Events and weddings
AI for event and wedding firms
and the group chat that holds everything
In this trade every decision happens in a WhatsApp group and leaves with the coordinator who made it. I build the records that keep it with the firm.
An event company runs on group chats. One per wedding, one per vendor, one for the family, and a decision buried in each of them. When a coordinator leaves, the event leaves with her, and the next person starts by scrolling.
I build the layer that keeps the record. Confirmations, timings, counts and vendor commitments are pulled into one place as they happen, and one message a day from the person on site fills tonight's board for the whole team. The firm's files, contracts and client details stay on accounts and hardware the firm owns.
Tonight's board fills itself
One message from the coordinator on site becomes the day's board. What happened, what is confirmed, what is pending and who is waiting on whom, for the whole team to read.
Decisions stop living in a chat
A confirmed guest count, a changed timing, a vendor's yes. Pulled out of the group and written into the event record, with a link to the message it came from.
Vendors chased without a phone call
Decor, catering, lights, flowers and transport each get the reminder and the detail they need, drafted for your coordinator to approve and send.
Crew and freelancers on a system
Call times, attendance on site, leave and payment status for the people you hire per event. Built for a forty-person wedding studio, on a machine they own.
The handover note writes itself
A coordinator going on leave, or leaving the company, produces a readable file on every event she holds, instead of a folder of screenshots nobody opens.
Client material stays with the firm
Guest lists, contracts, costings and family phone numbers sit on hardware the firm bought. No outside AI company reads them and nothing is left on somebody else's server.
The group chat is the wrong place to keep a decision
The group chat is the right place to do this work and the wrong place to keep it. It is fast, everybody is in it, and the family can reach you. It is also unsearchable at the moment you need it, which is the day of the event, when somebody has to prove that the bride's mother approved the second set of centrepieces.
The same few failures come up again and again in this trade, and they are the ones listed below. Every one of them is a record that was never written, rather than a decision that was wrong.
- A confirmed timing that only one person saw
- Two coordinators promising a vendor different things
- A guest count that moved after the catering order closed
- An approval that exists only as a voice note
- A resignation that takes three live events with it
The season, and the crew you hire for it
This is not a twelve-month business. Dates cluster into the wedding months and into a few event seasons, and in between there is a stretch where the office is quiet and nobody wants to build systems. Then the season starts and nobody has time to.
The season also means staff you do not employ. Freelance coordinators, hired crew, drivers, a photographer's assistants, people whose call times and attendance somebody has to track at a venue with no office. Systems built for permanent staff do not cover them, which is why the people side of this trade is usually run on a notebook and trust.
So I build on the assumption that the quiet stretch is when the system goes in and the season is when it proves itself. The first version runs on one event, with one coordinator, while there is still room to change it.
Destination events, where nobody is in the office
A destination wedding breaks the assumption most software makes, which is that the team is at a desk. The production manager is at a venue in another state with poor network, the client family is arriving in batches, and the person who can answer the caterer is on a flight. Work gets done on phones, standing up, in whatever gap exists between two setups.
Everything I build for this trade works from a phone, by message or voice note, with no app to install and no login for a freelancer to forget. A message that fails because the network dropped is queued and sent when it returns. The record is written at the venue instead of being reconstructed in the office on Monday.
The first thing worth building in this trade
Start with the daily board, because it is the thing everybody reads and it takes the least work to build. One message a day from the person on site, and the whole team can see where every event stands without a round of calls. Vendor coordination comes next, then the crew and attendance side.
- One board a day, from one message per event
- An event record that holds confirmations and approvals
- Vendor reminders drafted for a coordinator to approve
- Call times and site attendance for hired crew
- A handover file per event, written as you go
- One place for contracts and client files
The build an event company usually starts with
The board and the event record are built on the same ideas as reports from a voice note and a WhatsApp Agent. The crew side is attendance, leave and daily work. If the firm is between forty and a hundred people, this page describes the shape of the whole build.
The evening board on my projects page was built for a destination wedding planner and you can run it yourself. The employee system was paid for and built by a forty-person wedding studio, on a computer they own. Neither firm is named here, and neither would have accepted a system that asked their coordinators to open a new app.
Built, not described
Questions people ask
Can AI read our WhatsApp groups and keep a record?
Only the groups you point it at. It pulls out confirmations, timings and counts, writes them into the event record and keeps a link to the message they came from. You choose which groups it reads, and that list can be changed.
What is the evening board?
One daily summary for each live event. The coordinator on site sends one message, and the board shows what happened, what is confirmed, what is pending and who is waiting on whom. It was built for a destination wedding planner and you can try it on my projects page.
Will our freelance coordinators have to learn software?
No. They send a message or a voice note, which is what they already do. There is no app to install and no account for a freelancer to lose. Anything that needs approving goes to a permanent member of your team.
Can it chase vendors for us?
It drafts the chase and the detail each vendor needs, and your coordinator approves it before it goes. An Agent asks before it sends anything to a vendor or a client, and it writes down what it sent.
We are busiest in the wedding season. When should we build this?
In the quiet stretch between seasons, on one event, with one coordinator. Starting a build in peak season means nobody has time to test it, and a system nobody tested in a calm month will not survive a busy one.
What does this cost an event company?
I quote after the audit, with each piece priced separately so you can drop one. What moves the number is how many events run at the same time, how many of your people are permanent, and how much of the work lives only in chats today. Coordinators are not charged for individually.
Does this work for corporate events as well?
Yes. The shape is the same: a client with several decision makers, vendors to coordinate, crew to call and a day where everything happens at once. The vocabulary on the board changes. The mechanics underneath it do not.
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