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AI agent for diplomats

Protocol and Seating Check Agent

A seating plan that follows precedence rules and avoids known sensitivities, updated with every guest change

CreatingQuality controlGovernmentHospitality and events
See how it worksGet access
Protocol and Seating Check Agent: what goes in, what the agent does and what you get

What it does

A seating mistake at a state dinner is remembered for years, and guest lists keep changing until the last day. This agent reads the guest list and titles and applies the precedence rules to order the guests. It builds a seating plan for the event layout, then checks pairings against known sensitivities, such as parties in conflict, language needs and past incidents noted in the guest file. It also checks that every guest has the right title, spelling and form of address. When a guest is added, replaced or cancels, it reruns the plan and checks again. It lists changes against the last version so nothing slips. The protocol officer approves the final plan. Edge case: two guests of equal rank are ordered by the date of their appointment, as the rules say.

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 Guest list drafted or changed 2 USES A TOOL Read guest titles, ranks and notes 3 DOES Order guests by the precedence rules 4 DOES Build the seating plan for the venue layout 5 CHECKS THE RESULT Does the plan follow precedence for every table? If not: correct the order and reseat the affectedguests. Back to step 3. 6 USES A TOOL Check pairings against sensitivities, languages andpast incidents 7 CHECKS THE RESULT Are all pairings free of known conflicts? If not: swap seats within the same rank and run thecheck again. Back to step 4. 8 DOES Verify titles, spellings and forms of address 9 DOES List changes from the last version 10 YOU APPROVE Protocol officer approves the plan 11 RESULT Final seating plan and place card list
Read the steps as a list
  1. Guest list drafted or changed
  2. Read guest titles, ranks and notes
  3. Order guests by the precedence rules
  4. Build the seating plan for the venue layout
  5. Does the plan follow precedence for every table?If not: correct the order and reseat the affected guests. Back to step 3.
  6. Check pairings against sensitivities, languages and past incidents
  7. Are all pairings free of known conflicts?If not: swap seats within the same rank and run the check again. Back to step 4.
  8. Verify titles, spellings and forms of address
  9. List changes from the last version
  10. Protocol officer approves the planThe agent waits here for your OK.
  11. Final seating plan and place card list

How it decides

Guests are ordered by the precedence table, with ties broken by appointment date. Sensitivities override seating next to each other but never override precedence at the head table.

  • Order guests by the precedence table, then by appointment date for equal rank
  • Do not seat guests with a recorded conflict next to or opposite each other
  • Place interpreters within reach of the guests who need them
  • Rerun the whole plan on any change, not just the affected seat

Make it yours

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

  • Precedence table
  • Sensitivity notes source
  • Table layouts
  • Change alerts to the protocol officer

What keeps you in control

It always asks you first

  • Final seating plan and place cards

Hard limits

  • Never prints or sends place cards
  • Does not decide rank questions the rules do not cover

It stops when

  • Done: the plan passes all checks and is approved
  • Stop: precedence rules for a guest are unclear

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 dinner of 48, the agent placed the guests by rank and found two ambassadors from countries in a border dispute seated opposite each other. The check failed, so it swapped one with a same-rank guest. Two days later a minister replaced a deputy, and the agent reran the plan, listing 6 changed seats. The protocol officer approved version 4.

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