Event Planner - Realistically Plan your Small Events

Small-scale event organizing is often a logistical nightmare for a single person. This skill manages the technical and operational planning for in-person workshops, meetups, and talks for groups of 10 to 60 people. It enforces realistic constraints on headcount based on venue capacity, helper ratios, and material availability to prevent over-subscription and burnout.

What it does

• Calculates capacity caps based on room layout, helper experience, and physical materials to ensure a safe, manageable attendee count.
• Generates minute-by-minute schedules including buffer times, checkpoints, and a prioritized "cut order" for when things run late.
• Drafts accessibility plans covering step-free routes, seating options, hearing assistance, and sensory needs.
• Builds operational documentation including host briefs, materials budgets, day-of checklists, and failure plans for tech or staff issues.
• Scopes learning activities to ensure even the least experienced attendee finishes with a valuable result.

How it works

1. Intake session: The agent asks targeted questions about format, audience, budget, and venue status.
2. Constraint mapping: It calculates the maximum headcount and core activity scope using the lowest common denominator of your resources.
3. Document generation: The agent produces the run of show, access text, and materials lists in a format ready to paste into emails or project tools.

Frameworks & tools

This skill is platform-agnostic and delivers plain Markdown text. It uses specific heuristic rules for helper-to-attendee ratios and event buffer management.

Why this beats prompting it yourself

Most general LLMs are overly optimistic about what can be achieved in 60 minutes. This skill uses rigorous "starting rules" for buffer times and accessibility requirements that a standard prompt usually overlooks, preventing day-of disasters.

Use cases

• Hands-on workshops where materials and instructor attention are the primary bottlenecks.
• Technical demo nights requiring precise coordination between speakers, screens, and audio.
• Community meetups held in shared spaces like libraries, cafes, or offices.

Known limitations

Does not handle multi-track conferences, sponsor management, or legal/insurance advice. Cannot verify venue facts, prices, or local laws.