See a project in action
200 guests. 14 vendors. One weekend. Zero surprises.
An event planner uses Virgil to coordinate a corporate annual conference. Every vendor contract, every timeline, every dietary restriction, managed in one project with an AI agent that has read all of it.
Step 1 · Set up the project
Create a project. Add the people.
The event planner creates a "Meridian Tech Annual Conference 2026" project in Virgil. Then adds every person who touches this event: the internal team and the key external vendors.
A folder per person: notes, emails, context, files, and a Virgil agent read into all of it.
Priya Sharma
internalEvent Director · Meridian Tech
32 entries in dossier
Tom Gallagher
internalVP of Operations · Meridian Tech
14 entries in dossier
Nina Alvarez
externalCatering Manager · Blue Ribbon Events
21 entries in dossier
Step 2 · Build the vendor file
Log every contract. Paste every email. Drop every detail.
Every vendor interaction gets logged. Priya adds venue details and budget notes. Nina's catering emails flow in. Tom sends last-minute requests from the CEO. Six months of planning, captured in one place.
Venue: The Grand Ballroom at Lakeside. Capacity: 250. Confirmed for Oct 18-19. Contact: Jessica Wu, jessica@lakesideevents.com. Contract signed, $18,000 deposit paid. Includes AV setup and parking.
Added by Priya Sharma
From Nina Alvarez, Blue Ribbon: 'Menu finalized for 200 guests. We have 14 vegetarian, 8 vegan, 3 gluten-free, and 2 nut allergies flagged. Buffet lunch both days plus cocktail reception Friday evening. Total: $22,400.'
AV vendor (SoundCraft) confirmed: 2 projectors, wireless mics, livestream setup for remote attendees. $4,800. They need final room layout by Sep 15.
Added by Priya Sharma
From Tom Gallagher: 'CEO wants to add a fireside chat segment on Saturday morning. Need a comfortable stage setup, two armchairs, and separate mic setup. Can we handle this without blowing the AV budget?'
Total budget: $85,000. Allocated: venue $18K, catering $22.4K, AV $4.8K, speakers $15K, swag $6K, travel $12K. Remaining: $6,800 contingency.
Added by Priya Sharma
Fireside chat stage addition quoted at $1,200 by SoundCraft. Within contingency. Approved by Tom.
Added by Priya Sharma
Step 3 · Connect Google Workspace
Calendars, spreadsheets, and email threads. All in one project.
The project connects to Google Workspace in one click. Calendar milestones, budget spreadsheets, guest lists, and vendor email threads sync into the project automatically. Virgil does not replace Google. It reads Google the same way it reads your notes, so the agent has the full picture.
Google Workspace
Connected · Meridian Tech org
Google Calendar
28 milestones, 6 vendor deadlines
Google Sheets
Budget tracker, RSVP list, seating chart
Gmail
34 vendor email threads
Scoped to this project only. Other projects cannot see this connection.
Step 4 · Day-of timeline
Every minute accounted for. Nothing left to memory.
Priya builds the day-of checklist inside the project. The on-site coordinator, the AV team, and the catering manager all see the same timeline. As items get checked off, the whole team knows where things stand.
Step 5 · Vendor budget table
Every dollar tracked. Every invoice visible.
The budget table lives in the same project as the vendor emails, the catering details, and the day-of checklist. Virgil reads all of it together. The numbers are never disconnected from the context behind them.
| Vendor | Service | Quoted | Paid | Status |
| Lakeside | Venue + parking | $18,000 | $18,000 | Paid |
| Blue Ribbon | Catering (200 pax) | $22,400 | $11,200 | 50% deposit |
| SoundCraft | AV + livestream | $6,000 | $2,000 | Deposit paid |
| Dr. Sarah Lin | Keynote speaker | $8,000 | $0 | Invoice pending |
| PrintWorks | Swag + badges | $6,000 | $6,000 | Paid |
Step 6 · The payoff
Day before the event. Three new nut allergies. Priya asks Virgil.
Nina calls with an update: 3 more guests flagged nut allergies, bringing the total to 5. Priya needs to know if the contract covers this or if she needs to make a separate call. She does not dig through emails. She asks Virgil.
The event is the source of truth.
When Priya hands off to the on-site coordinator, they open the project and have every vendor contract, every email, every dietary restriction, and the full timeline. No briefing doc. No frantic text messages. Just the project.
The budget table talks to the vendor emails talks to the day-of checklist. Every tool sees every other tool. Nothing is siloed. Nothing is lost.
This is not event management software. It is a workspace where the event lives and an AI agent that has read every contract, every email, and every guest preference.
This is one event. Imagine a calendar of them.
Every conference, every gala, every corporate retreat. One workspace. Virgil is available now.