Eight weeks out, forty open threads, one planner

Can AI run the venue search?

You give the brief: city, dates, capacity, budget band, the must-haves like breakout rooms or hybrid AV. A companion researches candidate venues, drafts the individual inquiry emails, and builds the comparison sheet as replies land.

Rates, capacities, what is included, what is weasel-worded, all in one row per venue. Follow-ups to non-responders go out on day four as drafts for your approval, and you arrive at the shortlist call with a sheet.

Who keeps the registration list clean?

A daily routine sweeps all two hundred registrations for missing dietary or accessibility answers, duplicates, unpaid invoices attached to confirmed seats, and company names that need normalizing before badges print.

Each problem arrives with a drafted chase email attached. The follow-through side is the same shape as conference follow-up.

Chase speakers and vendors on a cadence

The logistics tracker becomes a companion’s checklist: who owes a headshot, a bio, slides, a signed contract, a certificate of insurance. It tracks what arrived, drafts the reminders at the cadence you set, and escalates its tone politely on the third pass.

The Google Sheet your event runs on stays current because updating it stopped being a human task.

• “Sweep the speaker tracker every Tuesday and Friday; draft chases for anything missing with less than three weeks to run.”
• “Check all vendor threads for open questions we haven’t answered. That list, I need today.”

The day itself still belongs to the planner

The room read.

The vendor negotiation where a relationship gets you the late load-in. The taste calls about flow, lighting, and whether the keynote needs a bigger room.

Companions clear the eight weeks of chasing in front of all that, so you show up to the fifteen live problems an hour with sleep behind you.

Frequently asked questions