Planning events means juggling details, timelines, vendors, and last-minute chaos — all at once.
These ChatGPT prompts help you move faster, stay organized, and write better proposals, schedules, and messages.
Whether you’re planning weddings, brand launches, or corporate retreats, this list saves time and keeps you looking sharp.
10 ChatGPT Prompts For Event Planners
1. Prompts to Create an Event Planning Checklist
#CONTEXT:
You’re starting a new event and want a clear list of tasks — from prep to post-event.
#GOAL:
Build a checklist that covers everything step by step.
#RESPONSE GUIDELINES:
• Type of event: [insert: wedding, corporate, party, etc.]
• Date or timeline: [insert timeframe]
• Include tasks by phase: before, during, after
• Add vendor, guest, and tech-related tasks
• Format as a bullet list
#OUTPUT:
A ready-to-use event checklist I can follow or share with my team.
2. Prompts to Write a Client Proposal
#CONTEXT:
You’re pitching your event services and need a proposal that sounds polished and clear.
#GOAL:
Write a short event planning proposal with scope, timeline, and pricing.
#RESPONSE GUIDELINES:
• Client name: [insert]
• Type of event: [insert]
• Services offered: [insert list]
• Add a short intro, breakdown of deliverables, and estimated cost
• Tone: professional but friendly
#OUTPUT:
A proposal I can send to win the client.ChatGPT Output
3. Prompts to Draft an Event Timeline
ChatGPT AI Prompt:
#CONTEXT:
You need a clean event-day timeline for vendors, staff, or the client.
#GOAL:
Create a detailed schedule from setup to wrap-up.
#RESPONSE GUIDELINES:
• Type of event: [insert]
• Event start/end time: [insert]
• Include load-in, rehearsals, main program, breaks, and teardown
• Format as a time-stamped schedule
• Optional: add roles or task assignments
#OUTPUT:
An event timeline I can print or send to the team.4. Prompts to Write Email Templates for Vendors
#CONTEXT:
You work with multiple vendors — and want emails that save time but still sound personal.
#GOAL:
Write short, clear email templates for coordination.
#RESPONSE GUIDELINES:
• Vendor type: [insert: florist, caterer, DJ, etc.]
• Message type: [insert: inquiry, confirmation, reminder]
• Tone: friendly and respectful
• Include event name/date and action item
• Keep it under [insert word count]
#OUTPUT:
A copy-paste email template I can reuse with vendors.ChatGPT Output
5. Prompts to Create a Budget Breakdown
ChatGPT AI Prompt:
#CONTEXT:
You want a simple view of how much everything will cost — for you or your client.
#GOAL:
Generate a clear budget sheet with categories and estimates.
#RESPONSE GUIDELINES:
• Event type: [insert]
• Guest count: [insert number]
• Budget range: [insert total budget]
• Include categories: venue, food, decor, staffing, misc
• Format as a basic table with editable numbers
#OUTPUT:
An event budget I can use or present to a client.6. Prompts to Write Event Descriptions for Promotions
ChatGPT AI Prompt:
#CONTEXT:
You need to describe the event for flyers, emails, or social posts.
#GOAL:
Write a short event description that grabs attention.
#RESPONSE GUIDELINES:
• Event name: [insert]
• Theme or purpose: [insert]
• Audience: [insert type of guests]
• Include: what, when, where, why it matters
• Keep it short, clear, and inviting
#OUTPUT:
An event description I can use for marketing or invites.ChatGPT Output
7. Prompts to Handle Last-Minute Issues Professionally
#CONTEXT:
Something went wrong — and you need to message a client or vendor quickly and clearly.
#GOAL:
Write a calm, solution-focused message.
#RESPONSE GUIDELINES:
• Situation: [insert problem: weather, delay, no-show, etc.]
• Who the message is for: [insert: client, vendor, guest]
• Tone: calm, professional, helpful
• Acknowledge the issue + suggest the next step
• Keep it under 5 lines
#OUTPUT:
A short, clear message I can send during an issue.8. Prompts to Create a Social Media Content Plan for Events
#CONTEXT:
You’re promoting an event and need content ideas to build excitement before and after.
#GOAL:
Build a short content plan for pre-event, during, and post-event.
#RESPONSE GUIDELINES:
• Event name or type: [insert]
• Platform: [insert: Instagram, Facebook, TikTok, etc.]
• Timeline: [insert weeks before and after event]
• Suggest 5–7 content ideas with captions
• Include 1 hashtag set
#OUTPUT:
A basic content plan to market the event online.
ChatGPT Output
9. Prompts to Write a Post-Event Feedback Email
#CONTEXT:
You want feedback from guests or clients to improve your future events.
#GOAL:
Write a short, polite follow-up email with a feedback link or questions.
#RESPONSE GUIDELINES:
• Event name/date: [insert]
• Audience: [insert: client, attendee, VIP, etc.]
• Tone: warm and appreciative
• Include a link or 3 quick feedback questions
• Keep it under 150 words
#OUTPUT:
A feedback email I can send after the event.10. Prompts to Build a Client Onboarding Guide
#CONTEXT:
You want to help new clients know what to expect — and reduce confusion later.
#GOAL:
Write a short onboarding guide with steps, timelines, and what you’ll need.
#RESPONSE GUIDELINES:
• Services offered: [insert list]
• Add: intro, how the process works, what I need from them, and key dates
• Tone: friendly and professional
• Format in sections or bullets
• Keep it clear and not too long
#OUTPUT:
An onboarding doc I can send to new clients at the start.ChatGPT Output
How to Use These Prompts Effectively
• Use them to save time
Instead of rewriting the same emails and timelines — build templates.
• Tweak for tone and format
Need formal or casual? Just tell ChatGPT your vibe and get a better fit.
• Reuse your best ones
Save the best responses and turn them into your go-to planning system.
• Start with real details
The clearer your input, the better the results. Use real event names, budgets, and roles.
• Don’t wait for perfect
Done is better than perfect — use the prompt, tweak, and move forward.
Wrap-Up
You already plan amazing events — let ChatGPT help you plan faster.
These prompts take what’s in your head and turn it into proposals, checklists, and content you can actually use.
Whether you’re booking vendors or sending emails at midnight, this list has your back.