Turning an intake call into a client proposal
A prospective client wants a proposal by tomorrow, and you have a page of intake notes and your own package sheet. Proposals are among the most common generative-AI tasks for planners because so much of the document is the same structure every time — the value is in reflecting this client's goals back to them, not retyping your scope of services.
You are an event planner writing a proposal for a prospective client after our intake call. Draft a proposal I can send today. Event brief from the call (use ONLY these facts): {{event_brief}} About the client and what they care about: {{client_context}} My service packages and what each includes: {{your_packages}} My pricing ranges — do not quote any number I have not given you: {{pricing_ranges}} Write: 1. A warm one-paragraph opening that reflects their goals back in their own words. 2. A recommended concept in 3-4 sentences, tied to what they care about. 3. A scope-of-services section drawn only from my packages above. 4. An investment section using only my pricing ranges, labeled clearly as ranges or estimates, never as final quotes. 5. Clear next steps and what I need from them to hold the date. Constraints: Do not invent vendors, venues, prices, or availability. If a detail is missing (guest count, date, budget), insert [VERIFY] rather than guessing. Do not include contract, cancellation, or liability language — those come from my signed agreement. Keep it under 450 words, plain and confident, no filler.
Fill in your details and the prompt updates live — then copy.
Thank you again for walking me through your vision for Maya and Daniel's October wedding — an intimate, greenery-heavy celebration for about 80 guests that feels relaxed, not staged. Recommended concept: one long harvest table under string lights, a short courtyard ceremony, and dinner where it stands — fewer transitions, more time with your people. Scope (Full Planning): venue and vendor sourcing, design direction, timeline and run-of-show, and day-of coordination with my lead plus one assistant. Investment: Full Planning runs $6,500-$8,500 depending on final guest count and vendor mix (estimate, not a quote). Next steps: confirm your date and I'll hold it for five days. [VERIFY] final budget ceiling.
The full workflow
- Gather your intake notes, package sheet, and current pricing before you prompt — the draft is only as good as what you feed it.
- Generate, then read it once as the client: does the opening sound like their event or a template?
- Replace every [VERIFY] and confirm each price against your real rates — nothing goes out as a quote that isn't one.
- Add your contract and terms from your signed agreement, not from the AI, before sending.
Watch out for
AI will invent vendor names, venues, and prices to fill a proposal — verify every number and name against your own rates and real quotes, because a figure in a proposal can set a client's expectation you're then stuck with.
Keep contract terms out of AI-drafted proposals: cancellation, force majeure, deposit, and liability language is legal wording that belongs in your signed agreement or comes from your attorney.
Where this comes from
Every use case on this site is grounded in real reports from working event planners — not invented by us.