Inspiration
As an event coordinator at a mid-sized corp, I’d spend 8+ hours daily juggling venues, vendors, and guest lists—missing deadlines, overspending, and stressing over last-minute emergencies. I wanted to build a tool that automates the chaos, leveraging AI to turn vague briefings into actionable event plans, just like a seasoned planner would.
What it does
EventPlanner AI is an all-in-one platform for corporate event pros: it uses AI to guide users through event briefings, recommends vetted venues/vendors, tracks budgets in real-time, manages guest RSVPs, and provides live dashboards for on-event oversight—all with smooth, intuitive animations and real-time updates.
How we built it
We started with core user interviews (talking to 20+ event coordinators across the US/EU) to map pain points. We built the frontend with React/TypeScript for responsive UI, backend with Node.js/AWS for scalability, used PostgreSQL for vendor/guest data, and integrated APIs (Twilio, Stripe, Google Maps) to extend core features. We iterated on UI/UX with weekly user testing to refine animations and workflows.
Challenges we ran into
AI venue recommendation accuracy was tough—we had to train models on 10k+ venue datasets to hit 90% relevance. Real-time RSVP sync also glitched with poor internet; we solved it with local caching. Budget calculation edge cases (10% overspend approval rules) required complex logic to avoid calculation errors.
Accomplishments that we're proud of
We cut event creation time from hours to <30 mins, hit 98% invitation delivery rate, and built a budget tracker with 0 calculation errors. Users love the smooth Gantt chart timelines and 3-click emergency plan access—small wins that make big differences for busy coordinators.
What we learned
User-centric design isn’t just about features—it’s about speed (100ms response for interactive elements!) and empathy (late RSVP handling, offline data caching). AI works best when guided by real user workflows, not generic algorithms. We also learned how critical API reliability is for user trust (Twilio retry logic saved 5% of invite deliveries).
What's next for this project
We’re adding hybrid event support (top user request!), expanding vendor verification to EU-specific regulations, and building AI-powered speech writing for event hosts. We’ll also roll out a mobile app for on-the-go live dashboard access—because events don’t stop at the desk.
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