{ "schemaVersion": "1.0", "item": { "slug": "afrexai-event-planner", "name": "Event Planner Pro", "source": "tencent", "type": "skill", "category": "ι‡‘θžδΊ€ζ˜“", "sourceUrl": "https://clawhub.ai/1kalin/afrexai-event-planner", "canonicalUrl": "https://clawhub.ai/1kalin/afrexai-event-planner", "targetPlatform": "OpenClaw" }, "install": { "downloadMode": "redirect", "downloadUrl": "/downloads/afrexai-event-planner", "sourceDownloadUrl": "https://wry-manatee-359.convex.site/api/v1/download?slug=afrexai-event-planner", "sourcePlatform": "tencent", "targetPlatform": "OpenClaw", "installMethod": "Manual import", "extraction": "Extract archive", "prerequisites": [ "OpenClaw" ], "packageFormat": "ZIP package", "includedAssets": [ "README.md", "SKILL.md" ], "primaryDoc": "SKILL.md", "quickSetup": [ "Download the package from Yavira.", "Extract the archive and review SKILL.md first.", "Import or place the package into your OpenClaw setup." ], "agentAssist": { "summary": "Hand the extracted package to your coding agent with a concrete install brief instead of figuring it out manually.", "steps": [ "Download the package from Yavira.", "Extract it into a folder your agent can access.", "Paste one of the prompts below and point your agent at the extracted folder." ], "prompts": [ { "label": "New install", "body": "I downloaded a skill package from Yavira. Read SKILL.md from the extracted folder and install it by following the included instructions. Then review README.md for any prerequisites, environment setup, or post-install checks. Tell me what you changed and call out any manual steps you could not complete." }, { "label": "Upgrade existing", "body": "I downloaded an updated skill package from Yavira. Read SKILL.md from the extracted folder, compare it with my current installation, and upgrade it while preserving any custom configuration unless the package docs explicitly say otherwise. Then review README.md for any prerequisites, environment setup, or post-install checks. Summarize what changed and any follow-up checks I should run." } ] }, "sourceHealth": { "source": "tencent", "status": "healthy", "reason": "direct_download_ok", "recommendedAction": "download", "checkedAt": "2026-04-23T16:43:11.935Z", "expiresAt": "2026-04-30T16:43:11.935Z", "httpStatus": 200, "finalUrl": "https://wry-manatee-359.convex.site/api/v1/download?slug=4claw-imageboard", "contentType": "application/zip", "probeMethod": "head", "details": { "probeUrl": "https://wry-manatee-359.convex.site/api/v1/download?slug=4claw-imageboard", "contentDisposition": "attachment; filename=\"4claw-imageboard-1.0.1.zip\"", "redirectLocation": null, "bodySnippet": null }, "scope": "source", "summary": "Source download looks usable.", "detail": "Yavira can redirect you to the upstream package for this source.", "primaryActionLabel": "Download for OpenClaw", "primaryActionHref": "/downloads/afrexai-event-planner" }, "validation": { "installChecklist": [ "Use the Yavira download entry.", "Review SKILL.md after the package is downloaded.", "Confirm the extracted package contains the expected setup assets." ], "postInstallChecks": [ "Confirm the extracted package includes the expected docs or setup files.", "Validate the skill or prompts are available in your target agent workspace.", "Capture any manual follow-up steps the agent could not complete." ] }, "downloadPageUrl": "https://openagent3.xyz/downloads/afrexai-event-planner", "agentPageUrl": "https://openagent3.xyz/skills/afrexai-event-planner/agent", "manifestUrl": "https://openagent3.xyz/skills/afrexai-event-planner/agent.json", "briefUrl": "https://openagent3.xyz/skills/afrexai-event-planner/agent.md" }, "agentAssist": { "summary": "Hand the extracted package to your coding agent with a concrete install brief instead of figuring it out manually.", "steps": [ "Download the package from Yavira.", "Extract it into a folder your agent can access.", "Paste one of the prompts below and point your agent at the extracted folder." ], "prompts": [ { "label": "New install", "body": "I downloaded a skill package from Yavira. Read SKILL.md from the extracted folder and install it by following the included instructions. Then review README.md for any prerequisites, environment setup, or post-install checks. Tell me what you changed and call out any manual steps you could not complete." }, { "label": "Upgrade existing", "body": "I downloaded an updated skill package from Yavira. Read SKILL.md from the extracted folder, compare it with my current installation, and upgrade it while preserving any custom configuration unless the package docs explicitly say otherwise. Then review README.md for any prerequisites, environment setup, or post-install checks. Summarize what changed and any follow-up checks I should run." } ] }, "documentation": { "source": "clawhub", "primaryDoc": "SKILL.md", "sections": [ { "title": "Event Planner Pro πŸŽͺ", "body": "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." }, { "title": "Quick Event Assessment", "body": "When asked to plan an event, gather:\n\nevent_brief:\n name: \"\"\n type: \"\" # conference | webinar | workshop | networking | trade_show | product_launch | corporate | fundraiser | retreat\n purpose: \"\" # lead_gen | brand_awareness | education | community | sales | internal_alignment | celebration\n target_audience: \"\"\n expected_attendees: 0\n date_range: \"\" # preferred dates or flexibility\n budget_range: \"\" # total budget or per-attendee target\n format: \"\" # in_person | virtual | hybrid\n success_metrics: [] # what does success look like?\n constraints: [] # venue locked, date fixed, sponsor requirements, etc." }, { "title": "Event Type Decision Matrix", "body": "TypeBest ForTypical SizeLead TimeBudget/PersonWebinarLead gen, thought leadership50-5002-4 weeks$5-20WorkshopDeep skill transfer, premium positioning10-504-8 weeks$100-500NetworkingRelationship building, community30-2003-6 weeks$30-100ConferenceBrand authority, multi-track content200-5000+3-12 months$200-800Product LaunchBuzz, press, sales pipeline50-5006-12 weeks$150-1000Trade Show (booth)Industry visibility, leadsN/A8-16 weeks$5K-50K totalCorporate/InternalAlignment, culture, training20-5004-8 weeks$100-400FundraiserDonations, donor cultivation50-5008-16 weeks$150-500RetreatTeam bonding, strategy10-506-12 weeks$500-2000" }, { "title": "Purpose β†’ Format Mapping", "body": "Lead generation β†’ Webinar (top funnel) + Workshop (bottom funnel)\nBrand authority β†’ Conference or speaking at others' events\nSales acceleration β†’ Intimate dinner/roundtable for 10-20 prospects\nCommunity building β†’ Monthly meetup series + annual summit\nEducation β†’ Workshop series with certification\nInternal alignment β†’ Offsite retreat + quarterly town halls" }, { "title": "Budget Template", "body": "event_budget:\n name: \"\"\n total_budget: 0\n contingency_pct: 15 # always include 15% buffer\n \n venue:\n rental: 0\n insurance: 0\n security: 0\n permits: 0\n subtotal: 0\n \n food_beverage:\n catering: 0\n beverages: 0\n special_dietary: 0\n service_staff: 0\n subtotal: 0\n \n technology:\n av_equipment: 0\n streaming_platform: 0 # for virtual/hybrid\n event_app: 0\n wifi_upgrade: 0\n recording: 0\n subtotal: 0\n \n marketing:\n design_branding: 0\n paid_ads: 0\n email_platform: 0\n printed_materials: 0\n signage: 0\n photography_video: 0\n subtotal: 0\n \n speakers:\n fees: 0\n travel: 0\n accommodation: 0\n gifts: 0\n subtotal: 0\n \n logistics:\n staff_travel: 0\n shipping: 0\n swag_gifts: 0\n badges_lanyards: 0\n decorations: 0\n transportation: 0\n subtotal: 0\n \n contingency: 0 # 15% of total\n grand_total: 0\n\n revenue:\n ticket_sales: 0\n sponsorships: 0\n exhibitor_fees: 0\n merchandise: 0\n total_revenue: 0\n \n net_cost: 0 # grand_total - total_revenue\n cost_per_attendee: 0" }, { "title": "Budget Allocation Rules by Event Type", "body": "TypeVenueF&BTechMarketingSpeakersLogisticsConference25%20%15%20%10%10%Webinar0%0%40%35%15%10%Workshop20%15%10%25%20%10%Networking30%30%5%20%5%10%Product Launch20%15%20%25%5%15%Trade Show40%10%15%20%0%15%" }, { "title": "Cost-Cutting Strategies (When Budget is Tight)", "body": "Venue β†’ Use co-working spaces, university halls, partner offices\nSpeakers β†’ Offer exposure/content swap instead of fees for smaller events\nF&B β†’ Breakfast/lunch only (no dinner), drink tickets instead of open bar\nMarketing β†’ Leverage speakers' audiences, partner cross-promotion\nTech β†’ Use free tiers (StreamYard, Zoom, Luma) for <100 attendees\nSwag β†’ Digital swag bags (ebooks, templates, discount codes) instead of physical" }, { "title": "Master Timeline Template", "body": "Adapt lead time to event type. Conference = 6-12 months. Webinar = 2-4 weeks.\n\ntimeline:\n t_minus_6_months:\n - Define event concept, goals, success metrics\n - Set budget and get approval\n - Book venue (in-person) or select platform (virtual)\n - Identify keynote speakers, begin outreach\n - Create event brand (name, logo, color scheme, tagline)\n \n t_minus_4_months:\n - Confirm speakers and session topics\n - Launch event website/landing page\n - Open early-bird registration\n - Begin sponsor outreach (sponsorship deck ready)\n - Book AV, catering, photographer\n \n t_minus_2_months:\n - Finalize agenda and schedule\n - Launch marketing campaign (email, social, ads)\n - Send speaker prep kits (guidelines, templates, deadlines)\n - Confirm all vendor contracts\n - Set up registration/ticketing system\n - Plan networking activities\n \n t_minus_1_month:\n - Close early-bird pricing\n - Send attendee pre-event survey\n - Finalize run-of-show document\n - Brief all staff on roles and responsibilities\n - Test all technology (streaming, mics, slides)\n - Prepare attendee welcome materials\n \n t_minus_1_week:\n - Final headcount to caterer\n - Print badges, signage, materials\n - Load all presentations into master deck\n - Run full tech rehearsal\n - Send attendee reminder with logistics\n - Prepare emergency kit (adapters, tape, markers, batteries, meds)\n \n t_minus_1_day:\n - Venue walkthrough with team\n - Set up registration desk, signage, AV\n - Test wifi under load\n - Charge all devices\n - Pre-position water, snacks in speaker rooms\n - Team dinner / final briefing\n \n event_day:\n - Arrive 2 hours early\n - Registration desk open 1 hour before\n - Run-of-show doc in every staff member's hands\n - Photographer capturing key moments\n - Live social media coverage\n - Monitor and fix issues in real time\n - Collect feedback (paper cards or app)\n \n post_event:\n - day_1: Thank you emails to attendees, speakers, sponsors\n - day_2: Share photos and recording links\n - day_3: Send feedback survey\n - week_1: Analyze survey results, calculate ROI\n - week_2: Debrief with team, document lessons learned\n - week_3: Follow up on leads generated\n - month_1: Publish recap content (blog, video, social)" }, { "title": "Webinar-Specific Fast Timeline (2-4 Weeks)", "body": "webinar_timeline:\n week_1:\n - Define topic, title, speaker(s)\n - Create landing page with registration form\n - Write 3-email invite sequence\n - Schedule social posts (5-8 posts)\n - Set up streaming platform (test audio/video)\n \n week_2:\n - Send invite email #1 (announcement)\n - Speaker prep call (align on content, Q&A format)\n - Create slide deck template\n - Send invite email #2 (value hook)\n - Partner cross-promotion (ask speakers to share)\n \n week_3:\n - Slides finalized\n - Full dry run with speaker(s)\n - Send invite email #3 (urgency/last chance)\n - Prepare follow-up email sequence (recording, CTA)\n - Set up polls/Q&A in platform\n \n webinar_day:\n - Test 30 min before go-live\n - Start recording\n - Moderator manages Q&A\n - Drop CTA in chat at midpoint and end\n - Thank everyone, announce next event\n \n post_webinar:\n - Send recording within 24 hours\n - Send follow-up #1 (recording + resource) β€” day 1\n - Send follow-up #2 (CTA/offer) β€” day 3\n - Send follow-up #3 (case study/social proof) β€” day 7\n - Add registrants to nurture sequence" }, { "title": "Venue Selection Scorecard (In-Person)", "body": "Rate each venue 1-5:\n\nCriterionWeightScoreWeightedCapacity fits (with 20% buffer)5/5/25Location accessibility (transit, parking, airport)4/5/20AV capabilities built-in4/5/20Wifi capacity (ask: max concurrent devices)4/5/20Catering options (in-house or flexible)3/5/15Breakout rooms available3/5/15Natural lighting2/5/10Brand alignment (vibe matches event)2/5/10Cancellation/rescheduling policy3/5/15Total/150\n\nThreshold: 110+ = book it. 80-109 = negotiate improvements. <80 = keep looking." }, { "title": "Venue Contract Checklist", "body": "Confirm capacity (seated vs standing vs classroom)\n Wifi specs: bandwidth, max devices, password distribution\n AV: projector, screens, mics (how many wireless?), sound system\n Power: outlet locations, extension cord policy, generator backup\n Setup/teardown time included (typically need 2-4 hours each)\n Cancellation terms and force majeure clause\n Catering exclusivity or BYO allowed\n Parking: how many spots, validation, shuttle\n Insurance requirements (usually need event liability)\n Noise restrictions and time curfews\n Accessibility: wheelchair, elevators, restrooms" }, { "title": "Vendor Management Template", "body": "vendors:\n - name: \"\"\n type: \"\" # catering | av | photography | streaming | decor | transport | security\n contact: \"\"\n phone: \"\"\n email: \"\"\n contract_signed: false\n deposit_paid: false\n deposit_amount: 0\n total_cost: 0\n payment_schedule: \"\"\n cancellation_policy: \"\"\n insurance_verified: false\n delivery_date: \"\"\n setup_time_needed: \"\"\n notes: \"\"" }, { "title": "Speaker Outreach Template", "body": "Subject: Speaking at [Event Name] β€” [Date]\n\nHi [Name],\n\nWe're organizing [Event Name], a [type] event for [audience] on [date] in [location/virtual].\n\nYour 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].\n\nWhat we offer:\n- [Fee / travel + accommodation / exposure to X audience]\n- Professional recording of your session\n- Promotion to our [X]-person audience across [channels]\n\n[X] attendees from companies like [notable names].