EventOps

Plan and operate events in one place

From brief to execution — generate structured plans, priorities, and budgets in seconds.

60m launch pack
42 lead candidates
21 ready assets
5m operator loop

Live event draft

AI for Science Pilot Sprint - Warsaw

Open in submit-event

Operator cockpit

Operator view

Next action Clear launch gate owner
Blockers 5 action blockers
Budget/revenue Commercial readiness blocked
Coverage Coverage gaps blocked
Launch date 2026-06-20

Action center

Next best action, approval inbox, and blocked sends.

Blocked workflow
Next best action Assign one owner and clear the first blocked send.
Approval debt 9 approvals still need review.
Blocked sends Review sponsor and public launch assets before sending.

Approval inbox

Assets waiting on humans

LinkedIn launch post Needs review

Approval queue will update from the active launch pack state.

Blocked sends

What cannot leave the workspace yet

Next send: Marta Keller (mentors) - Review the drafted message and confirm the send list.

Send readiness is tied to approval, risk, and owner gates.

Domain AI for Science
Format 24-hour research hackathon
Scale 80 selected people
Launch score 89%
Budget band EUR 0-0

Generated event page

AI for Science Pilot Sprint - Warsaw

hybrid · workshop
AI generated event preview

80 participant limit EUR 49-180 professional

    Agenda

    Mentors and speakers

    Execution intelligence

    Lead shortlist, supplier asks, sponsor path, and outreach copy.

    Leads, assets, and gates linked

    Supply shortlist

    Mentors, sponsors, venue, and catering

    Outreach pack

    Emails and follow-up sequences ready for review

    Operating edge

    What turns this from a generic chat answer into an event operating system

    Organizer review dashboard

    Missing approvals, next send, and highest-risk blocker.

    9 approvals blocked before send
    Blocked approval LinkedIn launch post Needs review
    Next send Next send: Marta Keller (mentors) - Review the drafted message and confirm the send list.
    Highest-risk blocker Highest-risk blocker: Confidentiality - Do not publish public materials until the reviewer approves the launch pack.

    Plan quality

    Brief review

    50%

    Planner recommends staying in private operator mode until coverage and risk blockers are cleared.

    Mentor coverage Add specialist mentor coverage before the agenda is locked: Add specialist mentors or async office-hour backup before outreach scales.
    Risk gate Assign the blocked risk owner before sponsor send, submit-event handoff, or public preview work starts.

    Scenario compare

    Compare this plan against another EventOps operating shape.

    Current plan vs comparison scenario
    Readiness delta 0 pts

    Compare launch confidence and blocker count.

    Budget delta EUR 0

    Compare cost posture between formats and cities.

    Coverage delta 0 blockers

    Compare mentors, venues, sponsors, and outcome proof.

    Sponsor path Compute Catalyst

    Compare recommended package and commercial posture.

    Selection diff

    Scenario differences will explain what changes in format, scale, location, and risk posture.

    Organizer feedback loop

    Capture whether EventOps really compressed planning toward one hour.

    Feedback not captured yet
    Strong draft with room to tighten launch blockers, exports, and sponsor handoff clarity.

    Blocked action gates

    Publish, outreach, export, handoff, and sharing permissions.

    1 allowed · 5 blocked
    Public publish Blocked before public launch
    • LinkedIn launch post is needs review; Comms reviewer must approve it by T-14.
    • LinkedIn carousel is needs review; Comms reviewer must approve it by T-14.
    • Partner announcements is draft; Comms reviewer must approve it by T-14.
    • Success story is draft; Comms reviewer must approve it by T-14.
    • Confidentiality is blocked; Confidentiality reviewer must clear it. Do not publish public materials until the reviewer approves the launch pack.
    • Medical claims is review; Domain reviewer must clear it. Keep medical copy non-claims-based until a qualified reviewer signs off.
    • Data access is review; Data steward must clear it. Keep public applications data-free and handle restricted access only after team screening.
    • Launch readiness is blocked: Public publishing is blocked until safety ownership is assigned.
    Sponsor send Blocked before sponsor outreach
    • Sponsor cold email is needs review; Partnerships owner must approve it by T-30.
    • Sponsor one-pager is needs review; Partnerships owner must approve it by T-30.
    • Email follow-ups is needs review; Mentor lead must approve it by T-30.
    • Procurement is warning; Partnerships owner must clear it. Use private outreach while quotes and sponsor approvals are still provisional.
    • Confidentiality is blocked; Confidentiality reviewer must clear it. Do not publish public materials until the reviewer approves the launch pack.
    Mentor send Blocked before mentor outreach
    • Data access is review; Data steward must clear it. Keep public applications data-free and handle restricted access only after team screening.
    Real lead export Allowed for current source

    No unmet approval, risk, or owner requirement.

