Operations · Use Case
AI Agent for Event Planners
Event logistics involve coordinating vendors, managing registrations, tracking budgets, and communicating with attendees across dozens of tools. Pokee automates the coordination so you focus on creating memorable experiences.
The Problem
- Vendor coordination requires tracking 20+ email threads
- Registration data needs manual import to multiple systems
- Budget tracking falls behind as invoices arrive
- Attendee communication is time-consuming and repetitive
- Day-of logistics require last-minute scrambling
What You Can Automate
- 1
Vendor follow-up automation
Time saved: 30 min/weekPokee tracks vendor confirmations and sends timely follow-ups so nothing falls through.
Prompt“Every Tuesday, check which vendors haven't confirmed their deliverables for upcoming events. Send a follow-up email with their specific requirements and deadline.”
- 2
Registration to CRM sync
Time saved: 5 min/registrationPokee processes registrations end-to-end - from form to CRM to confirmation.
Prompt“When someone registers via Google Forms, create a contact in HubSpot, add to the event list, and send a confirmation email with event details.”
- 3
Budget tracking from invoices
Time saved: 15 min/invoicePokee keeps your budget current from incoming invoices without manual data entry.
Prompt“When a vendor invoice email arrives, extract the amount, vendor, and category. Update my event budget tracker sheet and flag if any category exceeds budget.”
- 4
Attendee reminder sequences
Time saved: 20 min/eventPokee sends timed reminders that reduce no-shows and keep attendees informed.
Prompt“7 days, 1 day, and 1 hour before the event, send attendees a reminder email with the schedule, venue details, and any last-minute changes.”
- 5
Post-event feedback collection
Time saved: 1 hour/eventPokee automates feedback collection and reporting for continuous improvement.
Prompt“24 hours after an event ends, send all attendees a feedback survey. One week later, compile responses into a summary report and email to stakeholders.”
Before vs After Pokee
| Metric | Before Pokee | After Pokee |
|---|---|---|
| Vendor follow-ups | Manual email tracking | Automated weekly check-ins |
| Registration processing | 5 min per registrant | Instant end-to-end flow |
| Budget tracking | Spreadsheet updates after the fact | Real-time from invoices |
| Attendee communication | Manual batch emails | Timed, automated sequences |
| Feedback collection | Often skipped | Automated 24h post-event |
How It Works
- 1
Connect your tools
Head to pokee.ai/authorizations and link each tool in your stack with one-click OAuth. Takes 2 minutes total.
- 2
Describe workflows
Tell Pokee what you want automated in plain English. No triggers to configure, no flowcharts to build.
- 3
Pokee executes
Workflows run automatically with intelligent error handling and adaptation. When tools change or edge cases appear, Pokee adjusts.
Why Pokee
Natural language setup
Describe workflows like talking to a colleague, not configuring a flowchart.
Unlimited steps
One description can chain 10+ actions across all your tools. Zapier charges per step.
Self-healing
When APIs change or rate limits hit, Pokee adapts. Zapier breaks.
Context-aware
Pokee understands your data and makes intelligent decisions about edge cases.
One price
All integrations, all workflows, unlimited actions. No per-Zap pricing.
Deployment & Governance
Runs where your data lives, with humans in control
Private deployment
A dedicated managed tenant, your own VPC on AWS, Azure or GCP, on premises, or air-gapped. Your data never leaves your boundary.
Approvals and audit
Approval gates wherever you set them, role-based access, and a full audit log. Every agent action is attributable and reviewable.
Measurable pilots
Pilots run on two or three real workflows, typically live inside two weeks. Measure time saved, accuracy and cycle time before rollout.
FAQ
- How quickly can event planners get started with Pokee?
- Most teams are automating within 5 minutes. Connect your tools via OAuth, describe your first workflow in English, and Pokee starts executing immediately.
- What if my workflow is complex or has many conditions?
- That's where Pokee shines. Unlike trigger-action tools, Pokee handles complex conditional logic, branching paths, and context-dependent decisions. Describe the full logic in English.
- Can Pokee handle sensitive event planners data securely?
- Yes. SOC 2 Type I certified with Type II in progress. All data encrypted in transit and at rest. OAuth tokens revocable anytime. Enterprise plans offer on-premise deployment.
- How much does it cost?
- Free tier includes 500 credits. Paid plans start at $19.99/month for unlimited integrations and workflows. No per-automation pricing.
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