AI Prompt Library: 60+ Event Planning Prompts

Still not sure how to get started with AI prompts with our templates?

You’re in the right place.

When you combine our templates with AI tools like Microsoft Copilot or ChatGPT, your event planning becomes faster and more efficient, and reaches the ‘next level’ — especially for tasks like timelines, budgets, risk plans, and event briefs.

In this article, we share over 60 example AI prompts you can use for your event planning.

👉 Want a guide for using AI and event templates?

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How to Use AI Prompts in Your Event Planning

Templates give you structure. AI gives you the ideas. AI prompts are completely customisable, whether you’re building a run sheet in Word, adjusting a budget in Excel, or preparing a PowerPoint pitch.

You can use these prompts to:

• Plan event details within your template

• Generate creative ideas to add to your template

• Refine formatting and copywriting in Word docs

• Draft emails, risk plans, and schedules

• Review and summarise large or complex event planning documents into quick reference guides or cover emails

• Review or proofread your event documents for clarity and tone, etc.

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General Event Planning:

As a starting point, it’s important to realise that you’re limited only by your own imagination when working with AI.

Here are 10 example prompts that show you the breadth of what’s possible. You can ask for literally anything, from adding event details to a blank template through to generating a detailed master planning timeline.

Example Prompts:

1. "Fill in this template with details for a [type of event] happening on [date] at [location]."

2. "Improve the clarity and formatting of this event document."

3. "Check this for missing information or inconsistencies."

4. "Summarise this document into a one-page event brief."

5. “Help me complete this event brief for a corporate gala with 300 guests.”

6. “Create a detailed event run sheet based on this timeline and key activities.”

7. "Help me create a master planning timeline for a 3-day outdoor festival."

8. "Based on this event brief, list the top 10 risks I should plan for."

9. "Populate this stakeholder matrix with typical roles for a council-run community event."

10. "Draft a key milestones list for a large-scale gala dinner."

Want to speed things up? Pair these prompts with event planning templates designed to take you from start to finish for your next event.

The Event Planning Essentials Kit gives you a curated collection of the 30 core templates and tools event planners need to plan successful events. You then have the option to upload your template to a platform such as ChatGPT or to input the prompt directly into your template using Microsoft Copilot!

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Specific Event Template Prompts:

Here we show you how to write prompts for specific templates.

At Event Kit, we have created Template Bundles designed for specific event tasks and action items on your to-do list, as well as Event Toolkits tailored to your event type.

The following prompts show you what’s possible with our popular collections. And as you’ll see, it’s possible to QUICKLY tick off a range of incredible tasks by combining our templates with AI prompts!

Event Budgets Template Bundle

Example Prompts:

1. "Review this event budget for errors or unexpected gaps."

2. "Suggest cost-saving ideas for this festival plan."

3. "Add budget line items typically needed for a trade show activation."

4. "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

Example Prompts:

1. "Write a vendor confirmation email for a food truck at a council festival."

2. "Draft an update email to stakeholders about venue changes."

3. "Create a polite follow-up email for late RSVPs."

4. "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

Example Prompts:

1. "Build a detailed event run sheet for a wedding with ceremony, reception, and pack down."

2. "Fill out this run sheet for a conference with 5 breakout sessions."

3. "Add detailed bump-in and bump-out times for this schedule."

4. "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 in a real-world setting.

Project Management Template Bundle

Example Prompts:

1. "Assign roles to each task in this Gantt chart."

2. "Highlight which tasks are critical path based on this event schedule."

3. "Suggest workflow improvements for a small planning team of 3."

4. "Suggest the event planning milestones for 6 months of planning a large-scale conference."

Managing tasks, teams, and deadlines? This Project Management Bundle helps you apply these prompts with clarity.

Event Risk Management Kit

Example Prompts:

1. "Complete this risk register for a free outdoor music event."

2. "List crowd safety risks for an event expecting over 5,000 people."

3. "Draft a risk treatment plan for adverse weather conditions."

4. "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

Example Prompts:

1. "Review this supplier contract for plain-English improvements."

2. "Add a termination clause for weather-related cancellations."

3. "Draft a basic contract for a freelance event photographer."

4. “Help me work out the correct project fee and inclusions for the event”

These prompts really shine when used with editable event contract templates like those in our bundle.

Event Planning Business Kit

Example Prompts:

1. "Write a capabilities statement for my event planning services."

2. "Draft a scope of services for a new event client."

3. "Summarise this service offering into a LinkedIn bio."

4. "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

Example Prompts:

1. "Compare these 3 venues for suitability for a family-friendly community event."

2. "Create a pros and cons table based on these site visit notes."

3. "Summarise key considerations for choosing a venue for a product launch or brand activation."

4. “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

Example Prompts:

1. "Draft a programming schedule for a full-day conference with 3 tracks."

2. "Suggest booth activities for a trade show focused on sustainability."

3. "Write MC talking points for a formal gala awards night."

4. "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

Example Prompts:

1. "Create a planning timeline for a local council festival."

2. "List required permits for a community event with market stalls."

3. "Draft a vendor pack including bump-in info and key contact details."

4. "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

Example Prompts:

1. "Populate this event manual with roles, contacts, and site access maps."

2. "Write briefing notes for event volunteers using this template."

3. "Summarise this manual into a one-pager for quick reference at the event."

4. “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

Example Prompts:

1. "Draft a program schedule with alternating speakers and panels."

2. "Create a sponsor benefits table for a premium sponsorship package."

3. "Fill out a guest list with dietary notes, accessibility needs, and VIP tags."

4. "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

Example Prompts:

1. "Create a volunteer roster with call times and shifts."

2. "Draft an onboarding email for new event volunteers."

3. "Summarise volunteer roles and expectations into a quick-start guide."

4. “Provide a list of recommended event roles (paid and volunteer) for the event”

The Event Volunteers Kit gives you the exact format for plugging these prompts in and keeping things running smoothly.

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Want more free event planning guides?

How AI (ChatGPT) Can Revolutionise Your Event Planning

Leveraging ChatGPT in Event Planning: New Ways to Creativity & Efficiency

Why Simple Templates are the Secret to Powerful AI

Hi, I’m Rachella

Welcome to Event Kit. This is where I share what 26+ years in events have taught me about the industry, business and the work we do.

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