Event Planner Pro

Plan, execute, and measure business events — conferences, webinars, workshops, product launches, networking events, trade shows, and corporate gatherings. Co...

Security Scan

The skill is an instruction-only event planning playbook (templates, budgets, timelines, checklists) and its declared requirements and behavior are consistent with that purpose.

Purpose & Capability

Name and description match the SKILL.md content: templates, budgets, timelines, vendor/speaker guidance and ROI frameworks. It requests no credentials, binaries, or config paths that would be unrelated to event planning.

Instruction Scope

SKILL.md contains prose, YAML templates and step-by-step planning guidance only. It does not instruct the agent to read system files, access environment variables, execute commands, or transmit data to unexpected endpoints.

Install Mechanism

No install spec or code is included (instruction-only). Nothing would be downloaded or written to disk by the skill itself.

Credentials

The skill declares no required environment variables, credentials, or config paths — which is appropriate for a planning/playbook skill.

Persistence & Privilege

always is false and the skill is user-invocable; autonomous invocation remains allowed (platform default) but the skill does not request elevated or permanent system privileges.

Assessment

This is an instruction-only event-planning playbook and appears internally coherent. A few practical notes before installing: (1) Source/homepage are minimal — the README points to an AfrexAI GitHub pages URL and an owner ID; if provenance matters, verify the publisher before enabling the skill, especially for autonomous use. (2) The README advertises paid “Context Packs”; the skill itself does not handle payments, but follow external links cautiously. (3) Do not paste sensitive attendee data, credentials, or PII into conversations with the skill unless you trust the publisher and have reviewed how your agent handles data. (4) Because the skill can be invoked autonomously (platform default), review any autogenerated emails, outreach templates, or outbound content before sending. Overall: functionally consistent and low risk, but verify publisher reputation if you require strict supply-chain assurance.

Complete event planning and execution system. Covers every event type from intimate workshops to 5,000+ person conferences. Business-grade methodology with templates, budgets, timelines, and ROI measurement.

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Phase 1: Event Strategy & Concept

Quick Event Assessment

When asked to plan an event, gather:

event_brief:
  name: ""
  type: ""  # conference | webinar | workshop | networking | trade_show | product_launch | corporate | fundraiser | retreat
  purpose: ""  # lead_gen | brand_awareness | education | community | sales | internal_alignment | celebration
  target_audience: ""
  expected_attendees: 0
  date_range: ""  # preferred dates or flexibility
  budget_range: ""  # total budget or per-attendee target
  format: ""  # in_person | virtual | hybrid
  success_metrics: []  # what does success look like?
  constraints: []  # venue locked, date fixed, sponsor requirements, etc.

Event Type Decision Matrix

Type	Best For	Typical Size	Lead Time	Budget/Person
Webinar	Lead gen, thought leadership	50-500	2-4 weeks	$5-20
Workshop	Deep skill transfer, premium positioning	10-50	4-8 weeks	$100-500
Networking	Relationship building, community	30-200	3-6 weeks	$30-100
Conference	Brand authority, multi-track content	200-5000+	3-12 months	$200-800
Product Launch	Buzz, press, sales pipeline	50-500	6-12 weeks	$150-1000
Trade Show (booth)	Industry visibility, leads	N/A	8-16 weeks	$5K-50K total
Corporate/Internal	Alignment, culture, training	20-500	4-8 weeks	$100-400
Fundraiser	Donations, donor cultivation	50-500	8-16 weeks	$150-500
Retreat	Team bonding, strategy	10-50	6-12 weeks	$500-2000

Purpose → Format Mapping

• Lead generation → Webinar (top funnel) + Workshop (bottom funnel)
• Brand authority → Conference or speaking at others' events
• Sales acceleration → Intimate dinner/roundtable for 10-20 prospects
• Community building → Monthly meetup series + annual summit
• Education → Workshop series with certification
• Internal alignment → Offsite retreat + quarterly town halls

