# How to Coordinate an Event and Collect RSVPs With AI Published by 3Gen Internet Corporation, maker of OpenAssistant, Skej and AGNT. Comparisons use public documentation, without hands-on testing. ![A small festive event table with simple paper invitation envelopes, reply cards flowing toward a guest-list clipboard and a calendar appointment, organized RSVPs.](https://bestaipersonalassistants.com/images/coordinate-event-collect-rsvps-ai-e885aa4fb954.webp) The steps below are taken from each vendor's help pages. We have not run them. To coordinate an event with AI, match the tool to the event. For a small work gathering where agreeing a date with outside guests is the hard part, hand the date-finding to [OpenAssistant](https://openassistant.us/?utm_source=bestaipersonalassistants\&utm_medium=content\&utm_campaign=coordinate-event-collect-rsvps-ai). For anything with a guest list, Luma tracks RSVPs best. Running an event is mostly admin: pick a date, send invites, track who's coming, nudge the ones who haven't answered, and remind everyone the day before. AI can take a lot of that off you, but which tool fits depends on the event. - **A small work gathering** where agreeing a date with people outside your company is the hard part (a client dinner, a board meeting): **OpenAssistant**, which negotiates the time over email (made by 3Gen, which publishes this site). - **A public or semi-public event** (a meetup, a launch party, a workshop): **Luma**, which now lets Claude or ChatGPT create the event, invite people and message guests for you. - **A simple invite with a form** (a potluck, a team offsite): **Google Forms with Gemini** to build the RSVP form, plus **Google Calendar** for the invite. ## Before you start Write down: event name, date or date range, place (or video link), capacity, who's invited, what you need from guests (dietary needs, plus-ones), and the RSVP deadline. Every tool asks for some of this, and it's faster to paste it once. ## Option 1: OpenAssistant (small work events where the date is the hard part) OpenAssistant isn't an event platform. It handles the coordination around a meeting-style event: finding a time that works for a group, sending the calendar invite, reminding attendees, and emailing people for you. Its scheduling page says it finds a time that works for five people across three calendars without sending anyone a poll. ([OpenAssistant](https://openassistant.us/ai-scheduling-assistant)) For a guest list page and RSVP tracking, use Luma below. 1. **Find the date.** For people inside your company who also use OpenAssistant, create a task such as "Schedule a 30-minute meeting with John Smith and Toshina Khatri sometime next week." It checks everyone's calendars and books it without email back and forth. ([OpenAssistant](https://help.openassistant.us/en/articles/15456123-test-scenario-2-schedule-an-internal-meeting-via-task)) For outside guests, email them and Cc your assistant; it proposes times and sends the invite once everyone agrees. ([OpenAssistant](https://help.openassistant.us/en/articles/15455904-test-scenario-1-schedule-a-meeting-via-email)) 2. **Pick a place.** Google Maps is available to every assistant, for example to suggest venues near people. ([OpenAssistant](https://help.openassistant.us/en/articles/15426409-connections-integrations-overview)) 3. **Remind people.** If you organize the meeting, OpenAssistant can send reminders directly to attendees, set in its scheduling **Reminders** settings. ([OpenAssistant](https://help.openassistant.us/en/articles/15425306-scheduling-preferences)) 4. **Send the updates.** Ask it in plain words. Its examples include "Email the John, Liam, and Lynda reminding them about Friday's deadline" and "Send a thank-you note to everyone who attended today's meeting." ([OpenAssistant](https://help.openassistant.us/en/articles/15456139-testing-additional-tasks-to-try)) ## Option 2: Luma, run by Claude or ChatGPT Luma is an event page and RSVP platform. Its help center now documents an official connection that lets an AI assistant manage your Luma events. ### Step 1: Connect Luma to your assistant Anyone with a Luma account can connect; you don't need Luma Plus. ([Luma](https://help.luma.com/p/mcp)) - **Claude:** open claude.ai/directory/luma, or go to **Settings → Connectors → Browse connectors**, click **Connect**, sign in to Luma and click **Authorize**. Luma lists this for Claude Pro, Max, Team or Enterprise. On Team or Enterprise, an owner has to enable the Luma connector first. In a chat, turn it on from **+**, **Connectors**. - **ChatGPT:** find Luma at chatgpt.com/plugins, click **Connect**, sign in and click **Authorize**. Mention Luma in a chat, or pick it from the **+** menu. On ChatGPT Business, Enterprise or Edu, your admin may need to enable it. ([Luma](https://help.luma.com/p/mcp)) ### Step 2: Ask it to run the event Luma says a connected assistant can create and update events, send invites by email (or