AI Event Management Operating System

One operating system connecting inquiries, proposals, events, and staffing

Industry: Events / Venues · Role: Solution architect

Overview

A solution architecture was developed for an event-location business wanting to connect multiple operational systems into a centralized operating system rather than separate, disconnected tools.

Proposed workflow

1. WhatsApp inquiry
2. AI sends event information
3. Calendar availability checked
4. Site visit scheduled
5. Management notified
6. Lead prioritized
7. Proposal generated
8. Customer accepts
9. Event created
10. Customer submits timeline
11. AI assists planning
12. Management approval
13. Staffing requirements calculated
14. Employees receive shift requests
15. Acceptance / decline managed
16. Replacements automatically requested

Design principle

Human approval points stay in the loop, including management approval of event plans, while repetitive coordination such as availability checks, reminders, and shift replacements is automated.

Technology stack

n8n, Relational database, CRM, Calendar, WhatsApp Business API, OpenAI, REST APIs, Webhooks, Accounting integrations

Outcome

A target architecture that replaces disconnected tools with one connected operating system for the business.