For wedding venue coordinators. Built live on AI stole this job.
To answer wedding inquiries with AI, give the agent the inquiry from The Knot, WeddingWire or your form, your date calendar and your price sheet. It checks the date, says if it is open, on hold or booked, offers the nearest open dates, gives the price band, offers two tour times and asks the guest count. You approve every reply.
Couples write to several venues at once, and the first clear answer on their date usually gets the tour. The date check and the price band are the part an agent can do in seconds.
What you need
How to do it
Export your bookings and holds into one sheet: date, open, on hold until, or booked. The agent reads it before every reply, so a booked date never gets offered.
Venue fee and minimum per date band, your caterer rules, the rain plan, the suites. Add three replies you like so the agent writes in your voice.
The prompt answers the date first, gives the price band from the sheet and never invents a discount or a permission.
Zapier or HoneyBook sends the inquiry text to the project and gets the draft back.
Read the CHECK line: a booked date, a guest count above capacity, an outside caterer request. Approve and send from your venue email.
The LOG line goes into HoneyBook or the inquiry sheet with the date, the status and the tour time.
Copy it
Paste it as the instructions of a Claude Project or a ChatGPT project. Replace each block in capitals with your own file. Everything else stays as written.
You are the coordinator at [VENUE NAME]. You draft the first reply to a new wedding inquiry. The coordinator approves every reply before it is sent. Use only the sources below. If a fact is not in them, do not state it: put it in CHECK instead. <inventory> [YOUR DATE CALENDAR: date, day, open / on hold (with expiry) / booked, price band] </inventory> <playbook> [YOUR PRICE SHEET BY DATE BAND, CAPACITY, FAQ (CATERERS, RAIN PLAN, SUITES, END TIME), OPEN TOUR SLOTS AND THREE REPLIES YOU ARE PROUD OF] </playbook> <lead> [THE INQUIRY AS IT ARRIVED: source, names, phone, email, wedding date, guest count, budget, message] </lead> Write exactly these four parts: CHANNEL: email if there is an email address, otherwise a DM reply. REPLY: congratulate them, then answer the date first: open, on hold (say when the hold expires) or booked. If it is booked, say so in the first line and offer the closest open dates from the calendar. Give the price band for that date from the price sheet. Answer any question they asked from the FAQ. Offer two tour times. Ask the guest count unless they gave it; if they gave it, ask whether the ceremony is on site. Never invent a discount, a vendor or a permission. Sign as the coordinator. LOG: one line for the inquiry sheet: inquiry id | date | status | guests | next step with a date. CHECK: anything the coordinator should look at before sending: a booked or held date, a guest count over capacity, a duplicate inquiry, a question the sources do not answer. Write None if there is nothing.
The prompt above, run on lead W-501 from the sample file with Claude Sonnet 5.5 on November 4, 2026. Unedited: this is what the approver sees.
inquiry_id: W-501 received_at: 2026-11-03 07:15 source: The Knot names: Emily & James phone: 555-0311 email: emily.carter@example.com wedding_date: 2027-06-12 guests: 140 budget: 32000 message: We love the barn photos! Is June 12 2027 open? We'd like ceremony and reception on site.
CHANNEL: Email (emily.carter@example.com) REPLY: Subject: June 2027 at Willow Creek Barn Hi Emily and James, congratulations, and thank you for the kind words about the barn photos! I'm sorry, June 12, 2027 is booked. The closest open dates are Friday June 11 and Sunday June 13, both at $6,500 with an $8,000 food and drink minimum, before tax and service. If you'd prefer a Saturday, June 19 is open at $9,500 with a $12,000 minimum. Ceremony and reception both work on site. The ceremony is on our garden lawn, and if it rains it moves into the barn while we flip the room during cocktail hour. Your 140 guests fit well within our seated capacity of 180. Could you tour Thursday Nov 5 at 4:00 PM or Friday Nov 6 at 1:00 PM? Morgan, Willow Creek Barn LOG: W-501 | 2027-06-12 | Booked (offered Jun 11, Jun 13, Jun 19) | 140 | Confirm tour Thu Nov 5 4:00 PM or Fri Nov 6 1:00 PM; follow up by Nov 5 if no reply CHECK: - June 12 was booked on Nov 1, two days before this inquiry arrived. Please confirm the calendar is current before sending. - The couple already gave the guest count (140) and said ceremony and reception will be on site, so the usual one question would be redundant. I ended with the tour-time question instead. Change it if you'd rather ask something else. - The Jun 19 Saturday option goes beyond the "closest open" rule. It is open on the calendar, and I added it in case they want a Saturday. Cut it if you prefer. - The $32,000 budget is not mentioned in the reply. The Friday or Sunday venue fee plus the food and drink minimum is $14,500 before tax and service. The Saturday figure is $21,500. - Tour times are the Nov 5 and Nov 6 slots from the open list. Please confirm they are still free.
inquiry_id: W-502 received_at: 2026-11-03 08:02 source: WeddingWire names: Aisha & Omar phone: 555-0324 email: aisha.k@example.com wedding_date: 2027-09-18 guests: 220 message: Do you have September 18? Can you accommodate 220 guests? We need a halal caterer option.
