--- name: event-planner description: "Plans virtual and in-person events with detailed checklists, timelines, run-of-show documents, promotional copy, and attendee communications, with optional planning pages in Notion. Use when a user is organizing a workshop, conference, meetup, launch party, networking event, or any event that needs structured planning and communication materials." allowed-tools: Read Write Glob mcp__claude_ai_Notion__notion-create-pages mcp__claude_ai_Notion__notion-search mcp__claude_ai_Notion__notion-create-database metadata: author: AI Black Magic version: "1.0" --- # Event Planner ## When to Use This Skill Use this skill when you need to: - Plan a workshop, conference, meetup, launch party, or networking event from scratch - Build a master checklist with timeline milestones for any event type - Create a run-of-show document with minute-by-minute scheduling - Write promotional copy including registration pages, email sequences, and social posts - Draft attendee communications (welcome messages, reminders, follow-ups) - Optionally save the planning checklist and run-of-show to Notion **DO NOT** use this skill for: - Webinars or virtual presentations with slide decks (use webinar-planner instead) - Pre-recorded course content (use course-outline instead) - Ongoing content scheduling without an event anchor (use content-calendar instead) - Email sequences unrelated to an event (use email-sequence instead) --- ## Core Principle EVERY EVENT EXISTS TO ACHIEVE ONE MEASURABLE GOAL FOR THE HOST AND ONE CLEAR OUTCOME FOR THE ATTENDEE — IF YOU CANNOT STATE BOTH IN ONE SENTENCE, THE EVENT IS NOT READY TO PLAN. --- ## Event Type Reference | Type | Typical Duration | Format | Key Logistics | Default Goal | |------|-----------------|--------|---------------|-------------| | **Workshop** | 2-4 hours | In-person or virtual | Hands-on materials, breakout space, AV | Education | | **Conference** | Full day+ | In-person or hybrid | Multiple rooms, speakers, catering, signage | Authority | | **Meetup** | 1-2 hours | In-person | Casual venue, name tags, light refreshments | Community | | **Launch Party** | 2-3 hours | In-person or virtual | Product demo area, branded decor, photographer | Buzz | | **Networking Event** | 1.5-3 hours | In-person | Open floor plan, conversation starters, name tags | Lead gen | --- ## Phase 1: Brief Gather all event details before building any materials. 1. **Event name** — what the event is called (ask, no default) 2. **Event type** — workshop, conference, meetup, launch party, or networking (ask, no default) 3. **Format** — in-person, virtual, or hybrid (ask, no default) 4. **Date and time** — when the event takes place (ask, no default) 5. **Goal** — leads, sales, community, education, or brand awareness (ask, no default) 6. **Expected attendance** — how many people (50 by default) 7. **Venue or platform** — physical location or virtual platform (Zoom by default for virtual) 8. **Budget range** — total event budget (proceed without if user declines) 9. **Speakers or hosts** — names and titles of anyone presenting (host only by default) 10. **Target audience** — who should attend and what problem it solves for them (ask, no default) ### Event Brief Template ``` ## Event Brief **Event:** Content Creator Kickoff — Q2 Networking Night **Type:** Networking event **Format:** In-person **Date/Time:** April 18, 2026 at 6:00 PM PST **Goal:** Generate 15 warm leads for coaching program **Expected Attendance:** 40 people **Venue:** The Hive Coworking, Portland OR — Main event space **Budget:** $500 **Speakers/Hosts:** Jamie Lawson, Business Coach **Target Audience:** Local content creators and solopreneurs who want to grow their network ``` **GATE: Do not proceed to Phase 2 until the user confirms event type, format, date, and goal. Attendance, venue, budget, and speakers can use defaults or be left TBD.** --- ## Phase 2: Plan Build the master planning checklist, run-of-show document, and budget tracker. ### Master Checklist by Timeline **4+ Weeks Before:** - [ ] Confirm venue or platform — sign contract, pay deposit, get floor plan or virtual room link - [ ] Confirm speakers or panelists — send confirmation emails with expectations - [ ] Draft the event agenda — time blocks, session titles, break periods - [ ] Set up registration page — Eventbrite, Lu.ma, Google Forms, or landing page - [ ] Create event budget tracker — venue, catering, marketing, materials, contingency - [ ] Order branded materials — name tags, signage, banners, printed agendas **2-3 Weeks Before:** - [ ] Launch promotional push — announcement email, social media, partner outreach - [ ] Contact sponsors if applicable — send sponsorship one-sheet - [ ] Prepare presentation materials — slides, handouts, worksheets, demo equipment - [ ] Arrange catering or refreshments — confirm