Event Planner (/event-planner)
FreeWhat it is
Plan any event piece by piece, even a first one. THE CONFERENCE HANDOFF TO MEETMINDZ (Dee, Aug 20 2026): Unleash Your Ideas is where a conference is BUILT; MeetMindz is where it is RUN and sold. A member does not sell tickets on Unleash Your Ideas and does not run the virtual conference here; a conference is a strategic initiative that goes to MeetMindz. When the plan is ready, Send this conference to MeetMindz signs the whole plan into the married-platform handoff and it lands there as a DRAFT live-event room with its sales page already filled in from the member's own plan: the run of show (day by day on a multi-day event, then the program items), the dates, the venue they picked, the format, the ticket price the plan proposed (the low end of the range, as a starting number they confirm), what a ticket includes, their approved exhibitors as the logo wall, and their own answers to the plan's questions as the FAQ. Nothing is invented: an unanswered question never becomes an FAQ, an exhibitor without a logo never becomes a logo, and no price appears when the plan proposed none. It arrives as a DRAFT with the sales page switched OFF, so nothing goes on sale because a button was pressed on another platform; the member reviews and publishes it on MeetMindz themselves. The push is FREE because it is their own content rearranged, not a model run. VENDORS WORK LIKE VENUES (Dee, Aug 20 2026: vendors get pulled the same way venues do, and the platform lists the real places the member should go instead of describing them). Plan it deeper no longer hands back instructions of the order-badges-through-a-badge-printing-service kind: it names the ACTUAL businesses and platforms, grouped by what the event has to buy (supplies, printed promotion, registration and ticketing), each with what they do, their site, and what it typically runs as a range to verify. Local categories are named for the member's own city; online categories name the real platforms. It never claims a price it did not see, never claims availability, and returns an empty category rather than inventing a business. Every named business has ADD TO MY VENDORS, which drops it into the member's own vendor shortlist carrying its name, site, and category. The shortlist is a record per company: category, name, who they spoke to, email, phone, website, what they quoted, what that number does and does not include, and how long they need. One vendor is picked PER CATEGORY (picking a printer never un-picks the caterer), and each picked vendor's quote lands on the budget line its category matches, so the budget is built on real quotes. Matching resolves both sides to a concept first, so name badges finds a signage and print line and catering finds food and drink; a category with no matching line writes nowhere rather than landing on the wrong one. SAVED NOTES ARE VISIBLE: the venue and vendor note boxes now show what is actually stored on the event underneath the editor, so saved is something the member can see rather than something they have to trust. THE EXHIBITOR PROGRAM (Dee's spec, Aug 20 2026): exhibitors are a revenue, operations, and customer-success function, not vendors with tables, so the Exhibitors tab runs the five components in order. The member first picks the SHOW SCALE (a small show of roughly 5 to 30 exhibitors, or a large show with hundreds across multiple halls) and the whole tab follows it: a small show never sees freight, drayage, dock scheduling, or a general services contractor, and a large show sees all of it. Attendee count alone does not decide the scale; the member does. STEP 1 STRATEGY: why an exhibitor should be in the room, who qualifies and who does not, how many the show can genuinely support (set from room size, flow, safety, and ability to deliver value, never from how many will pay), and which outcomes are being sold (leads, brand visibility, product demos, recruiting, thought leadership, partnerships). STEP 2 THE COMMERCIAL PACKAGE: two or three standard booth packages rather than a custom deal per company (a starter set of tabletop, standard booth, and sponsor-plus-exhibitor is one tap away, with prices deliberately blank because the member prices from their costs, margin, and the value of the room), each with booth size, price, staff badges, and exactly what it includes, plus nine upgrades sold separately, the payment schedule, the cancellation policy, and how they sell. STEP 3 COMPLIANCE: THE PLATFORM WRITES THE EXHIBITOR AGREEMENT (metered, refunded on failure) from this event's own dates, venue, packages, payment schedule, cancellation policy, insurance requirement, and product restrictions, covering who may exhibit and the right to approve or remove, space assignment, payment milestones and default, cancellation and force majeure, liability, indemnification and insurance, venue and fire code, booth construction, electrical, rigging, hazardous materials and sampling, conduct and solicitation rules, IP and brand use, accessibility and evacuation, and data rights for lead retrieval and badge scans; a large show also gets the contractor, freight, dock, labor, sightline, and category-exclusivity clauses. It is a fully editable working draft and it says plainly, every time, that it is not legal advice and a lawyer in the member's state reviews it before anyone signs. STEP 4 OPERATIONS: move-in and move-out windows, floor-plan notes (zones, premium inventory, sightlines, accessibility routes, egress, and how space is assigned), and on a large show the general services contractor, with an honest note that the contractor runs the physical floor while the organizer keeps strategy, commercial policy, exhibitor experience, the venue relationship, and every final call. STEP 