50 Automations for Event Planners & Coordinators
We’ve worked with countless small business owners to streamline their daily tasks. Below are the top five automations we implement, plus a full list of 50 options to handle everything from scheduling to payments
“Creator Project gave us a 24/7 inquiry bot, auto RSVPs, and vendor‑deadline chasers. Clients get answers fast, nothing slips, and we win back 6‑plus hours every week.”
– Hannah R., Harmony Events
5 High‑Impact Automations — All Done‑for‑You
1.24/7 ChatGPT Inquiry & Quote Bot
Answers package, date, and venue questions, then collects details and books a discovery call—even at 11 p.m.
2.Missed‑Call Text‑Back → Chatbot
Every missed call fires an SMS linking to the bot, so no new prospect slips away.
3.Smart RSVP & Guest Management
Sends save‑the‑date and RSVP links, auto‑tracks counts, dietary needs, and pushes updates straight to your seating‑chart tool.
4.Vendor Deadline & Payment Tracker
Automatically reminds florists, caterers, DJs, and the client as each milestone or invoice approaches—no chasing.
5.Event‑Day SMS Rundown & Task Alerts
Sends timeline texts to vendors and staff the morning of the event and pings them 15 minutes before each cue.
Ready to keep every detail on track and free up your schedule?
50 Automations that are working for other businesses like yours
(of course your automationCodes will be tailored to you)
Monthly Time Saved
≈ 176 hours freed up every monthWhat an Employee Would Cost You
£2,015 /month at UK minimum wage*| Automation Name | What It Does | Time Saved/Week | Why It Matters |
|---|---|---|---|
| AI Chat & SMS Agent | Answers event-host questions 24/7, explains packages, gathers event details, books discovery calls. | ≈5 hrs | Hosts get instant guidance and can lock dates while you focus on vendor coordination—not fielding endless emails. |
| Online Inquiry Capture | Puts all website & ad leads into CRM. | ≈1 hr | No prospect lost, faster response. |
| Instant Lead Auto-Reply | Sends “thanks—let’s talk details” in 60 sec. | ≈0.5 hr | You look responsive; lead stays. |
| Self-Booking Discovery Call | Prospects pick consult slot 24/7. | ≈1 hr | Diary fills itself, no email tennis. |
| Event Brief Form | Collects event size, theme, budget online. | ≈1 hr | Arrive to call fully prepped. |
| Auto Proposal Builder | Generates PDF quote from selections. | ≈1 hr | Send polished proposal same day. |
| Proposal Follow-Up Nudge | Pings prospects 3 days later. | ≈0.5 hr | Turns “thinking” into “booked”. |
| E-Signature Contract | Sends contract & captures signature. | ≈0.5 hr | Locks in booking without printing. |
| Deposit Pay Link | Sends Stripe link for 30 % deposit. | ≈0.5 hr | Secures date instantly. |
| Payment Schedule Reminders | Auto emails 60/30/7-day invoices. | ≈1 hr | Cash arrives on time, no chasing. |
| Vendor Task Board | Creates tasks for florist, AV, etc. | ≈1 hr | No detail slips through cracks. |
| Vendor Contract E-Send | Emails POs/contracts automatically. | ≈0.5 hr | Suppliers confirmed without phone calls. |
| RSVP Landing Page | Guests RSVP; data syncs to list. | ≈1 hr | No spreadsheet merges. |
| Dietary Filter Alert | Flags vegan/gluten-free counts. | ≈0.5 hr | Catering knows exactly what to prep. |
| Seating Chart Auto-Build | Creates drag-and-drop seating with RSVPs. | ≈0.5 hr | Hours saved arranging tables. |
| Timeline PDF Generator | Outputs event schedule PDF. | ≈0.5 hr | Send to team & client instantly. |
| Vendor Reminder SMS | Texts vendors load-in times. | ≈0.5 hr | No “what time again?” calls. |
| Client Countdown Emails | 30/14/7-day updates & tips. | ≈0.5 hr | Keeps client calm and informed. |
| Floor-Plan Approval Link | Client e-signs layout online. | ≈0.5 hr | Avoids last-minute layout debates. |
| Weather Backup Alert | Emails rain plan tasks if forecast <48 h. | ≈0.5 hr | Fast pivot for outdoor events. |
| Staff Shift SMS | Texts team call time & dress code. | ≈0.5 hr | Everyone shows up prepped. |
| Shift Swap Board | Staff claim open shifts. | ≈0.5 hr | Manager avoids schedule chaos. |
| Rental Inventory Tracker | Low-stock chairs/linens alert. | ≈0.5 hr | Order extras before panic. |
| Auto Re-order Rentals | Sends PO to rental vendor. | ≈0.5 hr | Gear reserved ahead of rush. |
| Event Day SMS Checklist | Morning task list to staff phones. | ≈0.5 hr | Nothing forgotten on show day. |
| Photographer Shot List Email | Sends approved list 48 h out. | ≈0.5 hr | Must-have shots never missed. |
| Live Guest Count SMS | Door staff enter count; auto updates. | ≈0.5 hr | Real-time capacity insight. |
| Feedback Survey | Emails guests link day after event. | ≈0.5 hr | Gather testimonials automatically. |
| Review Request | Sends Google review link to client. | ≈0.5 hr | More 5-stars win next booking. |
| Referral Ask | Offers gift card for referral. | ≈0.5 hr | Free leads via happy couples. |
| Photo Gallery Delivery | Sends gallery link when photos ready. | ≈0.5 hr | Client delight without manual email. |
| Final Invoice Auto-Send | Emails balance invoice post-event. | ≈0.5 hr | No delay; cash in quickly. |
| Expense Receipt OCR | Scans receipts to accounting. | ≈0.5 hr | Bookkeeping done in seconds. |
| POS-to-Accounting Sync | Sales push nightly. | ≈0.5 hr | No manual entry, fewer errors. |
| Weekly KPI Report | Emails leads, booked, revenue. | ≈0.5 hr | Know pipeline at a glance. |
| Social Post Scheduler | Auto-posts event sneak peeks. | ≈0.5 hr | Marketing runs while you plan. |
| Lead Source Tagging | Marks Instagram, Google, referral. | ≈0.5 hr | Spend marketing budget smart. |
| Cold Lead Nurture | Monthly email to undecided leads. | ≈0.5 hr | Books events months later. |
| Permit Deadline Alerts | Reminds city permit due dates. | ≈0.5 hr | No fines or last-minute rush. |
| Insurance Cert Request | Sends COI request to vendors. | ≈0.5 hr | Liability covered automatically. |
| Vendor Payment Scheduling | Sends payments on milestone complete. | ≈0.5 hr | Happy vendors, controlled cashflow. |
| Backup Vendor List | Auto-emails alternates if vendor cancels. | ≈0.5 hr | Plan B ready without scrambling. |
| Tax Gratuity Calculator | Adds auto-gratuity to catering bill. | ≈0.5 hr | No manual math errors. |
| Event Debrief Survey | Internal survey to team post-event. | ≈0.5 hr | Improves future workflows. |
| Content Request Email | Asks photographer for highlights. | ≈0.5 hr | Get marketing assets faster. |
| Website Gallery Auto-Update | Pushes new photos to site. | ≈0.5 hr | Fresh portfolio without manual upload. |
| One-Click Promo Blast | Ready SMS/email for off-season deals. | ≈1 hr | Fill calendar when enquiry dips. |
