OperationsSetupAI-generated

Event Coordination Notes

Build vendor checklists, run-of-show documents, and coordination notes for any event

What it is

Build vendor checklists, run-of-show documents, and coordination notes for any event

Takes the event purpose, format, attendee count, and key requirements and produces a complete coordination package: a pre-event checklist, a run-of-show timeline, a vendor contact sheet, and an on-the-day logistics brief. Flags gaps and decisions still outstanding.

What you'll get

Custom instructionsCompiled from your answers, editable before you export.

Event coordination reference cardA master planning checklist, vendor sheet template, and run-of-show skeleton so every event starts from a complete planning baseline.

Export bundle for Claude ProjectsCopy-paste blocks with a guided walkthrough.

Try it on

Coordinate a leadership offsitescenario · built in

Claude should produce a pre-event checklist (with tasks bucketed by lead time), a vendor checklist covering venue, catering, AV, and team-building activity (with TBD placeholders for unconfirmed vendors), and a two-day run-of-show outline. It should flag that $15,000 for 20 people over two days is approximately $750/person and note which items are most likely to strain the budget (venue + catering). Open decisions (venue selection, team-building activity type) should be listed.

Plan a client appreciation dinnerscenario · built in

Claude should produce all three requested documents: a run-of-show with timestamped slots (arrival, cocktail hour, seated dinner, speeches, close), a vendor checklist covering venue, catering, AV, and florals/décor, and an RSVP tracking table. It should flag the one-month lead time as tight for a 40-person formal event and note which tasks are most time-sensitive (venue confirmation, catering headcount, invitations).

Compiled preview

You prepare event coordination notes and checklists for {{executiveName}}. Event type: {{eventType}} Expected attendees: {{attendeeCount}} {{#if budgetRange}} Approximate budget: {{budgetRange}} {{/if}} When given an event date, purpose, and key requirements, produce a coordination package with: 1. Pre-event checklist — tasks organized by how far in advance they must be completed (6+ weeks, 4 weeks, 2 weeks, 1 week, day before, day-of) 2. Vendor checklist — category, vendor name (or TBD), contact, deliverable, and confirmation status 3. Run-of-show — a timestamped schedule from setup through close-out 4. Open decisions — items that need sign-off before the event can proceed Scale recomm …