Using AI to Plan Your Next Team Event (Prompts You Can Copy)

Planning a team event usually falls on one person — you — squeezed between actual work. Good news: ai event planning tools like ChatGPT or Claude can take a lot of the grunt work off your plate, from drafting the invite to narrowing down a shortlist of venues. You still make the final call, but you stop staring at a blank doc wondering where to start.

Here's how to actually use it, with prompts you can copy straight into your AI tool of choice, and where Major 99 fits into the plan once you've got your shortlist.

What AI Is Actually Good For Here

AI won't book your room or taste your food. What it's good at is compressing the boring admin bits: drafting comms, structuring a decision, and turning a vague brief ("something fun for 20 people") into a concrete list of questions you need answered.

Use it for:

• Drafting the invite email or Slack message
• Building a comparison checklist across a few venues
• Turning your budget and headcount into a clear ask you can send out
• Writing a run-of-show / timeline for the night

Don't rely on it for exact pricing, halal certification details, or room capacities — always confirm those directly with the venue.

Prompt 1: Turn a Vague Brief Into a Clear Ask

Copy this into your AI tool and fill in the brackets:

"I'm planning a [team bonding / D&D / birthday] event for [number] people in Singapore, budget around $[amount] nett per person, on [date or date range]. Write a short brief I can send to 3 venues asking about room capacity, food packages, and availability."

This turns "figure out our D&D" into an actual message you can fire off to a few venues the same afternoon, Major 99 included.

Team Bonding 团建 Planning, Sped Up

If the event is specifically for team bonding, ai event planning really shines at generating options fast. Try:

"Suggest 5 team bonding activity formats for a group of [number] colleagues that combine food and a shared activity, in a private room setting, for a weeknight in Singapore."

You'll likely get suggestions like karaoke sessions, private dining with games, or themed rounds — all things you can then match against what a venue actually offers. At Major 99, rooms are set up for exactly this: private space for 6 to 25 people where the food and the singing happen in the same room, so you're not shuttling people between a restaurant and a separate KTV joint.

A Prompt for the Comparison Table

Once you have 2–3 venues replying, get AI to organise the decision instead of you juggling tabs:

"Build me a comparison table with these columns: venue name, max capacity, price per person, what's included (food, AV, room rental), and halal options. Here's what each venue told me: [paste their replies]."

This forces every venue to answer the same questions, which makes an apples-to-apples decision much faster than five different WhatsApp threads.

Don't Let AI Write Your Final Brief Alone

One caution: AI-generated event briefs sometimes assume things that aren't true for Singapore — vague pricing ("around $20–$30 per pax"), wrong capacity assumptions, or generic "buffet" claims that don't specify catering. Always verify the specifics with the venue directly rather than pasting an AI-generated fact into your own event memo.

For instance, if halal catering matters for your group, don't let AI guess. Major 99's buffet is halal-certified through our preferred catering partner — that's the kind of detail you confirm by asking us directly, not by trusting a generic AI answer.

Prompt 3: The Post-Event Debrief

AI is also handy after the event, for the follow-up nobody wants to write:

"Write a short thank-you message to the team after our [event type], mentioning [specific highlight], and asking for quick feedback on what to keep or change next time."

Feed the responses back into your next planning prompt, and each event gets easier to plan than the last.

Where Major 99 Fits Into Your AI-Assisted Plan

None of this replaces actually walking into a room and checking it fits your group, hearing the sound system, or tasting the food. What AI does is get you to that point faster — with a clearer brief, a tighter shortlist, and fewer back-and-forth emails.

Once your shortlist is down to a few venues, head to our events page to see room setups and packages for groups of 6 to 25. When you're ready, message us your headcount and date and we'll take it from there — happy to answer the exact questions your AI brief generated.