Why Simple Templates are the Secret to Powerful AI
I’ve sat in countless boardrooms where someone pitches the “next big thing” in event tech.
Sleek dashboards. Complex software. Expensive subscriptions that promise to do it all. And every time, I see planners lean forward, thinking maybe this is the shortcut I need.
But here’s the thing: those shiny platforms come with strings attached. Monthly subscription fees that keep creeping up. Custom apps that glitch on the day you need them most. Locked-down systems that make it harder to share with your team, not easier. They look impressive in the demo, but in the middle of a real event? They can add just as much stress as they save.
What actually makes events run smoother isn’t a custom app — it’s structure. The kind you can see on a single page. The kind you can hand to your team and know they’ll get it.
That’s why I built Event Kit templates in Word, Excel, and PowerPoint. Not because they look fancy, but because they work. And when you add AI into the mix? That’s when simple suddenly becomes powerful.
1. AI struggles with a blank page
Why context matters when you use AI
Ask AI to “make me a budget” and you’ll get something generic. Ask it to fill in a structured budget template and suddenly it has context, categories, and format. That’s when the results get useful, fast.
AI can generate ideas instantly, but without structure, those ideas often come out vague or generic. But give AI a clear template with line items, headings, and the right categories, and suddenly the output is focused and relevant.
Structure gives AI the context it needs to actually be helpful.
2. Templates give AI the framework
The scaffolding that makes AI outputs stronger
Think of a template as the scaffolding. AI then supplies the bricks. Without the frame, the bricks tumble everywhere. With Event Kit templates, AI knows exactly where to place its “bricks” — adding details, filling gaps, and polishing the language.
This means your event planning isn’t from a generic starting point, it’s a tailored plan built on a professional foundation. The template tells AI where to go; AI brings the speed and scale to get you there faster.
3. Real-world examples
How Event Kit templates + AI work together in practice
Here’s how it can play out in everyday planning tasks:
✷ Run Sheet: Paste in the template → Ask AI to add call times for each vendor.
✷ Budget: Drop in your draft → Ask AI to highlight gaps or suggest contingencies.
✷ Risk Register: Add your event basics → Ask AI to generate crowd safety risks or weather treatments.
Simple files, powerful outputs.
These aren’t theoretical — they’re exactly how real event planners are saving hours and reducing stress.
4. Why simple beats shiny
The hidden cost of complicated platforms
There’s no shortage of event tech promising to be your all-in-one solution. But many of those platforms lock you into monthly fees, create extra admin just to onboard your team, and sometimes fail at the moment you need them most.
Word, Excel, and PowerPoint may not look fancy, but they’re universal, reliable, and instantly understood by anyone in your team.
Event Kit templates make those familiar tools work harder — giving you professional-level systems you can run anywhere, without the hidden costs. And when you combine them with AI, you get the best of both worlds: the simplicity of proven tools with the power of modern technology.
Event Kit templates don’t tie you to one system. They give you pro-level structure you can use anywhere — and AI only makes them smarter.
Need help getting started with AI? Bookmark these extra AI event planning guides.
How AI (ChatGPT) Can Revolutionise Your Event Planning
Leveraging ChatGPT in Event Planning: New Ways to Creativity & Efficiency
Quickstart AI Prompt Guide: How to Use Copilot or ChatGPT with Event Kit
Final Thought
When I think back on the biggest events I’ve delivered, what stands out isn’t the software.
It’s the run sheet taped to a fence. The Excel sheet that kept the budget on track. The volunteer roster scribbled in pencil before gates opened.
Those simple, analogue tools — that’s what carried the weight. Now, with AI, you can take the same clear structure and move twice as fast. The truth is, you don’t need the flashiest system to look like a pro. You just need a framework that works, and a way to make it smarter.
That’s the heart of Event Kit: simple, practical templates that play beautifully with AI.
Want more stories, guides, and strategies like this? Explore the Event Kit Library and start planning your next event with confidence.
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Meet Your Mentor
Hi, I’m Rachella — founder of Event Kit, and an Event Consultant with 25+ years of experience running world-class festivals and public events. I started Event Kit because I knew there had to be a better way. These are the tools and tips I wish I’d had when I was starting out, and now I’m sharing them with you.
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