How Event Agencies Are Saving 10 Hours a Week on Client Emails

If you run or work at an event agency, you already know the truth: email is your second full-time job.

Client requests. Vendor coordination. Venue follow-ups. Timeline approvals. Confirmations. Last-minute changes. Post-event wrap-ups. And then the “Can you resend that?” emails.

The communication never stops — and neither does the inbox chaos. For most agencies, that means hours lost every day trying to keep up.

But here’s the thing: smart event teams are now saving up to 10 hours a week on email, simply by putting an AI assistant in place.

This isn’t about chatbots or gimmicky tools. This is about getting real work off your plate — without losing control of your tone, your brand, or your process.

Let’s walk through how it actually works.

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Where the Time Goes: The Email Problem in Events

Most event professionals send and receive hundreds of emails each week. And while some are high-value (client feedback, urgent decisions), many are repetitive, status-based, or purely administrative.

Here's where the time adds up:

• Repeating the same information to different vendors
  
• Writing similar client responses multiple times
  
• Following up on unanswered questions
  
• Sorting through clutter to find urgent messages
  
• Rewriting emails to match your brand’s tone or level of formality

None of this work is bad — it just doesn’t need to be done by you.

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What an AI Email Assistant Actually Does

Let’s clarify: we’re not talking about generic AI text generators. We’re talking about plug-in assistants that connect to your actual inbox (Gmail or Outlook), read your past messages, understand your tone, and help you manage email more intelligently.

A tool like MerelAI is designed to:

• Sort incoming email so you only focus on what matters
  
• Draft personalized replies using your style and voice
  
• Flag important threads and suggest reminders
  
• Auto-categorize inquiries so you never lose a lead
  
• Learn and improve with every interaction

The result: you spend less time writing emails, and more time running successful events.

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What This Looks Like in a Real Agency

Take a mid-sized event agency managing five active projects at once. Each project involves:

• 1 client (often with multiple contacts)
  
• 3–5 vendors
  
• An internal coordinator
  
• Dozens of back-and-forth logistics emails per week

That quickly becomes hundreds of messages, many of which look like:

“Hi, just confirming the floor plan we discussed on Tuesday — can you send the updated version?”

“Can you resend the invoice from last week?”

“What’s our latest guest count as of today?”

These aren’t emails that require a strategy session. But they still need a fast, professional, and brand-consistent reply.

Here’s how MerelAI fits in:

1. It reads the incoming email and its thread
   
2. It drafts a clear, ready-to-send reply based on your prior messages
   
3. You review, adjust if needed, and hit send — or set it to queue
   
4. The assistant sorts the thread into a follow-up category or archives it
   

Now multiply that across 40–50 emails a day.

Even if you save 2–3 minutes per message, that adds up to 8–12 hours per week. And that’s just one team member.

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But What About Brand Voice?

In events, your communication style is part of your reputation. Warm, clear, responsive emails make clients feel supported. Vendors trust you more. Referrals increase.

That’s why it’s so important that your assistant doesn’t just “write emails” — it writes like you.

MerelAI uses your email history to train a private model that mimics your tone. Whether you’re formal, friendly, or somewhere in between, the replies match how you naturally speak.

You don’t need to give prompts. You don’t need to copy-paste templates. It just knows.

And over time, it learns more — from every edit, every correction, every new message.

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Use Cases That Save Time (and Stress)

Here are the most common tasks where agencies are gaining back time with MerelAI:

1. Client Updates

“Hey — can you give me a status update for Friday’s event?”

→ AI drafts a bullet-point summary based on previous emails and recent files.

2. Vendor Confirmations

“Just checking: did the lighting crew get the new specs?”

→ AI finds the last thread, confirms it’s been sent, and replies with a polite confirmation.

3. Proposal Requests

“We’re thinking of doing a 2-day event next spring — can you send a package?”

→ AI replies with a personalized message and attaches your pre-set PDF.

4. Recurring Questions

“What’s your cancellation policy again?”

→ AI knows your saved knowledge base and past replies — and sends a clear answer in your tone.

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You Still Stay in Control

AI doesn’t send anything without you approving it.

You always get the final word. You can tweak drafts, add attachments, or leave notes for a teammate. MerelAI is about saving time — not replacing human judgment.

And if you prefer to automate low-risk replies (like FAQ responses or file resends), you can toggle those on.

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The Bottom Line

Most agencies don't need more tools — they need less email.

With a well-trained AI assistant, you can offload the repetitive stuff without sacrificing quality. You keep your brand, your relationships, and your process — just without the clutter.

The agencies that adopt this early are already seeing the benefits:

• More time for high-touch client work
  
• Fewer delays and dropped messages
  
• Better internal clarity
  
• And yes — inboxes that aren’t terrifying

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Ready to Try It?

If your team is spending too much time in Gmail or Outlook, it’s time to rethink how email gets done.

MerelAI was built for agencies like yours. Plug it in once, and let it do the heavy lifting — in your voice, with your style, for your clients.

Ready to take the first step towards better email management?

Start a free trial so you can experience firsthand how AI can transform the way you handle emails