AI for event and meeting planners
Ultramarine Work reads the contracts, quotes, BEOs and registration exports already in your event folder. It hands you a venue comparison, run of show, invitations and post-event report to review.
Venue-comparison-SKO.xlsxExample| All-in, tax included | Larkspur Resort | Meridian Grand | Canyon Point |
|---|---|---|---|
| Comp room nights | 20 | 16 | 17 |
| Rooms, net of comps | 206,306 | 225,474 | 189,012 |
| F&B, service and tax | 225,506 | 205,675 | 248,326 |
| AV, service and tax | 77,126 | 61,938 | 82,541 |
| Total | 508,938 | 493,087 | 519,879 |
| Per person (400) | 1,272.35 | 1,232.72 | 1,299.70 |
NoteMeridian’s AV quote leaves out rigging and power, so get a revised quote before ranking it lowest per person.
Ask it for
“Compare the three hotel proposals for the 400-person October sales kickoff on total cost per person, comp rooms and AV, with service charge and tax included.”
Venue-comparison-SKO.xlsx“Review the Feldstone contract for our June block of 240 room nights. Price attrition at 80 percent pickup and say whether the hotel must resell unsold rooms.”
Feldstone-contract-markup.pdf“Build the day-two run of show for the user conference from the session grid, speaker confirmations and the venue’s BEOs, with owners, AV cues and load-in times.”
Day-two-run-of-show.xlsx“Clean the registration export, flag duplicate and VIP rows, tally dietary requirements and build the invitation merge for the May 14 dinner.”
Invitations-merge.docx“Draft the emergency action plan for the 600-person awards dinner at the convention center and state how many crowd managers the fire code requires.”
Awards-dinner-EAP.docx“Put together the sponsor committee deck covering attendance against target, budget versus actuals, session ratings and each deliverable’s proof of delivery.”
Post-event-ROI-report.pptx
Inside the Event & Meeting Planning mode
Venue sourcing and contracts
It lines up the draft contracts and totals what attrition, resale credit, the F&B minimum and the cancellation schedule would cost if pickup fell short.
Emergency action plan
It drafts the plan the fire marshal expects, with alarms, evacuation, accounting for attendees, critical shutdowns and crowd managers for events over 500.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
How it works
- 1
Fill the event folder
Put in the venue proposals, signed contracts, BEOs and function sheets. Add the registration export, vendor quotes, the floor plans with load-in times, and last year’s run of show and post-event report.
- 2
Take the deliverables in order
Name the deliverable and it builds the file from what is already in the folder. The comparison workbook totals cost per person and comp rooms, the markup prices every clause and the run of show comes out minute by minute.
- 3
Check it before it goes out
Every figure traces to the quote, contract or export it came from, and anything it could not verify is flagged. Re-add the totals and walk the run of show against the BEOs yourself. Legal review, signature and sending stay with you.
Who it’s for
Corporate, association and agency event and meeting planners, conference and trade show managers and event coordinators.
Questions
Can it review hotel contracts instead of a lawyer?
No, it reads the contract and lays out the exposure so you and your attorney decide what to sign. Attrition terms, resale-credit language, the F&B minimum, the deposit schedule, the cancellation schedule and the force majeure wording come back quoted, and clauses that favor the venue are flagged. Industry lawyers who tested these tools found the suggested clauses generic and often pro-supplier, so the draft still goes to your attorney.
Will it invent venues, prices or capacities?
No, each figure cites the file or page behind it, and it notes what it could not verify instead of guessing, but capacity, rates and availability change often enough that you confirm them against the quotes. It works from the proposals, quotes and web pages you put in the folder, and it reads a website only with your permission, site by site. The comparison workbook shows the rate, dates and capacity each hotel submitted, so the check runs against your documents, not memory.
Is attendee and client data kept confidential?
Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.
Do we still need fire marshal approval for the emergency plan?
Yes, the authority having jurisdiction reviews and approves the plan, and the venue’s own fire safety plan sets the conditions you build on. Ultramarine Work drafts the document from the requirements you load, including reporting and evacuation procedures, accounting for attendees, critical shutdowns, crowd manager counts where the code requires them and the training list for drills. You and the venue decide what gets submitted.