\n\nInterested? Happy to jump on a quick call this week.\n\nBest,\n[Name]" }, { "title": "Speaker Prep Kit", "body": "Send 4 weeks before event:\n\nspeaker_kit:\n event_overview:\n name: \"\"\n date: \"\"\n venue: \"\"\n audience_profile: \"\"\n expected_attendance: 0\n \n session_details:\n title: \"\"\n format: \"\" # keynote | breakout | workshop | panel | fireside\n duration_minutes: 0\n q_and_a_minutes: 0\n time_slot: \"\"\n room: \"\"\n \n content_guidelines:\n slide_template_url: \"\" # branded template\n slide_deadline: \"\" # 1 week before event\n max_slides: 0\n no_sales_pitch: true\n actionable_takeaways: 3 # minimum\n audience_level: \"\" # beginner | intermediate | advanced | mixed\n \n logistics:\n arrival_time: \"\"\n tech_check_time: \"\"\n green_room_location: \"\"\n av_setup: \"\" # what's provided (clicker, mic type, monitor)\n laptop_compatibility: \"\" # HDMI, USB-C, bring own adapter\n recording_consent: true\n \n promotion:\n headshot_needed: true\n bio_word_limit: 100\n social_handles: \"\"\n promotional_posts_requested: 2 # minimum shares" }, { "title": "Agenda Design Principles", "body": "Energy management β€” high-energy sessions after breaks, reflective sessions after lunch\nThe 18-minute rule β€” no single talk >18 min without interaction (TED model)\nBreakout ratio β€” for conferences, 60% main stage / 40% breakouts\nNetworking slots β€” schedule 3 structured networking moments (not just \"breaks\")\nStart strong, end strong β€” best speakers open and close the day\nBuffer time β€” add 10 min between sessions (transitions always take longer)\nNo back-to-back panels β€” audience fatigue kills engagement" }, { "title": "Agenda Template (Full-Day Conference)", "body": "08:00 - 08:45 Registration & Coffee β˜•\n08:45 - 09:00 Welcome & Housekeeping\n09:00 - 09:30 Opening Keynote: [Big Name / Big Idea]\n09:30 - 09:45 Transition + Networking Activity #1\n09:45 - 10:15 Talk: [Topic A]\n10:15 - 10:45 Talk: [Topic B]\n10:45 - 11:15 Break + Expo / Sponsor Booths β˜•\n11:15 - 12:00 Workshop Track A | Workshop Track B | Workshop Track C\n12:00 - 13:00 Lunch + Networking Activity #2 🍽️\n13:00 - 13:30 Fireside Chat: [Industry Leader]\n13:30 - 14:00 Talk: [Topic C]\n14:00 - 14:30 Talk: [Topic D]\n14:30 - 15:00 Break + Expo β˜•\n15:00 - 15:45 Panel: [Hot Topic]\n15:45 - 16:15 Lightning Talks (5 min x 5 speakers)\n16:15 - 16:45 Closing Keynote\n16:45 - 17:00 Wrap-up & Announcements\n17:00 - 19:00 Happy Hour / After-Party πŸŽ‰" }, { "title": "Registration Pricing Strategy", "body": "pricing_tiers:\n super_early_bird:\n discount: 40%\n deadline: \"T-3 months\"\n purpose: \"Validate demand, seed initial registrations\"\n \n early_bird:\n discount: 20%\n deadline: \"T-6 weeks\"\n purpose: \"Build momentum, create urgency\"\n \n regular:\n discount: 0%\n deadline: \"T-1 week\"\n purpose: \"Standard pricing\"\n \n last_minute:\n premium: 10% # optional\n deadline: \"Day of\"\n purpose: \"Captures procrastinators\"\n \n group_discount:\n threshold: 3 # tickets\n discount: 15%\n purpose: \"Encourage team attendance\"\n \n student_nonprofit:\n discount: 50%\n verification: \"edu email or org verification\"" }, { "title": "Marketing Campaign Timeline", "body": "marketing_phases:\n awareness: # T-8 to T-6 weeks\n - Launch event website/landing page\n - Announce on social media (3-5 posts)\n - Email blast to existing list\n - Speaker announcements (1 per week)\n - Partner cross-promotion begins\n \n consideration: # T-6 to T-3 weeks\n - Share agenda/session details\n - Speaker spotlight posts (interviews, quotes)\n - Early testimonials from past events\n - Retargeting ads on registrants who didn't complete\n - Blog post: \"X Reasons to Attend [Event]\"\n \n urgency: # T-3 weeks to T-1 week\n - \"Early bird ending\" campaign\n - Countdown posts\n - \"Only X spots left\" (if true)\n - Direct outreach to high-value prospects\n - Reminder email to registered (build excitement)\n \n final_push: # T-1 week\n - \"Last chance\" email\n - Social proof: \"X people already registered\"\n - DM outreach to key targets\n - Logistics email to confirmed attendees" }, { "title": "Email Sequence (6 Emails)", "body": "Announcement (T-8 weeks): What, when, why. Early-bird CTA\nSpeaker reveal (T-6 weeks): Highlight 2-3 speakers. Social proof\nAgenda drop (T-4 weeks): Full schedule. \"Which sessions excite you?\"\nEarly bird ending (T-3 weeks): Price goes up in X days. Urgency\nFinal details (T-1 week): Logistics, what to bring, excitement builder\nDay-before (T-1 day): Reminder, schedule link, parking/wifi info" }, { "title": "Landing Page Must-Haves", "body": "Clear event name, date, location above the fold\n 1-sentence value prop: \"What you'll walk away with\"\n Speaker headshots + 1-line bios\n Agenda overview (expandable)\n Social proof (past attendee quotes, logos of companies attending)\n Pricing tiers with clear CTA\n FAQ section (parking, refunds, dress code, recording)\n Mobile-responsive\n Countdown timer\n Video from past event (if applicable)" }, { "title": "Sponsorship Tier Structure", "body": "sponsorship_tiers:\n title_sponsor:\n price: \"\" # typically 40-60% of total sponsorship goal\n benefits:\n - Logo on all materials (event name: \"Powered by [Sponsor]\")\n - Keynote slot or fireside chat (10-15 min)\n - Premium booth location\n - Full attendee list (with consent)\n - 10 complimentary tickets\n - Logo on recording/replay\n - Social media mentions (10+)\n - Email feature\n limit: 1\n \n gold:\n price: \"\"\n benefits:\n - Logo on website and printed materials\n - Breakout session or workshop slot\n - Booth in expo area\n - 5 complimentary tickets\n - Social media mentions (5)\n - Logo on attendee email\n limit: 3\n \n silver:\n price: \"\"\n benefits:\n - Logo on website\n - Table in expo area\n - 3 complimentary tickets\n - Social media mention (2)\n limit: 5\n \n community:\n price: \"\" # or in-kind\n benefits:\n - Logo on website\n - 2 complimentary tickets\n - Social mention (1)\n limit: 10" }, { "title": "Sponsor Outreach Email", "body": "Subject: Sponsorship Opportunity β€” [Event Name] ([Date])\n\nHi [Name],\n\n[Event Name] brings together [X] [audience type] on [date] in [location].\n\nLast year: [X attendees], [X% decision-makers], [notable companies].\n\nWe have [tier] sponsorship packages from $[low] to $[high], including:\n- [Top 3 benefits of relevant tier]\n\nOur attendees match your ICP: [specific overlap].\n\nHappy to send the full sponsorship deck. Quick 15 min this week?\n\nBest,\n[Name]" }, { "title": "Sponsor ROI Package (Post-Event)", "body": "Send within 2 weeks:\n\nTotal attendee count and demographics\nBooth traffic / session attendance numbers\nSocial media impressions and mentions\nPhotos featuring sponsor branding\nLead list (with consent) or scan data\nAttendee satisfaction scores\n\"Thank you\" and early-bird offer for next event" }, { "title": "Run of Show Document", "body": "The single most important document. Every staff member gets a copy.