How to plan a party or event with AI (checklist, budget and timeline)

Give the AI a one-paragraph brief

The more specific your first message, the less back-and-forth later.

Help me plan a [type of event, e.g. 40th birthday dinner / kids' birthday / holiday party / baby shower].
Date: [date]. Place: [home / park / rented room]. Guests: about [number], including [kids, older relatives, etc.].
Budget: [$ total]. Vibe: [casual / dressy / theme].
Food: [potluck / I cook / catering / takeout], dietary needs: [vegetarian, nut allergy, etc.].
Before planning, ask me up to 5 questions that would change the plan.

Get a countdown timeline

Make a countdown checklist from today until the event on [date], grouped by: 4+ weeks out, 2-3 weeks, 1 week, 2-3 days, the day before, and the day of.
Include invitations and RSVP reminders, booking anything that needs a reservation, ordering anything with delivery time, shopping, prep, cleaning and setup.
Keep each item short and mark the ones that can't slip with (!).

Paste the result into your notes or calendar app. If someone is helping you, ask the AI to split the list between the two of you.

Build a realistic budget

Split my [$ total] budget for [number] guests across: food, drinks, cake or dessert, decorations, venue or rentals, party favors, and a 10% buffer.
Show it as a table with a per-guest cost. Then suggest 5 ways to cut 20% without making the party feel cheap.

AI estimates are rough guesses, not quotes. Check real prices at your store or with the venue, then ask the AI to update the table with your numbers. Our monthly budget guide uses the same approach for everyday spending.

Plan the menu and shopping list

Plan a menu for [number] guests at a [time of day] [event type]: [number] mains, sides, a dessert and drinks.
Dietary needs: [list]. Most of it should be made ahead or need little last-minute cooking.
Then write a shopping list grouped by store section with quantities for [number] guests, plus a prep schedule for the day before and the day of.

Double-check quantities and allergy needs yourself, especially for kids' parties. For more meal help, see how to plan meals and a grocery list with AI.

Write the invitation and reminders

Write a short, friendly invitation for a [event type] on [date] at [time], at [place].
Include what to bring (if anything), dress code, RSVP by [date] to [how], and any parking or kid details.
Give me 3 versions: a text message, an email and a printable card. Then write a short RSVP reminder to send [5] days before.

Leave your address out of anything you post publicly. Fill it in yourself in private messages.

Make a day-of schedule and games list

Make a day-of schedule for a [event] from [start time] to [end time]: setup, guest arrival, food, activities, cake/toast, cleanup.
Add 4 activity or game ideas that suit [ages/group], need little prep, and work [indoors/outdoors].
List who does what if I have [number] helpers.

Want to say a few words at the party? Our toast guide works for birthdays and anniversaries too: let the AI interview you, then keep it short.