5 EXHIBITOR SUCCESS: the onboarding sequence in order and a dated exhibitor deadline list, because the goal is not a full floor, it is exhibitors who met the right people and renew within two weeks while the value is fresh. AND ONE MASTER RECORD PER COMPANY, in four collapsible groups: COMMERCIAL (legal name, trading name, website, category, approval status of pending, approved, waitlisted, or not a fit, package, price, deposit, invoice status, contract signed date and signer, balance due, payment terms, relationship owner, billing address, upgrades bought, and fit or restriction notes), PEOPLE (as many named contacts as the show needs, each with role, name, job title, email, and phone, from the five real roles of decision maker, billing, logistics, marketing, and on-site booth manager, plus badge count, accessibility needs, and emergency contact), ATTENDEE FACING (public name, booth number, logo, short and long description, keywords, socials, promo code, show special, in-booth activity, and an explicit lead-sharing consent tick that says consent belongs to the attendee), and OPERATIONS AND SAFETY (booth size, height, open sides, exhibit type, power load, internet, AV, utilities, storage, move-in and move-out, insurance certificate and expiry, permits, fire retardancy, hanging sign, flooring, ten special-handling categories from vehicles and batteries to drones and hazardous materials, and on a large show the freight method, carrier, arrival window, crate count, weight, return shipping, rigging, and cleaning). Every record shows exactly WHAT IS STILL NEEDED before doors open, grouped by area, and the tab totals what is contracted, collected, and outstanding across the floor and how many are approved against capacity. Sponsors marked as exhibitors appear here automatically carrying their contact detail, and a manually added exhibitor is never touched by that sync. THE SPONSORS TAB RUNS IN ORDER (Dee, live with a client, Aug 20 2026): STEP 1 is building the sponsorship PACKAGES (you cannot make an ask without knowing what you are selling, and every prospect gets assigned to a tier), and only then STEP 2, finding who to sell them to. With no packages built the finder says so plainly instead of offering a package dropdown with nothing in it. A PROSPECT HAS REAL FIELDS, not one box: name, job title, company, email, phone, and a note, each its own field, on the add form and on every row. The EMAIL is the one that matters because it is how the ask goes out, so it is flagged when missing, and any prospect with a valid email is upserted into the member's CRM contacts as a Prospect stage contact sourced to that event (best effort; a CRM hiccup never blocks the save). Older records that only have the single free-text contact box are migrated automatically: an email or phone in that text is lifted into its own field and the rest stays as the note. THE RESEARCH NAMES REAL ORGANIZATIONS, not just categories: every researched category comes back with 3 to 6 actual named organizations operating near the member's city, with the page each was found on, and a one-tap Add to my list that carries the category's homework (what they would sponsor, the typical ask, when to approach) onto the new prospect. It never claims any of them has sponsored anything or has a budget; they are real organizations that fit, for the member to call. When the search genuinely surfaces no real names it says so instead of inventing any. EVERY LONG AI RUN SHOWS ITS WORK: a live elapsed timer, a pulse, what it is doing, and a line saying the work keeps going if the member leaves the page. THE VENUE IS DECIDED BEFORE THE BUDGET (Dee, live with a client, Aug 20 2026): the tabs run Venue and Vendors BEFORE Budget, because you cannot budget a number nobody has quoted you. The Venue tab carries a real SHORTLIST: up to 12 venues she is calling, each with the venue name, who she spoke to, what they quoted, what that number does and does not include, and the dates they have open, all side by side. It also carries THE QUESTIONS TO ASK EVERY VENUE, 16 of them in four groups (the space and the date, what the price includes, running the day, the contract and the risk), each with its own answer box and dictation mic, so the answers live in the system and the choice is made on what the venues actually said. One button picks the venue, picking one un-picks the rest, and THE PICKED VENUE'S QUOTE LANDS ON THE BUDGET'S VENUE LINE automatically (one record, both rooms), so the budget is built on a real quote instead of a guess. The budget says where its venue number came from and links back; with no venue picked it says to go get the quotes first. Sponsorship against that line is the member's own and is never overwritten. A MULTI-DAY EVENT OCCUPIES EVERY ONE OF ITS DAYS ON MY CALENDARS, one all-day entry per day labeled day 1 of 3, day 2 of 3, and so on, alongside its timeline milestones. MULTI-DAY EVENTS AND THE MONEY LAW (Dee, live with a client, Aug 20 2026): an event carries a FIRST DAY and a LAST DAY, so a conference that runs 2, 3, 4, or 5 days is planned as the multi-day event it is (the plan covers every day of the run; the workback timeline always counts back from the first day; the length is capped at 30 days so a typo can never make a 400-day event). THE PLATFORM NEVER ASKS A MEMBER WHETHER THEY WANT TO PROFIT OR BREAK EVEN, and the words break even and breakeven never appear anywhere in an event, ever: every event here is built to TURN A PROFIT, costs are the floor and profit is the target, and if the numbers cannot profit the plan says so plainly and says what would have to change. The platform also never asks a member what to charge: the plan PROPOSES the ticket price for their event with the reasoning, the profit picture at that price