Hosting a mid-scale social event can be stressful. Bringing together various groups of people while simultaneously making sure everything runs smoothly is a challenge many face. For a novice, thinking of the contingencies or knowing where to start can feel overwhelming. Without the proper aide or tools, planners will easily get lost in the planning process. Poor time and detail management often cause frustration and lead to more event day problems.

Since mid-scale social events lack the resources and preparation guidance given to their larger/smaller counterparts…

How might we create a tool to give users a roadmap and guide for planning midscale events?

Solution

Event tool to plan tasks, send invitations, keep track of guests, and provide tips for successful planning. A new innovative way of planning for midscale events that eliminates the hassle of figuring out each step on your own.

Benchmarking

My first step in any project is to establish a baseline for what users need and how the business grows by fulfilling that need. I created a competitive analysis to understand gaps created by the various event planning tools currently available.

Project Approach

A successful project starts with a good foundation. My foundation for this project consisted of a notion site, Gantt chart, and Figma page. Consolidating all my resources in one place helped be better communicate updates with my team.

Ideation

When I first started working on this project, I was focused on finding a way to make event planning more productive. I had two separate product lines of the Eventify platform to develop: the “Tips Generator” and the full concept site minimum viable product (mvp) “Prototype”. What began with a paper prototype needed to expand beyond the preliminary feature designs.

Establishing the Information Architecture (IA)

Creating a separate site map for the Eventify “Tips Generator” and the full concept site mvp “Prototype” was crucial.

Site Map - Tips Generator

The “Tips Generator” functionality is simple. The user completes all tasks on the main page which switches from an input to an output mode. As the glimpse into the full system, an “About” page is also included with a heavy text base and no external connections.

Site Map - Eventify Prototype

The full site was slightly more complex as a full design and product system IA needed to be established. Creating this site map allowed me to determine the primary and secondary page levels, viewer states and actions to be completed. As the product functions on user generated content, the different page states produced different actions. All of which needed to be mapped and outlined!

Eventify creates a new system for managing events and people. To expand the design and fully understand the potential capabilities of the product, I had to ask the following questions:

1. What else can the system do?
2. What happens when a non-valid event is entered? What is the base response?
3. How does digital planning help fuel in person connection?
4. What is the limit of static pages when the backend heavily runs on user generated content?

I conducted mixed-methods research to understand planner motivations, pain points, and mental models.

Research Goals

The goal of this research was to understand how first-time and low-experience planners approach mid-scale event planning, where they struggle, and what kind of guidance would meaningfully reduce stress during the process.

It was important that I get a mixture of quantitative and qualitative data from target users. Over the course of the project, four different research phases occurred.

• Phase 1 - User Surveys
• Phase 2 - User Interviews
• Phase 3 - Prototype Usability Testing
• Phase 4 - MVP Testing

Phase 1 - User Surveys

I ran this survey for two weeks and utilized Reddit, User Surveys and LinkedIn to gather responses. The various outreach methods provided a mix of responses from potential users and helped me further understand event planning needs and processes.

Research Analysis & Report

Here are some insights and new idea recommendations based off the 23 responses. Survey informed design information prioritization and user mental models.

• Word of mouth is typically how many users find new tools/platforms to use. The idea of adding a “Recommend” Feature or button can help with application promotion. This could be as simple as adding this under the user account. Allows a user to recommend this platform for their friends to use.
• Guest Users versus account users. The process/platform for a guest user will be significantly different than a planner

Phase 2 - User Interviews

The next step in my research process is gathering information from my users in one-on one interviews. 4 virtual user interviews were conducted. The goal of the interviews is to further gather key information for guests to know and planners to provide.

