How AI Helps Meeting, Convention, & Event Planners
Event planners rebuild proposals, vendor emails and run-of-show documents for every event. 12² builds proposal and run-of-show templates, vendor messages and a deadline tracker.
Event Planner Logistics Desk · From $1,500 + $249/mo, by team size · proposed estimate · It says it is an automated assistant whenever it talks to someone directly, and your team reviews what it drafts before it goes out.
Ai for event planners: the short answer.
12² builds AI for meeting, convention and event planners that takes on the routine work: drafting proposals, vendor requests and confirmations, building run-of-show documents and tracking deposits and deadlines. It runs inside the tools you already use. Planners still sign contracts and run the event.
Sources
- General office-writing evidence, not a study of this job: in an RCT, ChatGPT cut professional writing time 40% and raised quality (Noy & Zhang, Science 2023)news.mit.edu
Research figures above describe the cited studies, not results 12² promises. Results vary. Disclosures
Where the hours go now.
Drafting proposals from the planner's notes
Event planners rebuild proposals, vendor emails and run-of-show documents for every event.
Vendor requests and confirmations
Rebuilt from scratch each time, usually at the end of the day.
Run-of-show and attendee communications
Written up by hand, one at a time, after the real work is done.
What it handles, and what it never does.
What it handles
- Drafting proposals from the planner's notesIt drafts proposals from the planner's notes.
- Vendor requests and confirmationsIt drafts vendor requests and confirmations.
- Run-of-show and attendee communicationsIt builds run-of-show and attendee communications.
- Deposits and vendor deadlinesIt tracks deposits and vendor deadlines.
- Hand-off to your teamAnything that needs a person goes to the right person, with the details attached.
What it never does
- Make up a price or a factIt works only from the documents, records and price lists you give it. Anything it can't find goes to your team.
- Promise a resultQuestions about outcomes go to the person who does the work.
- Pretend to be a personIt says it is an automated assistant whenever it talks to someone directly.
- Send anything on its ownDrafts wait for your team's approval before anything goes out.
Built and tested on your own work.
Before handoff, we run your build on your own real examples and fix anything that misses.
- Tested on your own workBefore handoff, we run your build on your own real examples and fix anything that misses.
- Retainer, then balance on deliveryRetainer up front. Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass.
- Fixed price, scope and timelineAll three in writing before work starts. The timeline is set in your quote.
- What 12² buildsProposal and run-of-show templates, vendor messages and a deadline tracker.
- How it connectsWe confirm how it connects to the tools you already use on the first call and write it into your quote.
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See also: all industry packages · pricing
From $1,500 + $249/moSetup + monthly, by size. The monthly fee covers monitoring, fixes and re-tests for your package as your templates, documents and staff change. AI and software usage is billed at cost. Proposed starting estimates by team size, not fixed prices; the final price is in a written quote.
- Small: Small studio (1-4 staff, one location)From $1,500 + $249/mo. The core build for 1-4 staff, one location: proposal and run-of-show templates, vendor messages and a deadline tracker. Proposed estimate. Small tier; monthly covers hosting, monitoring and fixes.
- Mid-size: Mid-size (5-19 staff)From $3,500 + $450/mo. Everything in Small studio, for more users, inboxes and calendars, with hand-off rules set for each role. Proposed estimate. More users, locations or integrations.
- Enterprise: Enterprise / multi-location (20+ staff or several locations)From $6,500 + $650/mo, custom quote. Everything in Mid-size, across locations or departments, with system integrations and a security review scoped in your custom quote. Proposed estimate floor; scope, integrations and security review set the final number. No cap.
- Retainer up front Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass. Scope, price and timeline are agreed in writing before work starts.
- You own itThe accounts, scripts, templates and data sit in your name. You can leave at any time.
- Compliance and dataContracts reviewed by the planner; attendee data privacy; venue rules come from the venue.
- Not professional advice12² builds software and automations. It is not a licensed professional in your field, and your team makes every professional decision. Disclosures
Straight answers.
Does it book vendors?
No. It drafts requests; you book.
How does payment work?
Retainer up front. Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass.
How long does it take?
Timelines are set per project in the quote, after we see your systems and volume.
Are these prices final?
No. They are proposed starting estimates. You get a written custom quote after a short scoping call.
Tell us how you handle vendor requests and confirmations now.
A few lines is enough. If it's a fit we'll say so, and if it isn't we'll tell you why.
- You'll hear back within one business day12² reads your note and replies about your project.
- A free 20-minute callHow the work runs now, what gets missed, and what your team needs from it.
- A fixed quoteYour size, scope, date and price in writing before any work starts.
Prefer email? Write to [email protected]
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