# Turn messy event notes into a proposal, client email and tracker

> Photos of handwritten guest lists come back as a clean deck, a ready email and a live sheet in one chat.

Drop your recipes, guest lists and seating notes into one Drive folder. Gemini turns them into a proposal deck, a client email draft in Gmail and a tracking sheet.

- Page: https://thesolocreators.com/prompts/event-notes-to-proposal-deck-email-tracker/
- Category: Win more clients
- Made for: Small business owners, Consultants
- Works in: Gemini, Gmail
- Time: About 20 minutes to set up the folder, then 10 per event
- Effort: Advanced
- Note: Gemini 4 Argon needs a Google AI Pro or Ultra plan. Connected apps roll out by region.

## The prompt

Fill in the parts in [square brackets], or leave them and the AI will ask you for them.

```text
You're my event coordinator. Look through my Google Drive folder called [DRIVE FOLDER NAME, e.g. Patel wedding notes]. It holds recipes, guest lists, seating sketches and photos of handwritten notes for [CLIENT NAME, e.g. the Patel family]'s [EVENT TYPE, e.g. 120-guest wedding dinner]. My business is [YOUR BUSINESS, e.g. Saffron Table Catering].

Do three things:
1. Build a short proposal deck (6 to 8 slides): the event at a glance, the menu, guest count and seating plan, timeline for the day, what's included, and next steps. Keep it warm and clear.
2. Draft a friendly email in Gmail to the client that sums up the plan in five lines and asks them to confirm any open questions. Save it as a draft. Don't send it.
3. Create a Google Sheet tracker with tabs for guests (name, meal choice, table, dietary needs), tasks (task, owner, due date, status) and open questions.

If a note is hard to read or two files disagree, list it under open questions instead of guessing.
```

## Step by step

1. Put the event's notes, photos and files into one Google Drive folder
2. Open Gemini, pick Gemini 4 Argon and turn on Gmail, Drive and Sheets in Customise
3. Paste the prompt and fill in the folder name and client details
4. Review the deck, the Gmail draft and the sheet, then edit anything that's off

## What you'll get

A client-ready proposal deck, a Gmail draft waiting for your review, and a tracking sheet with guests, tasks and open questions.

## Good to know

**Which AI tools does this work in?** It works in Gemini and Gmail. On this page, one tap copies the prompt and opens the app, so you just paste. Gemini 4 Argon needs a Google AI Pro or Ultra plan. Connected apps roll out by region.

**How long does it take?** About 20 minutes to set up the folder, then 10 per event. It's rated "Advanced". There are 4 steps, listed above.

**What do I need before I start?** Just your details for 4 blanks: drive folder name, client name, event type and your business. You can skip any, and your AI will ask for them.

**What will I get back?** A client-ready proposal deck, a Gmail draft waiting for your review, and a tracking sheet with guests, tasks and open questions.

Idea spotted on X, shared by @GeminiApp: https://x.com/GeminiApp/status/2110425806833119609. The prompt is The Solo Creators' own version.

## Go further

Ready-made skills in the Solo Creators AI Studio (https://thesolocreators.com/studio/) that fit this: Website Audit (An evidence-cited, branded audit of any site, ready to hand a client); Board of Advisors (Convene seven AI advisors who debate your decision, vote, and hand back a stress-tested verdict).

From AI Use Cases and Prompts by The Solo Creators: https://thesolocreators.com/prompts/. Free to use; please link back to the page when you share it.