AI for wedding planners: 5 jobs to hand to AI this week
A wedding is a hundred moving parts and one date that cannot move. These jobs use AI to keep the documents tight, so you can focus on the couple and the day.
Job 1 of 5ChatGPTClaudeGoogle Docs
Build the on-the-day running order from supplier timings
A single, clear running order shared with every supplier is what makes a wedding feel effortless.
Time: 30 minutesCost: free tools work
A free AI chat tool, then Google Docs or Sheets to share
Steps
Collect every supplier's arrival, setup and finish times, plus the ceremony, meal and evening timings.
Run the prompt below.
Walk through it minute by minute with your experience: travel, photos, toasts always run long.
Share the final version with every supplier and the venue.
The exact prompt
Copy, paste, then fill in the [brackets]
Create a wedding day running order for a [UK] wedding.
Venue(s) and travel times: [details]. Ceremony: [time, type]. Key moments: [drinks, photos, meal, speeches, first dance, evening food, carriages].
Suppliers with arrival/setup/finish times: [list].
Output: a table with time, what's happening, who's responsible, supplier notes. Flag any clash, any gap under 10 minutes and any supplier arriving after they're needed.
Don't invent timings.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 2 of 5Google SheetsChatGPT
Turn a couple's budget into a live tracker
Couples overspend in small amounts. A clear tracker with deposits and due dates stops surprises.
Time: 30 minutesCost: free tools work
Google Sheets plus a free AI chat tool for the structure and formulas
Steps
List the total budget, every supplier, quoted price, deposit paid and balance due date.
Run the prompt below.
Share the sheet with the couple (view or edit as you agree).
Update it whenever a payment is made.
The exact prompt
Copy, paste, then fill in the [brackets]
Design a wedding budget tracker in Google Sheets for a [UK] couple.
Columns: category, supplier, quoted, deposit paid, deposit date, balance, balance due date, paid (Y/N), notes.
Give me formulas for: total committed, total paid, remaining budget against [£ total], a "DUE SOON" flag for balances due within 30 days, and conditional formatting.
Add a contingency line of [10]% of the budget.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 3 of 5ChatGPTClaude
Write a clear brief for each supplier
Florists, caterers and DJs each need a different slice of the plan. A tailored brief prevents mix-ups on the day.
Time: 10 minutes per supplierCost: free tools work
A free AI chat tool
Steps
Have the master plan and running order ready.
Run the prompt below for each supplier type.
Check and send, asking each supplier to confirm by a date.
The exact prompt
Copy, paste, then fill in the [brackets]
From this wedding plan, write a one-page brief for the [florist / caterer / DJ / photographer].
Include only what they need: arrival and access, setup location, timings that affect them, key contacts (placeholders), the couple's specific requests for them, dietary or accessibility notes if relevant, and what to do if something goes wrong.
Ask them to confirm by [date].
Plan:
[paste]
✓ Check before you send
Only relevant personal details are shared.
Timings match the master running order.
Every supplier confirms in writing.
UK notes extra
Guest dietary and accessibility needs can be health data, so share only what each supplier needs. ICO advice for small businesses.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 4 of 5ChatGPTGemini
Answer couples' common questions once, brilliantly
Couples ask the same 20 questions. A great FAQ page saves hours and shows your expertise before the first call.
Time: 45 minutesCost: free tools work
A free AI chat tool
Steps
List the questions you get most from enquiries and planning calls.
Write a one-line answer to each in your own words.
Run the prompt below to polish them.
Publish on your website and link to it in enquiry replies.
The exact prompt
Copy, paste, then fill in the [brackets]
Polish these FAQ answers for a [UK] wedding planner's website.
Keep my meaning, make them clear and warm, under 70 words each. Group into: our services and fees, planning timeline, suppliers, on the day, after the day.
Don't add services, prices or promises I haven't written.
Questions and my answers:
[paste]
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 5 of 5ChatGPTClaude
Write a wet-weather plan before the couple asks
It's the UK. A written Plan B for every outdoor moment calms nerves and makes switching on the day smooth.
Time: 20 minutesCost: free tools work
A free AI chat tool
Steps
List each outdoor element: ceremony, drinks, photos, games, and the indoor alternatives at the venue.
Run the prompt below.
Agree with the venue when the call is made and by whom.
Share with the couple and suppliers.
The exact prompt
Copy, paste, then fill in the [brackets]
Write a wet-weather plan for a [UK] wedding.
Outdoor elements and indoor alternatives: [list].
Decision time and who decides: [e.g. 10:00 on the day, planner with venue manager].
Include: what changes for each element, which suppliers need telling and how, umbrellas and mats, photo locations under cover, and how to tell guests.
Simple table plus a short message for the couple.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Questions wedding planners ask
Is it safe to put guest lists into AI?
Avoid it. Guest names, dietary needs and accessibility details are personal data. Use AI for structure and timings, and keep guest details in your planning tools.
Which AI tool is free?
The free plans of ChatGPT, Gemini, Copilot and Claude handle running orders, briefs and FAQs. Google Sheets is free for budget tracking.
Will couples feel it's less personal?
Not if AI handles the documents and you handle the people. Personal touches, calls and decisions stay with you.
Privacy tip: don't paste customers' full names, addresses or other personal details into AI tools unless you need to and you've checked the tool's privacy settings.
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