Standout Quotes

“I want one place where I can keep all of my lists, all of my things that I need to happen, all the dates where things need to happen. And then multiple people can access it, and then easy for me. And it's easy for the guests” - P1

“for an event planning tool I would need for it to be….quick and easy. I don't have enough time in my own day to really manage whatever little calendar I've already like somehow managed to make work for me” - P2

Discovery research highlighted the gaps in the preliminary design and 3 additional areas of improvement

1. Integrate AI technology effectively to provide personalized and contextually relevant guidance throughout the event planning journey.
2. Optimize Eventify's task management system to accommodate users with hectic schedules and varying levels of experience in event planning.
3. Foster a sense of community within Eventify, allowing users to share tips, experiences, and resources with one another to enhance their event planning endeavors.

How Insights Informed Design

These findings led to several key decisions:

• Split the product into a low-commitment AI Tips Generator and a full planning MVP
• Designed role-based views for planners, helpers, and guests
• Prioritized fast setup and progressive disclosure to reduce cognitive load

User Flows

To further define the product functionality, I established user flows, which helped align IA with tasks and created a roadmap for wireframe creation. Starting with the optimal and alternate paths for each event task. The primary tasks to complete are:

Tip Generator

1. Generate tips for event
2. Locate about page

Concept - Eventify Prototype

1. Generate tips for event
2. User opens groups and looks at events
3. User creates an event

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‍Visual Design - Style guide

Creating the product branding was important establishing the identity and visual style of Eventify. This allowed me to set the initial aspects of branding that would later tie into future product marketing materials.

Wireframe & Prototype Creation

I developed low- to mid-fidelity wireframes in Figma and iterated through usability testing. A lightweight design system allowed for fast iteration while maintaining visual consistency across complex flows.

Focus areas

• Customizable event dashboard
• Multi-user roles (planner, helper, guest)
• Contextual AI tips during planning

Establishing the design system early on made it easy for me to later iterate the wireframes. Having the UI elements and a consistent outline in Figma helped me start designing and increase the wireframe fidelity. I went through a few iterations of sketches, Low Fidelity and Mid Fidelity Wireframes before arriving at a product ready for prototyping and testing.

Designing for multiple use cases

With a product as complex as Eventify, the multiple use cases showcase the different capabilities the product has evolved to include. Event and group management focuses on simplifying the planning process for guests and hosts.

Why this matters

• Views change user’s digital environment depending on statuses
• Event planners have a tool to help them keep track of guests/helpers/families and event tasks
• Invitees have a space to sort through their events
• Tips utilize AI to provide quick prompt generated list responses
• Assigning tasks to guest

User Personas & Flows

Anna represents the superuser of the system. They are in every group, event page and creates a new group. This view goes through all sections and capabilities of the system.

Onboarding as a new user, you walk through the process of creating events and joining a group. To minimize does not have access to everything right away.

Devin represents the guest user who does not have an account but has been invited to an event by the superuser.

Phase 3 - Prototype Usability Testing

Usability testing validated core flows and highlighted opportunities to reduce cognitive load during event creation. Feedback was incorporated into the final prototype, refining navigation, task clarity, and dashboard customization. Here are the voices from the session.

Product Iterations

After incorporating the usability testing findings, the prototype fidelity increased and the flow interactions became more detailed.

At this stage, the version of the prototype needed to ensure all the connections worked out; Editing flows for continuity and polish. My goal for the prototype was to have all the pages connected and create alternate views.

Design recommendations

Email Feature: Designing a feature for planner to view email draft → send to user → share via text/ email/ social media /download

Modular System Design: Incorporating this style allows planners to add sections and customize their event dashboard view using widgets‍

• ‍Add Widget Functionality: This is key to the customizable nature of the dashboard. A dinner party may need a “Potluck” widget while a birthday party may not. Having the ability to Add a widget to your dashboard lets the user enhance their planning experience. While some widgets like the tasks and countdown aren’t removable, they allow the user to customize further within them.

Drafts: Explore interaction of being able to save events as a draft before publishing

Events: Showcase event aspects like venue, entertainment, food, cost to guest on the RSVP page for the Guest.

