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AI agent for director of business developments

Conference Target Meeting Planner Agent

Build a target meeting list before an event, request meetings and fill gaps with next-best targets

PlanningSchedulingSalesManagement
See how it worksGet access
Conference Target Meeting Planner Agent: what goes in, what the agent does and what you get

What it does

Event time is wasted when meetings are not booked before arriving. About four weeks before an event, the agent builds a target list from the attendee list and the CRM. It ranks targets by fit with the company's goals, deal stage and past contact. It drafts personalized meeting requests with a suggested time and tracks replies. When someone declines or does not reply by the deadline, it moves to the next target and drafts a new request. It builds a schedule that fits the event and travel time. The director approves each request before it is sent. Edge case: two top targets both want Tuesday at 10, and the agent offers one a second slot.

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
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Event is 4 weeks away 2 USES A TOOL Load attendee list and CRM accounts 3 DOES Rank targets by fit and stage 4 DOES Draft personalized meeting requests 5 YOU APPROVE Director approves each request 6 USES A TOOL Track replies and update the schedule 7 CHECKS THE RESULT Is the schedule filled to the target number ofmeetings? If not: Choose second-choice targets and draft newrequests. Back to step 2. 8 DOES Check for time conflicts and travel gaps 9 CHECKS THE RESULT Does the final schedule have no conflicts? If not: Reschedule and offer alternate times. Back tostep 7. 10 DOES Prepare a one-page brief per meeting 11 RESULT Final schedule with briefs
Read the steps as a list
  1. Event is 4 weeks away
  2. Load attendee list and CRM accounts
  3. Rank targets by fit and stage
  4. Draft personalized meeting requests
  5. Director approves each requestThe agent waits here for your OK.
  6. Track replies and update the schedule
  7. Is the schedule filled to the target number of meetings?If not: Choose second-choice targets and draft new requests. Back to step 2.
  8. Check for time conflicts and travel gaps
  9. Does the final schedule have no conflicts?If not: Reschedule and offer alternate times. Back to step 7.
  10. Prepare a one-page brief per meeting
  11. Final schedule with briefs

How it decides

Targets are ranked by fit; unfilled slots go to the next-best target within the schedule.

  • Target 8 meetings per day
  • Send a second request after 5 days
  • Move to the next target after 2 no-replies
  • Do not book meetings within 30 minutes of travel

Make it yours

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

  • Target meeting number
  • Follow-up timing (default 5 days)
  • Ranking rules
  • Meeting length

What keeps you in control

It always asks you first

  • Director approves each meeting request
  • Director approves changes to the list

Hard limits

  • Never send a request without approval
  • Never use attendee data beyond the event purpose

It stops when

  • Done: schedule filled and briefs ready
  • Stop: the event is canceled or the budget is cut

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 conference with 3,000 attendees, the agent shortlisted 45 targets. After 12 days, 14 had accepted. The director's goal was 20. The agent drafted requests to 12 second-choice targets. The conflict check then found two meetings overlapped on Wednesday at 2, so one was moved to Thursday. Final: 21 meetings.

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