Body
Prompt description
Quickly create a complete Bowdoin event plan-including room/AV via CampusGroups, optional Bowdoin Dining catering, and marketing through CampusGroups, email, and posters-with timelines, budgets, and accessibility steps.
What you'll need
Best AI models
- GPT-5.2 (Thinking) - Best for complex, multi-step event planning with detailed timelines, dependencies, and structured deliverables.
- Claude Opus 4.6 - Excels at long-form structured plans, polished communications, and nuanced accessibility considerations.
- Claude Sonnet 4.5 - Strong instruction following and clear, well-organized checklists and marketing drafts.
- GPT-5 (Web Search) - Useful when policies, deadlines, or campus-specific details need verification or current context.
- DeepSeek R1 - Effective for reasoning through budget tradeoffs, logistics constraints, and contingency planning.
Materials
- Event purpose, audience, and target date/time
- Preferred campus venues and capacity needs
- Room reservation and Event Technology request process
- AV requirements (mics, projector, livestream)
- Catering needs (Bowdoin Dining menu ideas, dietary requirements)
- Brand assets (logos, images) for posters and slides (Adobe/Apple files)
- Distribution lists for email, CampusGroups group/page links
- Budget ceiling and funding source; staffing availability
Instructions
Copy the prompt below and paste into the chat window in LibreChat. Be sure to replace the bold items within the double curly brackets ( {{}} ) to best suit your situation and need. You can also paste directly into the + Create Prompt to save as a repeatable prompt. Attach any supporting materials that you'd like to use as reference.
Prompt
Plan a Bowdoin College event end-to-end. Use CampusGroups for room and AV reservations, Bowdoin Dining for optional catering, and market via CampusGroups, email, and posters. Provide a backward timeline, run-of-show, budget outline, accessibility steps, and a comms kit. Reference M365 (Outlook/Teams/Word/PowerPoint/Excel), Adobe (InDesign/Illustrator/Acrobat), and Apple (Pages/Numbers/Keynote) where relevant. Assume Eastern Time and Bowdoin campus context (Brunswick, ME).
Inputs (≤7):
1) Event title, goal, audience size: {{event_title_goal_audience}}
2) Target date/time and venue preferences: {{date_time_venue_prefs}}
3) AV and tech needs (incl. livestream?): {{av_tech_needs}}
4) Catering choice (Bowdoin Dining: yes/no; dietary notes): {{catering_choice_notes}}
5) Budget ceiling and funding source: {{budget_and_funding}}
6) Marketing channels (CampusGroups/email/posters) and lists: {{marketing_channels_lists}}
7) Accessibility needs and constraints (timing/policies): {{accessibility_constraints}}
Deliverables (clearly labeled):
- Executive summary (purpose, audience, value, success metrics).
- Backward timeline with key milestones: CampusGroups room/AV hold, Dining order deadlines, printing/poster deadlines, approvals, and buffers.
- Run-of-show (minute-by-minute) with roles, AV cues, and contingencies.
- Budget outline (venue, AV, catering, marketing/printing, contingency 10–15%) in an Excel-ready list.
- CampusGroups reservation checklist (room features, AV, setup notes) and Dining request checklist (menu, quantities, dietary labels).
- Marketing kit: CampusGroups event description, Outlook email invite/reminders (subject lines + short/long body), poster copy and specs (PowerPoint/Adobe templates), and a short Teams post.
- Accessibility plan: CART/ASL, seating/wayfinding, dietary labeling, screen-reader friendly materials, and poster contrast/QR code tips.
- Risk/compliance notes (minors, alcohol, photography notice) and mitigation steps.
- Post-event follow-up: thank-you email, quick survey (M365 Forms) link text, and debrief checklist.
Make it your own
- Add a “Speaker/Panel” variant that auto-includes travel, honoraria, and green room details.
- Enable a “Hybrid/Livestream” mode with platform checks, captioning, and remote-participant equity moves.
- Include a “Sustainability-first” toggle to propose low-waste catering and reusable signage.
- Request export-ready assets: Word agenda, Excel budget, PowerPoint poster, and InDesign print spec notes.
- Add a “Student-organization” profile with officer roles, advisor approvals, and CampusGroups RSVP workflows.