Dynamic Event Seating Planner AI Agent

What This Agent Does

This Event Seating Optimization Agent automates the complex process of arranging attendees at event venues by intelligently analyzing attendee data and venue constraints to generate optimized seating plans. Once triggered via webhook, the agent fetches attendee information and venue templates, applies sophisticated optimization algorithms, and delivers personalized seating recommendations while automatically saving the final plan to your records.

Key benefits and time savings:

• Eliminate manual seating arrangements that typically consume hours of planning time
• Reduce conflicts and optimize networking by intelligently matching attendees based on preferences and constraints
• Instant delivery of seating recommendations through automated responses
• Permanent record-keeping with automatic storage of seating plans for future reference and analysis
• Scalability to handle events of any size without additional manual effort

Target use cases:

• Corporate conferences and networking events
• Wedding receptions and formal dinners
• Academic symposiums and panel discussions
• Charity galas and fundraising events
• Team-building retreats and company celebrations

Who Is It For

This workflow is ideal for event planners, venue managers, and organizational coordinators who need to quickly generate fair, optimized seating arrangements. Whether you're managing a 50-person dinner or a 500-person conference, this agent eliminates the tedious manual process and delivers data-driven recommendations. It's particularly valuable for professionals who handle multiple events and need consistent, repeatable processes that maintain quality while saving significant time.

Required Integrations

Google Sheets

Why it's needed: Google Sheets serves as your data repository for this workflow. It stores three critical data sources: your attendee database (names, preferences, dietary restrictions, VIP status), venue templates (table layouts, capacity constraints, special seating areas), and the final seating plan output. This integration enables seamless data flow from your existing spreadsheets directly into the optimization engine.

Setup steps:

1. Enable Google Sheets API in Google Cloud Console

   • Navigate to Google Cloud Console
   • Create a new project or select an existing one
   • Search for "Google Sheets API" in the API library
   • Click Enable to activate the API for your project

2. Create a Service Account

   • In the Google Cloud Console, go to Service Accounts (under IAM & Admin)
   • Click Create Service Account
   • Enter a name like TaskAGI-Seating-Agent
   • Click Create and Continue
   • Grant the service account Editor role for Google Sheets access
   • Click Continue and then Done

3. Generate and Download Credentials

   • Click on the newly created service account
   • Navigate to the Keys tab
   • Click Add Key → Create new key
   • Select JSON format
   • Click Create (the JSON file downloads automatically)
   • Keep this file secure — it contains your authentication credentials

4. Share Your Google Sheets with the Service Account

   • Open the JSON credentials file and copy the client_email value
   • Open each Google Sheet you'll use (attendee data, venue templates, seating plan output)
   • Click Share and paste the service account email
   • Grant Editor permissions
   • Uncheck "Notify people" and click Share

5. Configure in TaskAGI

   • In TaskAGI, navigate to Integrations → Google Sheets
   • Click Connect New Account
   • Upload your JSON credentials file
   • Name the connection (e.g., Event Seating - Production)
   • Click Verify Connection to confirm access
   • You'll see a success message when properly authenticated

Configuration Steps

Node 1: Webhook Trigger (trigger.webhook)

This is your workflow's entry point. It receives incoming requests containing event details and attendee information.

Configuration:

• The webhook URL is automatically generated by TaskAGI
• Copy this URL to your event management system or API caller
• Example webhook payload:

{
  "event_id": "conf_2024_spring",
  "event_name": "Spring Conference 2024",
  "attendee_sheet_url": "https://docs.google.com/spreadsheets/d/YOUR_SHEET_ID/edit",
  "venue_template_url": "https://docs.google.com/spreadsheets/d/YOUR_TEMPLATE_ID/edit",
  "output_sheet_url": "https://docs.google.com/spreadsheets/d/YOUR_OUTPUT_ID/edit"
}

Node 2: Validate Request Data (core.function)

This function ensures all incoming data meets requirements before processing.

Configuration:

• Input: Webhook payload from Node 1
• Validation checks to implement:
  • Verify all required URLs are present and valid
  • Confirm event_id and event_name are non-empty strings
  • Validate URL format matches Google Sheets pattern
• Output: Validated data object or error message
• Example validation logic:

Check: event_id exists AND event_name exists AND all URLs are valid
If valid → pass to Node 3 & 4
If invalid → return error response

Nodes 3 & 4: Fetch Attendee Data & Fetch Venue Templates (googlesheets.getSheetFromUrl)

These parallel nodes retrieve your data sources simultaneously, improving performance.

Configuration for Node 3 (Attendee Data):

• Sheet URL: {{nodes.1.attendee_sheet_url}} (from webhook)
• Expected columns: Name, Email, Dietary Restrictions, VIP Status, Department, Preferences
• Output: Array of attendee objects

Configuration for Node 4 (Venue Templates):

• Sheet URL: {{nodes.1.venue_template_url}} (from webhook)
• Expected columns: Table ID, Capacity, Location, Special Features, Restrictions
• Output: Array of table/venue objects

Pro tip: Ensure your Google Sheets have headers in the first row — the API uses these to create object keys.

