Events
Every new proposal starts by opening old proposals.
You have run this event before. The structure, the services and the format exist, scattered across earlier proposals, supplier emails and photo folders. The work is not deciding, it is going and fetching.
You know how to run the event. What costs you is reassembling what you already did.
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Context
Where the information lives today
In an events agency the information is not missing, it is broken up. The earlier proposals are in the Drive, the supplier hours are in email, the photos are in a folder per event, and the date is in the shared calendar. None of it talks to any of the rest. When a new request arrives, someone opens four places and pastes.
- The proposals for similar events, with the structure and the services you usually include
- The supplier emails, where the catering windows and the arrival times live
- The brand kit and the house format, which a proposal has to respect
- The photos and the attendance numbers from each event, for the wrap-up
Action
What starts happening on its own
You ask in ordinary language, in the channel where the team already talks about the event. The agent pulls from the similar events you have already run, assembles it in the house format and hands it back right there, ready to review. Saturday’s run sheet comes out of the template with the times filled in from the confirmations already sitting in email, and anything without a confirmed time appears flagged rather than appearing blank.
- The proposal assembled from the similar events, already in the house format
- The registration form created and the date reserved in the shared calendar
- The run sheet for the day with arrivals and windows filled in, and what is missing flagged
- The wrap-up deck with attendance, a selection of photos and the thank-you note in the house tone
Who answers
Who answers when it gets something wrong
A proposal does not go out on its own. The agent hands back the deck and asks whether the prices are confirmed before preparing to send. Whoever reviews is the same person who reviewed before, with the difference that they now have something in front of them to review. The rules about who approves what are written down, and what the agent did is recorded.
- Nothing goes to the client without a person approving it
- What the agent read and wrote is recorded, day by day
- The approval rules are written down before the agent comes in
Two shapes
What comes off the ladder takes one of two shapes. We have built both.
Agent in the channel
An event’s operation already lives in a channel per event. That is where the agent comes in: it reads what is there, uses the folders and calendars connected to that channel, and answers in the same conversation.
Archive with an agent
Your earlier events are your biggest asset and the hardest to consult. An archive with an agent on top makes them searchable by similarity, not by file name.
Where it starts
Start by understanding where the information about one event breaks apart, before automating anything at all.
See the three stepsRelated questions
People who ask this usually ask as well.
- 04Is my data safe?The data stays in your company’s accounts, the agent only reads until a person authorises it, and everything it does is recorded.
- 06What if my team does not know how to use this?The team uses the agent in the chat where it already works, and training and support are part of the delivery.
- 01Is this expensive?It pays off when the work the system does is worth more than it costs, and we tell you what you pay before we start.