and size, and how their sponsorship raises the floor under it. The questions that tighten a plan are asked UP FRONT in the wizard, not handed back as homework: the sponsorship revenue they are going after, and where their speaker list stands (first year building from scratch, which is the normal answer, or speakers coming back from a previous year), plus anything else about their speakers with dictation. Whatever questions the plan still raises are ANSWERABLE right on the event: the member types the answers there, they save to the event, and every later AI run builds on them. Say or type what you are planning (or pick from about 30 event types: round table, golf tournament, think tank, hot seat, conference, retreat, wedding, birthday, baby shower, repast, and more) and get a real plan: the vision in plain words, every piece grouped by category (venue, guests, program, food and drink, vendors, budget, promotion, day-of roles), and a backwards timeline counted from the event date. The first plan is the free public teaser, no account needed, and a free account can keep that one plan. The FULL experience comes with the Studio plan and up (Dee's plan matrix): creating saved events in My Events (/my-stuff/events, a full command center per event: an accordion checklist and an accordion timeline that are ONE plan viewed two ways, every checklist item carrying a by-when link to its timeline milestone with one shared done state; an editable timeline where the member retitles milestones, rewrites their sub-items, moves their dates, adds their own milestones, and removes the ones they added, with the weeks-out label recomputed from the event date; a double-column budget tracking each line's Cost and the Sponsorship dollars received against it with live Cost, Sponsorship, and Out-of-pocket totals, the goal being to get the event to $0 out of pocket; separate Venue and Vendors tabs; and a promotion tab that hands off to the Social Media Studio, Pages, and the MeetMindz community via signed SSO for creating the event's own community). THE SPONSORS SYSTEM (the Sponsors tab in each event's command center): a 'What are sponsors?' explainer linking the /blog/why-sponsors-fund-your-event article, then a 3-layer Sponsor Finder: layer 1 is the member's own network (free data entry with dictation), layer 2 is metered live research on the KINDS of organizations that tend to sponsor events like theirs (every result framed honestly as a researched prospect to verify, with what they would sponsor, typical-ask ranges, and when to approach; never invented past sponsorships), and layer 3 turns the member's own Org Design Cheat Sheet audience avatars plus typed topics into sponsor prospect angles (listing their own avatars is free; the generation meters). Plus a sponsorship package tier builder (up to 6 renameable tiers with the member's own price and editable deliverables; the AI can draft a starter top/mid/entry set from the event plan, metered), per-package sponsor communications (metered: one email, one text, or a 3-piece sequence, all editable, each prospect assignable to a package and channel), and Sponsor Reachout: one button creates a REAL draft campaign in the member's Email Marketing Suite pre-filled with the chosen message and the prospects that have emails (nothing sends without them), plus CSV and plain-text downloads of the list. An Exhibitors tab seeds itself from sponsors marked as exhibitors plus manual adds (name, booth or table, contact, notes). The Vendors tab has two searches: the vendor TYPES this event needs generated from the plan (metered) and per-type live vendor lookups with cited sources (metered); shortlist ticks and notes save to the event. Dated timeline milestones feed the member's My Calendars automatically and send coaching reminders in Dee's voice 3 days out and on the day of each milestone (bell and email, each sent once), and milestones landing in the next two weeks show in a Coming up card on the member dashboard. The full experience also includes the metered Plan it deeper, which runs live cited research: venue categories in their city, where to shop, where to print promotions, and the fully dated workback calendar. Event types with a matching pricing calculator (round table, golf tournament, hot seat, conference) show a Price it link. THE STUDIO SHAPE (Dee's Replit design): My Events opens on a studio band with the two ways in, then the member's real events as CARDS or ROWS (the choice is remembered) carrying each event's honest status (Draft with no plan yet, In planning, Active inside the last month before the date, Completed once the date has passed), its countdown, place, guest count, and checklist progress, with a three-dot menu on every card and row to open it, file it under one of the member's brands, or delete it after a confirm. Planning a new event is a two-step wizard: step 1 asks where it starts (from scratch, from one of the member's stored ideas, or seeded from an Org Design Cheat Sheet's initiatives and services, both listed free because they are the member's own data), step 2 is the details with dictation, and while the plan generates a full-panel building state takes over the page. Inside the studio the platform's My Products left menu stays put and the Event Planner Studio carries its OWN second menu beside it, both collapsing independently, exactly like the Social Media Studio.
What it is for
planning any event start to finish (and running events as a business), from golf tournaments and round tables to weddings and memorials
How to use it
At /event-planner, say or pick what you are planning and get a real plan: every piece by category, a starter budget, and a backwards timeline. The first plan is free; the full experience comes with the Studio plan and up.