    Submit-event handoff Blocked before submit-event handoff
    • Event brief is draft; Program owner must approve it by T-45.
    • Confidentiality is blocked; Confidentiality reviewer must clear it. Do not publish public materials until the reviewer approves the launch pack.
    Outcome report sharing Blocked before outcome sharing
    • Outcome reports is draft; Outcomes owner must approve it by T+7.
    • Success story is draft; Comms reviewer must approve it by T-14.
    • Confidentiality is blocked; Confidentiality reviewer must clear it. Do not publish public materials until the reviewer approves the launch pack.
    • Data access is review; Data steward must clear it. Keep public applications data-free and handle restricted access only after team screening.

    Coverage gaps

    Mentors, suppliers, sponsors, investors, and outcome proof.

    3 blocked · 2 warnings
    Mentor coverage blocked · 3/4 matched

    Add specialist mentors or async office-hour backup before outreach scales.

    Dr. Lena Wozniak · Warsaw · 96% fit
    Investor fit blocked · 0/2 matched

    Confirm opt-in investor observers and a private follow-up room boundary.

    No matching evidence found for this selected plan.
    Outcome proof blocked · 0/2 matched

    Add benchmark evidence for pilots, mentor matches, investor opt-ins, and public-safe stories.

    No matching evidence found for this selected plan.
    Catering fallback warning · 2/2 matched

    Quote dietary, coffee, late-snack, crew-food, and fallback supplier bands.

    BrainFuel Catering · Warsaw · 90% fit

    Agenda builder

    Live agenda blocks shaped by format, scale, risk, and city.

    24-hour research hackathon

    Team topology

    Participant roles, team sizes, mentor ratios, jury slots, and operator staffing.

    Hackathon squads

    Mentor matching matrix

    Maps radar leads to goals, format, and risk posture.

    Build sprint mentor

    Organizer calendar

    Event days, working sessions, reviews, outreach, and supplier deadlines in one schedule.

    Calendar is linked to the current plan

    Launch calendar

    T-45 to T+7 owner plan for the selected event date.

    Outreach outbox

    Generated assets and calendar tasks queued with gates, owners, and due dates.

    0 send-ready · 8 blocked
    Mentor cold email: Data access is review; Data steward must clear it. Keep public applications data-free and handle restricted access only after team screening.
    email · mentors Mentor cold email

    Blocked · Mentor send

    Owner
    Mentor lead
    Due
    2026-05-21
    Data access is review; Data steward must clear it. Keep public applications data-free and handle restricted access only after team screening.
    email · sponsors Sponsor cold email

    Needs approval · Sponsor send

    Owner
    Partnerships owner
    Due
    2026-05-21
    Partnerships owner must approve this needs review asset by T-30.
    document · sponsors Sponsor one-pager

    Needs approval · Sponsor send

    Owner
    Partnerships owner
    Due
    2026-05-21
    Partnerships owner must approve this needs review asset by T-30.
    email · venues Venue request

    Sent · Sponsor send

    Owner
    Operations lead
    Due
    2026-05-21
    Asset is already marked sent in the queue.
    email_sequence · multi-lead Email follow-ups

    Needs approval · Sponsor send

    Owner
    Mentor lead
    Due
    2026-05-21
    Mentor lead must approve this needs review asset by T-30.
    linkedin · public_followers LinkedIn launch post

    Needs approval · Public publish

    Owner
    Comms reviewer
    Due
    2026-06-06
    Comms reviewer must approve this needs review asset by T-14.
    linkedin · public_followers LinkedIn carousel

    Needs approval · Public publish

    Owner
    Comms reviewer
    Due
    2026-06-06
    Comms reviewer must approve this needs review asset by T-14.
    partner_post · partners Partner announcements

    Needs approval · Public publish

    Owner
    Comms reviewer
    Due
    2026-06-06
    Comms reviewer must approve this draft asset by T-14.
    report · sponsors_mentors_investors Outcome reports

    Needs approval · Outcome report sharing

    Owner
    Outcomes owner
    Due
    2026-06-27
    Outcomes owner must approve this draft asset by T+7.