\n\nrun_of_show:\n event: \"\"\n date: \"\"\n venue: \"\"\n \n team_contacts:\n event_lead: {name: \"\", phone: \"\"}\n av_tech: {name: \"\", phone: \"\"}\n registration: {name: \"\", phone: \"\"}\n catering: {name: \"\", phone: \"\"}\n venue_contact: {name: \"\", phone: \"\"}\n \n schedule:\n - time: \"06:00\"\n activity: \"Team arrives, begin setup\"\n owner: \"\"\n notes: \"\"\n - time: \"07:00\"\n activity: \"AV check, mic test all rooms\"\n owner: \"\"\n notes: \"\"\n # ... full schedule with owner and notes for every slot\n \n contingency:\n speaker_no_show: \"Backup: [name] on standby. Extend Q&A. Panel becomes fireside.\"\n av_failure: \"Backup laptop loaded. Mobile hotspot ready. Portable speaker in kit.\"\n low_attendance: \"Close off sections. Rearrange to fill front. More interactive format.\"\n wifi_down: \"Mobile hotspots x3. Offline slide copies. Apologize + offer recording.\"\n medical_emergency: \"First aid kit at [location]. Nearest hospital: [name, address]. Call [emergency#].\"\n weather_disruption: \"Indoor backup plan. Communication plan for attendees.\"" }, { "title": "Emergency Kit Checklist", "body": "Power strips and extension cords (5+)\n HDMI, USB-C, DisplayPort adapters (all types)\n Backup laptop with all presentations\n Mobile wifi hotspots (2-3)\n Gaffer tape, duct tape, double-sided tape\n Markers (whiteboard + permanent)\n Scissors, box cutter\n Batteries (AA, AAA)\n Phone chargers (Lightning, USB-C)\n First aid kit\n Breath mints, pain relievers, hand sanitizer\n Printed attendee list (backup for registration)\n Cash for tips/emergencies\n Spare badges and lanyards\n Bluetooth speaker (backup audio)" }, { "title": "Networking Facilitation Activities", "body": "Don't just say \"network\" β€” structure it:\n\nSpeed networking β€” 3 min rounds with prompt cards (\"What's your biggest challenge this quarter?\")\nBirds of a feather β€” tables labeled by topic, self-select\nBuddy match β€” pre-match 2 attendees with complementary profiles, email intro before event\nAsk the expert β€” speakers available at labeled tables during breaks\nScavenger hunt β€” find people matching descriptions on a bingo card (icebreaker)" }, { "title": "Platform Selection Guide", "body": "PlatformBest ForMax AttendeesPrice RangeZoom WebinarSimple webinars10,000$79-6,490/yrStreamYardMulti-speaker, branded1,000Free-$99/moHopinFull conferences100,000CustomLumaCommunity events, ticketingUnlimitedFree-$59/moAirmeetNetworking-focused10,000$167+/moRiversideHigh-quality recording8 speakers$24/moYouTube LiveBroadcast, no interactionUnlimitedFree" }, { "title": "Hybrid Event Rules", "body": "Virtual is NOT second-class β€” dedicated camera angles, chat moderator, virtual MC\nSeparate virtual agenda β€” don't just stream the in-person event; add virtual-only Q&A, breakouts\nTech check doubles β€” test in-room AND streaming simultaneously\nChat moderator mandatory β€” someone monitoring virtual chat and surfacing questions\nOn-demand within 24 hours β€” virtual attendees expect recordings fast\nPricing β€” virtual tickets = 30-50% of in-person (lower, but not free)" }, { "title": "Virtual Engagement Techniques", "body": "Polls every 10 minutes β€” keep attention\nChat prompts β€” \"Drop your city in chat!\" at the start\nBreakout rooms β€” 4-6 people, 10 min, specific prompt\nLive Q&A β€” dedicate last 1/3 of session\nGamification β€” points for participation, prize at end\nCamera-on culture β€” encourage (don't mandate) cameras for workshops" }, { "title": "Feedback Survey (Send Within 24 Hours)", "body": "Keep it short (5 min max):\n\nOverall satisfaction (1-10)\nWhich session was most valuable? (dropdown)\nWhich session was least valuable? (dropdown)\nHow likely to recommend to a colleague? (1-10 NPS)\nWhat one thing would you improve?\nWhat topics do you want next time?\nWould you attend again? (Yes / Maybe / No)" }, { "title": "ROI Calculation Framework", "body": "event_roi:\n costs:\n total_spend: 0\n staff_time_hours: 0\n staff_time_cost: 0 # hours Γ— blended rate\n total_cost: 0 # spend + staff time\n \n direct_revenue:\n ticket_sales: 0\n sponsorship_revenue: 0\n merchandise: 0\n total_direct: 0\n \n pipeline_value:\n leads_generated: 0\n qualified_leads: 0\n average_deal_size: 0\n expected_close_rate: 0\n pipeline_value: 0 # qualified Γ— deal_size\n expected_revenue: 0 # pipeline Γ— close_rate\n \n brand_value:\n social_impressions: 0\n media_mentions: 0\n new_email_subscribers: 0\n content_assets_created: 0 # recordings, blogs, clips\n estimated_content_value: 0 # cost to create equivalent\n \n calculations:\n direct_roi_pct: 0 # (direct_revenue - total_cost) / total_cost Γ— 100\n pipeline_roi_pct: 0 # (expected_revenue - total_cost) / total_cost Γ— 100\n cost_per_lead: 0 # total_cost / leads_generated\n cost_per_attendee: 0 # total_cost / attendees\n nps_score: 0\n \n verdict: \"\" # repeat | modify | kill\n # Repeat: ROI > 200% or NPS > 50\n # Modify: ROI 50-200% or NPS 20-50\n # Kill: ROI < 50% AND NPS < 20" }, { "title": "Post-Event Content Strategy", "body": "Maximize the long tail value of your event:\n\nDay 1-2: Thank you email + survey + photos\nDay 3-5: Recording links (gated = lead gen)\nWeek 1: Blog recap (\"Top 5 Takeaways from [Event]\")\nWeek 2: Speaker highlight clips (30-60 sec for social)\nWeek 3: Full session recordings released (drip, not all at once)\nMonth 1: Ebook/report compiled from session content\nMonth 2: Case study from attendee success story\nOngoing: Repurpose quotes, stats, clips for 3-6 months" }, { "title": "Lessons Learned Template", "body": "post_mortem:\n event: \"\"\n date: \"\"\n attendees: 0\n nps: 0\n \n what_worked:\n - \"\"\n \n what_didnt:\n - \"\"\n \n surprises:\n - \"\"\n \n vendor_feedback:\n - vendor: \"\"\n rating: \"/5\"\n rebook: true # would use again?\n notes: \"\"\n \n budget_vs_actual:\n budgeted: 0\n actual: 0\n variance_pct: 0\n biggest_overruns: []\n biggest_savings: []\n \n next_time:\n keep: []\n change: []\n add: []\n remove: []" }, { "title": "Building a Recurring Event Brand", "body": "Consistent naming β€” \"[Brand] Summit 2026\", \"[Brand] Meetup #14\"\nMonthly cadence for meetups β€” same day/time (e.g., \"First Thursday\")\nAnnual flagship β€” one big event per year, smaller events feed into it\nContent flywheel β€” each event produces content that markets the next\nCommunity β€” create a year-round community (Slack/Discord) between events\nAlumni pricing β€” past attendees get early access and discounts" }, { "title": "Scaling Checklist", "body": "Documented SOPs for every role\n Vendor relationships established (repeat = discounts)\n Registration system handles volume\n Volunteer/staff training program\n Sponsor renewal process (12 months ahead)\n Content library from past events\n Budget template refined from actuals\n NPS trending upward event over event" }, { "title": "Tech/SaaS Events", "body": "Focus: Product demos, developer workshops, API hackathons\nUnique: Offer wifi and power at every seat. Developer swag (stickers, tees). Live coding demos.