---

Phase 2: Budget Planning

Budget Template

event_budget:
  name: ""
  total_budget: 0
  contingency_pct: 15  # always include 15% buffer
  
  venue:
    rental: 0
    insurance: 0
    security: 0
    permits: 0
    subtotal: 0
  
  food_beverage:
    catering: 0
    beverages: 0
    special_dietary: 0
    service_staff: 0
    subtotal: 0
  
  technology:
    av_equipment: 0
    streaming_platform: 0  # for virtual/hybrid
    event_app: 0
    wifi_upgrade: 0
    recording: 0
    subtotal: 0
  
  marketing:
    design_branding: 0
    paid_ads: 0
    email_platform: 0
    printed_materials: 0
    signage: 0
    photography_video: 0
    subtotal: 0
  
  speakers:
    fees: 0
    travel: 0
    accommodation: 0
    gifts: 0
    subtotal: 0
  
  logistics:
    staff_travel: 0
    shipping: 0
    swag_gifts: 0
    badges_lanyards: 0
    decorations: 0
    transportation: 0
    subtotal: 0
  
  contingency: 0  # 15% of total
  grand_total: 0

  revenue:
    ticket_sales: 0
    sponsorships: 0
    exhibitor_fees: 0
    merchandise: 0
    total_revenue: 0
  
  net_cost: 0  # grand_total - total_revenue
  cost_per_attendee: 0

Budget Allocation Rules by Event Type

Type	Venue	F&B	Tech	Marketing	Speakers	Logistics
Conference	25%	20%	15%	20%	10%	10%
Webinar	0%	0%	40%	35%	15%	10%
Workshop	20%	15%	10%	25%	20%	10%
Networking	30%	30%	5%	20%	5%	10%
Product Launch	20%	15%	20%	25%	5%	15%
Trade Show	40%	10%	15%	20%	0%	15%

Cost-Cutting Strategies (When Budget is Tight)

1. Venue → Use co-working spaces, university halls, partner offices
2. Speakers → Offer exposure/content swap instead of fees for smaller events
3. F&B → Breakfast/lunch only (no dinner), drink tickets instead of open bar
4. Marketing → Leverage speakers' audiences, partner cross-promotion
5. Tech → Use free tiers (StreamYard, Zoom, Luma) for <100 attendees
6. Swag → Digital swag bags (ebooks, templates, discount codes) instead of physical

---

Phase 3: Timeline & Project Plan

Master Timeline Template

Adapt lead time to event type. Conference = 6-12 months. Webinar = 2-4 weeks.

timeline:
  t_minus_6_months:
    - Define event concept, goals, success metrics
    - Set budget and get approval
    - Book venue (in-person) or select platform (virtual)
    - Identify keynote speakers, begin outreach
    - Create event brand (name, logo, color scheme, tagline)
    
  t_minus_4_months:
    - Confirm speakers and session topics
    - Launch event website/landing page
    - Open early-bird registration
    - Begin sponsor outreach (sponsorship deck ready)
    - Book AV, catering, photographer
    
  t_minus_2_months:
    - Finalize agenda and schedule
    - Launch marketing campaign (email, social, ads)
    - Send speaker prep kits (guidelines, templates, deadlines)
    - Confirm all vendor contracts
    - Set up registration/ticketing system
    - Plan networking activities
    
  t_minus_1_month:
    - Close early-bird pricing
    - Send attendee pre-event survey
    - Finalize run-of-show document
    - Brief all staff on roles and responsibilities
    - Test all technology (streaming, mics, slides)
    - Prepare attendee welcome materials
    
  t_minus_1_week:
    - Final headcount to caterer
    - Print badges, signage, materials
    - Load all presentations into master deck
    - Run full tech rehearsal
    - Send attendee reminder with logistics
    - Prepare emergency kit (adapters, tape, markers, batteries, meds)
    
  t_minus_1_day:
    - Venue walkthrough with team
    - Set up registration desk, signage, AV
    - Test wifi under load
    - Charge all devices
    - Pre-position water, snacks in speaker rooms
    - Team dinner / final briefing
    
  event_day:
    - Arrive 2 hours early
    - Registration desk open 1 hour before
    - Run-of-show doc in every staff member's hands
    - Photographer capturing key moments
    - Live social media coverage
    - Monitor and fix issues in real time
    - Collect feedback (paper cards or app)
    
  post_event:
    - day_1: Thank you emails to attendees, speakers, sponsors
    - day_2: Share photos and recording links
    - day_3: Send feedback survey
    - week_1: Analyze survey results, calculate ROI
    - week_2: Debrief with team, document lessons learned
    - week_3: Follow up on leads generated
    - month_1: Publish recap content (blog, video, social)

