AI-Powered Platform for Wedding & Event Planning Business

Filoxenia Moments was struggling with the operational challenges that plague most growing event planning businesses. Managing multiple weddings simultaneously meant hours lost to repetitive client communication, manual vendor coordination, and administrative tasks that pulled focus away from creative planning and client experience.

The business faced critical pain points: delayed responses to inquiries during peak season leading to lost bookings, difficulty tracking multiple event timelines and vendor commitments, and no centralized system for managing guest RSVPs and dietary requirements across different events. With 70%+ of couples researching on mobile devices, they needed a platform accessible anywhere, anytime. ​

Additionally, the lack of automated workflows meant every client required the same manual effort regardless of package tier, making it impossible to scale operations without hiring additional staff. The business needed technology that could handle routine tasks while maintaining the personalized touch that premium clients expect.

I developed a comprehensive AI-powered event management platform built on modern cloud architecture (React, Next.js, Node.js) with intelligent automation at its core.

The centerpiece of the platform is Filio, an AI assistant that serves as the first point of contact for every website visitor. Available 24/7, Filio handles initial client inquiries conversationally, answering questions about packages, availability, venue options, and services while capturing essential event details like date, guest count, budget, and event vision. Beyond simple Q&A, Filio can book consultation appointments directly into the calendar, eliminating scheduling back-and-forth and ensuring qualified leads get immediate meeting confirmations. This intelligent system pre-qualifies prospects based on event requirements and budget fit, routing high-priority leads to the planning team with complete conversation context and scheduled appointments already locked in. ​

Key technical implementations included:

• Filio AI Assistant - Natural language processing chatbot with appointment booking capabilities, lead qualification logic, and contextual event planning guidance that works across desktop and mobile ​

• Automated timeline generator that creates personalized planning checklists based on event type, size, and date, with smart reminders that adapt as details change ​

• Vendor coordination system that generates customized outreach emails, logs responses, and sends automated follow-up reminders ​

• Complete CRM pipeline managing the entire client journey from initial inquiry through proposals, contracts, invoicing, and payment processing with automated workflows ​

• Guest management module handling RSVPs, dietary requirements, and attendee communication automatically ​

• Multi-event dashboard providing centralized visibility across all active projects with real-time task tracking and deadline monitoring ​

• AI-driven budget tracking that monitors spending in real-time and predicts costs based on guest counts and vendor selections ​

• Mobile-responsive design enabling on-site event coordination and client access from any device

• Calendar integration syncing Filio's appointments with the team's availability in real-time

The platform integrates payment processing, e-signature capabilities, and secure document storage while maintaining the elegant, personalized brand experience Filoxenia Moments is known for. Filio acts as the intelligent front door to the entire system, ensuring no lead goes unanswered and qualified prospects move seamlessly into the booking pipeline.

The AI-powered platform transformed Filoxenia Moments from a time-constrained business into a scalable operation:

• Response time reduced from hours to seconds with 24/7 AI-powered client communication ​

• 70%+ reduction in routine administrative tasks through intelligent automation ​

• Ability to manage 3x more simultaneous events without increasing staff overhead

• Zero missed deadlines or vendor coordination errors with automated tracking and reminders ​

• Real-time multi-event visibility eliminating spreadsheet chaos and double-booking risks

• Mobile-accessible platform enabling seamless on-site coordination during events

• Comprehensive analytics revealing lead sources, conversion rates, and revenue per service type ​

• Professional client experience with automated yet personalized communication throughout the planning journey

The business now operates with enterprise-level efficiency while maintaining the boutique, personalized service that attracts premium clients. The founder can focus on creative planning and relationship building while the platform handles operational heavy lifting.