A practical guide / Events

How can events companies use AI?

Events companies can use AI to prepare supplier briefs, run sheets and client proposals from an agreed scope. Begin with the audience, venue, timings, agreed services and budget decisions. Use that shared brief to draft documents for each part of the event.

Keep the facts aligned across each brief. The caterer, production team and client should see the same guest count and timetable. Build the scope record once, then ask for the document each person needs.

Build an event delivery pack

By Elliott Callender · 20 October 2026

Carry one agreed event scope into every delivery document.

Capture the decisions before preparing the proposal
Create a scope record with the event purpose, audience, guest count, date, venue, running order and agreed services. Add the budget basis, client duties and outstanding choices. Record who agreed each decision and when. Ask AI to sort the notes into a concise scope summary.
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Build a proposal with five headings. Cover the event goal, guest experience and delivery scope. Add prices and terms, then client decisions. Give each agreed service a clear description so the client can see what the fee covers. Put optional extras in their own section with the price supplied by your team.
Close with the decisions needed to proceed. Show when each choice affects orders or production. The client gets a clear list to answer. The project manager can carry the agreed scope into the delivery plan.
Make each supplier brief answer the same core questions
Set out what the supplier is providing, where it goes, when it is needed and who will receive it. Include quantities, setup windows, collection arrangements and the latest scope ID. Add the venue contact and the person approved to agree a change.
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Then adapt the detail to the supplier. A caterer needs the agreed service times and approved dietary arrangements. An AV supplier needs the agreed equipment schedule, presentation format and technical contact. Ask AI to extract only the relevant details for each brief.
Finish with supplier replies and open queries. Request a reply against each item so the project manager can update the scope record. Keep delivery, setup and service times in separate fields, giving the team a clear sequence to follow.
A run sheet for a client reception
Example with made-up details: a client reception has 80 guests, doors at 18:00 and a welcome at 18:30. The agreed plan gives the catering team access from 15:00 and schedules an AV check at 16:30.
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The run sheet reads: “15:00: catering access, venue manager receives team. 16:30: microphone and presentation check, crew lead. 17:45: front-of-house briefing, event manager. 18:00: doors open, guest team. 18:30: welcome, client host.” Each row includes the contact and prior task from the scope record.
A second view groups the same entries by supplier. The caterer sees its own arrival and service tasks. The event manager keeps the full running order.

Carry changes through to the crew

Use a change log with decision, date, approver and affected documents. If the guest count changes, find the catering brief, seating plan and front-of-house numbers that need updating. Ask AI to draft a change summary for the people affected.

Give each issued brief and run sheet a version and issue time. At the final production meeting, work through the latest running order. Record any tasks still blocking progress. Send each supplier the current brief and ask them to acknowledge the changes that affect their work.

After the event, use the run sheet and delivery notes to prepare a short debrief. Group comments under preparation, supplier handovers, guest experience and actions for the next event. This creates useful material for the next proposal and production plan.

The organiser approves safety and private information

HSE says planning should reflect an event’s scale and risk, with clear responsibility for safety. Its contractor guidance covers suitability and competence. Its event management guidance covers joint work, monitoring and safety arrangements during delivery. Have the event’s people in charge agree those arrangements and brief the teams.

The ICO covers security and data minimisation when AI handles personal information. Use an approved workspace and share only the guest details needed. Keep dietary, accessibility and contact information within the event’s approved sharing process. Approve the issued proposal, supplier brief and run sheet through your project process.

Read the source: HSE: getting started with event planning; HSE: managing an event; ICO: guidance on AI and data protection

Try a practical task

Draft the supplier pack from an agreed scope

Use this agreed reception scope, venue schedule and supplier list to prepare a delivery pack. Create separate briefs for catering, AV production and front of house.

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For each brief, show the agreed services and quantities. Add access, setup, service and collection times. Name the contact. Keep the agreed budget figures and supplier duties.
Build a master run sheet with time, activity, owner, prior task and contact. Highlight clashes between the venue schedule and supplier timings in a separate query list. Finish with a client decision list and a document issue register. Use the scope ID on every document so we can carry approved changes through the pack.

A relevant public story

A public result for proposal preparation

Remote Humans’ published proposal-writing story covers weekly proposal preparation and automated reporting across business systems. Weekly preparation fell from 10 hours to 45 minutes.

For an events team, it shows the value of bringing the source material together before drafting a recurring proposal.

Read the source: Remote Humans: proposal-writing result

Questions about this task

Should we start with proposals or run sheets?

Choose the document with the clearest agreed inputs. A proposal can start from the scope and approved prices. A run sheet needs the running order, access arrangements and supplier timings to be settled.

How do we handle a late client change?

Record the approved change once, find the affected briefs and issue revised versions. Use a short change summary so each supplier can check what it means for their delivery.