AI Agent Workflow for Event Planning: Vendor Research to Run-of-Show Automation

TL;DR: A three-agent event planning squad -- Researcher (GPT-4.1, $0.03), Writer (Claude Sonnet 4, $0.08), Analyst (GPT-4.1-mini, $0.05) -- automates vendor comparison, timeline creation, and post-event survey analysis. Total cost: $0.05-$0.16 per run. This guide covers three complete workflows with exact prompts and cost breakdowns.

Event planning involves hundreds of micro-decisions: which vendor offers the best value, how to sequence a 6-hour program, what promotional copy drives registrations, and whether attendees actually enjoyed the experience. Each decision requires gathering information, comparing options, and producing documentation -- work that is structurally suited for AI agent squads.

The challenge with event planning is context switching. A planner might research caterers in the morning, write promotional emails at noon, build a run-of-show in the afternoon, and analyze survey data in the evening. Each task uses different skills and produces different outputs. Multi-agent workflows handle this breadth by assigning specialized agents to each task type.

Related: AI Agent Workflow for Content Writing · AI Agent Workflows: 10 Examples · Build AI Workflows Without Code · How to Automate Workflows with AI Agents · AI Agent Template Library

The Event Planning Agent Squad

Agent Configuration

Agent	Model	Role	Cost per Run
Event Researcher	GPT-4.1	Vendor analysis, venue comparison, market research	~$0.03
Event Writer	Claude Sonnet 4	Promotional copy, run-of-show docs, email campaigns	~$0.08
Event Analyst	GPT-4.1-mini	Survey analysis, feedback summaries, ROI calculations	~$0.03-$0.05

Total per run: $0.05-$0.16 depending on task complexity.

Why These Models?

• GPT-4.1 for research: strong at multi-source synthesis and comparative analysis. Vendor research benefits from its ability to weigh multiple criteria simultaneously. At $2.00/M input tokens, research tasks remain affordable at $0.03-$0.05 each.
• Claude Sonnet 4 for writing: produces well-structured, creative content. Run-of-show documents need to balance detail with readability. Promotional copy needs to be engaging without being generic.
• GPT-4.1-mini for analysis: fast, cost-effective at processing structured survey data. At $0.40/M input tokens, processing 500 survey responses costs under $0.05.

Workflow 1: Vendor Comparison and Research

The Problem

Comparing vendors for an event -- caterers, AV companies, venues, photographers -- takes 4-8 hours per category. The process involves collecting quotes, comparing offerings, checking references, and creating a recommendation document. Most planners do this manually in spreadsheets, making it hard to compare across categories consistently.

The Agent Pipeline

Task input:

"Compare 4 catering vendors for a 200-person corporate conference on October 15, 2026 in Chicago. Budget: $35-45 per person. Requirements: dietary accommodations (vegan, gluten-free, halal), full service with staff, cocktail hour + sit-down dinner format. Vendor data: [paste vendor proposals or list details]. Decision criteria: cost (30%), menu quality (25%), service quality (20%), dietary options (15%), flexibility (10%)."

Phase 1: Researcher (GPT-4.1, ~$0.03)

The researcher produces a structured comparison:

• Scoring matrix: Each vendor rated across all criteria on a 1-10 scale
• Cost analysis: Per-person cost, service fees, gratuity policies, minimum spend requirements
• Strengths and weaknesses: For each vendor, top 2 strengths and top 2 risks
• Risk flags: Any vendors with capacity concerns, limited dietary options, or restrictive contract terms
• Recommendation: Top choice with rationale, plus runner-up
• Negotiation levers: Specific areas where each vendor might be flexible on pricing

Phase 2: Writer (Claude Sonnet 4, ~$0.08)

The writer produces a decision-ready document:

• Executive summary with recommendation
• Comparison table (formatted, scannable)
• Detailed analysis per vendor
• Budget impact summary
• Recommended next steps with timeline

Phase 3: Analyst (GPT-4.1-mini, ~$0.01)

Quick review: math checks on pricing calculations, completeness of comparison, alignment with stated criteria weights.

Total cost: ~$0.12. Time: 3-4 minutes. Savings: 4-6 hours of manual comparison work.