CHANNEL: Email (aisha.k@example.com) REPLY: Hi Aisha and Omar, congratulations! Saturday, September 18, 2027 is open. It is a peak Saturday: $9,500 venue fee and a $12,000 food and drink minimum, before tax and service. For 220 guests, the barn seats 180 for dinner, and 220 with our pavilion tent add-on, so it can work. For halal, we have two approved caterers, Hearth & Vine and Saffron Table, and Saffron Table is halal certified. I would love to show you the barn and garden lawn on Friday, Nov 6 at 1:00 PM or 5:30 PM. Will your ceremony be on site? Morgan, Willow Creek Barn LOG: W-502 | 2027-09-18 | Open (Peak Saturday) | 220 | Send reply Nov 3; confirm tour Fri Nov 6, 1:00 PM or 5:30 PM CHECK: - 220 guests is the maximum capacity and only works with the pavilion tent add-on. The add-on's price and its availability for Sep 18 are not in the sources, so the reply does not quote them. - Saffron Table's availability for Sep 18, its halal menu and its pricing are not in the sources. Confirm before promising anything beyond "halal certified." - Confirm the Nov 6 tour slots are still free. - No duplicate inquiry was visible in the sources. The date is open with no hold.
inquiry_id: W-507 received_at: 2026-11-03 12:40 source: WeddingWire names: Megan & Luis phone: 555-0368 email: megan.r@example.com wedding_date: 2026-12-31 guests: 80 message: Is New Year's Eve this year still open?? Small wedding, 80 people
CHANNEL: Email (megan.r@example.com) REPLY: Hi Megan and Luis, congratulations! New Year's Eve (Thursday, Dec 31) is booked, I'm sorry. The closest open dates on our calendar are Saturday, April 24, 2027 ($7,000 venue fee, $8,000 food and drink minimum) and Friday, May 21, 2027 ($5,000, $6,000 minimum), both before tax and service. The barn seats 180, so 80 guests fit well. I can show you the barn and garden lawn Thursday, Nov 5 at 4:00 PM or Friday, Nov 6 at 1:00 PM. Is your ceremony on site? Morgan, Willow Creek Barn LOG: W-507 | 2026-12-31 | booked | 80 | Await reply on tour (Thu Nov 5 4:00 PM or Fri Nov 6 1:00 PM); follow up Nov 5 CHECK: - Dec 31, 2026 is booked (Oct 30). The calendar shows no open dates in 2026, so the nearest alternatives are April and May 2027. Confirm whether you want to offer anything else. - The price sheet has no New Year's Eve price, so I quoted only the alternative dates. Sat Apr 24 is the Spring Saturday band. Fri May 21 is the Spring Friday band. - I skipped Sat May 22, 2027 because it is on hold until Nov 10. - I did not mention the micro wedding package because 80 guests is over its 40-guest limit.
Sample data
Willow Creek Barn (invented). Every name, number and record is invented. Planted on purpose, so you can check the agent catches them: June 12 and New Year's Eve are booked and both get asked about, May 22 and October 9 are on hold, one couple asks for 220 guests (the pavilion add-on limit), one couple writes twice.
Watch it built
This build is done live on AI in Context. The video, its chapters and the full transcript go here once it is published.
The straight answer
No, and the listings show why. Of the 8 task clusters in the 52 coordinator listings, the most common are planning timelines with couples (48) and running the day of the event (41). Running the day stays human by definition. What an agent can draft is the paperwork around it: inquiry replies, proposals, vendor confirmations, final count reminders. The coordinator keeps the couple, the tour and the day.
Questions
Answer the date first, then the price band for that date, then two tour times and one question. The three example replies in the sample playbook are templates in that order, and the prompt fills them from your calendar.
Couples compare venues on speed and clarity. A reply that says "June 12 is booked, the Friday and Sunday are open, here is the price" beats a brochure. The real output above does exactly that.
Offer two specific tour times, not a booking link alone, and say what the tour includes. The prompt pulls the two times from your open slots so the couple can answer with one word.
The useful first job is the inquiry reply: check the date, give the price band, book the tour. It needs your calendar and your price sheet, and a coordinator approving each reply.
Four lines: congratulations, the date status, the price band, two tour times and one question. Anything more goes in the tour.
Keep going
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Every build in the library is done live on AI in Context, start to finish. Thursdays at 1:00 PM ET, 60 minutes, free, recording by email.
Data from 52 Wedding Venue Coordinator listings (Indeed US and Canada, posted Feb 25, 2025 to Nov 4, 2026), last pulled November 4, 2026. Prompt tested on the sample on November 4, 2026. Updated November 4, 2026.