by naming someone you know), approve, decline or waitlist guests, manage ticket types and registration questions, and send "Blasts," messages to guests now or on a schedule. Luma's example prompts include "create a happy hour next Friday at 6pm and invite last month's speakers" and "remind everyone going that doors open at 7." ([Luma](https://help.luma.com/p/mcp)) **What it won't do:** the assistant can't cancel events, refund a guest without changing their status, or change account settings. If you change the time or place through the assistant, guests get a push notification but are only emailed if you ask the assistant to email them. Invites and blasts count toward your calendar's send limit, and guest lists end up in the chat transcript, so think before pasting sensitive details. Luma says most AI apps ask you to confirm before the assistant makes a change. ([Luma](https://help.luma.com/p/mcp)) ### Step 3: Check the guest list yourself On luma.com, open the event's manage page and the **Guests** tab. Guests are sorted into **Going**, **Pending**, **Waitlist**, **Invited**, **Not Going**, **Checked In** and **Not Checked In**, and you can export a CSV. ([Luma](https://help.luma.com/p/managing-your-guest-list)) Luma sends automatic reminders 1 day and 1 hour before the event. They can't be edited, but you can turn them off under the **Blasts** tab, **System Messages**, **Event Reminders**, **Manage**, then turn off **Send Automatic Reminders**. To nudge people who haven't answered, send a blast to guests with the status **Invited**. ([Luma](https://help.luma.com/p/sending-or-scheduling-event-blasts)) ([Luma](https://help.luma.com/p/update-to-reminders-on-luma)) **Doing it by hand instead:** click **Create Event** (or go to luma.com/create), fill in the title, date, place and description, and click **Create Event**. Then, on the event's **Registration** tab, click your ticket to turn on **Require Approval**, and set capacity or a waitlist there. Use **Invite Guests** to paste emails or upload a spreadsheet; invited guests bypass Require Approval. Note that "once an invite is sent, you cannot re-send it." ([Luma](https://help.luma.com/p/creating-an-event), [Luma](https://help.luma.com/p/inviting-and-adding-guests-to-your-event)) ## Option 3: Google Forms with Gemini, plus a Calendar invite ### Build the RSVP form with Gemini You need an eligible Google Workspace or Google AI plan, and a computer. ([Google](https://support.google.com/docs/answer/16346789?hl=en)) 1. Open a new form in Google Forms. 2. In the window that opens, type a prompt, or click **Help me create a form** in the toolbar. Google's own example: "Create a simple RSVP form for a neighborhood potluck, collecting name, allergy info, and what dish they'll bring." 3. Click **Create**. To change it, click the prompt, edit, and click **Recreate** (you can't go back to the earlier version). 4. Click **Create form**. ([Google](https://support.google.com/docs/answer/16346789?hl=en)) Using it on an existing form replaces that form. It can't build multi-section forms. ([Google](https://support.google.com/docs/answer/16346789?hl=en)) ### Send the invite from Google Calendar First publish your form and copy its link, following Google Forms' own sending instructions. 1. Create the event in Google Calendar on a computer, then open it and click **Edit event**. 2. Under **Guests**, add names or email addresses. Put the form link in the event details. 3. Click **Save** and choose to email the invitations. Guests reply with **Yes**, **No** or **Maybe** from the email, even if they don't use Google. Click the event to see who's coming. To follow up, choose **Email guests** next to the guest count. Guests get reminders based on their own calendar settings. For people in your organization, or who've shared their calendar with you, **Find a time** shows when everyone is free. ([Google](https://support.google.com/calendar/answer/37161?hl=en)) Limits: up to 200 invitees per event. Guests outside your organization may need to RSVP from the email before the event appears on their calendar, so Google suggests reminding them to click Yes or Maybe. ([Google](https://support.google.com/calendar/answer/37161?hl=en)) ## Which one to use | | OpenAssistant | Luma + Claude or ChatGPT | Google Forms + Calendar | | -------------------- | ------------------------------------------------------------------------------------- | -------------------------------------------------------- | -------------------------------------------------------------------- | | Best for | Small work events, group date-finding | Public or larger events | Simple invites with questions | | Event page | No | Yes | No | | AI creates the event | Creates the calendar event | Yes, through Claude or ChatGPT | Gemini builds the form only | | Tracks RSVPs | Not stated | Guest list by status, CSV export | Yes/No/Maybe on the invite, plus form responses | | Reminders | Attendee reminders you