\nSponsorship angle: \"Reach X developers building with [technology]\"" }, { "title": "Professional Services (Legal, Consulting, Finance)", "body": "Focus: CLE/CPE credits, roundtable discussions, case study presentations\nUnique: Formal networking (no icebreaker games). Name badges with titles. Printed agendas.\nSponsorship angle: \"Position your firm in front of X decision-makers\"" }, { "title": "Healthcare", "body": "Focus: CME credits, compliance workshops, patient outcome data\nUnique: Strict pharma sponsorship rules (Sunshine Act). No gifts >$100. Disclosure requirements.\nSponsorship angle: Work through compliance-approved channels only" }, { "title": "Construction / Manufacturing", "body": "Focus: Site visits, equipment demos, safety workshops, trade certifications\nUnique: PPE requirements for site visits. Outdoor contingency plans. Hands-on format preferred.\nSponsorship angle: \"Demo your equipment to X contractors/engineers\"" }, { "title": "Real Estate", "body": "Focus: Market outlook panels, deal-making networking, property tours\nUnique: Evening cocktail format works best. Bring listings/deal sheets. Intimate roundtables (20-30).\nSponsorship angle: \"Connect with X active investors/developers\"" }, { "title": "Event Readiness Score (Pre-Event)", "body": "Rate 1-5 before proceeding:\n\nDimensionScoreVenue/platform confirmed and tested/5Speakers confirmed with content submitted/5Registration open with marketing active/5Budget tracked with <10% unknowns/5Run-of-show document complete/5Team briefed on roles/5Contingency plans documented/5Tech rehearsal completed/5Total/40\n\n35+ = Go. 25-34 = Fix gaps this week. <25 = Postpone or simplify." }, { "title": "Natural Language Commands", "body": "\"Plan a [type] event for [audience] on [date]\"\n\"Create a budget for a [size]-person [type] event\"\n\"Build an event timeline for [date]\"\n\"Design the agenda for a [duration] [type] event\"\n\"Write a speaker outreach email for [name] about [topic]\"\n\"Create a sponsorship deck for [event]\"\n\"Build a marketing campaign for [event]\"\n\"Calculate ROI for [event] β€” [costs] spent, [results] achieved\"\n\"Create a run-of-show for [event]\"\n\"Write a post-event survey for [event]\"\n\"Compare venues: [venue A] vs [venue B]\"\n\"Plan a webinar on [topic] in [timeframe]\"" } ], "body": "Event Planner Pro πŸŽͺ\n\nComplete 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.\n\nPhase 1: Event Strategy & Concept\nQuick Event Assessment\n\nWhen asked to plan an event, gather:\n\nevent_brief:\n name: \"\"\n type: \"\" # conference | webinar | workshop | networking | trade_show | product_launch | corporate | fundraiser | retreat\n purpose: \"\" # lead_gen | brand_awareness | education | community | sales | internal_alignment | celebration\n target_audience: \"\"\n expected_attendees: 0\n date_range: \"\" # preferred dates or flexibility\n budget_range: \"\" # total budget or per-attendee target\n format: \"\" # in_person | virtual | hybrid\n success_metrics: [] # what does success look like?\n constraints: [] # venue locked, date fixed, sponsor requirements, etc.\n\nEvent Type Decision Matrix\nType\tBest For\tTypical Size\tLead Time\tBudget/Person\nWebinar\tLead gen, thought leadership\t50-500\t2-4 weeks\t$5-20\nWorkshop\tDeep skill transfer, premium positioning\t10-50\t4-8 weeks\t$100-500\nNetworking\tRelationship building, community\t30-200\t3-6 weeks\t$30-100\nConference\tBrand authority, multi-track content\t200-5000+\t3-12 months\t$200-800\nProduct Launch\tBuzz, press, sales pipeline\t50-500\t6-12 weeks\t$150-1000\nTrade Show (booth)\tIndustry visibility, leads\tN/A\t8-16 weeks\t$5K-50K total\nCorporate/Internal\tAlignment, culture, training\t20-500\t4-8 weeks\t$100-400\nFundraiser\tDonations, donor cultivation\t50-500\t8-16 weeks\t$150-500\nRetreat\tTeam bonding, strategy\t10-50\t6-12 weeks\t$500-2000\nPurpose β†’ Format Mapping\nLead generation β†’ Webinar (top funnel) + Workshop (bottom funnel)\nBrand authority β†’ Conference or speaking at others' events\nSales acceleration β†’ Intimate dinner/roundtable for 10-20 prospects\nCommunity building β†’ Monthly meetup series + annual summit\nEducation β†’ Workshop series with certification\nInternal alignment β†’ Offsite retreat + quarterly town halls\nPhase 2: Budget Planning\nBudget Template\nevent_budget:\n name: \"\"\n total_budget: 0\n contingency_pct: 15 # always include 15% buffer\n \n venue:\n rental: 0\n insurance: 0\n security: 0\n permits: 0\n subtotal: 0\n \n food_beverage:\n catering: 0\n beverages: 0\n special_dietary: 0\n service_staff: 0\n subtotal: 0\n \n technology:\n av_equipment: 0\n streaming_platform: 0 # for virtual/hybrid\n event_app: 0\n wifi_upgrade: 0\n recording: 0\n subtotal: 0\n \n marketing:\n design_branding: 0\n paid_ads: 0\n email_platform: 0\n printed_materials: 0\n signage: 0\n photography_video: 0\n subtotal: 0\n \n speakers:\n fees: 0\n travel: 0\n accommodation: 0\n gifts: 0\n subtotal: 0\n \n logistics:\n staff_travel: 0\n shipping: 0\n swag_gifts: 0\n badges_lanyards: 0\n decorations: 0\n transportation: 0\n subtotal: 0\n \n contingency: 0 # 15% of total\n grand_total: 0\n\n revenue:\n ticket_sales: 0\n sponsorships: 0\n exhibitor_fees: 0\n merchandise: 0\n total_revenue: 0\n \n net_cost: 0 # grand_total - total_revenue\n cost_per_attendee: 0\n\nBudget Allocation Rules by Event Type\nType\tVenue\tF&B\tTech\tMarketing\tSpeakers\tLogistics\nConference\t25%\t20%\t15%\t20%\t10%\t10%\nWebinar\t0%\t0%\t40%\t35%\t15%\t10%\nWorkshop\t20%\t15%\t10%\t25%\t20%\t10%\nNetworking\t30%\t30%\t5%\t20%\t5%\t10%\nProduct Launch\t20%\t15%\t20%\t25%\t5%\t15%\nTrade Show\t40%\t10%\t15%\t20%\t0%\t15%\nCost-Cutting Strategies (When Budget is Tight)\nVenue β†’ Use co-working spaces, university halls, partner offices\nSpeakers β†’ Offer exposure/content swap instead of fees for smaller events\nF&B β†’ Breakfast/lunch only (no dinner), drink tickets instead of open bar\nMarketing β†’ Leverage speakers' audiences, partner cross-promotion\nTech β†’ Use free tiers (StreamYard, Zoom, Luma) for <100 attendees\nSwag β†’ Digital swag bags (ebooks, templates, discount codes) instead of physical\nPhase 3: Timeline & Project Plan\nMaster Timeline Template\n\nAdapt lead time to event type. Conference = 6-12 months. Webinar = 2-4 weeks.