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