Aayojan Ace: Building an AI-Powered Event Planner That Adapts When Plans Change

Planning a celebration should be about creating memories. But behind every wedding, birthday, or community event is a long list of decisions involving budgets, guests, vendors, deadlines, and last-minute changes.

What happens when the budget changes halfway through planning? What if the guest count increases or the event date moves? A plan that looked perfect yesterday can quickly become difficult to manage.

That was the problem I wanted to explore while building Aayojan Ace, an AI-powered celebration and event planning assistant developed for PromptWars Virtual Challenge 5: Celebration & Event Planner.

🎥 Watch the project demo: https://youtu.be/uXINb5E6vwg

🌐 Live Demo: https://ayojan-ace.vercel.app/

💻 GitHub Repository: https://github.com/nilesh0199/ayojan_ace_promptwars_virtual_challenge5 The Problem I Wanted to Solve Event planning involves several connected parts:

I wanted to build something that could help users manage these connected decisions instead of simply generating a generic event checklist. Introducing Aayojan Ace Aayojan Ace turns a user's event requirements into a structured celebration plan.

Users provide details such as the event type, location, date, guest count, budget, preferred style, and important requirements. The application then generates a plan with budget estimates, a timeline, vendor checklists, personalized ideas, and operational risk considerations.

It supports weddings, birthdays, and community gatherings, including culturally relevant presets such as Indian weddings, Griha Pravesh, Diwali community gatherings, and college annual festivals.

The goal is simple: help users move from an idea to a plan they can actually work with. Key Features

Aayojan Ace uses Google Gemini to generate personalized event plans based on the information provided. When important details are missing or contradictory, the application can ask adaptive clarification questions before generating the plan.

This helps make the resulting plan more relevant to the user's requirements.

Imagine planning a celebration with a fixed budget, only to discover that you need to accommodate more guests. Simply generating a new plan isn't enough. You also need to understand what changed and what those changes mean.

Aayojan Ace supports budget-aware replanning. When users change the budget, guest count, event date, or a category allocation, Gemini can generate proposed adjustments to the affected parts of the plan.

The application presents a before-and-after comparison, explains why the changes are suggested, and provides trade-off options. Users can accept or reject the proposed changes, with an undoable version history.

The intention is to make AI-assisted planning more transparent, rather than silently replacing an existing plan.

The timeline organizes milestones into phases:

I also added timeline date reflow, which helps adjust milestone dates when the event schedule changes. Users can export the timeline as an.ics calendar file for use with compatible calendar applications.

Adding assignees makes the timeline more useful for coordination because tasks have a visible owner instead of being just another item on a checklist.

Aayojan Ace includes vendor screening checklists with statuses such as shortlisted, contacted, quoted, booked, and contract received.

An important design decision here is to avoid presenting invented vendor details as real recommendations. The application focuses on vendor categories and useful screening questions, encouraging users to verify prices, availability, and agreements directly with vendors.

The personalized ideas section helps generate concepts tailored to the user's preferences, including decoration ideas, menus, cultural elements, and guest activities.

The aim is to make the plan feel relevant to the celebration instead of returning the same generic suggestions for every event.

Aayojan Ace includes a risk assessment workflow covering considerations such as seasonal weather, permit requirements, dietary cross-contamination, payment milestones, and dependencies that could disrupt the event.

The application helps surface these considerations so users can investigate them and plan appropriate mitigations.

These assessments are planning assistance, not a substitute for verifying local regulations, vendor commitments, or other real-world requirements. How I Used Google Gemini Google Gemini is the core generative AI service in Aayojan Ace.

Rather than using a single prompt for every operation, the application separates AI workflows according to their purpose:

This separation makes the different workflows easier to reason about and helps keep generated data aligned with the application's expected structure.

AI output still needs validation and real-world verification. Budget estimates are planning estimates, not guaranteed vendor quotations. The Technology Behind the Project Here are the main technologies used in Aayojan Ace:

I used Antigravity as an AI-powered development assistant while building and refining the application, testing workflows, and iterating on the implementation.

One of the things I wanted to focus on was not just getting an AI-generated plan on the screen, but building a complete workflow around it: structured data, budget calculations, editable timelines, proposed changes, and clear user controls.

That distinction matters when working with AI-powered applications. Generating a plausible response is one thing; making that response useful inside a working product requires additional application logic and validation. What I Learned Building Aayojan Ace reinforced a few important lessons for me.

A model can generate useful content, but the surrounding application determines how that content is validated, presented, edited, and used.

When a plan changes, showing what changed and why helps users make informed decisions. Providing the option to accept or reject proposed changes also keeps the user in control.

A change to the event date, guest count, or budget can affect multiple parts of a plan. Building around those relationships is more useful than treating every feature as an isolated screen.

Features such as task assignees, completion tracking, and calendar export may not look as impressive as AI generation, but they help turn a generated plan into something people can use. Try Aayojan Ace Want to see the application in action?

🎥 YouTube Demo: https://youtu.be/uXINb5E6vwg

🌐 Live Application: https://ayojan-ace.vercel.app/

💻 Source Code: https://github.com/nilesh0199/ayojan_ace_promptwars_virtual_challenge5

I'd love to hear your thoughts. If you were building an AI-powered event planner, what would you prioritize: smarter budget adjustments, better task coordination, or more personalized recommendations?

A sincere thank you to Hack2Skill and Google for Developers for organizing PromptWars Virtual and providing builders with an opportunity to experiment, learn, and turn ideas into working applications.