Webinar-Specific Fast Timeline (2-4 Weeks)

webinar_timeline:
  week_1:
    - Define topic, title, speaker(s)
    - Create landing page with registration form
    - Write 3-email invite sequence
    - Schedule social posts (5-8 posts)
    - Set up streaming platform (test audio/video)
    
  week_2:
    - Send invite email #1 (announcement)
    - Speaker prep call (align on content, Q&A format)
    - Create slide deck template
    - Send invite email #2 (value hook)
    - Partner cross-promotion (ask speakers to share)
    
  week_3:
    - Slides finalized
    - Full dry run with speaker(s)
    - Send invite email #3 (urgency/last chance)
    - Prepare follow-up email sequence (recording, CTA)
    - Set up polls/Q&A in platform
    
  webinar_day:
    - Test 30 min before go-live
    - Start recording
    - Moderator manages Q&A
    - Drop CTA in chat at midpoint and end
    - Thank everyone, announce next event
    
  post_webinar:
    - Send recording within 24 hours
    - Send follow-up #1 (recording + resource) — day 1
    - Send follow-up #2 (CTA/offer) — day 3
    - Send follow-up #3 (case study/social proof) — day 7
    - Add registrants to nurture sequence

---

Phase 4: Venue & Vendor Management

Venue Selection Scorecard (In-Person)

Rate each venue 1-5:

Criterion	Weight	Score	Weighted
Capacity fits (with 20% buffer)	5	/5	/25
Location accessibility (transit, parking, airport)	4	/5	/20
AV capabilities built-in	4	/5	/20
Wifi capacity (ask: max concurrent devices)	4	/5	/20
Catering options (in-house or flexible)	3	/5	/15
Breakout rooms available	3	/5	/15
Natural lighting	2	/5	/10
Brand alignment (vibe matches event)	2	/5	/10
Cancellation/rescheduling policy	3	/5	/15
Total			/150

Threshold: 110+ = book it. 80-109 = negotiate improvements. <80 = keep looking.

Venue Contract Checklist

• Confirm capacity (seated vs standing vs classroom)
• Wifi specs: bandwidth, max devices, password distribution
• AV: projector, screens, mics (how many wireless?), sound system
• Power: outlet locations, extension cord policy, generator backup
• Setup/teardown time included (typically need 2-4 hours each)
• Cancellation terms and force majeure clause
• Catering exclusivity or BYO allowed
• Parking: how many spots, validation, shuttle
• Insurance requirements (usually need event liability)
• Noise restrictions and time curfews
• Accessibility: wheelchair, elevators, restrooms

Vendor Management Template

vendors:
  - name: ""
    type: ""  # catering | av | photography | streaming | decor | transport | security
    contact: ""
    phone: ""
    email: ""
    contract_signed: false
    deposit_paid: false
    deposit_amount: 0
    total_cost: 0
    payment_schedule: ""
    cancellation_policy: ""
    insurance_verified: false
    delivery_date: ""
    setup_time_needed: ""
    notes: ""

---

Phase 5: Speaker & Content Management

Speaker Outreach Template

Subject: Speaking at [Event Name] — [Date]

Hi [Name],

We're organizing [Event Name], a [type] event for [audience] on [date] in [location/virtual].

Your work on [specific topic/achievement] is exactly what our attendees need. We'd love you to deliver a [length]-minute [keynote/talk/workshop/panel] on [proposed topic].

What we offer:
- [Fee / travel + accommodation / exposure to X audience]
- Professional recording of your session
- Promotion to our [X]-person audience across [channels]

[X] attendees from companies like [notable names].

Interested? Happy to jump on a quick call this week.

