Software Architecture & AI Automation Planning — Event Booking Platform

Software Architecture & AI Automation Planning — Event Booking Platform We got client an event management and marketing agency planning a centralized, multi-tenant booking platform for our clients. We are looking for a software architect or product engineering team to help us define the MVP, design the architecture, assess automation and integration feasibility, and prepare a practical implementation roadmap. The initial engagement is paid discovery, architecture and feasibility. Subsequent development phases require separate scope and budget approval. Product Background The platform will support concerts, conferences, corporate events, brand activations, workshops, dining experiences and other reservation-based activities. Individual clients should have branded booking experiences, while the agency centrally manages events, availability, promotions, payments and customer communications. The planned platform includes: ● Client and event management: Multiple brands, venues, events and locations, with staff permissions and client-specific reporting. ● Web application: Event discovery, registration, ticket selection, checkout and booking management. ● Conversational channels: Chatbot, WhatsApp and voice-assisted enquiries and bookings, with human handoff. ● Unified inventory: Consistent availability across channels, temporary holds, hold expiry and safeguards against overbooking. ● Native promotions: Early-bird offers, coupons, bundles, group offers, eligibility rules and redemption quotas. ● Payments: Payment synchronization, refunds and transaction reconciliation. ● Business integrations: Selected CRM, POS, marketing and communication systems, subject to feasibility and API access. ● Internal tools: An administration dashboard for bookings, customer support, operations and reporting. The native booking and promotions engines should remain authoritative for availability, eligibility and quotas. Phase 1 — Discovery, Architecture & Feasibility The objective is to turn the product requirements into a prioritized, technically sound and commercially realistic implementation plan. Scope Requirements and MVP definition ● Review the supplied PRS and clarify user journeys, operational requirements and assumptions. ● Identify essential MVP functionality and features that should follow later. ● Define dependencies, exclusions and acceptance criteria. Software architecture ● Design the multi-tenant application architecture, major components and data flows. ● Address tenant isolation, permissions, inventory consistency, reservation holds, payment operations and auditability. ● Recommend the deployment approach, supporting services and operational requirements. Business process and workflow automation ● Design workflows covering enquiries, reservations, payments, confirmations, reminders, modifications and cancellations. ● Define failure handling, retries, reconciliation and human intervention. ● Identify which processes should use deterministic rules and which may benefit from AI. AI and integration feasibility ● Assess chatbot, WhatsApp and voice requirements. ● Evaluate where LLM integration is appropriate, including knowledge sources, permitted actions and human handoff. ● Define the API and webhook integration strategy. ● Identify provider dependencies, access requirements, operating costs and unresolved feasibility questions. Delivery and investment planning ● Prepare a prioritized backlog and phased implementation roadmap. ● Estimate development effort, resource requirements and indicative infrastructure and third-party costs. ● Document risks, assumptions and decisions requiring stakeholder approval. Deliverables 1. Updated PRS and prioritized MVP backlog. 2. Architecture and integration diagrams. 3. Booking and customer communication workflow designs. 4. AI feasibility assessment and recommended integration approach. 5. Indicative cost analysis and phased delivery plan. 6. Risk register and documented MVP acceptance criteria. Phase 1 acceptance: The agreed documents are delivered, reviewed and updated to address stakeholder feedback, providing sufficient clarity to decide whether to fund implementation. Proposed Technical Direction Our current preference is: ● Frontend: React and TypeScript. ● Backend: Node.js and TypeScript. ● Database: PostgreSQL. ● Cloud: AWS or Google Cloud. ● Supporting services: Redis and message queues where justified. We welcome recommendations supported by delivery, maintainability and operating-cost considerations. The architecture should address security, automated testing, CI/CD, monitoring, backups and recovery. Specific implementation targets will be agreed during discovery. Potential Subsequent Phases ● Phase 2 — Full-Stack Web Application Development: Core booking MVP, branded pages, administration tools, inventory, notifications and an initial payment integration. ● Phase 3 — Offers, AI Integration & Workflow Automation: Native promotions, conversational booking channels and selected CRM/POS integrations. ● Phase 4 — Scale & Marketplace: Advanced inventory and seating, event discovery, analytics and broader integrations. ● Phase 5 — Continuous Improvement: Further automation, operational improvements and expansion based on customer feedback. These phases are an indicative roadmap. Each requires a separate scope, estimate, budget approval and go/no-go decision. Relevant Experience We would value experience with: ● Software architecture and technical discovery. ● Multi-tenant platforms and full-stack development. ● Booking, inventory, payments or comparable transactional workflows. ● Business process automation and API integrations. ● AI integration with clear operational safeguards. ● Documentation and handover for ongoing development. Please include relevant project examples, your proposed approach to Phase 1, an estimated fee and fixed fee timeline, and your availability. We are looking for experienced leaders.