Using AI With Your Event Kit Templates
A guide to pairing your Event Kit templates with AI tools like ChatGPT or Microsoft Copilot, so you can move through planning faster without losing the structure that makes our templates work.
STRATEGY
EVENT PLANNING GUIDE
By Rachella Thomas
AI can save hours during event planning, but it works best when it has something solid to work from.
That's where your Event Kit templates come in.
Think of your templates as the framework, and AI as the assistant. The templates provide the structure, while AI helps you draft content, fill in routine sections, summarise information, brainstorm ideas, and tackle repetitive tasks that can slow down planning.
This guide shows you how to pair your Event Kit templates with AI tools like ChatGPT and Microsoft Copilot to work more efficiently without losing the professional systems that keep events on track.
How to Use These Prompts
Open the Event Kit template you're working on.
Find a prompt that matches the task you're trying to complete.
Copy the prompt into ChatGPT or Microsoft Copilot and add your event details.
Review the response, make any adjustments, and transfer the information back into your template.
If you're using Microsoft Copilot, you can often work directly inside your Word, Excel or PowerPoint file. If you're using ChatGPT, uploading the relevant template or pasting the section you're working on will usually produce more useful results.
The prompts in this guide are starting points, not finished answers. The more specific you are about your event, venue, audience, and constraints, the more useful the output will be.
AI can speed up the work. Your experience is what makes the plan.
General Prompts
If you're not sure where to start, begin here. These prompts work across almost any Event Kit template and are useful for drafting, reviewing, refining or summarising your documents before moving on to more task-specific prompts.
Use these as a starting point for almost any document:
"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."
"Summarize 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."
Prompts by Planning Task
Once you've covered the basics, use these prompts to tackle specific parts of the planning process. Choose the section that matches the template you're working in, and adapt the prompt to include your own event details.
Budgets & Costing
"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."
Emails & Communications
"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."
Run Sheets & Timelines
"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."
"Optimize this event timeline to reduce overlap between catering and AV setup."
Project & Task Management
"Assign roles to each task in this Gantt chart."
"Highlight which tasks are critical path based on this event schedule."
"Suggest the event planning milestones for a 6-month planning window for a large-scale conference."
Risk & Safety
"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."
Contracts & Agreements
"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 for this event."
Business & Client-Facing
"Write a capabilities statement for my event planning services."
"Draft a scope of services for a new event client."
"Summarize this service offering into a LinkedIn bio."
"Turn this event case study into a portfolio piece for new business proposals."
Venue Selection
"Compare these 3 venues for suitability for a family-friendly community event."
"Create a pros and cons table based on these site visit notes."
"Summarize key considerations for choosing a venue for a product launch or brand activation."
"Research the internet for 3 event venues and populate the attached template with the relevant information."
Manuals & Handbooks
"Populate this event manual with roles, contacts, and site access maps."
"Write briefing notes for event volunteers using this template."
"Summarize this manual into a one-pager for quick reference at the event."
"Use the event details provided to complete the attached event handbook template."
Programming, Sponsorship & Guest Lists
"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."
Volunteer Management
"Create a volunteer roster with call times and shifts."
"Draft an onboarding email for new event volunteers."
"Summarize volunteer roles and expectations into a quick-start guide."
"Provide a list of recommended event roles, paid and volunteer, for this event."
Prompts by Event Type
Conferences
"Draft a programming schedule for a full-day conference with 3 tracks."
"Outline the VIP guest experience for this industry conference."
Galas
"Write MC talking points for a formal gala awards night."
"Draft a seating and run-of-show plan for a 200-guest gala dinner."
Trade Shows
"Suggest booth activities for a trade show focused on sustainability."
"Draft an exhibitor manual with bump-in details and key contacts."
Weddings
"Build a wedding day timeline from ceremony through to reception pack down."
"Draft a vendor confirmation email set for a wedding with 8 suppliers."
Community Events & Festivals
"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."
A Few Notes on Using AI Well
AI is incredibly useful, but it doesn't know your event.
It hasn't walked the venue, met the client, spoken to suppliers or experienced event day. It won't know that the loading dock is a nightmare, that the keynote speaker always runs over, or that the weather forecast changes everything.
Use AI to generate first drafts, organise information, summarise documents and speed up repetitive tasks. Then apply your own experience, judgment and local knowledge to shape the final plan.
If the output feels generic, the prompt probably needs more detail. Include the things that make your event unique: guest numbers, budget, timing, venue constraints, stakeholder expectations and any other real-world considerations. The more context you provide, the more useful the response will be.
The best event plans don't come from AI. They come from experienced planners who know how to use it well.
Want a curated starting point? Browse the full template library in our Shop
Published on February 19, 2023
Updated on July 10, 2026
By Rachella Thomas
