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

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 |
| 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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