Event Planning Workflow
Your team happy hour, founders dinner, or 200-person conference — planned and run without an event coordinator.
You want to host a 40-person founders dinner in SF. Month of planning: finding a venue (6 back-and-forth emails each), negotiating the F&B minimum, building the Luma page, emailing your shortlist, tracking RSVPs in a spreadsheet, ordering name tags, planning the run-of-show, sending directions day-of, managing no-shows at the door. You're exhausted before the first guest arrives.
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
- 1Event 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.
- 2Venue 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.
- 3Invite 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).
- 4Pre-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.
- 5Day-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.
- 6Live 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.
- 7Follow-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
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
Frequently asked questions
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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