ChatGPT prompts for event planning

I am planning [EVENT TYPE] for [AUDIENCE AND GUEST COUNT] on [EVENT DATE] at [VENUE OR LOCATION]. My total budget is [BUDGET], and these are my goals, non-negotiables, and constraints: [GOALS AND CONSTRAINTS].

Build a practical event plan, not a generic checklist. Start by identifying the three to five decisions that must be made first because they affect cost, availability, guest experience, or legal/safety requirements.

Then produce:
1. A one-paragraph event brief covering purpose, audience, tone, capacity, and success measures.
2. A reverse timeline from the event date, grouped into planning, booking, promotion/RSVP management, final-week, event-day, and follow-up tasks. Give each task an owner role and a realistic deadline.
3. A line-item budget with estimated ranges, a contingency reserve of 10–15%, and notes on which costs are fixed versus guest-count dependent.
4. A guest journey from invitation through departure, including registration/check-in, accessibility, food and beverage timing, programming transitions, and departure.
5. A vendor and operations checklist covering contracts, insurance/permits where relevant, load-in, AV, Wi-Fi, staffing, signage, payment terms, and cancellation terms.
6. A risk register with likely failures, early warning signs, a named backup plan, and the decision deadline for each.
7. A short run-of-show for event day, with time, owner, cue, and contingency.

Do not invent venue rules, prices, vendor availability, permits, or attendance forecasts. Mark assumptions clearly and list information I need to confirm. Before answering, check that every recommended expense fits the stated budget and that the timeline accounts for lead times and dependencies. Ask up to three clarifying questions only if a required input is missing.

Plan a [NUMBER]-day offsite for [TEAM AND HEADCOUNT] in [CITY] during [DATE RANGE]. The budget is [BUDGET], and the business objectives are [OBJECTIVES]. Produce a venue-selection scorecard, travel and rooming assumptions, agenda principles, a daily run-of-show, budget ranges, and a risk plan for travel disruption, low participation, and weather. Include protected focus time and avoid scheduling every minute. Do not invent rates or availability; label assumptions. Check that the agenda supports each objective and that all costs fit the budget.

Help me plan a wedding reception for [GUEST COUNT] guests on [DATE] at [VENUE]. Our budget is [BUDGET] and our priorities are [PRIORITIES]. Create a vendor coordination plan, realistic payment schedule, guest-flow map, reception timeline from ceremony exit through send-off, seating and dietary process, and rain or delay contingencies. Separate must-book-now decisions from later choices. Do not assume vendor prices, venue rules, or family preferences. Flag any schedule conflict involving photographs, meals, speeches, or music.

Design an operating plan for a [EVENT TYPE] open to [TARGET COMMUNITY] in [LOCATION] on [DATE]. Expected attendance is [ATTENDANCE RANGE], budget is [BUDGET], and our goals are [GOALS]. Provide a permitting and insurance research checklist, site layout needs, volunteer staffing model, outreach calendar, accessibility and crowd-flow measures, weather plan, and incident escalation process. State what requires confirmation from local authorities or the venue. Check that staffing and capacity assumptions match the attendance range.