Event Planning Tools
Build hour-by-hour timelines, manage guest lists with RSVP tracking, optimize seating with AI, and coordinate all your vendors from one centralized event dashboard.
Creating and Managing Events
- 1
Create a new event
Navigate to Events in your dashboard and click 'New Event.' Enter the event name, type, date(s), location, and link it to the relevant client.
- 2
Add event details
Within the event record, add your timeline, attach the proposal, contract, and invoice, assign staff, and reserve equipment.
- 3
Link your vendors
If you're a planner coordinating multiple vendors, use the Vendor Collaboration feature to invite external vendors into the shared event workspace.
Guest List & RSVP Management
- 1
Add guests
Navigate to your event and click the 'Guest List' tab. Add guests manually or import via CSV. You can also use AI document parsing to import from a formatted document.
- 2
Track RSVP status
Each guest has an RSVP status: Pending, Attending, Declined, or Waitlisted. Update statuses manually or share the RSVP link for guests to respond themselves.
- 3
Collect meal preferences and dietary notes
Enable meal choice and dietary note fields in RSVP Settings. Guests submitting RSVPs via the public link can select their meal choice and flag allergies.
- 4
Generate and share RSVP links
Click 'Generate RSVP Link' to get a public, no-login-required link to send to guests. The link uses a secure guest token.
- 5
View RSVP dashboard
See attendance totals, dietary breakdowns, and meal counts at a glance from the RSVP stats panel.
Export your final guest list and dietary summary to share with your caterer. Navigate to Guest List → Export → CSV or PDF to get a formatted version ready for catering coordination.
Event Timeline Builder
- 1
Open the timeline
Click 'Timeline' within your event record.
- 2
Generate with AI
Click 'Generate with AI,' describe your event, and Trunnion AI creates a complete hour-by-hour schedule as a starting point.
- 3
Customize the timeline
Drag and drop timeline items to reorder them. Smart time cascading automatically adjusts subsequent items when you change a time.
- 4
Share with vendors
Share your timeline with vendors by clicking 'Share Timeline.' Linked vendors receive a view-only link to the shared timeline.
AI Seating Arrangement
- 1
Navigate to Seating
Open the Seating tab in your event record.
- 2
Add your tables
Create your table layout using round, rectangle, or square tables. Drag tables to position them on the floor plan.
- 3
Use AI optimization
Click 'Optimize with AI.' The system analyzes guest relationships, dietary needs, age groups, and group dynamics to distribute guests across tables.
- 4
Adjust manually
After AI optimization, drag individual guests between tables to make any manual adjustments.
AI Seating Arrangement is available on the Business tier and above for vendor accounts, and on the Pro customer plan and above. The AI considers: guest relationship tags (family, work colleagues, friends), dietary requirements, age groups, and group size preferences.
Frequently Asked Questions
Related Guides
Still have questions?
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