    Calendar task queue

    T-45 · 2026-05-06 Lock event thesis, event date, audience cap, and Plan Mode owner map. Program owner · Queued
    T-30 · 2026-05-21 Send mentor, sponsor, venue, catering, and investor first-touch outreach. Partnerships owner · Queued
    T-14 · 2026-06-06 Approve public copy, confidentiality posture, insurance, and procurement path. Safety reviewer · Blocked
    T-7 · 2026-06-13 Confirm room layout, AV/hybrid support, catering counts, and volunteer coverage. Operations lead · Queued
    T-1 · 2026-06-19 Freeze run-of-show, speaker notes, check-in list, and emergency contact sheet. Host · Queued
    T+1 · 2026-06-21 Send participant, mentor, sponsor, and investor follow-up within 24 hours. Outcomes owner · Queued
    T+7 · 2026-06-27 Publish sponsor recap, pilot shortlist, investor opt-ins, and public story draft. Partnerships owner · Queued

    Benchmark examples

    Roundtable, salon, hackathon, and venture sprint operating patterns.

    24-hour hackathon

    Budget planner

    Venue, catering, prizes, compute, video, and contingency.

    EUR 0-0
    Bands are planning estimates, not committed supplier quotes. Venue, catering, and video move down when the selected format is online. Compute credits and prizes stay visible because they can be sponsor-funded or in-kind.

    Revenue and margin snapshot

    Sponsor cash, registration income, in-kind support, and cost coverage.

    Directionally positive
    Revenue band EUR 12,050-36,400

    Lead sponsor package, registration income, and in-kind coverage.

    Cost band EUR 8,100-32,300

    Current EventOps budget planner with contingency included.

    Gross margin band EUR 3,950-4,100

    Directional margin before confirmed supplier quotes.

    In-kind coverage EUR 1,600-8,500

    Budget line items likely covered by the recommended sponsor tier.

    Revenue combines the recommended sponsor package, modest registration income, and visible in-kind coverage. Cost band mirrors the current budget planner including contingency. Gross margin is directional until sponsor cash and supplier quotes are confirmed.

    Sponsor package builder

    Sponsor tiers for compute, venue, catering, prizes, and pilot matchmaking.

    Compute Catalyst

    Commercial readiness

    Budget coverage, sponsor value, approved deliverables, and post-event report plan.

    63% · Commercial readiness blocked

    Sponsor economics exist, but budget coverage and approved deliverables are not ready for external launch.

    Budget coverage blocked · 45%

    Recommended sponsorship does not yet cover the working budget band.

    Secure one lead cash or in-kind sponsor before public applications open.
    Sponsor value ready · 86%

    Package tiers tie sponsor support to compute, venue, catering, prizes, or pilot matchmaking outcomes.

    Use the recommended tier as the first private sponsor ask.
    Approved deliverables warning · 58%

    Sponsor email, partner announcement, and follow-up assets still need review.

    Approve sponsor-facing copy before sending benefit language externally.
    Post-event report plan ready · 82%

    Outcome loop already includes sponsor recap, pilot shortlist, investor follow-up, and public story drafts.

    Keep sponsor recap metrics private until attendance and team consent are confirmed.

    Commercial pipeline handoff

    Sponsor package intent preview for the sales pipeline.

    commercial blocked
    Selected package Compute Catalyst

    EUR 7,000-18,000

    Pipeline payload Event Intelligence OS

    company · eventops_sponsor_package_handoff

    Owner and follow-up Partnerships owner

    2026-05-13

    Privacy boundary Private fields excluded

    private_notes, internal_comments, real_lead_contact_fields, unsafe_challenge_context

    Success metrics and ROI

    Target metrics for sponsor recap and outcome reports.