\n\ntimeline:\n t_minus_6_months:\n - Define event concept, goals, success metrics\n - Set budget and get approval\n - Book venue (in-person) or select platform (virtual)\n - Identify keynote speakers, begin outreach\n - Create event brand (name, logo, color scheme, tagline)\n \n t_minus_4_months:\n - Confirm speakers and session topics\n - Launch event website/landing page\n - Open early-bird registration\n - Begin sponsor outreach (sponsorship deck ready)\n - Book AV, catering, photographer\n \n t_minus_2_months:\n - Finalize agenda and schedule\n - Launch marketing campaign (email, social, ads)\n - Send speaker prep kits (guidelines, templates, deadlines)\n - Confirm all vendor contracts\n - Set up registration/ticketing system\n - Plan networking activities\n \n t_minus_1_month:\n - Close early-bird pricing\n - Send attendee pre-event survey\n - Finalize run-of-show document\n - Brief all staff on roles and responsibilities\n - Test all technology (streaming, mics, slides)\n - Prepare attendee welcome materials\n \n t_minus_1_week:\n - Final headcount to caterer\n - Print badges, signage, materials\n - Load all presentations into master deck\n - Run full tech rehearsal\n - Send attendee reminder with logistics\n - Prepare emergency kit (adapters, tape, markers, batteries, meds)\n \n t_minus_1_day:\n - Venue walkthrough with team\n - Set up registration desk, signage, AV\n - Test wifi under load\n - Charge all devices\n - Pre-position water, snacks in speaker rooms\n - Team dinner / final briefing\n \n event_day:\n - Arrive 2 hours early\n - Registration desk open 1 hour before\n - Run-of-show doc in every staff member's hands\n - Photographer capturing key moments\n - Live social media coverage\n - Monitor and fix issues in real time\n - Collect feedback (paper cards or app)\n \n post_event:\n - day_1: Thank you emails to attendees, speakers, sponsors\n - day_2: Share photos and recording links\n - day_3: Send feedback survey\n - week_1: Analyze survey results, calculate ROI\n - week_2: Debrief with team, document lessons learned\n - week_3: Follow up on leads generated\n - month_1: Publish recap content (blog, video, social)\n\nWebinar-Specific Fast Timeline (2-4 Weeks)\nwebinar_timeline:\n week_1:\n - Define topic, title, speaker(s)\n - Create landing page with registration form\n - Write 3-email invite sequence\n - Schedule social posts (5-8 posts)\n - Set up streaming platform (test audio/video)\n \n week_2:\n - Send invite email #1 (announcement)\n - Speaker prep call (align on content, Q&A format)\n - Create slide deck template\n - Send invite email #2 (value hook)\n - Partner cross-promotion (ask speakers to share)\n \n week_3:\n - Slides finalized\n - Full dry run with speaker(s)\n - Send invite email #3 (urgency/last chance)\n - Prepare follow-up email sequence (recording, CTA)\n - Set up polls/Q&A in platform\n \n webinar_day:\n - Test 30 min before go-live\n - Start recording\n - Moderator manages Q&A\n - Drop CTA in chat at midpoint and end\n - Thank everyone, announce next event\n \n post_webinar:\n - Send recording within 24 hours\n - Send follow-up #1 (recording + resource) β€” day 1\n - Send follow-up #2 (CTA/offer) β€” day 3\n - Send follow-up #3 (case study/social proof) β€” day 7\n - Add registrants to nurture sequence\n\nPhase 4: Venue & Vendor Management\nVenue Selection Scorecard (In-Person)\n\nRate each venue 1-5:\n\nCriterion\tWeight\tScore\tWeighted\nCapacity fits (with 20% buffer)\t5\t/5\t/25\nLocation accessibility (transit, parking, airport)\t4\t/5\t/20\nAV capabilities built-in\t4\t/5\t/20\nWifi capacity (ask: max concurrent devices)\t4\t/5\t/20\nCatering options (in-house or flexible)\t3\t/5\t/15\nBreakout rooms available\t3\t/5\t/15\nNatural lighting\t2\t/5\t/10\nBrand alignment (vibe matches event)\t2\t/5\t/10\nCancellation/rescheduling policy\t3\t/5\t/15\nTotal\t\t\t/150\n\nThreshold: 110+ = book it. 80-109 = negotiate improvements. <80 = keep looking.\n\nVenue Contract Checklist\n Confirm capacity (seated vs standing vs classroom)\n Wifi specs: bandwidth, max devices, password distribution\n AV: projector, screens, mics (how many wireless?), sound system\n Power: outlet locations, extension cord policy, generator backup\n Setup/teardown time included (typically need 2-4 hours each)\n Cancellation terms and force majeure clause\n Catering exclusivity or BYO allowed\n Parking: how many spots, validation, shuttle\n Insurance requirements (usually need event liability)\n Noise restrictions and time curfews\n Accessibility: wheelchair, elevators, restrooms\nVendor Management Template\nvendors:\n - name: \"\"\n type: \"\" # catering | av | photography | streaming | decor | transport | security\n contact: \"\"\n phone: \"\"\n email: \"\"\n contract_signed: false\n deposit_paid: false\n deposit_amount: 0\n total_cost: 0\n payment_schedule: \"\"\n cancellation_policy: \"\"\n insurance_verified: false\n delivery_date: \"\"\n setup_time_needed: \"\"\n notes: \"\"\n\nPhase 5: Speaker & Content Management\nSpeaker Outreach Template\nSubject: Speaking at [Event Name] β€” [Date]\n\nHi [Name],\n\nWe're organizing [Event Name], a [type] event for [audience] on [date] in [location/virtual].\n\nYour 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].\n\nWhat we offer:\n- [Fee / travel + accommodation / exposure to X audience]\n- Professional recording of your session\n- Promotion to our [X]-person audience across [channels]\n\n[X] attendees from companies like [notable names].\n\nInterested? Happy to jump on a quick call this week.\n\nBest,\n[Name]\n\nSpeaker Prep Kit\n\nSend 4 weeks before event:\n\nspeaker_kit:\n event_overview:\n name: \"\"\n date: \"\"\n venue: \"\"\n audience_profile: \"\"\n expected_attendance: 0\n \n session_details:\n title: \"\"\n format: \"\" # keynote | breakout | workshop | panel | fireside\n duration_minutes: 0\n q_and_a_minutes: 0\n time_slot: \"\"\n room: \"\"\n \n content_guidelines:\n slide_template_url: \"\" # branded template\n slide_deadline: \"\" # 1 week before event\n max_slides: 0\n no_sales_pitch: true\n actionable_takeaways: 3 # minimum\n audience_level: \"\" # beginner | intermediate | advanced | mixed\n \n logistics:\n arrival_time: \"\"\n tech_check_time: \"\"\n green_room_location: \"\"\n av_setup: \"\" # what's provided (clicker, mic type, monitor)\n laptop_compatibility: \"\" # HDMI, USB-C, bring own adapter\n recording_consent: true\n \n promotion:\n headshot_needed: true\n bio_word_limit: 100\n social_handles: \"\"\n promotional_posts_requested: 2 # minimum shares\n\nAgenda Design Principles\nEnergy management β€” high-energy sessions after breaks, reflective sessions after lunch\nThe 18-minute rule β€” no single talk >18 min without interaction (TED model)\nBreakout ratio β€” for conferences, 60% main stage / 40% breakouts\nNetworking slots β€” schedule 3 structured networking moments (not just \"breaks\")\nStart strong, end strong β€” best speakers open and close the day\nBuffer time β€” add 10 min between sessions (transitions always take longer)\nNo back-to-back panels β€” audience fatigue kills engagement\nAgenda Template (Full-Day Conference)\n08:00 - 08:45 Registration & Coffee β˜•\n08:45 - 09:00 Welcome & Housekeeping\n09:00 - 09:30 Opening Keynote: [Big Name / Big Idea]\n09:30 - 09:45 Transition + Networking Activity #1\n09:45 - 10:15 Talk: [Topic A]\n10:15 - 10:45 Talk: [Topic B]\n10:45 - 11:15 Break + Expo / Sponsor Booths β˜•\n11:15 - 12:00 Workshop Track A | Workshop Track B | Workshop Track C\n12:00 - 13:00 Lunch + Networking Activity #2 🍽️\n13:00 - 13:30 Fireside Chat: [Industry Leader]\n13:30 - 14:00 Talk: [Topic C]\n14:00 - 14:30 Talk: [Topic D]\n14:30 - 15:00 Break + Expo β˜•\n15:00 - 15:45 Panel: [Hot Topic]\n15:45 - 16:15 Lightning Talks (5 min x 5 speakers)\n16:15 - 16:45 Closing Keynote\n16:45 - 17:00 Wrap-up & Announcements\n17:00 - 19:00 Happy Hour / After-Party πŸŽ‰\n\nPhase 6: Registration & Marketing\nRegistration Pricing Strategy\npricing_tiers:\n super_early_bird:\n