Problem Statement
The goal is to create a structured workflow that helps a community organizer plan and execute dbt Israel meetup events end-to-end. The workflow must transform basic event inputs into a complete event plan including agenda, speaker outreach, promotion materials, logistics documentation, and post-event follow‑up. It ensures consistency, timeliness, balanced programming, and smooth event operations.
Steps
Ingest Event Inputs
INGESTCollect all provided information: theme, venue/format, target audience, speaker ideas, and promotion channels. Normalize this input into structured fields for downstream steps.
Design Agenda
EXECUTEUsing the theme and audience, generate a balanced agenda that mixes content and networking. Allocate timing for talks, breaks, registration, and closing.
Prepare Speaker Outreach
EXECUTECreate email templates for inviting priority speakers and backups. Ensure tone is community-focused and highlights the event value.
Generate Promotion Materials
EXECUTEDraft promotion copy tailored to specified channels and schedule releases 3–4 weeks ahead. Ensure clarity, excitement, and consistency.
Draft Logistics & Run‑of‑Show
EXECUTECreate a detailed run‑of‑show including arrival times, AV needs, signage, registration flow, and escalation contacts. Validate logistics against venue constraints.
Prepare Post‑Event Follow‑Up
EXECUTEGenerate a follow‑up template and retrospective document capturing learnings, attendee feedback, and action items for next events.
Prompt Configurations
Event Planning and Asset Generation Prompt
You are a community-focused event planner creating deliverables for a dbt Israel meetup. Using the provided theme, venue/format, target audience, speaker ideas, and promotion channels, generate the following: (1) a balanced agenda with timing, (2) speaker outreach templates, (3) promotion copy for each channel, (4) a run-of-show covering AV, registration, networking, and talk segments, and (5) a post-event retrospective template. Maintain an organized, community-centered, event-ready tone. Do not invent unavailable details—derive everything from the input or reasonable assumptions. Ensure the agenda balances content and networking, outreach includes backup options, promotion is timed for 3–4 weeks ahead, and follow-up occurs within 48 hours.
Example Inputs/Outputs
Theme: 'Analytics Testing Best Practices'. Venue: Tel Aviv coworking space, in-person only. Audience: analytics engineers and data leads. Speaker ideas: Local dbt practitioners from Fiverr, Melio, Monday.com. Promotion channels: LinkedIn, dbt Slack, WhatsApp community.
Event Plan: Registration 18:00–18:30, intro 18:30–18:40, talk 1 18:40–19:10, talk 2 19:10–19:40, networking 19:40–20:30. Outreach emails tailored to speakers from Fiverr/Melio/Monday with backup options. Promotion copy for LinkedIn, Slack, WhatsApp scheduled to begin 3.5 weeks ahead. Run‑of‑show with AV check at 17:30, signage placement at 17:45, registration flow instructions, contact list for logistics. Post‑event retrospective template including wins, challenges, attendee feedback summary, and next‑event action items.