From Birthdays to Proposals: ChatGPT Prompts to Plan Events Like a Pro

Event planning, whether for birthdays, anniversaries, or proposals, can easily become stressful when every small detail demands attention. From choosing a theme to managing guests and vendors, keeping everything organized often takes more time than expected.

That is where AI tools like ChatGPT and CirclesAI come in. These platforms can help you brainstorm creative ideas, draft event schedules, and even write invitations in seconds. With the right prompts, you can turn hours of planning into a seamless, structured process that feels effortless.

In this guide, you will find prompt examples, explanations, and sample use cases that show how AI can simplify event planning from start to finish.

Key Areas in Event Planning Where Prompts Shine

AI prompts can help across every stage of event planning, including:

• Theme and Concept Ideation

• Venue and Logistics Planning

• Scheduling and Flow / Timeline

• Invitations and Guest Management

• Décor, Styling, and Atmosphere

• Food, Catering, and Entertainment

• Promotion and Communication

• Contingency and Backup Planning

• Post-Event Wrap-Up and Feedback

💡 Did you know?
Event planners using AI for coordination and creative tasks save an average of 30 percent of planning time compared to manual workflows.

Prompt Examples to Plan Events Like a Pro

Prompt for Theme & Concept Ideation

Prompt:
“Act as an experienced event planner. Brainstorm 5 cohesive themes for a surprise proposal dinner for two, including décor, ambiance, and music ideas.”

Explanation:
This prompt works because it defines the event type, audience size, and desired mood, allowing AI to deliver results that are specific and practical.

Sample Output (from CirclesAI):

• Elegant Rooftop Romance – Soft lighting, white roses, acoustic guitar, and skyline views.

• Seaside Proposal Dinner – Candles, driftwood décor, and gentle ocean music.

• Vintage Garden Picnic – Lace tablecloths, muted florals, and live violin background.

• Private Chef Experience – Five-course menu, candlelight, and instrumental jazz.

• Starry-Night Theme – Fairy lights, deep blue palette, telescope setup, and champagne toast.

Prompt for Venue Selection & Logistics Planning

Prompt:
“Recommend venues in Singapore for a small wedding reception (50 guests) with indoor and outdoor options, including approximate rental costs.”

Explanation:
This prompt combines logistics with location, helping you make quick, informed decisions.

Sample Output:

• Open Farm Community – Outdoor dining, about SGD 3,000 to 4,000 rental.

• Vineyard at HortPark – Rustic vibe, starting at SGD 2,500.

• The Alkaff Mansion – Elegant indoor hall, about SGD 3,800.

Prompt for Event Scheduling & Flow / Timeline

Prompt:
“Create a detailed 4-hour timeline for a birthday dinner: arrival, games, dinner, cake, and closing remarks.”

Explanation:
Gives structure to the event, helping planners coordinate with vendors and hosts.

Sample Output:

Prompt for Invitations & Guest Management

Prompt:
“Write a heartfelt invitation message for a surprise proposal dinner, including RSVP details and directions.”

Explanation:
Helps you craft tone-perfect invitations without spending time on wording.

Sample Output:

“Join us for an evening filled with love, laughter, and one unforgettable question.
Dinner begins at 7:30 p.m. at Monti at 1-Pavilion. Kindly RSVP by October 25.”

Prompt for Décor, Styling & Atmosphere

Prompt:
“Suggest décor and styling ideas for a romantic proposal under a SGD 500 budget.”

Explanation:
The budget constraint pushes the AI to find realistic options.

Sample Output:

• Soft pink and gold palette with fairy lights.

• DIY flower centerpieces with tea candles.

• Spotify romantic playlist suggestion link.

Prompt for Food, Catering & Entertainment

Prompt:
“Propose a 3-course menu for a dinner party for 10 guests with vegetarian options, under SGD 800.”

Explanation:
AI can help balance taste, theme, and cost effectively.

Sample Output:

• Appetizer: Roasted pumpkin soup with garlic croutons.

• Main Course: Grilled sea bass or mushroom risotto.

• Dessert: Chocolate lava cake with berries.

• Entertainment: Acoustic duo or live pianist.

Prompt for Promotion & Communication

Prompt:
“Write a social media caption to announce a birthday party with the theme ‘Tropical Sunset.’”

Explanation:
Great for those promoting personal or corporate events on social media.

Sample Output:

“Get ready for the ultimate Tropical Sunset celebration. Think palm leaves, island beats, and golden-hour vibes. Join us this Saturday at 6 p.m.—you will not want to miss it.”

Prompt for Contingency & Backup Planning

Prompt:
“What plan B options should I prepare if rain affects my outdoor engagement dinner?”

Explanation:
Encourages proactive planning and crisis management.

Sample Output:

• Book a backup indoor area or tent setup.

• Prepare waterproof décor and heating lamps.

• Confirm last-minute vendor cancellation terms.

Prompt for Post-Event Wrap-Up & Feedback

Prompt:
“Write a thank-you message for guests after a proposal dinner and include a short feedback request.”

Explanation:
Keeps the post-event follow-up warm and professional.

Sample Output:

“Thank you for sharing this special moment with us. We are so grateful for your love and presence.
We would love to hear your thoughts about the event—your feedback helps us make the next one even better.”

Why Use CirclesAI for Event Planning

CirclesAI combines the power of GPT-5.1 (creative and reasoning), Gemini (real-time local knowledge), and Perplexity Sonar (research-based accuracy) in one platform.

With CirclesAI, you can:

• Generate customized event themes, timelines, and budgets.

• Get up-to-date vendor and venue recommendations in Singapore.

• Research local service rates and logistics instantly.

• Manage guest lists, messaging, and schedules all in one app.

💡 Best of all, CirclesAI is part of the Circles 5G Core Plan for $6.70/month, which includes 670GB data and 8GB roaming—perfect for on-the-go event planners coordinating from anywhere. Sign up here!

Last updated: December 2025.