A complete walkthrough of AI Event Assist, the AI event planning software for professional planners. From setup to sharing a polished report with your client, plus tips to get sharper results every time.
The full process
Pick between Classic and Editorial report styles, save once, apply to every future report.
Enter your client's details, vision, budget, and currency. Select the supplier categories you need.
Add per-category budgets, style preferences, and inspiration images or links.
Hit run. The AI searches the live web — beyond the SEO winners — and builds your shortlist in minutes.
Edit, curate, and send your client a beautiful branded report via a shareable link.
The brief is split across four tabs. Client brief, Event scope, Suppliers, and Settings. Work through them in order. The more detail you add, the sharper the research.
Paste what they said on the call verbatim into the "Client's own words" field. The AI reads this directly and calibrates every recommendation to match their language and feeling, not a sanitised brief.
Tap your primary currency in the currency grid before running research. For destination events, also select the destination currency, every supplier card will then show pricing in both.
If the client wants something different, not the usual suspects, turn this on. The AI actively hunts for smaller boutique studios and Instagram-found suppliers that won't appear in any directory.
Don't skip the atmosphere chips. Selecting "Luxurious + Rustic + Romantic" versus "Modern + Minimal" completely changes which suppliers the AI surfaces. These three words do a lot of heavy lifting.
The Deep Dive tab is where you set per-category budgets, style preferences, and upload inspiration. This is what separates a generic shortlist from a research document that reads like it was handcrafted.
Drag and drop photos from the client's Pinterest board, their own saved images, or your own references directly into each category. The AI uses these to match aesthetic style, not just keywords.
Paste Pinterest boards, Instagram profiles, website references, or portfolio URLs into the link field. You can add multiple links per category. These feed directly into the research prompt.
Enter a specific budget range for each supplier type (e.g. "£6,000–£9,000" for florals). The AI uses this to filter pricing and won't suggest suppliers wildly outside the range.
Use the "Notes" field to tell the AI about specific suppliers to avoid, competitors, past bad experiences, or suppliers you know are unavailable on the date. It takes these exclusions seriously.
Once you hit Run Research, the AI works through your brief systematically, searching the live web, cross-referencing Instagram, and filtering against your preferences. A full brief typically takes 30–90 seconds.
The AI uses live web search, not a pre-built directory. It finds suppliers that exist and are active right now, checks their websites, looks up Instagram accounts, and validates pricing against your location and budget.
With local mode on, the AI specifically searches Google for suppliers with a strong Instagram presence, boutique studios, sole traders, and independents that don't rank highly in traditional search. It includes their Instagram handle where found so you can check their portfolio directly.
In Settings, choose 2–3 suppliers per category for a quick working shortlist, 5 for a thorough brief you'd share with a client, or 7 for a comprehensive comparison where you want options to compare. More depth = longer run time and slightly higher API cost.
Run research before your client debrief call, not after. Use the report as a live working document during the call, you can hide, add, and edit suppliers in real time as you discuss it together.
The report is yours to shape before a client ever sees it. Switch between Internal view (everything) and Client view (only what you've approved) with a single click.
Not every supplier the AI surfaces will be a perfect match, and that's by design. The tool casts a wide net so you always have real options to choose from. It's much easier to cut three suppliers you don't love than to wish you had more. A few reasons a result might feel off:
Think of it as a brilliant research assistant who's done your legwork, but who still needs your eye and your network to finish the job. That's where you add the magic.
Use "Hide from client" on suppliers you're still checking rather than removing them entirely. They stay in your internal view so you can reveal them later if needed. Remove is permanent, hide is reversible.
The AI writes a 3–4 sentence overview of the brief. Click into it in the report and edit it in your own voice, this is the section that most sounds like you, so make it yours before sending.
The small dot on each supplier card marks it as recommended. In the copied report text, starred suppliers are flagged, it tells the client which ones you're genuinely excited about, not just listing.
Use "Add supplier" in any category to bring in suppliers from your existing network, including their Instagram handle and your personal planner tip. These sit alongside the AI-researched ones seamlessly.
Once you've curated the suppliers you want to pursue, switch to the Supplier emails tab. The tool drafts one personalised email per category, ready to copy and paste into your inbox.
Each email is 4–6 short paragraphs: event basics, the vibe pulled from your client's own words, the specific ask for that supplier, logistics they need to quote accurately, and a clear next step. No "I hope this email finds you well" filler.
In the Settings tab, choose a default email tone, warm and personal, professional and formal, or brief and direct. Add a short bio and sign-off for the signature block. The tool applies these to every generated email.
