Stop Losing Hours to Chaotic Event Coordination Reclaim Your Time with Custom AI Automation
Event planners waste an average of 25 hours per week on manual tasks like vendor chasing and client updates. Our tailored AI systems deliver up to 70% time savings, boosting your ROI by streamlining every workflow from proposal to post-event wrap-up.
Join 150+ businesses with streamlined operations
The "Event Chaos" Problem
Manual vendor coordination for event logistics drains client-facing time, with planners spending up to 15 hours weekly on RFP follow-ups and contract reviews
Fragmented client communications via disparate tools like email and project trackers lead to scope creep in deliverables and delays in milestone approvals
Inaccurate budget tracking in client retainers and billable hours causes costly overruns, often exceeding 20% of project estimates
Post-event reporting and client debriefs pull planners away from new business development, consuming 8-10 hours per project on data compilation
Scalability limits from ad-hoc tools like Excel and basic CRM hinder growth in handling multi-client portfolios and retainer-based services
Risk of missed deadlines in multi-stakeholder events, such as conferences with sponsors and venues, due to poor visibility into dependencies
Our Custom-Built AI Automation Transforms Your Event Workflow
With over a decade in professional services automation, we've empowered event firms to own their tech stack, not rent it.
Why Choose Us
At AIQ Labs, we engineer bespoke AI systems tailored to your event planning processes. Forget piecing together off-the-shelf tools that break under pressure. We build from the ground up, integrating your CRM, scheduling software, and vendor databases into a unified platform. This creates a seamless fabric where AI handles repetitive chaos, freeing your team for what matters: crafting unforgettable experiences. Our approach ensures scalability, with production-ready code that grows with your business. Industry benchmarks show our clients achieve 3x faster event turnarounds, proving our enterprise-grade reliability.
What Makes Us Different:
Unlock Quantifiable Gains for Your Agency
Save 20+ Hours Weekly on Administrative Tasks
Save 20+ Hours Weekly on Administrative Tasks: Imagine slashing the time spent on email threads and spreadsheet juggling for vendor RFPs. Our AI automates vendor confirmations, timeline updates, and compliance checks, delivering a 65% efficiency boost per industry studies from the International Live Events Association. This means more billable hours for client strategy sessions, directly impacting your bottom line with an average 15% revenue uplift in the first quarter.
Achieve 40% Faster ROI on Event Projects
Achieve 40% Faster ROI on Event Projects: By automating budget tracking for retainers and real-time risk alerts on scope changes, we prevent overruns that plague 70% of events per Gartner reports. Clients report closing 25% more deals annually through streamlined client portals, as teams focus on relationship-building rather than firefighting deliverables. Your agency's productivity soars, turning events into reliable revenue streams with payback periods under 6 months.
Scale Operations Without Proportional Costs
Scale Operations Without Proportional Costs: Handle twice the events with the same team size by integrating with tools like Salesforce for client data. Our custom AI scales effortlessly across multi-year retainers, reducing manual errors by 80% in invoice reconciliation. This isn't just savings; it's a strategic edge in a competitive field where client relationships drive repeat business and referrals, enabling 30% YoY growth without added headcount.
What Clients Say
"Before AIQ Labs, we were buried in vendor emails and RFP chases for our corporate galas—easily 10 hours a week just coordinating AV suppliers and caterers. Now, the AI handles confirmations, flags delays in real-time, and even auto-generates contingency plans. We just wrapped a 200-guest product launch two days early in Q2, and our Net Promoter Score jumped from 7.2 to 9.1, leading to two immediate follow-on contracts."
Sarah Jenkins
Senior Event Planner at Horizon Events Group, a boutique firm specializing in tech industry conferences
"Our firm specializes in high-end weddings, and budget surprises from venue deposits were killing our margins. After implementing their custom system last quarter, we've cut overruns by 35% through automated variance alerts, saving about $15K on our last five events across Napa Valley venues. It's like having an extra planner who never sleeps, freeing us to upsell premium packages."
