The problem
The final-details meeting covers everything: timings, room layout, suppliers, speeches, the drinks package. The coordinator then spends about 45 minutes writing it up, and anything missed turns up on the day. A venue holding 8 of these meetings a month in season spends 6 hours on write-ups.
What the AI does
Gemini in Google Meet can take notes for you. Turn on 'Take notes for me' in the meeting and Google says the notes are organized in a Google Doc saved in the organizer's Drive and attached to the calendar event, with a next steps section. Google says it can also be used for in-person meetings. The coordinator checks the doc against the plan and copies the details into the wedding file. The meeting organizer needs Google Workspace Business Standard (about $16£12€14A$23C$23 per user a month) or above.
A worked example
A barn wedding venue in Herefordshire hosts about 8 weddings a month from May to September. The wedding coordinator runs each final-details meeting on Google Meet, or in person with Meet open, with Gemini taking notes.
Before
About 45 minutes writing up each meeting: 8 a month, 6 hours
After
About 15 minutes checking Gemini's notes: 2 hours a month
What it's worth
About $133£100€119A$192C$188 a month saved in wedding season, against about $16£12€14A$23C$23 for one Workspace Business Standard user. Write-ups drop from 6 hours a month to 2, and 4 hours at an assumed $33£25€30A$48C$47 an hour is $133£100€119A$192C$188.
How to set it up
- Put the coordinator, who organizes the meetings, on Google Workspace Business Standard (€13.60, about $16£12€14A$23C$23 per user a month on a one-year commitment).
- Tell the couple at the start that Gemini is taking notes and check they're happy; your administrator can require consent from everyone.
- Start the meeting on meet.google.com on a computer and turn on 'Take notes for me'. Google recommends it for meetings of 15 minutes or more.
- After the meeting, open the notes doc from Drive or the calendar event and check every time, name and number against your plan.
- Copy the details into the wedding file and send the couple your own confirmed summary.
What goes wrong
- Google says it works in one language at a time and in a set list of languages, including English. Mixed-language meetings aren't supported.
- It can mishear names and times. The coordinator's checked wedding file is the record, not the notes doc.
- Guests' allergies are health information. Record them in your event system, and remove them from the notes doc or limit who it's shared with.
- Couples' details are personal data under UK GDPR. Google says it doesn't use customers' Workspace data to train its generative AI; personal Google AI plans are on consumer terms.