    ROI model pending
    Sponsor ROI is directional and uses selected target metrics, recommended package price, and private follow-up quality. Cost per sponsor-qualified lead is a planning signal, not a guaranteed acquisition metric. Public-safe stories and renewals require team, sponsor, and confidentiality approval before external use.

    Outcome report generator

    Sponsor recap, mentor recap, investor follow-up, and community story drafts.

    4 report drafts

    Multi-city comparison

    Warsaw, Berlin, Zurich, London, Paris, Amsterdam, Prague, and online Europe.

    Warsaw hybrid

    Venue decision matrix

    AV, breakout, catering, accessibility, travel, and hybrid-stream scoring.

    Hybrid venue emphasis

    Agent assembled event thesis, audience, format, supply map, and first outreach pack.

    Operator view keeps blockers, approvals, and next sends visible in one workspace.

    Organizer collaboration notes

    Asset review, owner handoff, and safety comments.

    0 notes

    60-minute operating plan

    Operating sequence

    Triage intent

    Event thesis, audience shape, non-confidential framing.

    Choose format

    Duration, room scale, online/onsite model, team topology.

    Build supply map

    Mentors, jury, sponsors, venues, caterers, investors.

    Draft event pack

    Landing copy, agenda, acceptance criteria, budget bands.

    Write outreach

    Cold emails for mentors, sponsors, venues, organizers.

    Create promotion

    LinkedIn posts, founder DM, partner blurb, community copy.

    Launch readiness

    Risk checks, owner assignments, missing decisions.

    Handoff

    Publish queue, CRM tasks, next 5-minute automation item.

    Launch readiness

    Publish gate

    Do not publish Public publishing is blocked until safety ownership is assigned.
    Blockers
    1
    Warnings
    3

    Use private mentor, sponsor, and venue outreach only; open public applications after the blocker is cleared.

    Positioning ready One sharp research outcome, no generic meetup copy. Publish positioning after organizer confirms the event title and audience promise.
    94% 94%
    Supply coverage warning Mentor, venue, catering, sponsor, investor lists seeded. Venue and sponsor options are shortlists, not confirmed commitments. Send mentor, venue, and lead sponsor asks before public applications open.
    88% 88%
    Outreach pack warning Cold email and LinkedIn variants ready for review. Generated copy still needs owner approval before external sending. Approve the first email and LinkedIn variants, then queue a private send list.
    91% 91%
    Ops safety blocked Confidentiality posture and fallback format included. No named confidentiality reviewer is assigned to approve public materials. Fallback format exists, but the switch date is not assigned to an owner. Assign a data/confidentiality reviewer and fallback owner before publishing.
    84% 84%

    Automated risk checklist

    Confidentiality, claims, procurement, insurance, and data access.

    Post-event outcome loop

    Pilots, reports, follow-up, story.

    Organizer memory

    Saved sessions

    Sign in with an organizer account to persist EventOps planning sessions.

    Event supply radar

    Recommended mentors, sponsors, venues, catering, and investors.

    Outreach CRM queue · Curated EventOps lead intelligence Why recommended: every lead explains fit, confidence, freshness, and source context.
    Recommended EventOps leads
    All leads CSV Mentors CSV Venues CSV Catering CSV Sponsors CSV Investors CSV

    Naming and roadmap

    Potential product names and future AI extensions.

    Name options

    EventPilot

    Suggests guidance from idea to launch without sounding too technical.

    LaunchRoom

    Connects event planning with the room, community, and go-live outcome.

    AgendaOS

    Premium SaaS feel for teams that need repeatable event operating systems.

    RoomCraft

    Warmer and more creator-friendly for communities, workshops, and curated salons.

    GatherOps

    Keeps the operations signal while broadening beyond classic events.

    Future extensions

    AI matchmaking

    Recommend participant-to-participant, mentor, sponsor, and investor introductions before and after the event.

    Event recommendations

    Suggest relevant events to users based on profile, goals, city, domains, and attendance history.

    Sponsor ROI cockpit

    Track package value, lead quality, attendance fit, and post-event conversion.

    Automated speaker sourcing

    Rank speakers and mentors from profile, community, and external supplier datasets.

    Post-event follow-up agent

    Generate recaps, intro queues, feedback forms, and next-event recommendations.