Weekly client updates from a week of vendor emails
The status update is the first thing to slip when you're juggling six events, and silence is what makes clients anxious. By the end of a week you have a pile of vendor confirmations, changes, and shorthand notes — AI can turn that raw material into a clean, skimmable client update, so the recap goes out on time even in a busy week.
You are an event planner turning a week of messy working notes into a clean client update. I'll paste the raw material; you structure it. My raw notes this week (vendor confirmations, open items, changes, shorthand): {{raw_notes}} How this client likes updates (tone, length, format): {{update_style}} Deadlines and decisions coming up: {{upcoming_deadlines}} Produce a client-ready update with: 1. A one-line status headline (on track / needs your input / at risk). 2. Locked this week — what's confirmed, in plain language. 3. In progress — what's moving and by when. 4. Needs a decision from you — each item with the options and my recommendation. 5. Coming up — the next deadlines. Constraints: Use ONLY what is in my notes — do not invent progress, confirmations, or dates. If a note is ambiguous or contradictory, put it under a short [CONFIRM WITH ME] section instead of guessing. Do not include any guest's name, contact, or personal details — refer to counts and roles only. Keep it skimmable; the client reads it on a phone.
Fill in your details and the prompt updates live — then copy.
Status: On track — two quick decisions from you. Locked this week: florist confirmed and deposit paid. In progress: caterer needs our final guest count by Nov 1; I'm chasing the photographer's signed contract this week. Needs a decision from you: (1) Uplighting — warm white or cool white? I'd suggest warm for the courtyard. (2) [CONFIRM WITH ME] the band asked about power drops — I'll verify with the venue before it needs your input. Coming up: final guest count Nov 1, balance due Nov 7.
The full workflow
- Paste your week's notes with guest names and contact details stripped out — counts and roles only.
- Generate the structured update and check that nothing was invented beyond your notes.
- Resolve each [CONFIRM WITH ME] flag before sending — those are the AI catching your own ambiguities.
- Send from your normal channel so the thread stays in the client's file.
Watch out for
AI fills gaps to make an update read smoothly — confirm it did not upgrade a 'chasing' item into 'confirmed'; only your notes are the source of truth on what's actually locked.
Guest lists are personal data under GDPR and CCPA, and you are the data controller — never paste guest names, emails, phone numbers, or dietary and medical needs into a consumer AI tool that may train on them; use counts and roles.
Where this comes from
Every use case on this site is grounded in real reports from working event planners — not invented by us.