AI agent for operations coordinators
Event Vendor Deliverable Chase Agent
All vendor deliverables in, in the right format, before their deadline.
What it does
Conference vendors often deliver files late or in the wrong format: logos, slides, signage artwork. Each day, and whenever a file is uploaded, this agent validates every received file against the agreed deliverable list and its specifications, such as size, resolution and color format. It checks the actual content, not just the file name. It starts with the most urgent missing or defective item, judged by due date and what depends on it. For each problem it drafts a specific correction request. The operations lead approves vendor messages. An item closes only after content validation passes. Scope changes and substitutions stay with the lead. Edge case: a correctly named logo file is an empty placeholder, so the agent requests the real file.
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.
Read the steps as a list
- Daily check or new upload
- Load the deliverable list and specifications
- Validate file content against specifications
- Is the deliverable present and valid?If not: draft a specific correction request. Back to step 3.
- Rank open items by due date and dependencies
- Operations lead approves vendor messagesThe agent waits here for your OK.
- Update the tracker
- Vendor deliverable tracker
How it decides
It investigates the most urgent missing or defective item and checks actual content, not filenames.
- Priority: due date, then items others depend on.
- Valid means the content passes, not just the file name.
- An item closes only after content validation.
- Substitutions are decided by the operations lead.
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Deliverable list and specifications per vendor
- Daily check time
- Days before a due date to start chasing (default 5)
- Who approves vendor messages
- Tracker format
What keeps you in control
It always asks you first
- Vendor messages
- Scope changes
- Substitutions
Hard limits
- No messages without approval.
It stops when
- Done: all deliverables valid.
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.
- 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
