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AI agent for event planners

Season Awards and Banquet Planning Agent

Finalize a fair awards list and a banquet plan that fits the headcount and budget

PlanningDecisionsEducation
See how it worksGet access
Season Awards and Banquet Planning Agent: what goes in, what the agent does and what you get

What it does

The banquet is in three weeks and the coach is still deciding who gets what. This agent pulls season stats, attendance and the coach's notes, then proposes award candidates by the criteria the coach sets, such as most improved, best teammate and top scorer. It checks that every player receives meaningful recognition and flags anyone left out, adding a fitting award or a personal note. It then plans the event: venue, food, budget and schedule, and checks the headcount against RSVPs. If the count or cost does not fit, it revises the order and checks again. The coach approves the award list and the booking. Edge case: a player who left mid-season is flagged for a decision on a mailed certificate.

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 Banquet planning window opens 2 USES A TOOL Pull stats, attendance and coach notes 3 DOES Propose award candidates by the coach's criteria 4 CHECKS THE RESULT Does every player have some recognition? If not: Add a fitting award or personal note for eachmissing player. Back to step 3. 5 DOES Draft the event plan: venue, food, schedule andbudget 6 USES A TOOL Compare RSVPs with seats and food counts 7 CHECKS THE RESULT Do counts and cost fit the venue and budget? If not: Adjust food order or venue and recheck thenumbers. Back to step 5. 8 YOU APPROVE Coach approves awards and the booking 9 DOES Draft the invitation and award announcements 10 RESULT Awards list and banquet plan
Read the steps as a list
  1. Banquet planning window opens
  2. Pull stats, attendance and coach notes
  3. Propose award candidates by the coach's criteria
  4. Does every player have some recognition?If not: Add a fitting award or personal note for each missing player. Back to step 3.
  5. Draft the event plan: venue, food, schedule and budget
  6. Compare RSVPs with seats and food counts
  7. Do counts and cost fit the venue and budget?If not: Adjust food order or venue and recheck the numbers. Back to step 5.
  8. Coach approves awards and the bookingThe agent waits here for your OK.
  9. Draft the invitation and award announcements
  10. Awards list and banquet plan

How it decides

It ranks candidates by the coach's criteria and checks that no player is left without recognition. It checks food and space counts against RSVPs.

  • Rank award candidates only on the coach's written criteria
  • Ensure every rostered player gets a named recognition
  • Add 10 percent to the food count for walk-ins
  • Choose the venue that fits the RSVP count within budget

Make it yours

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

  • Award categories (default scoring, improvement, teammate)
  • Budget limit (default the team fund)
  • Walk-in buffer (default 10 percent)
  • Invitation wording (default warm and brief)

What keeps you in control

It always asks you first

  • Coach approves the awards list
  • Coach approves bookings and spending

Hard limits

  • Never book or pay without coach approval
  • Never announce awards before the coach approves
  • Base awards on written criteria

It stops when

  • Done: Awards and plan approved and booked by the coach
  • Stop: Budget cannot cover any suitable venue, so hand to the coach

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 happensWith 22 players and 61 RSVPs, the agent proposes 7 awards and finds 5 players with none. It adds Hustle and Team Spirit awards. The first plan costs $540 for a $450 budget, so it cuts one dessert order and checks again at $438. The coach approves the awards and the booking.

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