configure | Automatic 1 day and 1 hour before, plus scheduled blasts | From each guest's own calendar settings; follow up with Email guests | | Cost to start | Free Starter plan (1,000 credits at signup, plus 100 bonus a day up to 1,000 a month) | Free Luma account; Claude plan for the Claude route | Workspace or Google AI plan for Gemini in Forms | (Sources linked above) Start with OpenAssistant when the hard part is agreeing a date with outside guests. **Where competitors do better:** for anything with a guest list, Luma documents guest-list and RSVP features plus an AI connection that can act on event data. Google's route is the cheapest if you already pay for Workspace, and its Find a time covers date-finding inside your company. For guest lists and RSVPs, the others are clearly better. ## Check it yourself This section is advice for you. We have not run these checks. Plan the same mock event in each tool: "Team dinner, 8 people, a Thursday in the next 3 weeks, 7 PM, one vegetarian, RSVP by Monday." 1. Did every invited person get an invite? 2. Can you see, in one place, who said yes, no, and nothing? 3. Did non-responders get a nudge before the deadline? 4. Did attendees get a reminder before the event? ## Related reading - [Best AI assistants to book a 3-person meeting across time zones](https://bestaipersonalassistants.com/three-person-meeting-time-zones/): ten products compared on booking one meeting with two outside people. - [Best AI assistants to reschedule a meeting (8 compared)](https://bestaipersonalassistants.com/reschedule-meeting-ai-assistants/): eight products compared on rescheduling, running late and holding your rules. - [How to Have AI Schedule Meetings Over Email (Just Cc It)](https://bestaipersonalassistants.com/ai-schedule-meetings-over-email/): steps for OpenAssistant, Skej and Howie, plus Gmail's Help me schedule. - [How to Prep for a Meeting in 5 Minutes With AI](https://bestaipersonalassistants.com/prep-for-meeting-5-minutes-ai/): steps for OpenAssistant, Microsoft 365 Copilot and Claude. ## FAQ ### What is the easiest way to coordinate an event with AI? It depends on the event. For a small work event where the date is the hard part, OpenAssistant can find a time and send the invite. For a public event with a guest list, Luma with Claude or ChatGPT can create the event, invite people and message guests. ### How do I see who is coming? In Luma, open the event's manage page and the Guests tab, where guests are sorted into Going, Pending, Waitlist, Invited, Not Going, Checked In and Not Checked In, and you can export a CSV. In Google Calendar, guests reply Yes, No or Maybe and you click the event to see who is coming. ### Can I nudge people who have not answered? In Luma, send a blast to guests with the status Invited. In Google Calendar, choose Email guests next to the guest count. ### Does OpenAssistant track RSVPs? Its help center documents date-finding, calendar invites, attendee reminders and emailing people for you, but no RSVP form or guest list page. ### What does it cost to start? Luma needs a free account, and you do not need Luma Plus to connect an assistant. OpenAssistant has a free Starter plan with 1,000 credits at signup, plus 100 bonus credits a day once those are used up, up to 1,000 a month. Gemini in Forms needs a Workspace or Google AI plan. ## Try OpenAssistant If the hard part of your event is agreeing a date with outside guests, [Try OpenAssistant](https://openassistant.us/?utm_source=bestaipersonalassistants\&utm_medium=content\&utm_campaign=coordinate-event-collect-rsvps-ai) and Cc it on the invite thread. See plans on the [pricing page](https://openassistant.us/pricing?utm_source=bestaipersonalassistants\&utm_medium=content\&utm_campaign=coordinate-event-collect-rsvps-ai). ## Sources - Luma, MCP Server: - Luma, Creating an event: - Luma, Inviting and adding guests: - Luma, Managing your guest list: - Luma, Sending or scheduling event blasts: - Luma, Update to reminders: - Google, Create a form with Gemini in Google Forms: - Google, Invite people to your Calendar event: - OpenAssistant help: internal scheduling, email scheduling, scheduling preferences, additional tasks, connections (links in text) - OpenAssistant, Pricing: ## Disclosure and Method Disclosure: 3Gen Internet Corporation publishes this site and makes OpenAssistant, Skej and AGNT. We publish these comparisons to explain our products alongside documented alternatives. Method: We have not run hands-on tests. This article rests on public information (vendor pages, documentation, pricing and published terms), with sources linked. Ranking basis: public information only, not hands-on use. Published by 3Gen Internet Corporation, the company behind OpenAssistant, Skej and AGNT. We review our own products alongside competitors. [How We Research](https://bestaipersonalassistants.com/how-we-research/) Canonical: https://bestaipersonalassistants.com/coordinate-event-collect-rsvps-ai/