Best,
[Name]

Speaker Prep Kit

Send 4 weeks before event:

speaker_kit:
  event_overview:
    name: ""
    date: ""
    venue: ""
    audience_profile: ""
    expected_attendance: 0
    
  session_details:
    title: ""
    format: ""  # keynote | breakout | workshop | panel | fireside
    duration_minutes: 0
    q_and_a_minutes: 0
    time_slot: ""
    room: ""
    
  content_guidelines:
    slide_template_url: ""  # branded template
    slide_deadline: ""  # 1 week before event
    max_slides: 0
    no_sales_pitch: true
    actionable_takeaways: 3  # minimum
    audience_level: ""  # beginner | intermediate | advanced | mixed
    
  logistics:
    arrival_time: ""
    tech_check_time: ""
    green_room_location: ""
    av_setup: ""  # what's provided (clicker, mic type, monitor)
    laptop_compatibility: ""  # HDMI, USB-C, bring own adapter
    recording_consent: true
    
  promotion:
    headshot_needed: true
    bio_word_limit: 100
    social_handles: ""
    promotional_posts_requested: 2  # minimum shares

Agenda Design Principles

1. Energy management — high-energy sessions after breaks, reflective sessions after lunch
2. The 18-minute rule — no single talk >18 min without interaction (TED model)
3. Breakout ratio — for conferences, 60% main stage / 40% breakouts
4. Networking slots — schedule 3 structured networking moments (not just "breaks")
5. Start strong, end strong — best speakers open and close the day
6. Buffer time — add 10 min between sessions (transitions always take longer)
7. No back-to-back panels — audience fatigue kills engagement

Agenda Template (Full-Day Conference)

08:00 - 08:45  Registration & Coffee ☕
08:45 - 09:00  Welcome & Housekeeping
09:00 - 09:30  Opening Keynote: [Big Name / Big Idea]
09:30 - 09:45  Transition + Networking Activity #1
09:45 - 10:15  Talk: [Topic A]
10:15 - 10:45  Talk: [Topic B]
10:45 - 11:15  Break + Expo / Sponsor Booths ☕
11:15 - 12:00  Workshop Track A | Workshop Track B | Workshop Track C
12:00 - 13:00  Lunch + Networking Activity #2 🍽️
13:00 - 13:30  Fireside Chat: [Industry Leader]
13:30 - 14:00  Talk: [Topic C]
14:00 - 14:30  Talk: [Topic D]
14:30 - 15:00  Break + Expo ☕
15:00 - 15:45  Panel: [Hot Topic]
15:45 - 16:15  Lightning Talks (5 min x 5 speakers)
16:15 - 16:45  Closing Keynote
16:45 - 17:00  Wrap-up & Announcements
17:00 - 19:00  Happy Hour / After-Party 🎉

---

Phase 6: Registration & Marketing

Registration Pricing Strategy

pricing_tiers:
  super_early_bird:
    discount: 40%
    deadline: "T-3 months"
    purpose: "Validate demand, seed initial registrations"
    
  early_bird:
    discount: 20%
    deadline: "T-6 weeks"
    purpose: "Build momentum, create urgency"
    
  regular:
    discount: 0%
    deadline: "T-1 week"
    purpose: "Standard pricing"
    
  last_minute:
    premium: 10%  # optional
    deadline: "Day of"
    purpose: "Captures procrastinators"
    
  group_discount:
    threshold: 3  # tickets
    discount: 15%
    purpose: "Encourage team attendance"
    
  student_nonprofit:
    discount: 50%
    verification: "edu email or org verification"

Marketing Campaign Timeline

marketing_phases:
  awareness:  # T-8 to T-6 weeks
    - Launch event website/landing page
    - Announce on social media (3-5 posts)
    - Email blast to existing list
    - Speaker announcements (1 per week)
    - Partner cross-promotion begins
    
  consideration:  # T-6 to T-3 weeks
    - Share agenda/session details
    - Speaker spotlight posts (interviews, quotes)
    - Early testimonials from past events
    - Retargeting ads on registrants who didn't complete
    - Blog post: "X Reasons to Attend [Event]"
    
  urgency:  # T-3 weeks to T-1 week
    - "Early bird ending" campaign
    - Countdown posts
    - "Only X spots left" (if true)
    - Direct outreach to high-value prospects
    - Reminder email to registered (build excitement)
    
  final_push:  # T-1 week
    - "Last chance" email
    - Social proof: "X people already registered"
    - DM outreach to key targets
    - Logistics email to confirmed attendees

Email Sequence (6 Emails)

