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:
- Managing a budget across different categories
- Organizing tasks and deadlines
- Coordinating vendors and bookings
- Creating ideas that match the event's style and cultural requirements
- Identifying potential risks before they become problems These things don't work independently. Increasing the guest count can affect catering costs, seating arrangements, and the overall budget. Changing the event date can affect deadlines and the order in which tasks need to be completed.
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
- AI-Powered Event Planning Users shouldn't have to answer an overwhelming number of questions before getting started.
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.
- Budget-Aware Replanning This is one of the most important parts of the project.
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.
- Interactive Timelines With Assigned Owners A plan is only useful when people know what needs to happen and when.
The timeline organizes milestones into phases:
- Now
- Next 7 days
- Next 30 days
- Event week
- Event day Each milestone includes a due date, an assigned owner or assignee, a linked budget category, and an interactive completion checkbox.
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.
- Vendor Checklists Finding a vendor is only one part of the process. Users also need to track conversations, quotations, bookings, and contracts.
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.
- Personalized Celebration Ideas Different celebrations have different cultural, dietary, and practical requirements.
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.
- Operational Risk Assessment A successful event also depends on anticipating potential problems.
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:
- Plan generation: Produces the initial event plan, including budget categories, timeline tasks, vendor types, and personalized ideas.
- Adaptive clarification: Identifies missing or contradictory information and asks focused follow-up questions.
- Budget-aware replanning: Proposes targeted changes when event requirements change.
- Operational risk assessment: Identifies potential risks and suggests mitigations. The application uses the official @google/genai SDK through server-side route handlers. Generated responses are validated against Zod schemas before being used by the application.
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:
- Next.js and React: Application interface and server-side API routes
- TypeScript: Type safety across the codebase
- Google Gemini API: AI-powered planning, clarification, replanning, and risk assessment
- Zod: Structured validation of generated data
- Firebase Authentication: Google sign-in
- Cloud Firestore: Storage for users' saved plans
- Vercel: Application deployment
- Google Antigravity: AI-powered development environment used to build and iterate on the application The application separates user interface components, business logic, and network operations. This keeps planning calculations and other reusable logic separate from the presentation layer. Building With Google Antigravity Aayojan Ace was built as part of PromptWars Virtual Challenge 5, where Google Antigravity is a required part of the challenge.
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.
- AI features need a well-designed workflow.
A model can generate useful content, but the surrounding application determines how that content is validated, presented, edited, and used.
- Changes should be understandable, not just automatic.
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.
- Real-world problems are connected systems.
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.
- Small coordination details matter.
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.
Thanks for reading!
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