For Event Planners ·
What you'll accomplish
By the end of this guide, you'll use Claude to generate comprehensive event documents that would otherwise take hours — detailed run-of-show schedules, post-event recap reports, attendee communication sequences, and survey analysis — all in a single session with context that persists across the conversation.
What you'll need
Open Claude at claude.ai and start a new conversation. Begin by giving Claude the full event context before making any document requests. This "context-first" approach produces dramatically better output.
Type or paste something like:
I'm an event planner working on [event name], a [event type] for [client/organization]. Here are the key details:
- Date: [date]
- Location: [venue, city]
- Headcount: [expected attendance]
- Event structure: [brief outline of segments]
- Client profile: [a sentence or two about the client's style/preferences]
- Budget: [approximate total]
I'll be asking you to help me draft several documents for this event. Please keep all of this context in mind throughout our conversation.
What you should see: Claude confirms it has the context and is ready to help — the conversation now "knows" the event throughout your session.
With your context established, request the run-of-show:
Create a detailed minute-by-minute run-of-show for this event. Format it as a table with columns for: Time, Duration, Activity/Segment, AV Cue, Staff Responsible, and Notes. Include realistic buffer time between segments.
What you should see: A fully formatted table with every segment mapped out — ready to paste into a Word document or share directly with the venue.
Troubleshooting: If the table appears garbled, ask "Please reformat as a clean markdown table" and it will regenerate with proper alignment.
In a follow-up message, refine the document:
For each major transition point in the run-of-show, add a "Contingency" note with the most likely problem at that point and the recommended action. Also add a "Key Contact" column with who to call for each segment.
This transforms a basic timeline into a real operational document your staff can use when things go sideways on event day.
In the same conversation (Claude still remembers all the event context), request:
Now draft a 5-email attendee communication sequence for this event. For each email, include: subject line, preview text, full body copy, and recommended send date relative to the event. Emails: save the date, registration confirmation, hotel/logistics info, pre-event reminder (3 days before), post-event thank you.
What you should see: All 5 emails drafted in sequence, each with appropriate formality for the audience and consistent references to the event details.
After your event, return to a new Claude conversation for survey analysis. Paste all open-text responses directly:
Here are [X] open-text responses from our post-event satisfaction survey for [event name]:
[paste all responses]
Please analyze these responses and provide:
1. Top 5 themes (positive and negative) with representative quotes
2. Overall sentiment breakdown (% positive, neutral, negative)
3. Any critical complaints that require follow-up
4. 3 actionable recommendations for next year's event
What you should see: A structured analysis that would have taken 45–90 minutes to compile manually, done in under a minute.
Run-of-show for a full-day conference:
Create a minute-by-minute run-of-show table for a full-day conference, 8am–6pm. Segments: registration and breakfast 8-9am, opening keynote 9-10am, breakout sessions 10am-12pm, lunch 12-1:30pm, afternoon keynotes 1:30-4pm, cocktail reception 4-6pm. Include AV cues, staff assignments, and 15-minute buffer after each major segment.
Post-event recap report:
Write a post-event recap report for [event name]. Use this data: Attendance [X] vs [projected]; Budget actual $[X] vs budgeted $[X]; Satisfaction score [X]/5; Key highlights [list]; Any issues and resolutions [list]. The report is for the client's VP of Marketing. Make it concise — 400 words max.
Vendor contract summary:
I'm going to paste a venue contract. Please summarize: key terms (dates, capacities, room blocks), deposit and payment schedule, cancellation policy, force majeure clause, any liability provisions, and any terms that seem unusual or should be negotiated. Contract: [paste]
Survey open-text analysis:
Analyze these survey responses. Identify top themes, pull representative quotes, note critical complaints, and recommend 3 actionable improvements. Responses: [paste]