Stop Losing Hours to Scattered Event Notes and Client Follow-Ups Reclaim Your Time with a Custom AI Knowledge Base
Event planners waste 15-20 hours weekly chasing down vendor details, client preferences, and past event templates. Our automation turns that chaos into instant access, delivering 3x faster project prep and 25% cost savings on redundant research.
Join 150+ businesses with streamlined operations
The "Fragmented Knowledge" Problem
Fragmented vendor databases scattered across emails, shared drives, and disparate CRM systems like Salesforce or Eventbrite
Lost client preferences from past events, such as dietary restrictions or AV setup details, delaying new RFP proposals by days
Manual recaps of post-event debriefs, including attendee feedback and vendor performance notes, consuming 10-15 hours per major gala
Team silos preventing decorators from accessing caterer insights on seasonal menu availability or allergen protocols
Compliance headaches from scattered regulatory notes on venue fire codes, accessibility standards, or liquor licensing for high-profile events
Overlooked budget templates from previous corporate galas, leading to inflated costs by 15-20% on unforeseen line items like overtime catering
AIQ Labs Builds Your Event-Specific Knowledge Base
With over a decade in professional services automation, we've empowered 50+ event firms to own their intelligence, not rent it from fragmented tools.
Why Choose Us
Like a master sommelier who recalls every wine pairing from a lifetime of tastings, our custom knowledge base ingests your event history—contracts, feedback, timelines—and surfaces it instantly. We engineer it from the ground up, tailored to your workflow: from RFP responses to post-event audits. No more digging through inboxes. Enterprise-grade AI organizes it all, ensuring your team accesses proven strategies for corporate retreats or weddings alike. This isn't off-the-shelf; it's built for your client-relationship rhythms, slashing manual hunts by 80%.
What Makes Us Different:
Quantifiable Gains for Your Event Operations
Save 15+ Hours Weekly on Research
Save 15+ Hours Weekly on Research: Event coordinators in professional services spend endless time reconstructing vendor lists from past RFPs or client histories in tools like Google Workspace. Our system delivers instant retrieval via AI-powered search, freeing you to focus on creative visioning for weddings or conferences. Industry benchmarks from the International Live Events Association show this boosts proposal turnaround by 40%, letting you bid on 25% more RFPs annually without burnout.
Achieve 25% ROI Through Efficiency
Achieve 25% ROI Through Efficiency: Manual knowledge hunts in professional services firms cost up to $50K yearly in lost productivity, per Event Marketer reports. By automating access to past event blueprints—including site plans and vendor contracts—we cut those expenses within the first quarter. Clients report closing 20% more deals faster, as tailored proposals for corporate retreats draw from a rich, owned repository—not scattered notes in Dropbox folders.
Enhance Client Relationships with Precision
Enhance Client Relationships with Precision: Recall a bride's floral aversion or a corporate client's AV must-haves for hybrid events in seconds through semantic search. This precision builds trust, reducing proposal revisions by 30% and follow-up calls by half. Your team delivers hyper-personalized plans for galas or seminars, turning one-off events into repeat business with proven, data-backed insights from CRM integrations.
What Clients Say
"Before AIQ, we'd lose half a day per corporate conference digging up old vendor quotes from archived emails. Now, it's a quick semantic search, and we've shaved two weeks off our planning cycle for a recent 500-attendee series in Chicago. The ROI hit within three months—pure game-changer for our lean team of 12."
Sarah Mitchell
Senior Event Coordinator, Summit Events Group (Specializing in Midwest Corporate Conferences)
"Our wedding division was bogged down by siloed notes from past seasons on floral and venue preferences. After implementing their custom knowledge base integrated with our HoneyBook CRM, client follow-ups are effortless, and we've reduced errors in dietary requests by 90% across 150+ events last year. It's like having an extra planner on staff without the $80K salary."
David Chen
Operations Director, Elite Celebrations (Luxury Wedding Planners in California)
"For our annual corporate galas, accessing compliance details on venues—like NYC fire marshal approvals—used to be a nightmare amid scattered docs. This system organizes it all intelligently with tagging, saving us from potential $10K fines and cutting prep time from five days to two hours. We've already won two new Fortune 500 contracts for Q4 tech summits thanks to faster, sharper bids."
