Using AI With Your Event Kit Templates

EVENT PLANNING GUIDE

Using AI With Your Event Kit Templates

Updated on October 8, 2026 | Written by Rachella Thomas

You've got the professional event planning template. Now, what if you could get AI to help you do some of the work?

One of the things I find most interesting about AI is how much more useful it becomes when you give it something to work with.

Instead of asking ChatGPT to create an event plan from scratch, you can give it an Event Kit template already structured around the information you need to collect, the decisions you need to make, and the work you need to get done.

And there are a few different ways to approach this.

You can use AI to help fill in your templates, or use it alongside them to review information, explore ideas, and get more out of the documents you're already working with.

Here are five ways to get started.

1. Give AI the Template and Let It Interview You

This is a great starting point if you're wondering where to begin.

Instead of completing every field yourself, upload your Event Kit template to ChatGPT and ask it to walk you through the document.

For example:

“I've uploaded my Event Kit Event Brief Template. I want you to help me complete it. Ask me questions one section at a time, using the existing template headings. Help me turn my answers into professional content, and flag anything I haven't provided.”

Now you've got something a little more interactive than a blank document.

AI can ask about your event objectives, audience, budget, venue, and other details, then help you organise your answers into the right sections.

2. Keep Your Template Open and Ask for Help as You Go

You don't always need to upload an entire blank document.

Sometimes you're halfway through a template and just need help with one section.

Perhaps you're writing an event marketing plan and struggling to define your audience. Or you're developing a sponsorship proposal and need help articulating the benefits for potential partners.

Keep your template open and simple ask AI to work on that specific task.

For example:

“I'm completing the target audience section of my event marketing plan. Here's what I know about the event and the people we're trying to attract. Help me turn this into a clear audience profile.”

This is probably one of the simplest ways to start using AI without changing how you already work. Copy the result into your template, adjust it, and keep going.

3. Turn Your Messy Notes Into Something Useful

Here's one I really like.

You finish a client meeting with three pages of notes, a few unanswered questions and information scattered across several emails.

Rather than manually transferring everything into your planning documents, give AI your notes and the relevant Event Kit template.

Ask it to:

• Sort the information under the correct template headings.

• Draft content using the details you've provided.

• Identify unanswered questions or missing information.

• Flag anything that appears contradictory.

• Create a short list of items you need to follow up.

You could use this approach with an event brief, supplier meeting notes, a site visit checklist or even a project planning document.

Just remember to check that you're authorised to share any client or personal information with the AI tool you're using.

4. Use AI as a Second Set of Eyes

This is where things get interesting, because AI doesn't have to fill in the template.

You might have already completed your event budget, run sheet or planning timeline. Now you want someone to look over it and help you think about what you might have missed.

For example:

Your Event Kit template: Event Run Sheet

What you could ask AI to do: Look for timing conflicts, missing transitions or unrealistic turnaround times.

Of course, AI doesn't know your caterer has a minimum three-hour setup requirement or that the venue allows deliveries through only one loading dock, but it will still provide a strong generalist analysis of your event timing.

And that's useful.

5. Get More Mileage Out of the Documents You've Already Created

Once you've completed a template, you probably have a considerable amount of valuable event information in one place.

Why keep starting from scratch every time you need something else? Your completed templates can become the source material for other tasks.

For example:

• Event Run Sheet → Create a simplified schedule for volunteers or a briefing for the registration team.

• Event Brief → Draft supplier enquiries, stakeholder updates or a client presentation.

• Event Marketing Plan → Develop social media captions, campaign schedules or promotional emails.

• Event Risk Assessment → Identify points that need to be communicated during relevant crew and supplier briefings.

• Event Project Plan → Prepare a weekly progress update or a list of outstanding decisions.

The important part is telling AI who the new document is for and what information they actually need. For example, a volunteer doesn't need your entire production schedule, but they do need milestone set-up times.

You can use AI to extract and reorganise the relevant information without rewriting it all yourself.

A Few Things Worth Knowing Before You Start

You don't need complicated prompts to get started, but a few habits will make a difference.

• Give it context. Event type, audience, venue, budget, dates and constraints all help AI produce something more relevant.

• Tell it to use your template. Otherwise, it may decide to create an entirely different document.

• Ask it to identify gaps. Keep missing information missing until you've confirmed it.

• Work in sections when necessary. Large, complicated documents can be easier to manage one section at a time.

• Check the output. Particularly calculations, timings, technical details, contracts and safety information.

• Keep control of the final document. AI can help you prepare the information, but you're responsible for deciding what's accurate and appropriate for your event.

If you're using Microsoft Copilot with Word, Excel or PowerPoint, some of this work can happen directly within your document, depending on your version and available features.

With ChatGPT, you can upload supported files, work through the content together and, where supported, ask it to produce an updated document. Check that any generated file preserves the structure, formatting and formulas you need.

Need Some Inspiration for Prompts?

I've also put together 60+ AI Prompts for Event Planners, covering everything from budgets and run sheets to supplier communications, marketing, sponsorship and event operations.

Bookmark it for those moments when you know AI could help, but you're not quite sure what to ask.

Read 60+ AI Prompts for Event Planners

Read Why Templates Are the Secret to Powerful AI

Make the Most of the Tools You've Already Got

One of the biggest advantages of combining AI with Event Kit templates is that you don't have to choose between professional planning systems and new technology.

You've already got the structure. You've already got the examples, guidance and fields designed around real event planning.

Now you can use AI to process the information, connect documents, and take some repetitive work off your plate. You don't need sophisticated, custom-built event software to start experimenting with any of this.

A professional template, a little curiosity, and a few well-placed questions can take you surprisingly far.

Want to give it a try? Explore the Event Kit template collection and put AI to work on your next event.

→ If you found this useful, feel free to share it with a fellow event planner or your event network. They’ll appreciate you passing it on.

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Meet Your Mentor

Rachella Thomas is an award-winning event producer with more than 26 years of experience delivering major events. Her work includes the Australian Open, Commonwealth Games Queen’s Baton Relay, Melbourne Food & Wine Festival, and other renowned large-scale events and festivals.

Rachella founded Event Kit, where she turns decades of professional event know-how into practical tools for event planners worldwide.

Learn More → ABOUT

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