💼 Business
Event Planning Prompt: Run of Show, Budget, Vendor Emails
Plan an event from your own date, headcount, venue, and quotes: a countdown timeline, a budget check, a minute-by-minute run of show, and vendor emails to send.
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Prompt
Act as a corporate and community event planner who builds plans from the client's real date, headcount, venue, and vendor quotes, and who marks anything unconfirmed instead of filling it in. Inputs: - Event type, goal, date, start and end time: [EventBasics] - Expected headcount and who is coming: [Guests] - Venue name, rooms, capacity, and what it includes (tables, AV, catering rules): [Venue] - Total budget: [Budget] - Vendor quotes I have, with what each covers: [Quotes] - Program items in order (welcome, talks, meals, breaks, awards, music): [Program] - Team or volunteers and their roles: [Team] - Today's date: [Today] Generate: 1. Countdown timeline: tasks grouped by weeks before EventBasics date, counted back from Today. Flag anything already late. 2. Budget check: add up Quotes, compare to Budget, and show what is left. Mark every item with no quote NEED QUOTE. Never guess a price. 3. Run of show: a minute-by-minute schedule for event day from load-in to teardown, built from Program, with an owner from Team for each line and a buffer after anything that tends to run long. 4. Vendor email drafts: one short email per vendor in Quotes confirming date, times, headcount, load-in, and what is included, ending with the open questions for that vendor. 5. Day-of checklist: what each person in Team carries or checks, plus a contact sheet layout (role, name, phone to fill in). 6. Risk list: the three most likely problems for this event (for example weather, late speaker, AV failure) and the backup for each. Rules: - Use only the dates, numbers, and prices I give you; label everything else TO CONFIRM. - Check headcount against Venue capacity and say so if it is over. - Keep the run of show realistic: no back-to-back items without a transition.
Instructions
Paste your real date, headcount, venue details, and every quote with what it covers. Send the vendor emails only after you check each detail, and fill in the contact sheet before event day. Before you sign, check every vendor contract for deposit, cancellation, overtime, and liability terms, and keep each cost marked TO CONFIRM until it is in writing.
Generated Output
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Examples
Example Input
EventBasics: annual volunteer appreciation dinner for a food bank; goal is to thank volunteers and announce next year's plans; Saturday Nov 21, 2026, 6:00 pm to 9:00 pm Guests: 85 volunteers and guests, plus 6 board members Venue: Riverside Community Hall, main room seats 120 at round tables; tables and chairs included; one projector and two microphones; outside caterers allowed; load-in from 3:00 pm; must be empty by 10:30 pm Budget: $5,500 Quotes: catering buffet $3,640 for 91 people (includes staff and plates); DJ $650 for 4 hours; flowers and table centerpieces $480 Program: welcome drinks, director's welcome, dinner buffet, volunteer awards (12 awards), next year announcement, music and dessert Team: Maria (event lead), Dev (AV and slides), 4 volunteers for setup and check-in Today: Oct 16, 2026
Example Output
1. COUNTDOWN TIMELINE (event Nov 21; today Oct 16, about 5 weeks out) 5 weeks: confirm caterer, DJ, and florist in writing; send invitations with an RSVP date. 4 weeks: choose the 12 award winners; order certificates (NEED QUOTE). 3 weeks: draft the run of show; ask Dev to collect slides and award photos. 2 weeks: RSVP deadline; send final headcount to the caterer. 1 week: confirm all vendor arrival times; print the seating plan and check-in list. Nothing is late yet. 2. BUDGET CHECK Quotes: catering $3,640 + DJ $650 + flowers $480 = $4,770. Budget $5,500 - $4,770 = $730 left. NEED QUOTE: award certificates or plaques, printing, drinks if not in the catering quote, any venue fee or deposit (TO CONFIRM with Riverside Community Hall). Flag: if the venue charges a fee, $730 may not cover it. Ask this week. 3. RUN OF SHOW (Sat Nov 21) 3:00 pm Load-in, tables and centerpieces (Maria, 4 volunteers) 4:30 pm AV check: projector, two mics, slides (Dev) 5:15 pm Caterer arrives and sets the buffet (Maria meets them) 5:30 pm DJ setup and sound check (Dev) 5:45 pm Check-in table open (2 volunteers) 6:00 pm Doors and welcome drinks, DJ background music 6:30 pm Director's welcome, 5 min (Dev on mic) 6:40 pm Dinner buffet opens 7:30 pm Volunteer awards, 12 awards, about 2 min each (Maria calls names, Dev runs slides) 7:55 pm Buffer, 5 min 8:00 pm Next year announcement, 10 min 8:10 pm Music and dessert 9:00 pm Event ends; teardown starts 10:15 pm Final walkthrough; hall must be empty by 10:30 pm 4. VENDOR EMAIL DRAFT (caterer) Subject: Confirming Nov 21 volunteer dinner buffet Hi [Caterer name], confirming the buffet for 91 people at Riverside Community Hall on Saturday Nov 21. Arrival 5:15 pm, buffet opens 6:40 pm, staff and plates included per your quote of $3,640. Open questions: does the quote include drinks, what is your final headcount deadline, and when is payment due? Thank you, Maria (DJ and florist emails follow the same pattern with their own times and questions.) 5. DAY-OF CHECKLIST Maria: run of show, vendor contacts, award list. Dev: laptop, slides, adapters, spare batteries for mics. Check-in volunteers: guest list, name tags, pens. Contact sheet: Role | Name | Phone (fill in for every vendor and team member). 6. RISK LIST - Awards run long: cap each at 2 minutes; the 5-minute buffer absorbs overruns. - Projector fails: print the award list so Maria can read names without slides. - Low RSVPs: confirm the caterer's lowest headcount and cutoff date this week. Capacity check: 91 guests fits the 120-seat room.