Workflow example · event-planning
Workflow Example: Sales Call to Event Planning Proposal
A 35-minute briefing call with a tech company's marketing director covered guest count, venue requirements, catering, AV production, and a two-milestone payment split. This workflow example shows how those commercial terms move from the call transcript into a traced proposal, a contract clause, and a payment schedule without manual re-entry or guesswork.
Call to proposal: the full trace
[02:30] Client: "We are launching our new product line on October 18th. We need a venue, full catering, AV setup for a keynote and live demo, and a branded photo wall." [02:50] Planner: "Got it. How many guests are we planning for?" [02:53] Client: "200 confirmed, but we want capacity for 220 in case of walk-ins from the press list." [03:05] Planner: "Understood. Sit-down dinner or standing reception?" [03:08] Client: "Standing reception with passed canapes and two drink packages. No sit-down." [03:20] Planner: "Okay. For 200 guests, venue hire, standing reception catering with canapes and open bar, full AV with a 4-meter LED wall and wireless mics, branded photo wall, event staffing, and on-site coordination, we come in at 38,500." [03:45] Client: "Payment terms?" [03:47] Planner: "60% on booking confirmation to lock the venue and vendors. 40% two weeks before the event date." [03:58] Client: "And if we go over 200?" [04:02] Planner: "We build in a per-head surcharge of 95 francs for any guests above 200, up to the 220 cap."
| Term | Value | Evidence |
|---|---|---|
| Event type | Corporate product launch · standing reception | "launching our new product line" [02:30], "Standing reception with passed canapes" [03:08] |
| Guest count | 200 confirmed · 220 max capacity | "200 confirmed, but we want capacity for 220" [02:53] |
| Catering | Passed canapes · two drink packages · open bar | "passed canapes and two drink packages" [03:08] |
| AV production | 4-meter LED wall · wireless mics · keynote and live demo setup | "full AV with a 4-meter LED wall and wireless mics" [03:20] |
| Extras | Branded photo wall · event staffing · on-site coordination | "branded photo wall, event staffing, and on-site coordination" [03:20] |
| Fixed price | CHF 38,500 | "we come in at 38,500" [03:20] |
| Payment split | 60% on booking confirmation · 40% two weeks before event | "60% on booking confirmation to lock the venue and vendors. 40% two weeks before the event date" [03:47] |
| Overage rate | CHF 95 per head above 200, capped at 220 | "a per-head surcharge of 95 francs for any guests above 200, up to the 220 cap" [04:02] |
Product Launch Event · 200 guests (220 max) · venue hire · standing reception with canapes and open bar · AV production with 4m LED wall · branded photo wall · event staffing Fixed price: CHF 38,500 Overage: CHF 95 per head above 200 (max 220)
The Planner shall produce a corporate product launch event for up to 200 confirmed guests (maximum venue capacity 220) on the agreed date, including venue hire, standing reception catering with passed canapes and open bar, audiovisual production with a 4-meter LED wall and wireless microphone system, a branded photo wall, event staffing, and on-site coordination. The fixed event fee is CHF 38,500. A per-head surcharge of CHF 95 applies for each guest above 200, up to the 220 venue capacity limit.
Milestone 1: CHF 23,100 due upon booking confirmation to secure venue and vendor reservations. Milestone 2: CHF 15,400 due 14 days before the event date. Overage charges, if any, are invoiced within 5 business days after the event. Payment is collected through the client review link after each milestone approval.
How does a briefing call become an event proposal?
The planner imports the call recording from Zoom, Fathom, or Fireflies. The AI reads the transcript and extracts every commercial term it finds: guest count, venue requirements, catering format, AV specs, staffing, pricing, overage terms, and payment milestones. Each extracted term carries a reference to the timestamp where it was discussed. The proposal is generated from these terms, with every line traceable to the conversation.
- Terms are extracted, not invented. Every value links back to the call.
- The fixed price and milestone amounts are calculated in code, not by the language model.
- The planner reviews before sending. The AI does not send proposals.
What does the client see after the briefing call?
The client receives a single link. The page shows the proposal with guest capacity, venue and catering scope, AV production details, staffing, pricing, and milestones. If a detail was misheard or the drink package needs adjusting, the client requests changes inline. After approval, the same page moves to electronic signature. After signing, the booking confirmation payment is collected from the same terms discussed on the call.
- One link for review, changes, signature, and payment.
- AV specs, catering format, and overage terms are all visible before signing.
- Payment milestones match the schedule agreed on the call.
What if the event scope grows after the proposal is sent?
Scope additions are standard in event planning. If the client wants to add a second breakout session, upgrade the bar package, or bring in a DJ after the proposal is sent, the planner creates a change order with the new items and adjusted price. The traceability makes it clear which items came from the original briefing and which were added later. The client sees the updated proposal and signs the revised version.
- Additions are tracked as separate line items with their own pricing.
- The original briefing terms remain visible for reference.
- Both parties sign the final version, not an outdated draft.
FAQ
Can the proposal break out vendor costs separately?
Yes. If the call discussed individual vendor fees for catering, AV, and venue hire, the extraction captures those as separate terms. The proposal can list each vendor line with its own price. If the call used a single bundled price, the proposal reflects that instead.
What if the guest count drops below 200?
The fixed price covers up to 200 guests. If the count drops, the agreed fee remains unless the contract includes a minimum-count adjustment clause. The planner can add such a clause during proposal review if the client requests it.
Does this work for multi-day conferences or only single events?
This example shows a single-evening product launch. Multi-day events follow a similar flow but extract per-day pricing, session schedules, and separate vendor bookings for each day.
Try it with one real call
Use one call recording or transcript. See extracted terms traced back to the conversation, with the proposal ready to review and send.
Start with one call