Event Proposals Take 3+ Hours Per Inquiry
Event coordinators spend 3-6 hours creating proposals: drafting menus, calculating costs, designing floor plans, creating BEOs. Manual errors in guest counts or menu pricing cost thousands. Slow proposal turnaround loses bookings to competitors. Complex events with multiple meal periods overwhelm coordinators.
From Inquiry to Complete Proposal in 20 Minutes
AI event planner that takes client requirements (guest count, date, budget, preferences), suggests menu options with pricing, generates floor plan with table layouts, calculates staffing needs by position, creates detailed BEO with timeline, and outputs professional proposal PDF--reducing 4 hours to 20 minutes.
Input: guest count, date, event type, budget, dietary restrictions
AI suggests menu packages matching budget and preferences
Generates floor plan with table layouts and room capacity
Calculates staffing: servers (1:20 ratio), bartenders, cooks, setup crew
Creates BEO with: timeline, menu, staffing, AV needs, setup notes
Outputs proposal PDF with pricing breakdown and terms
Inquiry to Proposal
Client Intake
Coordinator inputs event details from client inquiry: date, guest count, budget, meal type, preferences.
Menu & Pricing
AI suggests menu packages within budget. Calculates per-person cost with food, labor, rental, AV.
Floor Plan & Staffing
Generates room layout with tables, calculates server/bartender needs, creates setup timeline.
Generate Proposal
Exports PDF proposal with menu, pricing, floor plan, BEO. Coordinator reviews and sends to client.
Key Features
Room Capacity Calculator
Knows room dimensions and table sizes. Ensures 150 guests fit comfortably with dance floor space.
Dietary Accommodation
Auto-calculates vegetarian/vegan/gluten-free meals based on typical percentage (10% vegan, 15% GF).
Rental Coordination
Lists required rentals: linens, chairs, glassware, flatware. Integrates with rental company for availability.
Timeline Builder
Creates event timeline: setup start, guest arrival, cocktail hour, dinner service, breakdown. Staffing aligned.
Event Planning Stack
Who Benefits?
Hotel Banquets
Handle 50+ event inquiries weekly efficiently. Increase booking conversion with fast, professional proposals.
Catering Companies
Quote weddings and corporate events accurately. Avoid underpricing complex multi-meal events.
Event Venues
Provide clients with complete proposals including F&B, AV, and rental coordination in one package.