Event planners spend 60%+ of their time on communication logistics. A single missed vendor email can derail a $50K+ wedding or corporate event. OpenClaw handles the follow-ups so you can focus on the creative work.
Powered by OpenClaw, open-source AI that runs on your devices.
15+
vendors coordinated per event on average
40%
of planner time spent on email & follow-ups
$35K+
average wedding budget at stake per event
8+
hours per week on timeline updates alone
These aren't hypothetical problems. They're what event planners deal with every single week.
Your florist replies at 11pm. Your caterer takes 3 days. The photographer ghosts you until the week before. The venue coordinator only checks email on Tuesdays. You're juggling florists, caterers, photographers, DJs, rental companies, lighting teams, and bakeries, all with different communication habits and response times. One missed confirmation can cascade into a day-of disaster that your client blames you for.
The caterer needs to set up at 3pm but the florist won't be done until 3:30. The band needs a sound check during cocktail hour. The photographer wants 45 minutes for portraits but the couple only budgeted 20. Every change triggers a cascade of updates to 5+ vendors. You spend 8+ hours a week just keeping timelines current, and one version-control mistake means someone shows up at the wrong time.
The couple texts you at 9pm asking if the florist confirmed the upgraded centerpieces. The mother of the bride emails about table assignments for the fourth time this week. The corporate client wants a status report every Monday. You're spending hours writing update emails that could be automated, and every time a client changes their mind on colors, menu, or layout, you're relaying those changes to half a dozen vendors manually.
The deposit to the venue was on a credit card. The florist invoice came via email. The DJ sent a Venmo request. The rental company hasn't invoiced yet but the balance is due in two weeks. You're toggling between spreadsheets, bank statements, and email threads trying to figure out what's been paid, what's outstanding, and whether you're still on budget. By the time you spot an overage, it's too late to course-correct.
Not another app your team ignores. OpenClaw runs in the background and handles the work that keeps falling through the cracks.
OpenClaw tracks vendor confirmations, deposit deadlines, and outstanding questions. When a vendor hasn't replied in 48 hours, it sends a polite follow-up. You get a daily digest of what's confirmed and what still needs attention, without writing a single email.
Maintains your master event timeline and sends prep reminders to each vendor at the right intervals. When one thing shifts, OpenClaw flags the downstream conflicts so you can adjust before they become problems.
Sends automatic updates to clients when vendors confirm, payments clear, or milestones are reached. Your clients stay informed without you writing recap emails at midnight. They feel taken care of; you get your evenings back.
Monitors payments, flags overages, and tracks deposits vs. remaining balances across all vendors. When a category is running over budget, you'll know before the next invoice hits. No more piecing together numbers from five different sources.
Tracks RSVPs as they come in, monitors dietary restrictions and plus-ones, and keeps seating assignments up to date. When a guest changes their RSVP or adds a dietary need, the caterer and venue get notified automatically.
Sends morning-of vendor call sheets with arrival times, contact numbers, and setup details. Throughout the event, it pushes timing updates so every vendor knows when they're on. You stay focused on the room instead of your phone.
Every setup is configured for your specific business, tools, and event types.
OpenClaw is an open-source AI assistant that runs on your own devices. Unlike cloud-based tools that store client data on their servers, everything stays under your control. It connects to your email, calendar, spreadsheets, and project management tools to handle the operational work that buries event planners every day.
We don't just install it. We configure it for event planning. Your vendor workflows, your timeline templates, your client communication style, your budget categories. That's what separates this from a generic chatbot that doesn't know the difference between a ceremony timeline and a reception run-of-show. Learn more about NYC Claw →
This isn't about technology. It's about the hours you're losing to busywork every week.
Getting back 10 hours a week means you can take on 2-3 more events per year, or finally stop working weekends.
Three steps to a fully working AI assistant, configured for event planning.
We learn about your event types, vendor network, and the tools you use. We'll map out where vendor coordination and client communication are eating your time. 15 minutes, free, no commitment.
We install OpenClaw, connect your email, calendar, and project management tools. Set up vendor follow-up workflows, client update templates, budget tracking, and timeline automation specific to your business.
Walk through real scenarios together: a vendor goes silent, a client changes their menu, a timeline shifts two days before the event. Two weeks of follow-up support to fine-tune everything until it runs on its own.
Start with a discovery call. We'll tell you exactly what to expect.
15-minute business analysis. We'll map out where vendor coordination and client communication are eating your time.
Full OpenClaw deployment over screen share. Everything configured for your event planning workflow.
White-glove setup at your office. Hands-on deployment, team training, multi-device.
Popular integrations for event planners:
Book a free discovery call. We'll map out exactly how OpenClaw fits your event planning business and where you're spending time that could be automated.
Book Your Discovery Call15 minutes · No commitment · See exactly what's possible