Planning and Event Readiness
BuiltOverview, planning gaps and recommended next activities across participants, tasks, programme and finance.
Apps and tools
Event Planner
AI-assisted planning, collaboration and execution of events
A full-stack workspace that connects participants, tasks, programme, conversations, finance and documents — with AI suggestions that must be approved before saving.
The demo uses a fictional business event and can be explored without logging in. It shows among other things Event Readiness, tasks, collaboration, budget and Travel & accommodation. Creating, editing and collaboration require access to the private beta.
What the project is
Event Planner is a working AI-assisted full-stack prototype for planning and execution of private and professional events. The solution brings information, collaboration and follow-up together in one system and supports the journey from early planning through event day.
The challenge the project addresses
Events quickly become fragmented across spreadsheets, email, SMS, messages, documents and separate checklists. The information often exists, but the connection between what is agreed, what is missing, who owns what, what it costs and what should happen next becomes weak.
The starting point for the project was therefore a simple question: Can generative AI be integrated into the workflow itself and contribute to execution — not just function as a chatbot on the side?
What has been built
Event Planner brings participants and RSVP, tasks, programme, documents, conversations and finance together in one workspace. Multiple users collaborate in real time with role-based access.
AI in the workflow
Quick Entry, Smart Paste and conversation analysis let the organiser register information in natural language. AI interprets unstructured content and suggests structured actions — for example, an order can be suggested as a cost item with the correct financial status. The flow is: unstructured information → AI suggestion → task, decision or cost → preview → explicit approval → saved.
AI suggests — the user decides.
Conversation → action
The collaboration feature gathers dialogue that would otherwise be lost in SMS and email. Messages can be linked to tasks and costs, answered in threads and analysed by AI — without changes happening without approval.
Conversation
→ structured information
→ task / decision / cost
→ ownership
→ follow-up
Event readiness
Event Readiness assesses status across participants, tasks, programme, logistics, decisions, risk and finance. The engine distinguishes data quality from planning coverage, weighs in deadlines and blockers, and prioritises recommended next activities.
Signal
→ Consequence
→ Priority
→ Action
→ Ownership
→ Deadline
Budget and financial control
The budget module tracks finance through four levels: Approved budget → Forecast → Committed → Actual.
Cost items are linked to suppliers, tasks and conversations. Quick Entry and conversation analysis can suggest new items, which are only saved after approval. Variance and financial signals are calculated against budget.
Adapted event context
Event Planner uses event type as context — the same platform supports private celebrations and professional business events such as conference, trade fair, customer event and kick-off. Travel & accommodation is activated optionally when the event requires it.
Core functional areas
Collaboration and conversations
BuiltReal-time collaboration, threaded conversations, linking to tasks and costs, activity indicators and direct navigation.
AI and human control
BuiltQuick Entry, Smart Paste and conversation analysis with preview before saving.
Budget and financial control
BuiltApproved budget, forecast, committed and actual — with variance, signals and links to suppliers and conversations.
Travel & accommodation
BuiltOptional workspace for travel needs, arrival and departure, hotel, transfer and ownership for relevant participants.
Participants, programme and execution
BuiltRSVP, groups and households, needs and allergies, programme and run sheet, task allocation and private documents gathered around the same event.
How the solution works
The organiser gradually builds a data foundation with participants, activities, finance and collaboration. The readiness engine surfaces gaps and recommended next steps. The AI assistant can among other things answer:
- What should we prioritise now?
- What is blocking us?
- Who is missing ownership?
- Where are the greatest financial uncertainties?
- Are we ready for the event?
Technical foundation
React and TypeScript, server-side application logic, Google Cloud Run, Firebase Authentication, Firestore, Cloud Storage and Gemini. GitHub and Cloud Build are used in the production pipeline, with private data storage, role-based access and clear separation between public demo and private events.
Relevance
The project explores how generative AI can be integrated into operational workflow — not as a chatbot on the side, but as part of planning, collaboration, decisions and execution.
Status and maturity
Working full-stack prototype · Private beta
Event Planner is used in real event planning and has a public write-protected demo based on a fictional business event case. The solution is under active testing and further development — not a finished commercial SaaS product.
Further development
Possible further development
- Ready-made templates for different event types
- Supplier and quote follow-up
- Automatic alerts and reminders
- Calendar and email integrations
- Self-service RSVP for invited participants
- Reporting and experience summary after execution
Adaptation to event types
- Private events and celebrations
- Conferences, seminars and customer events
- Trade fairs and exhibitions
- Kick-offs, team and leadership gatherings
- Workshops, courses and launches
Adaptation happens through configurable product logic — not as separate special versions of the app.
Marius Ottesen
AI strategist, concept and product developer
Concept, product logic, workflows and prototype are developed at the intersection of generative AI, product development, user experience and practical event governance.
Explore the project further
View the demo to explore the workflow and core features, or get in touch for access to the private beta.