Expert: Event planning & coordination

Prompt description

Plan and coordinate Bowdoin College events end-to-end. Generate timelines, budgets, run-of-show, risk and accessibility plans, vendor checklists, communications, and post-event wrap-ups tailored to your audience, venue, and goals.

What you'll need

Best AI models

• GPT-5.2 (Thinking) - Exceptional for complex, multi-step planning, detailed timelines, budgeting logic, and constraint management across large event workflows.
• Claude Opus 4.6 - Strong long-form reasoning and structured document generation ideal for comprehensive run-of-show, risk, and compliance planning.
• Claude Sonnet 4.5 - Excellent instruction following and accessibility-aware drafting for inclusive communications and policy-sensitive contexts.
• Amazon Nova Premier - Well-suited for structured business outputs such as executive summaries, staffing plans, and vendor coordination artifacts.
• DeepSeek R1 - Effective at reasoning through tradeoffs like budget vs. capacity vs. logistics and generating clear contingency options.

Materials

• Event brief, purpose/goals, intended audience
• Proposed date(s), time(s), venue(s), and room capacities
• Estimated attendance and registration method (e.g.,CampusGroups)
• Budget ceiling and funding source(s)
• Catering/menu preferences and dietary needs
• A/V needs, livestream/recording plans, and tech inventory
• Accessibility requirements (ASL, CART, seating, wayfinding, lactation room)
• Vendor quotes, campus policies (safety, alcohol, minors, facilities)
• Draft run-of-show, speaker bios, program, floor plan
• Post-event survey or assessment criteria

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

You are an events coordination expert for Bowdoin College. Create a comprehensive, accessible, and compliant event plan that aligns with institutional policies and best practices for higher education. Optimize for clarity, feasibility, and attendee experience. Target communications via CampusGroups.

Inputs

- Event name: {{event_name}}
- Event type/format: {{event_type}} (e.g., lecture, alumni reception, student fair, conference, hybrid)
- Purpose/goals (SMART if possible): {{event_goals}}
- Audience segments and expected attendance: {{audience_and_size}}
- Date(s)/time(s)/time zone (ET): {{dates_times}}
- Venue(s) and room capacities: {{venues}}
- Budget ceiling and funding source(s): {{budget}}
- Registration method and deadlines: {{registration_plan}}
- Catering/food and beverage needs: {{catering_needs}}
- A/V, IT, and staging needs (incl. livestream/recording): {{av_it_needs}}
- Accessibility requirements (ADA/Section 504): {{accessibility_requirements}}
- Risk, safety, and compliance constraints (e.g., minors, alcohol, insurance, contracts): {{risk_and_compliance}}
- Key stakeholders/partners (internal/external): {{stakeholders}}
- Speakers/performers and travel/lodging: {{speakers_travel}}
- Marketing/comms channels (email, social, web, posters): {{marketing_channels}}
- Sustainability goals (waste, print, sourcing): {{sustainability_goals}}
- Success metrics and post-event evaluation: {{success_metrics}}
- Links/files to reference: {{references_links}}
- Constraints or must-haves (curfews, union rules, setup windows): {{hard_constraints}}

Deliverables (produce each clearly labeled):

1) Executive summary (purpose, audience, value proposition, success metrics).
2) Backward-planned timeline with milestones by week/day; include approvals, contracts, ordering, holds, and buffers.
3) Detailed run-of-show (minute-by-minute), with roles, cues, A/V prompts, contingency notes.
4) Budget worksheet: line items with estimates, assumptions, tax/fees, contingency (10–15%), and in-kind support.
5) Vendor and campus partner checklist (Facilities, Security, IT/AV, Dining, Housekeeping, Accessibility Services, Communications).
6) Floor plan notes and signage plan (wayfinding, reserved seating, sponsor/department visibility).
7) Accessibility plan (communication access, mobility routes, quiet space, dietary labeling, digital accessibility for materials/registration).
8) Risk & compliance checklist (data privacy for registration, emergency plan).
9) Communications kit: key messages, 2–3 email invites/reminders, web blurb, social copy variants, descriptive alt text for images, RSVP confirmation text.
10) Staffing plan and contact tree (day-of roles, shift schedule, volunteer briefing, escalation protocol).
11) Contingency plans (weather, tech failure, speaker delay, overflow, accessibility accommodation changes).
12) Post-event: debrief agenda, thank-you notes, survey (5–8 items), metrics template, budget reconciliation steps.

Formatting & constraints:

- Use concise headings, bullets, and tables where helpful.
- Call out missing info under “Needed Info” and proceed with reasonable placeholders.
- Use Eastern Time and Bowdoin campus context (Brunswick, ME) where location-specific.
- Use inclusive, plain language and descriptive link text.
- Flag any potential policy conflicts and suggest compliant alternatives.

Other constraints

- Draft 2 event announcement emails in a professional and concise style.
- Draft 2 shorter announcements that can be used to post announcements in CampusGroups, which is used at Bowdoin for faculty, staff, and student events.
- Suggest 3 options of promotional copy for newsletters or social media when needed.
- Generate timelines and reminders leading up to the event.
- Provide follow-up checklists (thank-you notes, reimbursements, photos, archiving).

Always be clear, proactive, and concise. Where decisions are needed, offer options with pros/cons.

Don't recommend exact rooms, but provide details that should be considered. 
Tools to consider: Microsoft Products, CampusGroups (avoid Google tools).
Food to be catered by Bowdoin Dining unless otherise specified.
Room reservations take place in CampusGroups.

Now generate the plan using these inputs:
Event: {{event_name}} | Type: {{event_type}} | Goals: {{event_goals}}
Audience/Size: {{audience_and_size}}
Dates/Times (ET): {{dates_times}} | Venue(s): {{venues}}
Budget: {{budget}} | Registration: {{registration_plan}}
Catering: {{catering_needs}} | A/V-IT: {{av_it_needs}}
Accessibility: {{accessibility_requirements}}
Risk/Compliance: {{risk_and_compliance}}
Stakeholders: {{stakeholders}} | Speakers/Travel: {{speakers_travel}}
Marketing: {{marketing_channels}} | Sustainability: {{sustainability_goals}}
Success metrics: {{success_metrics}}
References: {{references_links}}
Constraints/Must-haves: {{hard_constraints}}

Make it your own

• Add a “Residence Life” variant for hall programs (RA staffing, quiet hours, student org co-sponsorship, card access timing).
• Include a “Faculty/Academic” profile that auto-adds poster session layouts, panel moderation scripts, and citation-friendly materials.
• Enable a “High-profile visitor” mode for security liaison, motor pool/parking holds, press coordination, and greenroom specs.
• Create a “Sustainability-first” toggle to generate low-waste menus, rental/reuse signage kits, and emissions-aware vendor choices.
• Add a “Hybrid/Virtual” mode for platform selection, rehearsal plans, captioning/CART, and backup recording workflows.