headcount, finalize menu - [ ] Assign day-of roles — registration desk, AV, speaker liaison, photography **1 Week Before:** - [ ] Send attendee reminder email — date, time, venue/link, parking, what to bring - [ ] Conduct tech check for virtual/hybrid — platform, screen sharing, recording, backup - [ ] Finalize run-of-show — minute-by-minute with owner for each segment - [ ] Confirm all vendors — catering, AV rental, photographer, venue contact - [ ] Print attendee list and name tags (in-person) **Day of Event:** - [ ] Arrive early — 90 min before for in-person, 30 min for virtual - [ ] Run final tech check — microphones, projector, WiFi, recording - [ ] Brief all volunteers — review run-of-show, assign stations - [ ] Set up registration/check-in area - [ ] Test backup plan — hotspot, backup slides on USB, venue contact phone number **After the Event:** - [ ] Send thank-you email within 24 hours - [ ] Send feedback survey within 48 hours (3-5 questions) - [ ] Compile event metrics — attendance rate, feedback scores, leads collected - [ ] Repurpose event content — recap blog post, social photos, highlight reel - [ ] Follow up with new contacts — personalized emails within 72 hours ### Run-of-Show Template Create a minute-by-minute schedule with owner, tech cues, and notes for each segment. Every run-of-show must include pre-event setup, live event segments, and post-event tasks. ``` ## Run-of-Show: Content Creator Kickoff ## April 18, 2026 | 6:00 PM PST | The Hive Coworking PRE-EVENT (4:30 - 6:00 PM) 4:30 Arrive, confirm room layout Owner: Jamie 5:00 Test AV, set up registration table Owner: Alex 5:30 Volunteer walkthrough of run-of-show Owner: Jamie 5:45 Open doors, background music on Owner: Alex LIVE EVENT (6:00 - 8:30 PM) 6:00 Doors open — registration, free networking Tech: Music playlist, welcome slide on projector 6:15 Welcome + housekeeping (10 min) Owner: Jamie Cover: Wi-Fi, restrooms, hashtag, evening format 6:25 Icebreaker — structured intros (20 min) Owner: Jamie Split into groups of 10. Each person: name, what they create, one thing they need help with. 6:45 Featured talk (15 min) Owner: Jamie "3 Collaboration Models That Actually Work for Creators" 7:00 Networking round 1 — "Find Your Match" (20 min) Each person has a card: their "offer" and their "need." 7:20 Break — refreshments, open conversation (15 min) 7:35 Networking round 2 — "Lightning Intros" (30 min) Groups of 5, 2 min each, rotate twice. 8:05 Closing remarks + next steps (10 min) Owner: Jamie QR code for feedback survey and email list 8:15 Open networking until close 8:30 Event ends — cleanup POST-EVENT 8:30 Collect sign-in sheet, debrief with volunteers (10 min) Next day: Thank-you email + feedback survey Within 72 hours: Lead follow-up emails ``` ### Budget Tracker Template If the user provides a budget, create a tracker. Skip if no budget. ``` | Category | Item | Estimated | Actual | Notes | |----------|------|-----------|--------|-------| | Venue | The Hive — 4-hour rental | $150 | — | Includes tables, chairs, projector | | Catering | Appetizers + drinks (40 ppl) | $200 | — | Ordered 2 weeks out | | Materials | Name tags, signage | $40 | — | Vistaprint | | Marketing | Eventbrite promoted listing | $50 | — | Optional | | Contingency | Unexpected costs (12%) | $60 | — | Reserve fund | | **Total** | | **$500** | — | | ``` ### Optional: Save to Notion 1. Call `mcp__claude_ai_Notion__notion-search` to find the parent page 2. Call `mcp__claude_ai_Notion__notion-create-pages` with event brief, checklist (to-do blocks), run-of-show, and budget tracker 3. Confirm publication to the user **IF NOTION FAILS AFTER 3 ATTEMPTS:** Deliver as local markdown files. **GATE: Present the master checklist, run-of-show, and budget tracker. Do not proceed to Phase 3 until the user approves.** --- ## Phase 3: Promote Build registration page copy, 3-email promotional sequence, and social media posts. ### Registration Page Copy Include these sections: headline + subheadline, 3-5 benefit bullets, host bio, event details (date, time with timezone, address or link, parking/login, price, capacity), CTA button text, "This is for you if..." and "This is NOT for you if..." qualifiers. ``` HEADLINE: Content Creator Kickoff — Q2 Networking Night Meet the Creators Who Will Make Your Next Quarter Count SUBHEADLINE: April 18 at 6:00 PM PST | The Hive Coworking, Portland OR | Free BENEFITS: - Meet 40+ local creators and solopreneurs in one room - Walk away with at least 3 connections matched to your skills and goals - Learn 3 proven collaboration models from Jamie Lawson's featured talk - Structured networking that skips the small talk - Light appetizers and drinks included CTA: Reserve My Spot ``` ### 3-Email Promo Sequence **Email 1: Announcement (2-3 weeks before)** ``` Subject: you're invited — content creator meetup on April 18 