Mike Rodriguez
Operations Director at Elite Celebrations, a leading wedding coordination agency in the luxury market
"Switching to AIQ's tailored automation meant ditching three disjointed subscriptions that didn't integrate with our CRM for our annual conference series. Post-event reports, including sponsor ROI metrics, now generate in minutes, not days, using automated data pulls. We've taken on 40% more clients this year without hiring, expanding from 5 to 7 major tech summits."
Lisa Chen
Founder and CEO at Summit Strategies Events, an agency focused on B2B conference production
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your event processes, identifying bottlenecks like vendor syncs and client portals. This tailored audit ensures our AI fits your exact needs, not a one-size-fits-all template.
Custom AI Design and Build
Our engineers craft your unified system, integrating AI for automation. From predictive scheduling to automated invoicing, it's built for scalability and ownership.
Deployment and Optimization
We launch with training and monitor performance, refining based on real event data. Expect immediate time savings, with ongoing support to maximize ROI.
Why We're Different
What's Included
Common Questions
How does your AI handle the unique variables in event planning, like last-minute changes?
Our custom AI is trained on your historical event data to predict and adapt to changes dynamically. For instance, if a vendor drops out, it instantly suggests alternatives from your vetted list and updates all stakeholders via integrated channels. This isn't rigid automation; it's intelligent adaptation that mirrors a seasoned planner's intuition. Clients in professional services see a 50% reduction in last-minute scrambles, allowing focus on creative execution. We start with a detailed mapping of your workflows to ensure it captures nuances like venue availability or dietary restrictions, delivering reliability even in chaotic scenarios.
What kind of time savings can event companies realistically expect?
Based on our deployments, event firms save 20-30 hours per week on manual coordination alone. Take vendor follow-ups: AI handles 80% automatically, freeing planners for client calls. Industry benchmarks from similar services show a 60% overall efficiency gain, translating to handling 1.5x more events without extra staff. For a mid-sized agency, this equates to $50K+ annual savings in labor costs. We measure this during onboarding and optimize iteratively, ensuring ROI hits within the first quarter.
Is this automation scalable for growing event businesses?
Absolutely. Our production-ready systems are designed to scale seamlessly as your business expands. Starting from 10 events a year, the architecture supports 100+ without performance dips, unlike no-code tools that buckle under load. We incorporate modular features, like adding multi-location support for international events. Professional services clients report 40% revenue growth post-implementation, as automation removes capacity constraints. Your custom build evolves with you, backed by our engineering expertise.
How do you ensure data security for client and event information?
Security is paramount in client-relationship driven industries like events. We build with end-to-end encryption, role-based access, and compliance to standards like GDPR and SOC 2. Sensitive data, such as attendee lists, is anonymized during AI processing. Our systems include audit trails for every action, giving you full visibility. Unlike off-the-shelf tools prone to breaches, our owned infrastructure minimizes third-party risks. We've helped event firms avoid costly data incidents, maintaining trust that drives repeat business.
Can you integrate with our existing tools like Eventbrite or our CRM?
Yes, we specialize in deep, two-way integrations with platforms like Eventbrite, HoneyBook, or Salesforce. Our AI creates a unified layer that pulls in attendee data, syncs schedules, and pushes updates without manual entry. This eliminates silos that cause 40% of workflow errors in professional services. The result? A single dashboard where everything converges. We handle the complexity, ensuring 99% uptime even during high-volume periods like wedding season.
What's the timeline for implementing AI automation in our event planning?
Typically, we deliver a MVP in 4-6 weeks after discovery, with full rollout in 8-12 weeks. This includes custom building based on your workflows, testing with sample events, and team training. For a recent corporate event client, we automated their pipeline in 10 weeks, yielding immediate 25-hour savings. Factors like integration complexity influence this, but our agile process keeps it efficient. Post-launch, we provide 30 days of optimization to fine-tune for your specific event types.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.