An AI assistant for wedding and event planners: the paperwork it can take on

What an assistant means for a planner

Here an assistant is an AI agent you message in a chat app. It works in the accounts you connect, follows instructions in plain words and can run a job on a schedule. It does not replace the software you use for contracts, floor plans or venue bookings, and it does not know your suppliers unless you tell it.

The useful jobs all start from something you already have: rough notes from a site visit, an email from a vendor, a sheet of guests. You hand it the raw material and get back a draft to check.

Run sheets and timelines from your notes

Type or paste the day as you have it, in any order: times, who arrives when, who is responsible for what. Ask for a run sheet and the agent puts it in order, flags gaps (a speech with no time, two vendors needing the same room) and asks about them rather than guessing.

Hermes includes document skills for Word, PDF and Excel files, and it can send a file it made back to you in the chat as an attachment. So you can ask for the run sheet as a PDF to forward to the venue, or as a Word file to edit. Always read the times against what the venue and vendors actually confirmed. The agent can only be as accurate as your notes.

The same applies to a proposal. Paste the enquiry, tell it your package names and layout, and it drafts a proposal as a document or an email. Prices, availability and terms stay yours, so give it your published packages and tell it to leave any figure it was not given as a blank.

Vendor follow-up emails, as drafts

With Gmail connected through the ReadyHermes Apps panel, the agent can read your mail and create email drafts, with the recipients, subject and body filled in and the right thread attached. The Gmail actions it uses include fetching emails and creating a draft. Typical requests are confirming an arrival time, asking for a final invoice, or chasing a menu choice.

The same connection can send mail, so the safety is your instruction, not a technical lock. Tell the agent to save drafts and send nothing, and look in your Sent folder now and then. Anything that reaches a client or a vendor should be read by you first. A misread date or a wrong name in a vendor email is a real cost on the day.

For more on how this works for email in general, see can ChatGPT answer my emails.

Per-wedding lists, payment dates and reminders

Keep one Google Sheet per wedding, or one tab each, for guests, dietary notes, vendor contacts and payments. The Google Sheets connection can read and add rows, so “add Priya, vegetarian, plus one” or “which vendors have I not heard from?” both work. You paste or forward the RSVP replies you received; the agent updates the sheet. It does not message guests itself. For a deeper look at the sheet side, see an AI agent for Google Sheets.

Receipts can go into the same sheet, one row per receipt under the right wedding. The step-by-step is on the receipts page.

For deadlines, Hermes has scheduled jobs. Ask for something like a weekly message listing every deposit and payment date in the next fourteen days from your sheet, and it arrives in your chat. It can also add dates to Google Calendar as events. If you run Hermes yourself, the machine has to stay on for a schedule to fire; on ReadyHermes the job runs on the hosted assistant. More on that in an AI calendar assistant.

What it cannot do, and what you must watch

• No client-facing autopilot. The setup on this page is you and the assistant. It is not meant to talk to your couples or vendors on its own, and ReadyHermes does not offer the official WhatsApp Business Platform for that.
• Not your contract or venue software. The jobs here work from what you paste, forward or keep in a sheet. If you want it to use another system, check the Apps panel for that tool first.
• Negotiating and paying. Tell it not to agree terms or prices with vendors, and pay deposits yourself. That is your instruction, not a lock, so keep its messages as drafts.
• Reminders are only as good as your sheet. If a date is not recorded, it cannot remind you of it. A reminder is also not a guarantee, so keep your calendar as the backup.
• Client privacy. Names, addresses, dietary and health notes you put in a message or sheet go to the AI model provider when it works with them. Share only what a job needs, and check what your contracts and local data rules say.
• No promised results. Read everything it produces. We make no claim about hours saved or bookings won.

Setting it up

If you run Hermes yourself, see how to install Hermes Agentand Hermes Agent on Telegram. Hermes ships a Google Workspace skill covering Gmail, Calendar and Sheets, but you create your own Google sign-in credentials for it, which takes more effort than connecting an app in a panel.

1. Make a sheet for one upcoming wedding with guests, vendors and payments. Start with one event, not all of them.
2. Connect Gmail and the sheet. Tell the agent your sign-off, to save drafts and send nothing, and to ask when a time or price is missing.
3. Send it your notes for that wedding, read the run sheet, correct it in plain words, and only then ask for the weekly payment-date message.

If you also run the business side alone, see an AI assistant for small business owners, and for another service business, an AI assistant for consultants. More jobs by trade are in the use cases hub.

Wedding planning on ReadyHermes

ReadyHermes runs your own Hermes Agent for you, so there is nothing to install. A new assistant is ready in about 10 seconds and you chat with it in the browser or from Telegram, WhatsApp, Discord, WeChat or Lark. The free trial lasts one hour: use it to connect Gmail and ask for a first run sheet and email draft. Settings changes that restart the assistant take about a minute.

The Apps panel connects Gmail, Google Calendar and Google Sheets with your own sign-in, and you can disconnect an app there at any time. The jobs on this page need only those three, plus your notes.