Hey [FIRST_NAME], I'm hosting a networking night for content creators and solopreneurs in Portland on April 18 at 6:00 PM. The goal: connect you with 3+ people who can help your next quarter be better than your last one. - Structured networking rounds (no awkward milling around) - A 15-minute talk on 3 collaboration models that actually work - Light appetizers and drinks at The Hive Coworking 40 spots. Free to attend. Reserve your spot: [REGISTRATION LINK] See you on the 18th, Jamie P.S. Last quarter's event filled up 10 days early. ``` **Email 2: Social Proof (1 week before)** — Share registration numbers, highlight the mix of attendees already signed up (roles and industries), restate logistics and registration link. **Email 3: Last Chance (day before or morning of)** — Spots remaining, quick logistics (address, parking, time), short reminder of the format, final CTA. ### Social Media Posts Write one platform-native post per channel. LinkedIn: professional detail with hashtags at bottom. Instagram: hook in first line, concise benefits, CTA to link in bio. X/Twitter: punchy, under 280 characters per tweet, direct register link. ``` LinkedIn example: I'm hosting a free networking night for content creators in Portland on April 18. 40 creators. Structured networking. A short talk on collaboration models that generate revenue. Food and drinks. Last quarter's event connected a podcast host with a newsletter writer who now cross-promote weekly. That's the outcome I'm designing for. April 18 | 6 PM | Free | 40 spots | Link in comments. #ContentCreators #PortlandNetworking #Solopreneur ``` **GATE: Present all promotional materials. Do not proceed to Phase 4 until the user approves.** --- ## Phase 4: Execute Finalize day-of materials: day-of checklist, finalized run-of-show, attendee welcome message, and tech backup plan. ### Attendee Welcome Message (24 hours before) ``` Subject: see you tomorrow — here's everything you need Hey [FIRST_NAME], The Content Creator Kickoff is tomorrow at 6 PM. WHERE: The Hive Coworking, 1234 SE Division St, Portland OR 97202 WHEN: Doors at 6:00 PM, program at 6:15 PM PARKING: Free street parking after 6 PM BRING: Business cards or phone with LinkedIn/Instagram ready Tip: Think about one thing you need help with and one thing you can offer. That's your intro for the icebreaker. See you there, Jamie ``` ### Tech Backup Plan Address at least these scenarios: - **Mic fails:** Project voice from center of room; ask venue for backup mic - **Projector fails:** Deliver talk without slides; announce survey URL verbally - **WiFi fails:** Use mobile hotspot; switch to printed check-in list; collect emails on paper - **Catering no-show:** Send volunteer for basic refreshments using contingency fund - **Speaker cancels day-of:** Extend networking rounds; host delivers shorter informal talk --- ## Phase 5: Follow-Up ### Thank-You Email (Within 24 Hours) ``` Subject: thanks for showing up last night Hey [FIRST_NAME], Thanks for being part of the Content Creator Kickoff. 3 things to do this week: 1. Follow up with your new connections — send a quick "great meeting you" message to the 2-3 people you clicked with 2. Tag us with #ContentCreatorKickoff and I'll reshare the best posts 3. Fill out the 2-minute feedback survey: [SURVEY LINK] I'm already planning the Q3 event. Reply "I'm in" for priority access. Jamie P.S. Photos from last night: [PHOTO ALBUM LINK] ``` ### Feedback Survey (3-5 Questions) 1. Overall rating (1-5 stars) 2. Most valuable part (structured networking / featured talk / open networking / other) 3. Did you make at least one meaningful connection? (Yes / No) 4. What would you improve? (open text) 5. Would you attend again? (Definitely / Probably / Unlikely) ### Recap Content - **Blog post outline:** Why we hosted it, how the format worked, key takeaways from the talk, results and feedback highlights, next event announcement - **Social recap post:** Attendance stat, 2-3 specific outcomes (collaborations formed, connections made), invitation to next event ### Lead Nurture (Within 72 Hours) Personalized email to warm leads collected at the event. Reference a specific detail from the conversation. Include: next event invitation, newsletter opt-in, booking link for 1-on-1 chat. --- ## Example 1: Virtual Workshop for a Coach **User request:** "I'm a productivity coach running 'Build Your Content System in 90 Minutes' on Zoom. 50 attendees, free, need the full plan." **Execution:** 1. **Brief:** Workshop, virtual, 50 attendees, Zoom, $0, goal: education + lead gen. 2. **Plan:** Checklist adapted for virtual (no venue/catering tasks). Run-of-show: 10 min welcome, 25 min teaching block 1, 25 min teaching block 2, 15 min hands-on exercise, 10 min Q&A, 5 min closing. Tech backup: backup Zoom link, phone dial-in. 3. **Promote:** Registration page for content creators. 