Every email is fully editable, click into the subject or body and tweak anything. Hit "Copy email" to paste straight into your email client. The tool never sends emails itself, you stay in control of the outreach.
Email generation takes around 60–90 seconds because each one is personalised. Start it early, alongside curating the report, so they're ready when you are.
Hi,
We're planning a wedding for 140 guests at Loseley Park on 14 June 2026 and would love to explore your florals for the day.
The couple describes the feel as "a garden at dusk, wild but considered, all soft whites and sage". The marquee sits on the walled garden lawn, so florals need to hold well into the evening...
Every report is built to your studio's brand, your name, your contact details, your business intro. Pick from two professionally designed styles depending on the event and what you're looking for.
A structured, modern report with all the essentials: supplier shortlist, pricing, planner tips, and clickable links. Fast to produce, easy to read, and works beautifully for working briefs and day-to-day client updates. Available on every plan.
A beautifully designed, serif-led layout inspired by luxury wedding editorial. Feature each supplier across a full spread with planner's notes, elegant typography, and a bespoke closing page. Perfect for flagship weddings, milestone events, and clients who value the details. Available on Pro.
Switch between styles anytime from Settings → PDF style. Your choice saves automatically, so every future report downloads in the style you prefer.
Best practices
Tips from planners who use the tool every week, the habits that make the difference between a good shortlist and an exceptional one.
Run a preliminary research pass before your client debrief using just the broad strokes. Use the results to guide your questions on the call, then refine and rerun with the detail you captured.
The planner notes field in Settings is your direct line to the AI. Tell it which suppliers to avoid, which areas to prioritise, budget quirks, anything the client mentioned that didn't fit elsewhere. It reads every word.
The more specific your location, the more locally-relevant the results. "Surrey" is good. "Surrey Hills / Guildford area" is better. For destination events, name the specific town or region, "Amalfi Coast" not just "Italy".
The "Client's own words" field is the single most powerful thing in the brief. Paste a paragraph of what they said verbatim. The AI matches its language, tone, and supplier choices to theirs, not a sanitised brief interpretation.
One image might be vague. Three images from different angles of the same aesthetic give the AI enough to triangulate the exact visual direction, floral style, colour palette, venue feel, tablescape references all at once.
Research isn't a one-shot process. Run it, review the results with your client, add more detail to the brief based on their reaction, and rerun. Each run costs around £0.02–£0.04. Use it iteratively, it gets sharper every time.
Run your supplier emails after you've curated the report, not before. The emails are generated based on the brief and deep-dive preferences, so they match whatever you've set. Edit the tone and sign-off in Settings first.
After each brief, download the full supplier CSV. Over time this becomes your own supplier database, every Instagram handle, website, pricing note, and recommendation status from every job you've run through the tool.
Always switch to Client view and read the full report as your client would, out loud if possible. Check the overview reads naturally, the next steps are clear, and supplier notes make sense without your internal context.
FAQ
This usually happens when the location or budget is too vague for the AI to search effectively. Add a specific town or postcode area, set a clear currency, and make sure you've set a budget. If results still look generic, use the planner notes field to give more context, "this is a luxury Surrey wedding, not a budget event" makes a significant difference to the sourcing.
Make sure the "Local & independent suppliers" toggle is on before running research. In the planner notes, add something like "prioritise sole traders, boutique studios, and independent specialists over agencies and directory regulars". Being explicit in that field steers the AI away from the SEO winners — and most independents have an active Instagram, so handles surface naturally on the cards.
Yes, hit "New brief" in the edit bar to start fresh. Each brief is completely independent. You can jump between briefs, edit them, and run new research whenever you need to.
In Edit mode, click on any text in the report, the planner overview, the next steps paragraph, or any supplier card detail, and it becomes editable inline. Click away to save. The report updates immediately. Switch to Preview mode to see it as your client would before switching to Client view.
In Edit mode on the report, click the small "+" Add supplier button next to any category header. Fill in the name, type, your recommendation notes, price, website, Instagram handle, and planner tip. It slots into the report alongside the AI-researched suppliers and looks identical. Great for bringing in trusted contacts the AI might not know.
Yes, the tool is fully responsive and works on mobile and tablet. The form is easy to fill in on a phone, and the report is readable on any screen size. For the best experience when editing supplier notes or the planner overview text, a desktop or laptop gives more room to work.
Supplier CSV gives you just the shortlisted suppliers, name, category, badge, pricing, Instagram, website, and your recommendation status. Clean and ready to drop into a spreadsheet or supplier database. Full report CSV includes everything, the brief summary, planner overview, all supplier data, and the next steps paragraph, in one structured file. Use this for archiving per client or passing to a colleague.
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