Event Planning Workflow

Your team happy hour, founders dinner, or 200-person conference — planned and run without an event coordinator.

Updated 2026-04-18
Tycoon solution

AI COO + AI CMO run event planning end-to-end for anything from a 10-person dinner to a 500-person conference. Venue sourcing + negotiation, Luma/Partiful setup, guest list curation, RSVP tracking, day-of run-of-show, vendor coordination (catering, A/V, photographer), and post-event follow-up. You host; the AI team runs the ops.

How it runs

  1. Event brief and budget

    You tell AI COO: goal ('build our SF customer community'), size (40 founders), budget ($8K), date range (first Tue-Thu of May). Output: a brief with venue criteria, F&B per-head target, and a decision-ready plan — not 20 questions back at you.

  2. Venue sourcing and negotiation

    AI COO searches Peerspace, Splacer, local venue directories, and direct outreach to restaurants. Shortlists 3-5 options with photos, capacity, F&B minimums, availability. Drafts outreach emails, negotiates rates (typical saving: 10-20% off published rates), and books with your approval.

  3. Invite page and guest list

    Luma/Partiful page created with your brand, event details, RSVP form. AI CMO drafts the invitation copy in your voice. Guest list curated from your CRM (segment filters like 'Bay Area + Founder + Series A-B'), with personal intros from you to high-priority invites. 2x invites sent vs capacity (40-60% RSVP rate is typical).

  4. Pre-event coordination

    3 days before: send detail email (address, parking, dress code, 'text me at +1 if lost'). 1 day before: confirm headcount with venue, send run-of-show to any speakers, prep name tags. Day of: send 'looking forward to seeing you at 6' reminder at 2pm.

  5. Day-of run-of-show

    AI Head of Content pre-writes your remarks (3-minute welcome, table intros prompt, 5-minute close). If there are speakers, each gets a prep doc with time limits and handoff cues. Photographer briefed on shot list. Music playlist curated. You walk in with a timeline on your phone, not 30 loose ends.

  6. Live event ops

    During: AI COO handles check-in (name tag distribution via a shared iPad or paper list), tracks no-shows, routes logistical questions. If you need to handle a last-minute crisis (dietary restriction, missing speaker), you ping in chat and AI COO resolves without interrupting your hosting.

  7. Follow-up and ROI

    Next day: thank-you email to all attendees with photos, video recap if filmed, and event-specific resources. Hot leads (people who connected well with you or expressed specific interest) get a personal follow-up from AI Sales Rep with a meeting booking link. ROI tracked: meetings booked, revenue attributed over 90 days, cost per high-value conversation.

Who runs it

  • hire/ai-coo
  • hire/ai-cmo
  • hire/ai-head-of-content
  • hire/ai-sales-rep

What you get

  • Events go from 40-hour planning marathons to 5 hours of founder decisions
  • Venue cost savings of 10-20% through AI-negotiated rates
  • RSVP rate lifts 30-50% with personalized invites + reminders
  • Day-of ops handled without a human coordinator
  • Post-event ROI measured in meetings booked + revenue, not vibes
  • Repeatable playbook — each event compounds into a better next event
  • Founder actually enjoys their own event instead of dreading logistics
FAQ

Frequently asked questions

Clear answers about wallet credit, usage, subscriptions, and how Tycoon charges for work.

Luma already handles RSVPs, reminders, and check-in. What does this add?

Luma is a great RSVP + event-page tool. What it doesn't do: source venues, negotiate F&B, curate your guest list from your CRM, write invitation copy in your voice, coordinate vendors day-of, track ROI in your pipeline, follow up with segmented sequences. Tycoon orchestrates across Luma + your other tools. You keep using Luma for what it's best at (the event page); Tycoon handles the 80% of event planning that isn't the RSVP page.

What about bigger events — conferences with 500+ people, multiple tracks, sponsor booths?

Workflow scales up with added coordination layers. AI COO handles: sponsor outreach + contract management, speaker selection + logistics (flights, hotels, AV), track scheduling in Sched or similar, attendee segmentation (VIPs, general, press), sponsor ROI tracking. For conferences >500 attendees, you'll still want a human event coordinator for day-of floor management — but their job becomes 'execute the plan' rather than 'build the plan', and planning time drops from 6 months to 2 months.

International events — different currency, taxes, venue norms. Does it handle that?

Yes, with country-specific adaptations. For EU events: venue pricing in EUR with VAT clarity, catering that accounts for local dietary norms, data handling GDPR-compliant, invitations that comply with local marketing laws. For Asia: venue sourcing from local networks (Peerspace has less coverage; AI COO uses Lark/WeChat for outreach in China, Jimoti in Japan), F&B norms that differ from US standards. You set the country; the workflow adapts.

We host recurring events (monthly meetup). Does the workflow compound?

Yes — this is where it shines. After event 1, AI COO has: vendor relationships (preferred venue, trusted caterer, reliable photographer), audience data (who came, who RSVP'd and no-showed, who engaged), messaging that worked (subject lines, invite copy). Event 2 onward, planning time drops 60-70% because the decision tree is pre-populated. By event 5 you have a true playbook — same format, predictable turnout, known-good vendors.

What if I want the event to feel intimate and unscripted, not corporate?

Workflow adapts to vibe. For an intimate dinner: less structure (no formal talks, just dinner + curated seating), invitation copy that's personal not marketing-y, zero branded signage, no name tags unless you want them. The AI's default for small founder dinners is minimal-overhead curation — seat a great mix of people, feed them well, get out of the way. The automation is on logistics, not the social texture. You set the tone; the workflow removes friction.

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