3 promo emails. Social posts for LinkedIn, Instagram, X. 4. **Execute:** Virtual day-of checklist (tech check 30 min before, slides loaded, chat moderator assigned). Welcome message with Zoom link. 5. **Follow-up:** Thank-you with replay link, feedback survey, recap social post, lead nurture email. **Result:** Run-of-show, 8 emails, registration page, 3 social posts, zero budget. --- ## Example 2: In-Person Networking Meetup **User request:** "I run a local entrepreneur community. 30 people, rented venue, $500 budget." **Execution:** 1. **Brief:** Networking event, in-person, 30 attendees, $500, goal: community + warm leads. 2. **Plan:** Full in-person checklist. Run-of-show for 2 hours: arrival, icebreaker, two structured networking rounds, break, closing. Budget tracker: venue $150, catering $180, materials $35, contingency $65. 3. **Promote:** Eventbrite registration. 3 emails to community list. LinkedIn and Instagram posts. 4. **Execute:** Day-of checklist with venue setup, registration desk, AV, volunteer briefing. Welcome message with parking details. Tech backup for in-person contingencies. 5. **Follow-up:** Thank-you with photos, feedback survey, recap post, personalized lead nurture to top 10 contacts. **Result:** Run-of-show, budget tracker, 7 emails, registration page, 2 social posts, $500 allocated. --- ## Anti-Patterns - **DO NOT plan without a measurable goal.** "Build community" is not measurable. "Collect 15 warm leads" is. Without a goal, there is no way to evaluate success. - **DO NOT skip the tech backup plan for virtual events.** Every virtual event needs a backup meeting link, phone dial-in, and a plan for host internet failure. - **DO NOT send follow-ups more than 48 hours after the event.** Thank-you within 24 hours. Survey within 48. Leads go cold after 72. - **DO NOT create agendas without buffer time.** Minimum 5-minute buffer between segments. No buffer guarantees running late by segment three. - **DO NOT overprogram networking events.** At least 30% of total time must be unstructured. Over-scheduling kills organic conversations. - **DO NOT skip the day-of checklist.** Memory fails under pressure. The checklist prevents forgotten name tags, untested microphones, and missing signage. - **DO NOT copy-paste the same promo post across platforms.** LinkedIn is professional. Instagram is concise and visual. X is punchy. Each must feel native. - **DO NOT skip logistics on the registration page.** Every page needs: date, time with timezone, address or link, parking or login instructions. Missing logistics create inbox floods. - **DO NOT plan in-person events without a venue walkthrough.** Floor plans lie. Visit the space. Confirm AV, capacity, layout, and restroom access. - **DO NOT ignore no-shows.** 30-50% of registrants will not attend. Send them a recap and invite to the next event. They are still warm leads. --- ## Recovery - **User cannot define the goal:** Ask "What do you want to be true 1 week after this event that is not true today?" Translate their answer into a measurable outcome. - **Budget too small:** Scale down. Remove catering (suggest BYOB). Switch to a free venue (library, partner's office). Use digital name tags. A $0 event with 15 people can still hit the goal. - **Venue falls through last minute:** (1) Find backup coworking space, (2) ask an attendee or partner to host, (3) pivot to virtual as last resort. Email registrants with updated details immediately. - **Speaker cancels day-of:** Extend networking rounds by 15 minutes. Host delivers a shorter informal talk. Announce at welcome without over-apologizing. - **Notion integration fails:** Deliver checklist, run-of-show, and budget tracker as local markdown files with clear formatting for manual paste. - **Low registrations 1 week before:** (1) Re-share registration link on all channels, (2) rewrite promo copy with sharper benefits, (3) ask 3-5 target attendees what is stopping them. If still low, shrink the event rather than canceling. - **Event runs over time:** Cut from the next break or open networking, never from closing remarks. The closing collects survey sign-ups and announces the next event. --- ## Pre-Delivery Checklist ``` [ ] Event brief confirmed before planning began [ ] Checklist covers all 5 timeline phases [ ] Run-of-show has timestamps with owners for every segment [ ] Buffer time (min 5 min) between major segments [ ] Registration page includes headline, benefits, host bio, logistics, CTA [ ] 3 promo emails with appropriate send dates [ ] Social posts are platform-native [ ] Tech backup plan covers at least 3 failure scenarios [ ] Follow-up includes thank-you, survey, and lead nurture [ ] Budget tracker includes contingency (if budget provided) [ ] No placeholder text — all examples use real content from the brief [ ] All times include timezone ```