discount: 40%\n deadline: \"T-3 months\"\n purpose: \"Validate demand, seed initial registrations\"\n \n early_bird:\n discount: 20%\n deadline: \"T-6 weeks\"\n purpose: \"Build momentum, create urgency\"\n \n regular:\n discount: 0%\n deadline: \"T-1 week\"\n purpose: \"Standard pricing\"\n \n last_minute:\n premium: 10% # optional\n deadline: \"Day of\"\n purpose: \"Captures procrastinators\"\n \n group_discount:\n threshold: 3 # tickets\n discount: 15%\n purpose: \"Encourage team attendance\"\n \n student_nonprofit:\n discount: 50%\n verification: \"edu email or org verification\"\n\nMarketing Campaign Timeline\nmarketing_phases:\n awareness: # T-8 to T-6 weeks\n - Launch event website/landing page\n - Announce on social media (3-5 posts)\n - Email blast to existing list\n - Speaker announcements (1 per week)\n - Partner cross-promotion begins\n \n consideration: # T-6 to T-3 weeks\n - Share agenda/session details\n - Speaker spotlight posts (interviews, quotes)\n - Early testimonials from past events\n - Retargeting ads on registrants who didn't complete\n - Blog post: \"X Reasons to Attend [Event]\"\n \n urgency: # T-3 weeks to T-1 week\n - \"Early bird ending\" campaign\n - Countdown posts\n - \"Only X spots left\" (if true)\n - Direct outreach to high-value prospects\n - Reminder email to registered (build excitement)\n \n final_push: # T-1 week\n - \"Last chance\" email\n - Social proof: \"X people already registered\"\n - DM outreach to key targets\n - Logistics email to confirmed attendees\n\nEmail Sequence (6 Emails)\nAnnouncement (T-8 weeks): What, when, why. Early-bird CTA\nSpeaker reveal (T-6 weeks): Highlight 2-3 speakers. Social proof\nAgenda drop (T-4 weeks): Full schedule. \"Which sessions excite you?\"\nEarly bird ending (T-3 weeks): Price goes up in X days. Urgency\nFinal details (T-1 week): Logistics, what to bring, excitement builder\nDay-before (T-1 day): Reminder, schedule link, parking/wifi info\nLanding Page Must-Haves\n Clear event name, date, location above the fold\n 1-sentence value prop: \"What you'll walk away with\"\n Speaker headshots + 1-line bios\n Agenda overview (expandable)\n Social proof (past attendee quotes, logos of companies attending)\n Pricing tiers with clear CTA\n FAQ section (parking, refunds, dress code, recording)\n Mobile-responsive\n Countdown timer\n Video from past event (if applicable)\nPhase 7: Sponsorship\nSponsorship Tier Structure\nsponsorship_tiers:\n title_sponsor:\n price: \"\" # typically 40-60% of total sponsorship goal\n benefits:\n - Logo on all materials (event name: \"Powered by [Sponsor]\")\n - Keynote slot or fireside chat (10-15 min)\n - Premium booth location\n - Full attendee list (with consent)\n - 10 complimentary tickets\n - Logo on recording/replay\n - Social media mentions (10+)\n - Email feature\n limit: 1\n \n gold:\n price: \"\"\n benefits:\n - Logo on website and printed materials\n - Breakout session or workshop slot\n - Booth in expo area\n - 5 complimentary tickets\n - Social media mentions (5)\n - Logo on attendee email\n limit: 3\n \n silver:\n price: \"\"\n benefits:\n - Logo on website\n - Table in expo area\n - 3 complimentary tickets\n - Social media mention (2)\n limit: 5\n \n community:\n price: \"\" # or in-kind\n benefits:\n - Logo on website\n - 2 complimentary tickets\n - Social mention (1)\n limit: 10\n\nSponsor Outreach Email\nSubject: Sponsorship Opportunity β€” [Event Name] ([Date])\n\nHi [Name],\n\n[Event Name] brings together [X] [audience type] on [date] in [location].\n\nLast year: [X attendees], [X% decision-makers], [notable companies].\n\nWe have [tier] sponsorship packages from $[low] to $[high], including:\n- [Top 3 benefits of relevant tier]\n\nOur attendees match your ICP: [specific overlap].\n\nHappy to send the full sponsorship deck. Quick 15 min this week?\n\nBest,\n[Name]\n\nSponsor ROI Package (Post-Event)\n\nSend within 2 weeks:\n\nTotal attendee count and demographics\nBooth traffic / session attendance numbers\nSocial media impressions and mentions\nPhotos featuring sponsor branding\nLead list (with consent) or scan data\nAttendee satisfaction scores\n\"Thank you\" and early-bird offer for next event\nPhase 8: Day-Of Execution\nRun of Show Document\n\nThe single most important document. Every staff member gets a copy.\n\nrun_of_show:\n event: \"\"\n date: \"\"\n venue: \"\"\n \n team_contacts:\n event_lead: {name: \"\", phone: \"\"}\n av_tech: {name: \"\", phone: \"\"}\n registration: {name: \"\", phone: \"\"}\n catering: {name: \"\", phone: \"\"}\n venue_contact: {name: \"\", phone: \"\"}\n \n schedule:\n - time: \"06:00\"\n activity: \"Team arrives, begin setup\"\n owner: \"\"\n notes: \"\"\n - time: \"07:00\"\n activity: \"AV check, mic test all rooms\"\n owner: \"\"\n notes: \"\"\n # ... full schedule with owner and notes for every slot\n \n contingency:\n speaker_no_show: \"Backup: [name] on standby. Extend Q&A. Panel becomes fireside.\"\n av_failure: \"Backup laptop loaded. Mobile hotspot ready. Portable speaker in kit.\"\n low_attendance: \"Close off sections. Rearrange to fill front. More interactive format.\"\n wifi_down: \"Mobile hotspots x3. Offline slide copies. Apologize + offer recording.\"\n medical_emergency: \"First aid kit at [location]. Nearest hospital: [name, address]. Call [emergency#].\"\n weather_disruption: \"Indoor backup plan. Communication plan for attendees.\"\n\nEmergency Kit Checklist\n Power strips and extension cords (5+)\n HDMI, USB-C, DisplayPort adapters (all types)\n Backup laptop with all presentations\n Mobile wifi hotspots (2-3)\n Gaffer tape, duct tape, double-sided tape\n Markers (whiteboard + permanent)\n Scissors, box cutter\n Batteries (AA, AAA)\n Phone chargers (Lightning, USB-C)\n First aid kit\n Breath mints, pain relievers, hand sanitizer\n Printed attendee list (backup for registration)\n Cash for tips/emergencies\n Spare badges and lanyards\n Bluetooth speaker (backup audio)\nNetworking Facilitation Activities\n\nDon't just say \"network\" β€” structure it:\n\nSpeed networking β€” 3 min rounds with prompt cards (\"What's your biggest challenge this quarter?\")\nBirds of a feather β€” tables labeled by topic, self-select\nBuddy match β€” pre-match 2 attendees with complementary profiles, email intro before event\nAsk the expert β€” speakers available at labeled tables during breaks\nScavenger hunt β€” find people matching descriptions on a bingo card (icebreaker)\nPhase 9: Virtual & Hybrid Events\nPlatform Selection Guide\nPlatform\tBest For\tMax Attendees\tPrice Range\nZoom Webinar\tSimple webinars\t10,000\t$79-6,490/yr\nStreamYard\tMulti-speaker, branded\t1,000\tFree-$99/mo\nHopin\tFull conferences\t100,000\tCustom\nLuma\tCommunity events, ticketing\tUnlimited\tFree-$59/mo\nAirmeet\tNetworking-focused\t10,000\t$167+/mo\nRiverside\tHigh-quality recording\t8 speakers\t$24/mo\nYouTube Live\tBroadcast, no interaction\tUnlimited\tFree\nHybrid Event Rules\nVirtual is NOT second-class β€” dedicated camera angles, chat moderator, virtual MC\nSeparate virtual agenda β€” don't just stream the in-person event; add virtual-only Q&A, breakouts\nTech check doubles β€” test in-room AND streaming simultaneously\nChat moderator mandatory β€” someone monitoring virtual chat and surfacing questions\nOn-demand within 24 hours β€” virtual attendees expect recordings fast\nPricing β€” virtual tickets = 30-50% of in-person (lower, but not free)\nVirtual Engagement Techniques\nPolls every 10 minutes β€” keep attention\nChat prompts β€” \"Drop your city in chat!