Dashboard Navigation Design

‍Adding multiple new features will require the navigation design to change. We don’t want users to get lost in the system. Including consistent indicators of system status is important. Options included:

1. Side navigation that can be opened/closed with menu
2. Top and secondary navigation. Top stays consistent and secondary changes with the page user is on OR actions user is completing

Tip Generator

The ever present event planning AI-driven tips generator helps outline your next gathering in seconds! Take the guesswork out of event planning.

RSVP

Keep track of your guest list with ease using Eventify's intuitive RSVP management tools. Whether you're a guest user, retuning super user or an event helping hand to RSVP is simple.

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Groups

Join a vibrant community of event planners. Embrace the convenience and efficiency and create unforgettable gatherings with ease.

• Staying connected throughout planning process (multiple touchpoints)
• Easy guest list management
• Data tracking

Create an event

Easy and simple 6 step process gets you an event in under 2 minutes. Form filling process to automate tips, and aggregate all date into event dashboard.

Event creation was originally a five-step flow. Based on user feedback, I added a sixth step that asks how much planning support the user wants. This input allows the system to tailor tips, check-in frequency, and dashboard guidance. Users can opt out by selecting “I’ve got this,” while planning tips remain available throughout the experience for those who want support.

Event Dashboard

The event dashboard serves as a home base for the user planning an event and the event helping hands. The customizable dashboard is tailored to each planner’s needs through widgets and tips.

Event Planning Tabs

Chat

Impact

I designed and validated a scalable event-planning MVP that enables first-time planners to confidently organize mid-scale events through guided setup, role-based views, and AI-supported planning.

Eventify establishes a foundation for mid-scale event planning by transforming a fragmented, stressful process into a guided, centralized experience. This system supports both novice and experienced planners while remaining flexible for varied use cases.

What shipped in the final concept:

• A complete event planning MVP supporting event creation, guest management, RSVPs, and task tracking
• An AI-driven Tips Generator that provides contextual planning guidance at multiple points in the workflow
• A customizable event dashboard that adapts to different event types and planning needs

Lessons Learned

1. Scope management is a design skill. As the product evolved, it became clear how quickly scope can expand in a system with multiple user roles and complex workflows. Given the obstacles and challenges faced, I learned how to prioritize core flows before exploring “nice-to-have” features. Considering all factors when project planning was critical to keeping the project focused and shippable.
2. Research takes more time than expected and should be planned. The most meaningful inferences happened during analysis. Recruiting participants and getting valuable insights can take time. Asking users in demographic surveys (survey and interviews) to participate in future usability testing may be a good way to recruit. Building buffer time into research plans improves insight quality and reduces rushed decisions.
3. Time management is key since iteration is never “Done”. At times, research overlapped with key design deadlines which felt overwhelming. I learned to create separate times to work on specific sections. Even with validated flows, testing revealed new opportunities for improvement. It quickly became apparent that designing a product was an ongoing cycle of learning, not a linear checklist.
4. Stakeholder storytelling matters! Presenting work is as important as designing it. Framing research findings and design decisions as a narrative helped stakeholders understand not just what was built, but why. ****

Next Steps

If there was more time available for this project, I would continue testing to iterate on the design. Getting this product in the hands of a larger and more diverse group of potential users would refine the validated flows and uncover the potential pain points of the system.

The AI Tips Generator could evolve from a static feature into a more intelligent, context-aware assistant. I would explore incorporating time-based reminders along with adaptive tips triggered by user progress, behavior, and event milestones.

Establish success metrics in collaboration with engineering. To move toward product readiness, the next step would be defining and tracking clear metrics tied to user and business outcomes. To prepare for development, I would partner closely with engineering and product stakeholders. We would define data models for events, users, and vendors while exploring technical constraints for real-time updates and AI features.

Evolve the product toward scalability and growth. While the concept establishes a strong user foundation, the next phase would focus on making Eventify scalable and sustainable as a business. Potential growth paths include:

1. A subscription model for planners with access to advanced planning features
2. A vendor marketplace where event vendors pay to list and promote services
3. Tiered vendor visibility based on event type, location, or sponsorship level