Automate Event Planning & Budget Optimization with Claude AI and Google Sheets

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
Email	SMTP or Gmail OAuth credentials

3. Update Spreadsheet IDs

Ensure your Google Sheets include:

• ClientBriefs
• BudgetEstimates
• ActualCosts
• VendorDatabase
• OrchestratedPlans

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 | [email protected] | 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.

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