Workshop 01 · Old Town

The Operations-Heavy Owner

AI for event and live production companies

First win85–90% automatedEvents & live productionItaly

In shortAn event production company can use AI to turn one site-visit transcript into three documents at once: a logistics brief, a technical brief and a client quote. The trick is a written price list and discount rules the AI can read, not a longer prompt.

Book a diagnostic — 49€See a day in the life ↓
For: Owner, Ops lead, Team coordinator

A day in the life

The same working day, before and after AI joined the team. Hours are typical, not exact.

  1. Voice notes from yesterday's site visit sit in your phone.

    The transcript goes into the project. Three drafts are waiting before coffee.

  2. You rewrite the same job twice: once for the crew, once for the client.

    Logistics and technical briefs go to the team in their own format.

  3. Pricing depends on who's asking. It lives in your head.

    Discount rules by client type are written down. The AI applies them and asks when unsure.

  4. The quote goes out late, with a line item missing.

    The quote follows your real template and price list. You check, not type.

  5. You're still on email.

    You're on site, where the business actually happens.

The real engagement

You run a service business where every job means a new quote, a new brief and a new set of moving pieces: technical specs for your crew, a polished version for the client. You tried handing this to AI and it broke on anything past a simple request: wrong layout, missing line items, output the team couldn't use.

The problem was never the tool. It was treating a 400-events-a-year business like a single prompt. Once the work was split into the right documents for the right people, with a real price list and written discount rules behind it, the result looked completely different.

You find yourself thinking…

  • “I've tried AI for quotes and proposals but it falls apart on anything complex”
  • “My team needs different information than my clients do, and I'm rewriting the same job twice”
  • “I don't have time to become a prompt engineer. I need this to just work”
  • “Nothing is written down anywhere AI could use”

What you'll leave with

  • A split-document system: one output for internal ops, one for the client
  • A written brief for each role on your team, so AI stops guessing what done looks like
  • A realistic automation percentage for your business, not a vague promise
  • A prioritised list of what to hand off first and what to keep
Tools in this workshopClaude ProjectsGoogle DrivePrice list as CSVVoice notes

Your next step

A 50-minute diagnostic on your own business. We map where AI fits and what to build first.

  • 1:1, online
  • Your files, your tools
  • A written plan after the call
49€50 minutes
Book Diagnostic →

Questions from this workshop

Can AI write quotes for an event production company?

Yes, if it has your real price list, your discount rules and two or three example quotes to copy. Without those it guesses, and guesses are what break on complex jobs.

Do I need to change software?

No. The setup in this engagement used the owner's existing Google Drive and a Claude Project. The new part was writing down rules that only existed in his head.

How long before it saves time?

The first real-transcript test produced a usable brief and quote within the first few lessons. Most of the work after that is filling gaps the AI exposes, like a missing artist price list.

Next door

Other workshops nearby in the city.

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