1. Announcement (T-8 weeks): What, when, why. Early-bird CTA
2. Speaker reveal (T-6 weeks): Highlight 2-3 speakers. Social proof
3. Agenda drop (T-4 weeks): Full schedule. "Which sessions excite you?"
4. Early bird ending (T-3 weeks): Price goes up in X days. Urgency
5. Final details (T-1 week): Logistics, what to bring, excitement builder
6. Day-before (T-1 day): Reminder, schedule link, parking/wifi info

Landing Page Must-Haves

• Clear event name, date, location above the fold
• 1-sentence value prop: "What you'll walk away with"
• Speaker headshots + 1-line bios
• Agenda overview (expandable)
• Social proof (past attendee quotes, logos of companies attending)
• Pricing tiers with clear CTA
• FAQ section (parking, refunds, dress code, recording)
• Mobile-responsive
• Countdown timer
• Video from past event (if applicable)

---

Phase 7: Sponsorship

Sponsorship Tier Structure

sponsorship_tiers:
  title_sponsor:
    price: ""  # typically 40-60% of total sponsorship goal
    benefits:
      - Logo on all materials (event name: "Powered by [Sponsor]")
      - Keynote slot or fireside chat (10-15 min)
      - Premium booth location
      - Full attendee list (with consent)
      - 10 complimentary tickets
      - Logo on recording/replay
      - Social media mentions (10+)
      - Email feature
    limit: 1
    
  gold:
    price: ""
    benefits:
      - Logo on website and printed materials
      - Breakout session or workshop slot
      - Booth in expo area
      - 5 complimentary tickets
      - Social media mentions (5)
      - Logo on attendee email
    limit: 3
    
  silver:
    price: ""
    benefits:
      - Logo on website
      - Table in expo area
      - 3 complimentary tickets
      - Social media mention (2)
    limit: 5
    
  community:
    price: ""  # or in-kind
    benefits:
      - Logo on website
      - 2 complimentary tickets
      - Social mention (1)
    limit: 10

Sponsor Outreach Email

Subject: Sponsorship Opportunity — [Event Name] ([Date])

Hi [Name],

[Event Name] brings together [X] [audience type] on [date] in [location].

Last year: [X attendees], [X% decision-makers], [notable companies].

We have [tier] sponsorship packages from $[low] to $[high], including:
- [Top 3 benefits of relevant tier]

Our attendees match your ICP: [specific overlap].

Happy to send the full sponsorship deck. Quick 15 min this week?

Best,
[Name]

Sponsor ROI Package (Post-Event)

Send within 2 weeks:

• Total attendee count and demographics
• Booth traffic / session attendance numbers
• Social media impressions and mentions
• Photos featuring sponsor branding
• Lead list (with consent) or scan data
• Attendee satisfaction scores
• "Thank you" and early-bird offer for next event

---

Phase 8: Day-Of Execution

Run of Show Document

The single most important document. Every staff member gets a copy.

run_of_show:
  event: ""
  date: ""
  venue: ""
  
  team_contacts:
    event_lead: {name: "", phone: ""}
    av_tech: {name: "", phone: ""}
    registration: {name: "", phone: ""}
    catering: {name: "", phone: ""}
    venue_contact: {name: "", phone: ""}
    
  schedule:
    - time: "06:00"
      activity: "Team arrives, begin setup"
      owner: ""
      notes: ""
    - time: "07:00"
      activity: "AV check, mic test all rooms"
      owner: ""
      notes: ""
    # ... full schedule with owner and notes for every slot
    
  contingency:
    speaker_no_show: "Backup: [name] on standby. Extend Q&A. Panel becomes fireside."
    av_failure: "Backup laptop loaded. Mobile hotspot ready. Portable speaker in kit."
    low_attendance: "Close off sections. Rearrange to fill front. More interactive format."
    wifi_down: "Mobile hotspots x3. Offline slide copies. Apologize + offer recording."
    medical_emergency: "First aid kit at [location]. Nearest hospital: [name, address]. Call [emergency#]."
    weather_disruption: "Indoor backup plan. Communication plan for attendees."

