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AI For Event Planners:10 Free AI Tools For Event Planners
Plan venues, vendors, and run of show faster. Use ready‑made Agents for proposals, budgets, timelines, emails, and recaps — or clone and customize Agents for your events.
Cortex
The brain of your AI operating system. Cortex learns from your unique world and provides insight, advice and inspiration.
Neurons
A secure, centralized knowledge base. All of your data, automatically organized, updated and available for use whenever it's needed.
Agents
You don't have to do everything yourself anymore. Create powerful agents that can do almost anything then report back to you.
10 Free AI Tools for Event Planners
Starter Agents you can clone and adapt.
Or create custom agents that work exactly the way you want.
View the agents below and use the calculator see how time and money you can save.
Benefits of AI for Event Planners
Use AI to accelerate proposals, logistics, and communications while improving attendee experience.
| Topic | Problem | Consequences | Solution |
|---|---|---|---|
Proposals and Budgets Take Too Long | Building proposals, quotes, and budgets is repetitive across similar events. | Slow response loses deals and compresses timelines. | Agents generate scopes, budgets, and schedules tailored to client requirements and constraints. |
Logistics Juggle | Coordinating venues, vendors, and schedules across stakeholders is manual. | Delays, mistakes, and last-minute stress. | Agents produce checklists, timelines, run-of-show plans, and vendor emails. |
Marketing & Comms Overhead | Drafting invites, reminders, and on-site signage takes hours. | Lower attendance and weaker experience. | Campaign agents create invites, reminders, landing copy, and signage text in your tone. |
Post-Event Follow-Up | Summarizing outcomes, gathering feedback, and sending recaps is tedious. | Missed learnings and fewer repeat bookings. | Agents compile recaps, surveys, and improvement recommendations from notes and data. |
Real-Time Issues | Rapid changes require fast comms and updates. | Small issues can snowball. | Cortex drafts status updates and contingency steps, flagging items that need your approval. |
What Is Unique About IIMAGINE?
Personalized AI
Cortex is the unique AI in IIMAGINE that learns from the data you provide when you chat with it or upload a file. Its unmatched sense of time, priority and relationships provides more effective advice, insight and inspiration.
Auto Data Organization
Collecting data is easy. Organizing and updating data is hard. Let AI do it automatically so you can focus on the big picture. Then 'chat with the data' or tell agents to complete tasks with the data.
AI Employees
After the AI has organized your data and provided recommendations, you can delegate tasks to your AI employees (agents). Agents are powerful AI tools designed to automate tasks and cut the to required to complete them by up to 90%.
Privacy And Client Data
"Using the public interface of ChatGPT, Gemini or Claude for your work is like putting private data in a black box. That data may be used for training the AI. IIMAGINE offers options to use GPT models from OpenAI and Gemini from Google in a way where your data is not added to public training data."
Best Practices for AI in Event Planning
Common pitfalls to avoid
Relying only on chat conversations without preserving sources and maintaining traceability
Creating one giant prompt instead of splitting tasks into reusable, specialized components
Skipping review loops and quality control steps before event day
Maintaining disorganized asset libraries without consistent naming conventions
Recommended approaches
Capture authoritative source files in Neurons to maintain data lineage and accuracy
Build a library of specialized Agents that each handle specific event tasks
Save successful Cortex conversation threads as templates for future reference
Maintain a dedicated "review notes" Neuron to continuously improve your processes