\" at the start\nBreakout rooms β€” 4-6 people, 10 min, specific prompt\nLive Q&A β€” dedicate last 1/3 of session\nGamification β€” points for participation, prize at end\nCamera-on culture β€” encourage (don't mandate) cameras for workshops\nPhase 10: Post-Event Analysis & ROI\nFeedback Survey (Send Within 24 Hours)\n\nKeep it short (5 min max):\n\nOverall satisfaction (1-10)\nWhich session was most valuable? (dropdown)\nWhich session was least valuable? (dropdown)\nHow likely to recommend to a colleague? (1-10 NPS)\nWhat one thing would you improve?\nWhat topics do you want next time?\nWould you attend again? (Yes / Maybe / No)\nROI Calculation Framework\nevent_roi:\n costs:\n total_spend: 0\n staff_time_hours: 0\n staff_time_cost: 0 # hours Γ— blended rate\n total_cost: 0 # spend + staff time\n \n direct_revenue:\n ticket_sales: 0\n sponsorship_revenue: 0\n merchandise: 0\n total_direct: 0\n \n pipeline_value:\n leads_generated: 0\n qualified_leads: 0\n average_deal_size: 0\n expected_close_rate: 0\n pipeline_value: 0 # qualified Γ— deal_size\n expected_revenue: 0 # pipeline Γ— close_rate\n \n brand_value:\n social_impressions: 0\n media_mentions: 0\n new_email_subscribers: 0\n content_assets_created: 0 # recordings, blogs, clips\n estimated_content_value: 0 # cost to create equivalent\n \n calculations:\n direct_roi_pct: 0 # (direct_revenue - total_cost) / total_cost Γ— 100\n pipeline_roi_pct: 0 # (expected_revenue - total_cost) / total_cost Γ— 100\n cost_per_lead: 0 # total_cost / leads_generated\n cost_per_attendee: 0 # total_cost / attendees\n nps_score: 0\n \n verdict: \"\" # repeat | modify | kill\n # Repeat: ROI > 200% or NPS > 50\n # Modify: ROI 50-200% or NPS 20-50\n # Kill: ROI < 50% AND NPS < 20\n\nPost-Event Content Strategy\n\nMaximize the long tail value of your event:\n\nDay 1-2: Thank you email + survey + photos\nDay 3-5: Recording links (gated = lead gen)\nWeek 1: Blog recap (\"Top 5 Takeaways from [Event]\")\nWeek 2: Speaker highlight clips (30-60 sec for social)\nWeek 3: Full session recordings released (drip, not all at once)\nMonth 1: Ebook/report compiled from session content\nMonth 2: Case study from attendee success story\nOngoing: Repurpose quotes, stats, clips for 3-6 months\nLessons Learned Template\npost_mortem:\n event: \"\"\n date: \"\"\n attendees: 0\n nps: 0\n \n what_worked:\n - \"\"\n \n what_didnt:\n - \"\"\n \n surprises:\n - \"\"\n \n vendor_feedback:\n - vendor: \"\"\n rating: \"/5\"\n rebook: true # would use again?\n notes: \"\"\n \n budget_vs_actual:\n budgeted: 0\n actual: 0\n variance_pct: 0\n biggest_overruns: []\n biggest_savings: []\n \n next_time:\n keep: []\n change: []\n add: []\n remove: []\n\nPhase 11: Event Series & Scaling\nBuilding a Recurring Event Brand\nConsistent naming β€” \"[Brand] Summit 2026\", \"[Brand] Meetup #14\"\nMonthly cadence for meetups β€” same day/time (e.g., \"First Thursday\")\nAnnual flagship β€” one big event per year, smaller events feed into it\nContent flywheel β€” each event produces content that markets the next\nCommunity β€” create a year-round community (Slack/Discord) between events\nAlumni pricing β€” past attendees get early access and discounts\nScaling Checklist\n Documented SOPs for every role\n Vendor relationships established (repeat = discounts)\n Registration system handles volume\n Volunteer/staff training program\n Sponsor renewal process (12 months ahead)\n Content library from past events\n Budget template refined from actuals\n NPS trending upward event over event\nPhase 12: Industry-Specific Guides\nTech/SaaS Events\nFocus: Product demos, developer workshops, API hackathons\nUnique: Offer wifi and power at every seat. Developer swag (stickers, tees). Live coding demos.\nSponsorship angle: \"Reach X developers building with [technology]\"\nProfessional Services (Legal, Consulting, Finance)\nFocus: CLE/CPE credits, roundtable discussions, case study presentations\nUnique: Formal networking (no icebreaker games). Name badges with titles. Printed agendas.\nSponsorship angle: \"Position your firm in front of X decision-makers\"\nHealthcare\nFocus: CME credits, compliance workshops, patient outcome data\nUnique: Strict pharma sponsorship rules (Sunshine Act). No gifts >$100. Disclosure requirements.\nSponsorship angle: Work through compliance-approved channels only\nConstruction / Manufacturing\nFocus: Site visits, equipment demos, safety workshops, trade certifications\nUnique: PPE requirements for site visits. Outdoor contingency plans. Hands-on format preferred.\nSponsorship angle: \"Demo your equipment to X contractors/engineers\"\nReal Estate\nFocus: Market outlook panels, deal-making networking, property tours\nUnique: Evening cocktail format works best. Bring listings/deal sheets. Intimate roundtables (20-30).\nSponsorship angle: \"Connect with X active investors/developers\"\nScoring & Quality Check\nEvent Readiness Score (Pre-Event)\n\nRate 1-5 before proceeding:\n\nDimension\tScore\nVenue/platform confirmed and tested\t/5\nSpeakers confirmed with content submitted\t/5\nRegistration open with marketing active\t/5\nBudget tracked with <10% unknowns\t/5\nRun-of-show document complete\t/5\nTeam briefed on roles\t/5\nContingency plans documented\t/5\nTech rehearsal completed\t/5\nTotal\t/40\n\n35+ = Go. 25-34 = Fix gaps this week. <25 = Postpone or simplify.\n\nNatural Language Commands\n\"Plan a [type] event for [audience] on [date]\"\n\"Create a budget for a [size]-person [type] event\"\n\"Build an event timeline for [date]\"\n\"Design the agenda for a [duration] [type] event\"\n\"Write a speaker outreach email for [name] about [topic]\"\n\"Create a sponsorship deck for [event]\"\n\"Build a marketing campaign for [event]\"\n\"Calculate ROI for [event] β€” [costs] spent, [results] achieved\"\n\"Create a run-of-show for [event]\"\n\"Write a post-event survey for [event]\"\n\"Compare venues: [venue A] vs [venue B]\"\n\"Plan a webinar on [topic] in [timeframe]\"" }, "trust": { "sourceLabel": "tencent", "provenanceUrl": "https://clawhub.ai/1kalin/afrexai-event-planner", "publisherUrl": "https://clawhub.ai/1kalin/afrexai-event-planner", "owner": "1kalin", "version": "1.0.0", "license": null, "verificationStatus": "Indexed source record" }, "links": { "detailUrl": "https://openagent3.xyz/skills/afrexai-event-planner", "downloadUrl": "https://openagent3.xyz/downloads/afrexai-event-planner", "agentUrl": "https://openagent3.xyz/skills/afrexai-event-planner/agent", "manifestUrl": "https://openagent3.xyz/skills/afrexai-event-planner/agent.json", "briefUrl": "https://openagent3.xyz/skills/afrexai-event-planner/agent.md" } }