Node 5: Wait for All Data (core.merge)

This node synchronizes the parallel data fetches, ensuring both datasets are ready before optimization begins.

Configuration:

• Input 1: Attendee data from Node 3
• Input 2: Venue template data from Node 4
• Merge strategy: Combine into single object
• Output structure:

{
  "attendees": [...],
  "venues": [...],
  "event_id": "...",
  "event_name": "..."
}

Node 6: Optimize Seating Layout (core.function)

This is the intelligent core of your workflow — it applies optimization algorithms to create the best seating arrangement.

Configuration:

• Input: Merged data from Node 5
• Algorithm considerations:
  • Match attendees to tables based on preferences
  • Respect VIP seating requirements
  • Balance table diversity (departments, backgrounds)
  • Account for dietary restrictions and special needs
  • Avoid conflicts (separated attendees, incompatible pairings)
• Output: Optimized seating assignments with table placements
• Example output:

{
  "seating_plan": [
    {"attendee_name": "John Smith", "table_id": "A1", "seat_number": 1},
    {"attendee_name": "Jane Doe", "table_id": "A1", "seat_number": 2}
  ],
  "optimization_score": 0.94
}

Node 7: Format Recommendations (core.function)

This node transforms the raw optimization output into a user-friendly format for immediate delivery.

Configuration:

• Input: Seating plan from Node 6
• Formatting tasks:
  • Create readable table assignments
  • Generate attendee name cards with table locations
  • Include dietary notes and special accommodations
  • Add optimization confidence score
• Output format: HTML or formatted text suitable for email/API response
• Example output:

TABLE A1 - Premium Seating
├─ John Smith (Seat 1) - Vegetarian
├─ Jane Doe (Seat 2) - No restrictions
└─ Michael Johnson (Seat 3) - Gluten-free

Node 8: Send Response (core.respondToWebhook)

This node immediately returns the seating recommendations to the requesting system.

Configuration:

• Response body: {{nodes.7}} (formatted recommendations)
• HTTP status: 200 (success)
• Content-type: application/json
• Include: Seating plan, optimization score, event details

Node 9: Format Sheet Row (core.function)

This node prepares the seating data for permanent storage in your output spreadsheet.

Configuration:

• Input: Seating plan from Node 6
• Transform to row format matching your output sheet columns:
  • Event ID, Event Name, Attendee Name, Table ID, Seat Number, Timestamp
• Output: Array of row objects ready for sheet insertion

Node 10: Save Seating Plan (googlesheets.appendRowFromUrl)

This final node creates a permanent record of the seating arrangement.

Configuration:

• Sheet URL: {{nodes.1.output_sheet_url}} (from webhook)
• Rows to append: {{nodes.9}} (formatted rows)
• Append mode: Add to end of existing data
• Headers: Ensure output sheet has matching column headers

Testing Your Agent

Step 1: Prepare Test Data

1. Create three Google Sheets:

   • Attendee Sheet: Include 10-15 test attendees with names, departments, dietary restrictions, and VIP status
   • Venue Template Sheet: Define 3-4 tables with different capacities and features
   • Output Sheet: Create with headers: Event ID, Event Name, Attendee Name, Table ID, Seat Number, Timestamp

2. Share all sheets with your Google Sheets service account email

Step 2: Execute Test Run

1. In TaskAGI, open your workflow
2. Click Test or Run
3. Provide test webhook payload:

{
  "event_id": "test_event_001",
  "event_name": "Test Seating Event",
  "attendee_sheet_url": "YOUR_ATTENDEE_SHEET_URL",
  "venue_template_url": "YOUR_VENUE_SHEET_URL",
  "output_sheet_url": "YOUR_OUTPUT_SHEET_URL"
}

4. Click Execute

Step 3: Verify Each Node

• Node 2 (Validation): Check that validation passed without errors
• Nodes 3 & 4 (Data Fetch): Confirm attendee and venue data loaded correctly
• Node 5 (Merge): Verify combined data object contains all expected fields
• Node 6 (Optimization): Review seating assignments for logical groupings
• Node 7 (Format): Check that recommendations are readable and complete
• Node 8 (Response): Confirm webhook response received with 200 status
• Node 10 (Save): Open your output sheet and verify new rows were appended

Step 4: Success Indicators

✅ Workflow completed without errors in execution log ✅ All attendees assigned to tables with valid seat numbers ✅ Optimization score above 0.85 (indicating good arrangement quality) ✅ Output sheet updated with new seating records ✅ Webhook response received with formatted recommendations within 5 seconds ✅ No duplicate assignments (each attendee appears once)

Congratulations! Your Event Seating Optimization Agent is ready for production use. Monitor the optimization scores over time to refine your algorithm parameters for even better results.