Emergency Kit Checklist

• Power strips and extension cords (5+)
• HDMI, USB-C, DisplayPort adapters (all types)
• Backup laptop with all presentations
• Mobile wifi hotspots (2-3)
• Gaffer tape, duct tape, double-sided tape
• Markers (whiteboard + permanent)
• Scissors, box cutter
• Batteries (AA, AAA)
• Phone chargers (Lightning, USB-C)
• First aid kit
• Breath mints, pain relievers, hand sanitizer
• Printed attendee list (backup for registration)
• Cash for tips/emergencies
• Spare badges and lanyards
• Bluetooth speaker (backup audio)

Networking Facilitation Activities

Don't just say "network" — structure it:

1. Speed networking — 3 min rounds with prompt cards ("What's your biggest challenge this quarter?")
2. Birds of a feather — tables labeled by topic, self-select
3. Buddy match — pre-match 2 attendees with complementary profiles, email intro before event
4. Ask the expert — speakers available at labeled tables during breaks
5. Scavenger hunt — find people matching descriptions on a bingo card (icebreaker)

---

Phase 9: Virtual & Hybrid Events

Platform Selection Guide

Platform	Best For	Max Attendees	Price Range
Zoom Webinar	Simple webinars	10,000	$79-6,490/yr
StreamYard	Multi-speaker, branded	1,000	Free-$99/mo
Hopin	Full conferences	100,000	Custom
Luma	Community events, ticketing	Unlimited	Free-$59/mo
Airmeet	Networking-focused	10,000	$167+/mo
Riverside	High-quality recording	8 speakers	$24/mo
YouTube Live	Broadcast, no interaction	Unlimited	Free

Hybrid Event Rules

1. Virtual is NOT second-class — dedicated camera angles, chat moderator, virtual MC
2. Separate virtual agenda — don't just stream the in-person event; add virtual-only Q&A, breakouts
3. Tech check doubles — test in-room AND streaming simultaneously
4. Chat moderator mandatory — someone monitoring virtual chat and surfacing questions
5. On-demand within 24 hours — virtual attendees expect recordings fast
6. Pricing — virtual tickets = 30-50% of in-person (lower, but not free)

Virtual Engagement Techniques

• Polls every 10 minutes — keep attention
• Chat prompts — "Drop your city in chat!" at the start
• Breakout rooms — 4-6 people, 10 min, specific prompt
• Live Q&A — dedicate last 1/3 of session
• Gamification — points for participation, prize at end
• Camera-on culture — encourage (don't mandate) cameras for workshops

---

Phase 10: Post-Event Analysis & ROI

Feedback Survey (Send Within 24 Hours)

Keep it short (5 min max):

1. Overall satisfaction (1-10)
2. Which session was most valuable? (dropdown)
3. Which session was least valuable? (dropdown)
4. How likely to recommend to a colleague? (1-10 NPS)
5. What one thing would you improve?
6. What topics do you want next time?
7. Would you attend again? (Yes / Maybe / No)

ROI Calculation Framework

event_roi:
  costs:
    total_spend: 0
    staff_time_hours: 0
    staff_time_cost: 0  # hours × blended rate
    total_cost: 0  # spend + staff time
    
  direct_revenue:
    ticket_sales: 0
    sponsorship_revenue: 0
    merchandise: 0
    total_direct: 0
    
  pipeline_value:
    leads_generated: 0
    qualified_leads: 0
    average_deal_size: 0
    expected_close_rate: 0
    pipeline_value: 0  # qualified × deal_size
    expected_revenue: 0  # pipeline × close_rate
    
  brand_value:
    social_impressions: 0
    media_mentions: 0
    new_email_subscribers: 0
    content_assets_created: 0  # recordings, blogs, clips
    estimated_content_value: 0  # cost to create equivalent
    
  calculations:
    direct_roi_pct: 0  # (direct_revenue - total_cost) / total_cost × 100
    pipeline_roi_pct: 0  # (expected_revenue - total_cost) / total_cost × 100
    cost_per_lead: 0  # total_cost / leads_generated
    cost_per_attendee: 0  # total_cost / attendees
    nps_score: 0
    
  verdict: ""  # repeat | modify | kill
  # Repeat: ROI > 200% or NPS > 50
  # Modify: ROI 50-200% or NPS 20-50
  # Kill: ROI < 50% AND NPS < 20

Post-Event Content Strategy

Maximize the long tail value of your event:

