment plan for adverse weather conditions."
"Add control measures and likelihood scores for this risk assessment."
⚠️ These prompts pair perfectly with the Event Risk Management Kit’s register and treatment plan templates.
Event Contract Template Bundle
Prompts:
"Review this supplier contract for plain-English improvements."
"Add a termination clause for weather-related cancellations."
"Draft a basic contract for a freelance event photographer."
“Help me work out the correct project fee and inclusions the the event”
📝 These prompts really shine when used with editable event contract templates like those in our bundle.
Event Planning Business Kit
Prompts:
"Write a capabilities statement for my event planning services."
"Draft a scope of services for a new event client."
"Summarise this service offering into a LinkedIn bio."
"Turn this event case study into a portfolio piece for new business proposals."
📣 Want to build your event business toolkit? This is the toolkit those prompts were made for.
Venue Selection Template Bundle
Prompts:
"Compare these 3 venues for suitability for a family-friendly community event."
"Create a pros and cons table based on these site visit notes."
"Summarise key considerations for choosing a venue for a product launch or brand activation."
“Research the internet for 3 event venues and source the relevant information to complete the attached Event Kit template”
📍If you’re assessing event venues, this template bundle helps you prompt AI with all the right details.
Conferences, Trade Shows, Gala Events Kits
Prompts:
"Draft a programming schedule for a full-day conference with 3 tracks."
"Suggest booth activities for a trade show focused on sustainability."
"Write MC talking points for a formal gala awards night."
"Outline the VIP guest experience for this industry conference."
🎤 These prompts are mapped directly to our event-specialties toolkits. Use them to go from planning to polish.
Community Events & Festivals Kit
Prompts:
"Create a planning timeline for a local council festival."
"List required permits for a community event with market stalls."
"Draft a vendor pack including bump-in info and key contact details."
"Help me identify the 10 key risks for a 1-day outdoor concert."
🎪 Running a public or council event? These prompts align with the structure in our Community Events & Festivals Kit.
Event Manuals Template Bundle
Prompts:
"Populate this event manual with roles, contacts, and site access maps."
"Write briefing notes for event volunteers using this template."
"Summarise this manual into a one-pager for quick reference at the event."
“Use information about the event to complete the attached event handbook template”
📘 Want your event handbook half-done before you begin? Try these prompts with our ready-to-fill templates.
Programming, Sponsorship, and Guest List Bundles
Prompts:
"Draft a program schedule with alternating speakers and panels."
"Create a sponsor benefits table for a premium sponsorship package."
"Fill out a guest list with dietary notes, accessibility needs, and VIP tags."
"Suggest an event concept related to the theme of the event."
🎟️ These event task-list template bundles are ideal for sparking ideas and saving time—especially when used with AI.
Volunteers Kit
Prompts:
"Create a volunteer roster with call times and shifts."
"Draft an onboarding email for new event volunteers."
"Summarise volunteer roles and expectations into a quick-start guide."
“provide a list of recommended event roles (paid and volunteer) for the event”
🙋♀️ The Event Volunteers Kit gives you the exact format to plug these prompts into and keep things running smoothly.
Final Thought
You don’t need to overhaul your workflow—just upgrade your toolkit and start using AI.
Whether you’re managing a public festival, a gala dinner, or a corporate conference, AI tools like Copilot and ChatGPT can help you plan faster, think clearer, and deliver events with less stress.
Start by trying one or two of these prompts with your existing Event Kit templates—and watch how much quicker your ideas come to life.
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Meet Your Mentor
Hey! I’m Rachella — founder of Event Kit and an Event Consultant with 25+ years of experience running world-class festivals and public events. I created Event Kit because I knew there had to be a smarter, less overwhelming way to plan pro-level events.
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