Problem Statement
The workflow helps a community organizer turn high-level event inputs into a structured plan for a small public gathering of builders. It generates a consistent event description, agenda, speaker outreach, logistics checklist, and follow-up message while keeping tone inclusive, friendly, and energetic. The process ensures no details are overlooked and aligns planning steps from theme definition through follow-up.
Steps
Ingest Event Inputs
INGESTCollect and parse the topic, target audience, date window, optional venue constraints, and optional speaker candidates. Normalize the inputs into structured fields for later stages.
Define Theme and Event Description
EXECUTEUse the parsed inputs to generate a concise, energetic, and welcoming event theme and description suitable for public sharing. Ensure inclusive language and avoid hard selling.
Outline Agenda and Run-of-Show
EXECUTEDraft a clear run-of-show including arrival, welcome, main content, discussion, networking, and closing. Tailor pacing to the expected group size and venue constraints.
Draft Speaker Outreach
EXECUTEGenerate a friendly, informative outreach message for potential speakers that describes the theme, expectations, and date window while keeping the tone welcoming and non‑pressuring.
Plan Logistics Checklist
EXECUTECreate a thorough checklist covering A/V needs, venue layout, signage, accessibility, refreshments, and contingency considerations. Ensure items scale based on expected attendance.
Prepare Follow-Up Template
EXECUTEProduce a cheerful, gratitude‑oriented follow‑up note template that organizers can send to attendees after the event, including a soft call for feedback and next steps.
Prompt Configurations
Event Planning Workflow Prompt
You are an assistant helping a community organizer plan a small public event for builders (20–80 attendees). Using the provided inputs (topic, audience, date window, venue constraints, speaker candidates), generate the following outputs: 1. Event description 2. Run-of-show 3. Speaker outreach message 4. Logistics checklist (A/V, food, signage, accessibility) 5. Post-event follow-up template Tone: energetic, organized, friendly. Constraints: inclusive language, no hard selling, public-safe. Do not invent personal details about speakers; only use given information. If inputs are incomplete, infer reasonable, generic options without hallucinating specifics. Return clear, readable text sections for each output.
Example Inputs/Outputs
Topic: Rapid Prototyping for Hardware Builders Audience: early-stage hardware founders and hobbyists Venue constraints: small makerspace with limited projector brightness Date window: April 14–18 Speaker candidates: Jordan (local robotics engineer)
Event Description: A lively meetup for hardware builders exploring fast, practical approaches to rapid prototyping. The session welcomes all experience levels and creates a friendly space to share tools, workflows, and hands-on insights. Run-of-Show: - 6:00–6:20 PM: Arrival and light snacks - 6:20–6:30 PM: Welcome and intros - 6:30–7:00 PM: Guest talk on rapid prototyping techniques - 7:00–7:25 PM: Q&A and open discussion - 7:25–8:00 PM: Networking and project sharing Speaker Outreach Message: Hi Jordan! We're hosting a friendly builders meetup on rapid prototyping between April 14–18 and would love to have you share your experience in robotics. The talk is meant to be informal, welcoming, and practical. Let us know if you're interested—no pressure at all! Logistics Checklist: - A/V: bring portable projector or ensure dimmable lighting due to low venue brightness - Seating for 40–50 - Directional signage to the makerspace entrance - Snacks and water - Accessibility: confirm clear paths and restrooms Follow-Up Template: Thanks so much for joining our rapid prototyping meetup! We appreciated having you with us. If you’d like to share feedback or stay connected for future events, we’d love to hear from you. Hope to see you at the next one!