1. Day 1-2: Thank you email + survey + photos
2. Day 3-5: Recording links (gated = lead gen)
3. Week 1: Blog recap ("Top 5 Takeaways from [Event]")
4. Week 2: Speaker highlight clips (30-60 sec for social)
5. Week 3: Full session recordings released (drip, not all at once)
6. Month 1: Ebook/report compiled from session content
7. Month 2: Case study from attendee success story
8. Ongoing: Repurpose quotes, stats, clips for 3-6 months

Lessons Learned Template

post_mortem:
  event: ""
  date: ""
  attendees: 0
  nps: 0
  
  what_worked:
    - ""
    
  what_didnt:
    - ""
    
  surprises:
    - ""
    
  vendor_feedback:
    - vendor: ""
      rating: "/5"
      rebook: true  # would use again?
      notes: ""
      
  budget_vs_actual:
    budgeted: 0
    actual: 0
    variance_pct: 0
    biggest_overruns: []
    biggest_savings: []
    
  next_time:
    keep: []
    change: []
    add: []
    remove: []

---

Phase 11: Event Series & Scaling

Building a Recurring Event Brand

1. Consistent naming — "[Brand] Summit 2026", "[Brand] Meetup #14"
2. Monthly cadence for meetups — same day/time (e.g., "First Thursday")
3. Annual flagship — one big event per year, smaller events feed into it
4. Content flywheel — each event produces content that markets the next
5. Community — create a year-round community (Slack/Discord) between events
6. Alumni pricing — past attendees get early access and discounts

Scaling Checklist

• Documented SOPs for every role
• Vendor relationships established (repeat = discounts)
• Registration system handles volume
• Volunteer/staff training program
• Sponsor renewal process (12 months ahead)
• Content library from past events
• Budget template refined from actuals
• NPS trending upward event over event

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Phase 12: Industry-Specific Guides

Tech/SaaS Events

• Focus: Product demos, developer workshops, API hackathons
• Unique: Offer wifi and power at every seat. Developer swag (stickers, tees). Live coding demos.
• Sponsorship angle: "Reach X developers building with [technology]"

Professional Services (Legal, Consulting, Finance)

• Focus: CLE/CPE credits, roundtable discussions, case study presentations
• Unique: Formal networking (no icebreaker games). Name badges with titles. Printed agendas.
• Sponsorship angle: "Position your firm in front of X decision-makers"

Healthcare

• Focus: CME credits, compliance workshops, patient outcome data
• Unique: Strict pharma sponsorship rules (Sunshine Act). No gifts >$100. Disclosure requirements.
• Sponsorship angle: Work through compliance-approved channels only

Construction / Manufacturing

• Focus: Site visits, equipment demos, safety workshops, trade certifications
• Unique: PPE requirements for site visits. Outdoor contingency plans. Hands-on format preferred.
• Sponsorship angle: "Demo your equipment to X contractors/engineers"

Real Estate

• Focus: Market outlook panels, deal-making networking, property tours
• Unique: Evening cocktail format works best. Bring listings/deal sheets. Intimate roundtables (20-30).
• Sponsorship angle: "Connect with X active investors/developers"

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Scoring & Quality Check

Event Readiness Score (Pre-Event)

Rate 1-5 before proceeding:

Dimension	Score
Venue/platform confirmed and tested	/5
Speakers confirmed with content submitted	/5
Registration open with marketing active	/5
Budget tracked with <10% unknowns	/5
Run-of-show document complete	/5
Team briefed on roles	/5
Contingency plans documented	/5
Tech rehearsal completed	/5
Total	/40

35+ = Go. 25-34 = Fix gaps this week. <25 = Postpone or simplify.

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Natural Language Commands

• "Plan a [type] event for [audience] on [date]"
• "Create a budget for a [size]-person [type] event"
• "Build an event timeline for [date]"
• "Design the agenda for a [duration] [type] event"
• "Write a speaker outreach email for [name] about [topic]"
• "Create a sponsorship deck for [event]"
• "Build a marketing campaign for [event]"
• "Calculate ROI for [event] — [costs] spent, [results] achieved"
• "Create a run-of-show for [event]"
• "Write a post-event survey for [event]"
• "Compare venues: [venue A] vs [venue B]"
• "Plan a webinar on [topic] in [timeframe]"