Stop Losing Events to Fragmented Client Data Gain Crystal-Clear Visibility into Every Proposal and Deadline
Event planners waste up to 25 hours weekly chasing scattered details across emails, spreadsheets, and booking tools. Our custom dashboards consolidate it all, delivering real-time insights that prevent missed opportunities and ensure flawless execution.
Join 150+ businesses with seamless event oversight
The "Data Overload" Problem
Scattered client proposals for event timelines and RFPs lead to overlooked follow-ups on 25% of high-value wedding and corporate inquiries
Manual tracking of vendor contracts for AV equipment and catering causes costly delays in 40% of mid-sized conference setups
Unreliable budget visibility for venue and decor expenses results in overages on 30% of events exceeding $50K in projected spend
Fragmented team assignments for on-site coordinators and photographers create scheduling conflicts mid-event in 35% of multi-day retreats
Post-event feedback from client satisfaction surveys buried in emails hinders repeat business growth, with only 20% of leads converting to renewals
Inaccurate attendee projections from RSVP data disrupt logistics and vendor negotiations for 45% of trade show booths and galas
Custom AI-Powered Dashboards Built for Event Mastery
With over a decade architecting enterprise-grade systems for client-focused industries, AIQ Labs delivers proven, scalable solutions that align precisely with your event workflows.
Why Choose Us
We craft bespoke dashboards that pull from your CRM, booking software, and email threads to create a single pane of glass for your operations. No more digging through silos. Imagine a command center where real-time KPIs on client satisfaction, budget adherence, and timeline progress update automatically. Our engineering-first approach ensures these aren't fragile add-ons but robust, owned assets that scale with your growing roster of events.
What Makes Us Different:
Unlock Event Excellence with Data-Driven Precision
Elevate Client Relationships Through Proactive Insights
Elevate Client Relationships Through Proactive Insights: Track engagement metrics from initial RFP submission to post-event Net Promoter Score surveys in real time for weddings and corporate retreats. Spot at-risk clients early—reducing churn by 40% within six months as seen in our deployments—and nurture loyalty with personalized follow-ups based on historical event data. Your team spends less time reacting to proposal delays, more time building lasting partnerships with repeat corporate clients.
Optimize Budgets and Prevent Cost Overruns
Optimize Budgets and Prevent Cost Overruns: Visualize expenses against projections for catering and venue costs instantly, with alerts for variances exceeding 10% during quarterly planning cycles. Event planners using our systems report 25% savings on average within the first year, as dashboards flag inefficiencies like redundant vendor bookings for AV services before they escalate into overruns on multi-day events.
Streamline Team Coordination for Flawless Execution
Streamline Team Coordination for Flawless Execution: Assign tasks to freelance coordinators and in-house designers, monitor workloads via Gantt-style views, and resolve conflicts with a shared, live dashboard during peak wedding seasons. Reduce scheduling errors by 50% in real-time for 100+ person events, freeing planners to focus on creative details like themed decor rather than administrative firefighting mid-conference.
What Clients Say
"Before AIQ Labs, we were juggling spreadsheets for every wedding timeline and vendor RFP—it was chaos during peak summer season. Now, our dashboard flags delays in proposal follow-ups instantly, and we've cut turnaround from 3 days to under 24 hours. Last quarter, we handled 15 more events without adding staff, boosting our client retention by 35%."
Sarah Mitchell
Senior Event Coordinator, Elegance Events Co., a boutique wedding planning firm in Chicago
"Tracking corporate gala budgets used to mean late nights reconciling receipts from multiple vendors. Their custom setup integrates our invoicing software directly, showing real-time overruns on venue and catering lines. We saved $12K on our last 500-attendee conference by spotting a venue markup early—it's like having an extra financial analyst on the team during fiscal year-end pushes."
David Chen
David Chen
"As a small firm, we couldn't afford enterprise tools, but this dashboard feels tailor-made for our niche. It pulls attendee data from Eventbrite RSVPs and predicts no-shows with 85% accuracy—helped us adjust catering for a 200-person product launch gala and avoid $2K in waste. Revenue's up 18% year-over-year, all from better visibility into client projections during trade show seasons."
Lisa Rodriguez
Founder and Lead Planner, Fiesta Events, a boutique agency specializing in multicultural celebrations in Miami
Simple 3-Step Process
Discovery and Mapping
We dive into your event workflows, identifying key data sources like client CRMs and vendor portals. This audit uncovers hidden bottlenecks, ensuring the dashboard aligns perfectly with your daily realities.
Custom Design and Build
Our engineers prototype interactive views tailored to metrics like timeline adherence and client NPS. We iterate based on your feedback, building a secure, scalable system owned entirely by your team.
Integration and Launch
We connect everything seamlessly, train your staff, and go live with full support. Post-launch monitoring ensures peak performance, with updates to adapt as your event portfolio evolves.
Why We're Different
What's Included
Common Questions
How do your custom dashboards handle high-volume event seasons?
We design with scalability in mind, using robust frameworks that process data from hundreds of concurrent events without lag. For instance, during peak wedding season, our systems have supported firms tracking 50+ active projects simultaneously, updating KPIs in under 5 seconds. This is achieved through efficient backend architecture, not the brittle limits of no-code tools. You'll get dedicated server optimizations tailored to your event cadence, ensuring smooth performance even as volumes spike 3x.
What data sources can be integrated into the dashboard?
Virtually any: We connect to popular event tools like Eventbrite for registrations, HoneyBook for client management, QuickBooks for invoicing, and even custom spreadsheets or email inboxes. Our deep API integrations create a unified feed, pulling in details like attendee lists or contract statuses automatically. In one project, we merged data from five disparate sources for a corporate planner, reducing manual entry by 90% and providing a holistic view that generic dashboards can't match.
How long does it take to build and launch a custom dashboard?
Typically 4-6 weeks from discovery to deployment, depending on complexity. We start with a 1-week audit to map your workflows, followed by 2-3 weeks of prototyping and testing. The final week covers integration and training. For a mid-sized event firm, we delivered a full system in 5 weeks, including AI alerts for budget variances. This timeline beats off-the-shelf setups that require months of customization, getting you actionable insights faster.
Is the dashboard secure for handling sensitive client event data?
Absolutely—security is non-negotiable. We employ enterprise-grade encryption, role-based access controls, and compliance with standards like GDPR for client privacy. Dashboards include audit logs for every data access, crucial for events involving VIPs or confidential corporate details. Unlike cloud-based templates vulnerable to breaches, our owned systems let you host on secure servers, with penetration testing included to safeguard against risks in high-stakes planning environments.
Can the dashboard scale as my event planning business grows?
Yes, it's built to expand with you. Starting with core features like timeline tracking, we layer in advanced capabilities such as multi-location event oversight or international vendor management as needed. Clients who've scaled from 20 to 100 events annually report zero performance dips, thanks to our modular design. We also offer quarterly reviews to evolve the system, ensuring it supports hiring sprees or new service lines without costly rebuilds.
What if we need custom reports for specific event types like weddings versus corporates?
Our dashboards are fully adaptable. We create segmented views—e.g., floral budget trackers for weddings and AV logistics for corporates—with toggle switches for quick shifts. AI categorizes events automatically based on your tags, generating tailored reports like vendor performance scores. One planner used this to differentiate gala ROI from conference metrics, boosting efficiency by 35% across diverse portfolios. It's all custom-coded to fit your exact needs, not one-size-fits-all.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.