📋 Automate event planning & budget optimization with Claude AI and Google Sheets
⚡ 299 views · 📋 Project Management
Description
This enterprise-grade n8n workflow automates the entire event planning lifecycle — from client briefs to final reports — using Claude AI, real-time financial data, and smart integrations. It converts raw client data into optimized, insight-driven event plans with cost savings, risk management, and automatic reporting, all with zero manual work.
Key Features
- Multi-source data fusion from Google Sheets (
ClientBriefs,BudgetEstimates,ActualCosts,VendorDatabase) - AI-powered orchestration using Claude 3.5 Sonnet for event plan optimization
- Automatic ROI and variance analysis with cost-saving insights
- Vendor intelligence — ranks suppliers by cost, rating, and reliability
- Risk engine computes event risk (probability × impact)
- Auto-approval logic for safe, high-ROI events
- Multi-channel delivery: Slack + Email + Google Sheets
- Audit-ready: Full JSON plan + execution logs
- Scalable triggers: Webhook or daily schedule
Workflow Process
| Step | Node | Description |
|---|---|---|
| 1 | Orchestrate Trigger | Runs daily at 7 AM or via webhook (/event-orchestrate) |
| 2 | Read Client Brief | Loads event metadata from the ClientBriefs sheet |
| 3 | Read Budget Estimates | Fetches estimated budgets and vendor data |
| 4 | Read Actual Costs | Loads live cost data for comparison |
| 5 | Read Vendor Database | Pulls vendor pricing, reliability, and rating |
| 6 | Fuse All Data | Merges data into a unified dataset |
| 7 | Data Fusion Engine | Calculates totals, variances, and validates inputs |
| 8 | AI Orchestration Engine | Sends structured prompt to Claude AI for analysis |
| 9 | Parse & Finalize | Extracts JSON, computes ROI, risks, and savings |
| 10 | Save Orchestrated Plan | Updates OrchestratedPlans sheet with results |
| 11 | Team Sync | Sends status & summary to Slack |
| 12 | Executive Report | Emails final interactive plan to event planner |
Setup Instructions
1. Import Workflow
- Open n8n → Workflows → Import from Clipboard
- Paste the JSON workflow
2. Configure Credentials
| Integration | Details |
|---|---|
| Google Sheets | Service account with spreadsheet access |
| Claude AI | Anthropic API key for claude-3-5-sonnet-20241022 |
| Slack | Webhook or OAuth app |
| SMTP or Gmail OAuth credentials |
3. Update Spreadsheet IDs
Ensure your Google Sheets include:
ClientBriefsBudgetEstimatesActualCostsVendorDatabaseOrchestratedPlans
4. Set Triggers
- Webhook:
/webhook/event-orchestrate - Schedule: Daily at 7:00 AM
5. Run a Test
Use manual execution to confirm:
- Sheet updates
- Slack notifications
- Email delivery
Google Sheets Structure
ClientBriefs
| eventId | clientName | eventType | attendees | budget | eventDate | plannerEmail | spreadsheetId | teamChannel | priority | |----------|-------------|------------|-----------|----------|------------|---------------|---------------|-------------| | EVT-2025-001 | Acme Corp | Conference | 200 | 75000 | 2025-06-15 | sarah@acme.com | 1A… | #event-orchestration | High |
BudgetEstimates
| category | item | budgetAmount | estimatedCost | vendor |
|---|---|---|---|---|
| Venue | Grand Ballroom | 20000 | 22500 | Luxe Events |
ActualCosts
| category | actualCost |
|---|---|
| Venue | 23000 |
VendorDatabase
| vendorName | category | avgCost | rating | reliability |
|---|---|---|---|---|
| Luxe Events | Venue | 21000 | 4.8 | High |
OrchestratedPlans
Automatically filled with:
eventId, savings, roi, riskLevel, status, summary, fullPlan (JSON)
System Requirements
| Requirement | Version/Access |
|---|---|
| n8n | v1.50+ (LangChain supported) |
| Claude AI API | claude-3-5-sonnet-20241022 |
| Google Sheets API | https://www.googleapis.com/auth/spreadsheets |
| Slack Webhook | Required for notifications |
| Email Service | SMTP, Gmail, or SendGrid |
Optional Enhancements
- Add PDF export for management reports
- Connect Google Calendar for event scheduling
- Integrate CRM (HubSpot / Salesforce) for client updates
- Add interactive Slack buttons for approvals
- Export results to Notion or Airtable
- Enable multi-event batch orchestration
- Add forecasting from past data trends
Result: A single automated system that plans, analyzes, and reports events — with full AI intelligence and zero manual work.
Explore More AI Workflows: https://www.oneclickitsolution.com/contact-us/
🔗 Nodes Used
Send Email, Google Sheets, Slack, Webhook, AI Agent, Anthropic Chat Model
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File