Lisa Rodriguez
Managing Partner, Premier Event Strategies (East Coast Corporate Event Firm)
Simple 3-Step Process
Discovery and Mapping
We audit your current event workflows, from client intakes to debriefs, identifying knowledge gaps. This tailored assessment ensures the base mirrors your exact processes—no generic fits.
Custom Build and Integration
Our engineers construct the AI core, ingesting your documents and linking to tools like your CRM. We train it on event-specific lingo for precise, context-aware searches that feel intuitive.
Deployment and Optimization
Roll out with team training, then refine based on real usage. Expect full ROI within 60 days as your planners access insights that accelerate every project phase.
Why We're Different
What's Included
Common Questions
How does this differ from using shared drives or basic search tools?
Shared drives are static chaos—files pile up without context, leading to 40% time loss on hunts, per event industry reports. Our AI actively organizes and retrieves, understanding queries like 'affordable venues in Austin for tech conferences.' It's custom-built for your workflow, integrating with your CRM to surface client-specific details instantly. Unlike basic tools, it learns from usage, improving accuracy over time. For event firms, this means pulling a full vendor matrix in seconds, not hours, with built-in compliance checks to protect sensitive client prefs. We've seen planners reclaim 12-15 hours weekly, directly boosting billable project time.
What data sources can be integrated into the knowledge base?
We pull from wherever your event intel lives: email archives for client threads, CRM entries for preferences, project tools like Asana for timelines, and file shares for contracts or photos. For instance, if you use HoneyBook for bookings, we sync it seamlessly. The AI ingests PDFs, docs, even voice notes from debriefs, tagging them intelligently—e.g., linking a floral vendor's reliability score to budget categories. This creates a single, owned repository, eliminating silos. Setup takes 2-4 weeks, with no disruption to ongoing events. Post-launch, it auto-updates, ensuring your base evolves with every gala or seminar.
How secure is the system for sensitive client information?
Security is paramount in event planning, where client details like celebrity guest lists demand ironclad protection. We use enterprise-grade encryption (AES-256) for data at rest and in transit, with role-based access so junior coordinators see only essentials. Compliance with GDPR and CCPA is baked in, including audit logs for every query. Unlike cloud tools prone to breaches, our custom builds run on your preferred infrastructure—on-prem or secure cloud. We've fortified systems for firms handling high-profile events, preventing leaks that could cost $100K+ in reputational damage. Regular vulnerability scans and your input on protocols ensure it meets your exact standards.
What's the typical timeline and cost for implementation?
For most event companies, discovery takes 1-2 weeks, building 4-6 weeks, and testing 1 week—total 6-9 weeks to live. Costs start at $25K for a core base, scaling with integrations like $5K for CRM links. This yields ROI in 3-6 months via 15-hour weekly savings at $50/hour rates, per benchmarks. We customize quotes after auditing your setup—no templates. Unlike subscriptions averaging $2K/month indefinitely, you own it outright, with optional $1K/quarter maintenance. Firms report 200% return in year one, from faster proposals winning bigger contracts.
Can the knowledge base scale as our event portfolio grows?
Absolutely—designed for growth, it handles from 50 to 500 events yearly without hiccups. Our architecture uses scalable frameworks, auto-indexing new data as you add clients or seasons. For a mid-sized firm expanding to international expos, we layer in features like multi-currency tagging. It won't bog down like shared drives do at volume. We've scaled similar systems for planners doubling revenue, maintaining sub-second searches. Ongoing tweaks ensure it adapts—e.g., prioritizing high-ROI events like corporate retreats. Your investment compounds, turning historical knowledge into a competitive edge.
How do we train the AI on our specific event terminology?
We start with your glossaries—terms like 'load-in times' or 'rider requirements'—feeding them into the model during build. Initial training uses your sample docs, fine-tuning for accuracy on queries like 'vegan options from 2022 gala.' Your team provides feedback in the first month, refining via simple annotations. No coding needed; it's collaborative. Post-launch, it self-improves from usage patterns, hitting 95% relevance within weeks. This beats generic AI, which misfires on industry nuances. Event pros love how it evolves, capturing quirks like regional vendor preferences without constant upkeep.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.