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AI agent for diplomats

Conference Delegation Materials Agent

A current conference pack with notes for every relevant session and bilateral

CreatingGovernment
See how it worksGet access
Conference Delegation Materials Agent: what goes in, what the agent does and what you get

What it does

For an international conference, the delegation needs the agenda, session notes, speaking points, bilateral meeting briefs and counterpart bios, and the agenda keeps moving. This agent starts three weeks out. It fetches the agenda and speaker list, matches sessions to delegation priorities, and drafts full notes for priority sessions and one line for the rest. It checks every bio against official sources only. It builds the bilateral schedule and checks it daily against the newest agenda. When sessions move or speakers change, it rebuilds just those parts and flags any time clash. The head of delegation approves the speaking points before the pack goes out. Edge case: if two bilaterals fall at the same time as a key session, the agent flags the clash instead of choosing which meeting to drop.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Three weeks before the conference 2 USES A TOOL Fetch the agenda and speaker list 3 DOES Match sessions to delegation priorities 4 USES A TOOL Draft session notes, speaking points and bilateralbriefs 5 CHECKS THE RESULT Does every counterpart bio come from an officialsource? If not: replace the bio from an official page or leaveit as a name and title only. Back to step 4. 6 DOES Build the bilateral meeting schedule against sessiontimes 7 CHECKS THE RESULT Does the pack match the latest agenda and schedule? If not: rebuild changed sessions and flag time clashes.Back to step 2. 8 YOU APPROVE Head of delegation approves speaking points 9 RESULT Conference pack distributed to the delegation
Read the steps as a list
  1. Three weeks before the conference
  2. Fetch the agenda and speaker list
  3. Match sessions to delegation priorities
  4. Draft session notes, speaking points and bilateral briefs
  5. Does every counterpart bio come from an official source?If not: replace the bio from an official page or leave it as a name and title only. Back to step 4.
  6. Build the bilateral meeting schedule against session times
  7. Does the pack match the latest agenda and schedule?If not: rebuild changed sessions and flag time clashes. Back to step 2.
  8. Head of delegation approves speaking pointsThe agent waits here for your OK.
  9. Conference pack distributed to the delegation

How it decides

Sessions are relevant if they match delegation priorities. Any agenda change triggers a rebuild of the affected parts.

  • Priority sessions get full notes; others get one line
  • Clashes are flagged, not resolved
  • Bios use only official sources

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Delegation priority topics
  • Level of detail for non-priority sessions
  • Daily check time
  • Pack format (printed book, tablet)

What keeps you in control

It always asks you first

  • Head of delegation approves speaking points and the bilateral schedule

Hard limits

  • No personal research beyond official bios
  • Never confirms meetings with other delegations

It stops when

  • Done: conference ends
  • Stop: delegation canceled

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor a climate finance conference in November, 18 of 64 sessions matched priorities. Two days before, the agenda moved the adaptation finance panel into the same slot as a requested bilateral with a partner minister. The daily agenda check failed, so the agent rebuilt that session note and flagged the clash. The head of delegation moved the bilateral to the next morning and approved the speaking points.

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