AI-Driven Event Planning & Orchestration System

End-to-End Intelligent Event Management with n8n & Claude AI

Event planning is complex—budgets, vendors, timelines, risks, and stakeholder approvals all need constant coordination. Manual processes lead to cost overruns, missed risks, and delayed reporting.

This enterprise-grade n8n workflow automates the entire event planning lifecycle—from client briefs to final executive reports. Using Claude AI, real-time financial data, and smart integrations, it converts raw inputs into optimized, insight-driven event plans with cost savings, risk management, and automated communication.

The result: faster planning, better decisions, and zero manual effort.

It’s an intelligent n8n automation that fuses data from multiple sources, analyzes budgets and actuals, ranks vendors, computes ROI and risks, and uses Claude AI to generate optimized event plans—automatically delivered to teams and executives.

Instead of spreadsheets and manual coordination, this system provides data-driven, AI-optimized event planning at scale.

Full Lifecycle Automation

From client brief to final report—handled automatically.

Cost Optimization & ROI Visibility

Identifies savings opportunities and calculates ROI in real time.

Intelligent Vendor Selection

Ranks vendors by cost, rating, and reliability.

Built-In Risk Management

Computes event risk using probability × impact scoring.

Executive-Ready Reporting

Delivers structured plans, summaries, and insights automatically.

This agentic AI system transforms event planning into a predictable, scalable process.

• Corporate Event & Marketing Teams

• Event Management Agencies

• Conference & Exhibition Organizers

• Enterprises with Large-Scale Events

• Hospitality & Experiential Marketing Firms

n8n orchestration reduces planning time by 60–80% while improving financial and operational control.

Built on the powerful no-code platform n8n, this workflow integrates:

Data Sources (Google Sheets)

• ClientBriefs

• BudgetEstimates

• ActualCosts

• VendorDatabase

• OrchestratedPlans

AI Intelligence

• Claude 3.5 Sonnet for optimization, insights, and planning logic

Notifications & Delivery

• Slack for team updates

• Email for executive reports

Automation Core

• n8n Scheduler, Webhook, HTTP, Function, IF, and AI nodes

These integrations create a secure, scalable, audit-ready orchestration system.

Orchestrate Trigger Runs daily at 7:00 AM or via webhook /event-orchestrate.

Read Client Brief Loads event metadata from the ClientBriefs sheet.

Read Budget Estimates Fetches estimated budgets and planned vendor costs.

Read Actual Costs Loads live or updated cost data for variance analysis.

Read Vendor Database Retrieves vendor pricing, ratings, and reliability scores.

Fuse All Data Merges all inputs into a unified dataset.

Data Fusion Engine Validates inputs and calculates totals, variances, and deltas.

AI Orchestration Engine Sends structured data to Claude AI for optimization, insights, and recommendations.

Parse & Finalize Plan Extracts structured JSON, computes ROI, savings, and risk levels.

Save Orchestrated Plan Updates the OrchestratedPlans sheet with final outputs.

Team Sync Sends real-time status and summaries to Slack.

Executive Report Emails the final interactive event plan to the event planner or leadership.

1. Import Workflow

• Open n8n → Workflows → Import from Clipboard

• Paste the workflow JSON

2. Configure Credentials

Integration: Details

• Google Sheets: Service account with spreadsheet access
• Claude AI: Anthropic API key (claude-3-5-sonnet-20241022)
• Slack: Webhook or OAuth app
• Email: SMTP or Gmail OAuth

3. Update Spreadsheet IDs

Ensure the following sheets exist:

• ClientBriefs

• BudgetEstimates

• ActualCosts

• VendorDatabase

• OrchestratedPlans

4. Set Triggers

• Webhook: /webhook/event-orchestrate

• Schedule: Daily at 7:00 AM

5. Run a Test

Verify:

• Sheet updates

• Slack notifications

• Email delivery

ClientBriefs

eventId | clientName | eventType | attendees | budget | eventDate | plannerEmail | spreadsheetId | teamChannel | priority

BudgetEstimates

category | item | budgetAmount | estimatedCost | vendor

ActualCosts

category | actualCost

VendorDatabase

vendorName | category | avgCost | rating | reliability

OrchestratedPlans

Automatically populated with:

eventId | savings | roi | riskLevel | status | summary | fullPlan (JSON)

Requirement: Version / Access

n8n: v1.50+ (LangChain supported)

Claude AI API: claude-3-5-sonnet-20241022

Google Sheets API: spreadsheets scope

Slack: Webhook or OAuth

Email: SMTP, Gmail, or SendGrid

• PDF export for management reports

• Google Calendar integration for scheduling

• CRM sync (HubSpot / Salesforce)

• Interactive Slack approval buttons

• Export to Notion or Airtable

• Multi-event batch orchestration

• Forecasting using historical trends

Top 5 Worldwide n8n Creators: Recognized globally for building advanced, enterprise-grade n8n workflows.

Deep AI & Orchestration Expertise: Specialists in Claude AI, data fusion, and agentic automation.

Proven Enterprise Results: Cost savings, risk reduction, and faster planning cycles.

Security & Audit Ready: Structured JSON outputs, logs, and controlled access.

100% Customizable: Tailored scoring models, reports, and integrations.

End-to-End Support: Design, deployment, training, and continuous optimization.

Manual event planning is slow, risky, and hard to scale. AI-driven orchestration with n8n transforms raw data into optimized, insight-rich event plans—automatically.

Ready to automate your event planning lifecycle?

 Contact Us  OneClick IT Consultancy for a free consultation and build your custom AI-powered orchestration workflow today.