event-planner

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":"matthewhitcham","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.

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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.

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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