Prompt Template for Vendor Research

Researcher:

"You are an event procurement specialist. Given vendor proposals and event requirements, produce: 1) Scoring matrix (rate each vendor 1-10 on each criterion), 2) Cost analysis (per-unit cost, hidden fees, total estimate), 3) Strengths and weaknesses (top 2 each), 4) Risk flags (capacity, contractual, quality concerns), 5) Ranked recommendation with rationale, 6) Negotiation talking points for top 2 vendors. Be objective. Highlight trade-offs clearly."

Writer:

"You are an event planning consultant. Given the vendor analysis, produce a recommendation document: 1) Executive summary (one paragraph with clear recommendation), 2) Comparison table (all vendors, all criteria, total scores), 3) Detailed vendor profiles (strengths, risks, cost breakdown), 4) Budget summary (total cost comparison), 5) Next steps with timeline. Format for a decision-maker who has 5 minutes to review."

Workflow 2: Event Timeline and Run-of-Show Generation

The Problem

Creating a detailed run-of-show is one of the most tedious event planning tasks. A full-day conference with 8 sessions, 3 breaks, keynote, networking, and AV cues can produce a 15-20 page run-of-show document. Every entry needs start time, end time, speaker, AV requirements, and contingency notes. Building this manually takes 3-5 hours.

The Agent Pipeline

Task input:

"Create a run-of-show for 'TechForward Summit 2026' -- a full-day technology conference. Date: October 15, 2026. Venue: Chicago Marriott Downtown. Capacity: 200. Schedule requirements: Registration 7:30-8:30, Opening keynote 8:30-9:15 (CEO, 'The Future of AI in Enterprise'), Breakout sessions 9:30-10:45 (3 tracks: Engineering, Product, Leadership), Break 10:45-11:00, Panel discussion 11:00-12:00 ('Building Resilient Teams'), Lunch 12:00-1:00, Workshops 1:00-2:30 (2 options), Networking reception 2:30-4:00. Include AV requirements, room assignments, and buffer times."

Phase 1: Researcher (GPT-4.1, ~$0.03)

The researcher structures the raw requirements:

• Session mapping with dependencies and transitions
• Room assignment logic based on capacity and AV needs
• Buffer time recommendations (15 min between sessions, 30 min for major transitions)
• AV requirements per session type (keynote: projector + 2 wireless mics + confidence monitor; workshop: projector + whiteboard)
• Risk points: sessions likely to run over, tight transitions, single-point-of-failure rooms

Phase 2: Writer (Claude Sonnet 4, ~$0.10)

Produces a complete run-of-show:

Time	Session	Location	Speaker	AV Needs	Notes
7:30-8:30	Registration & Breakfast	Grand Foyer	--	Badge scanner, signage	2 registration lanes
8:30-9:15	Opening Keynote	Grand Ballroom A	CEO	Projector, 2 wireless mics, confidence monitor	Intro video (2 min)
9:15-9:30	Transition	--	--	--	15-min buffer
9:30-10:45	Breakout Track 1: Engineering	Room 201	[Speaker]	Projector, 1 mic	Cap: 60
...	...	...	...	...	...

Plus contingency notes, speaker liaison schedule, vendor load-in timeline, and a one-page quick-reference card for the day-of team.

Phase 3: Analyst (GPT-4.1-mini, ~$0.01)

Verifies: no scheduling conflicts, buffer times are adequate, room capacities match expected attendance, total time fits within venue hours.

Total cost: ~$0.14. Time: 4-5 minutes. Savings: 3-5 hours.

Prompt Template for Run-of-Show

Writer:

"You are an event production manager. Given event details, produce a complete run-of-show with: 1) Minute-by-minute timeline table (Time, Session, Location, Speaker/Facilitator, AV Requirements, Notes), 2) Buffer times between sessions (15 min minimum), 3) AV requirements per session type, 4) Room assignments with capacities, 5) Vendor load-in/load-out schedule, 6) Contingency notes (what to do if sessions run over), 7) One-page quick-reference card for day-of team. Be precise with timing. Include setup/teardown windows."

Workflow 3: Post-Event Survey Analysis

The Problem

After an event, planners need to analyze attendee feedback, identify patterns, and produce actionable insights. With 150-300 survey responses containing both quantitative ratings and qualitative comments, this analysis takes 3-5 hours. Many teams produce basic summaries that miss important patterns in the qualitative data.

The Agent Pipeline

Task input:

"Analyze the following post-event survey data from TechForward Summit 2026. 247 responses out of 200 attendees (includes virtual). [Paste survey data: ratings and open-ended responses]. Key metrics to analyze: overall satisfaction, session ratings, venue satisfaction, food quality, networking effectiveness, likelihood to attend again. Segment by: in-person vs. virtual, seniority level, track attended."

Phase 1: Analyst (GPT-4.1-mini, ~$0.05)

The analyst processes all responses:

• Quantitative summary: Average scores for each metric, with standard deviation and response rate
• Segmentation: In-person vs. virtual satisfaction comparison (in-person: 4.3/5, virtual: 3.8/5)
• Sentiment analysis of open-ended responses: Categorize 312 comments into themes
• Top themes: Content quality (mentioned 89 times, 78% positive), Networking (mentioned 67 times, 62% positive), Food (mentioned 45 times, 54% positive, 31% neutral)
• Improvement areas: Virtual experience (3.8/5, cited for audio issues), Session variety (requests for more hands-on workshops)
• NPS calculation: Detractors 12%, Passives 28%, Promoters 60% = NPS 48

Phase 2: Writer (Claude Sonnet 4, ~$0.06)

Produces a formatted analysis report:

• Executive summary with top-line numbers
• Detailed metric breakdown with charts data
• Sentiment analysis with representative quotes
• Segmented findings
• 5-7 specific, actionable recommendations for next year
• Appendix with verbatim responses organized by theme

Phase 3: Quick Review (GPT-4.1-mini, ~$0.01)

Verifies: math on averages and percentages, representation of negative feedback alongside positive, completeness of segmentation.

Total cost: ~$0.12. Time: 3-4 minutes. Savings: 3-5 hours.

Cost Analysis

Per-Task Cost

Task	Research	Write	Review	Total	Time
Vendor comparison (4 vendors)	$0.03	$0.08	$0.01	$0.12	4 min
Run-of-show generation	$0.03	$0.10	$0.01	$0.14	5 min
Post-event survey analysis	--	$0.06	$0.05	$0.12	4 min
Promotional email copy	--	$0.04	$0.01	$0.05	2 min
Vendor outreach emails (batch)	--	$0.05	$0.01	$0.06	2 min

Monthly Cost by Event Volume

Events/Month	Monthly Cost	Compare to Planner Time
1-2 events	~$1.50	20-40 hours
4-6 events	~$4.00	40-80 hours
10+ events (agency)	~$8.00	100+ hours

An event planner at $40/hour costs $800-3,200/month for the same documentation volume. The agent squad handles it for under $8.

Setup Guide

Step 1: Create Your Account

Go to ivern.ai/signup. Free, no credit card.

Step 2: Add API Keys

Add your OpenAI and Anthropic API keys in Settings. BYOK model with no markup. A $10 API budget covers 60-100 event planning tasks.

Step 3: Create an Event Planning Squad

Name it "Event Ops." Add the Researcher, Writer, and Analyst agents with the prompts above.

Step 4: Start with a Past Event

Run survey data from a recent event through the analysis workflow. Compare the agent output to your manual analysis to calibrate prompts.

Frequently Asked Questions

Can the agents handle multi-day events?

Yes. For multi-day conferences, break the run-of-show task into one workflow per day, or specify the full multi-day schedule in a single task. The Writer produces day-by-day sections with master timelines.

How do I handle venue-specific details?

Include venue specifications in the Researcher's context: room names, capacities, AV equipment inventory, load-in procedures, catering policies. The agent incorporates these into every relevant document.

What about vendor data that is not digital?

If you have paper proposals or verbal quotes, transcribe the key details (price, menu, terms) into text before running the comparison task. The agent works with whatever data you provide.

Can I use this for virtual or hybrid events?

Yes. Include virtual platform details (Zoom, Hopin, etc.) in the task input. The run-of-show generator will include virtual-specific cues: screen share transitions, breakout room assignments, chat moderation notes.

How do I share the output with my team?

Copy the formatted output from the Ivern dashboard, or export via the API into your project management tool. Run-of-show tables paste cleanly into Google Docs, Notion, or Confluence.

Related Posts

• AI Agent Workflow for Content Writing
• AI Agent Workflows: 10 Examples
• Build AI Workflows Without Code
• AI Agent Template Library
• How to Automate Workflows with AI Agents

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Sign up at ivern.ai/signup to build your event planning agent squad. Your first tasks are free -- enough to generate a vendor comparison, run-of-show, and post-event analysis at no cost.