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AI agent for elected officials

Town Hall Planning and Follow-Up Agent

A well-attended, accessible town hall and written answers to every question raised

PlanningGovernment
See how it worksGet access
Town Hall Planning and Follow-Up Agent: what goes in, what the agent does and what you get

What it does

A town hall takes weeks of venue calls, invitations and logistics, and afterwards the promised answers to residents fade. This agent plans the event from the date and topic. It checks venues for size, accessibility and transit, and compares dates against holidays, school calendars and other local events. It drafts invitations and a registration form with a question box. As questions arrive, it groups them by topic and flags duplicates. After the event, it matches each question to facts and sources, drafts answers and tracks which are answered. It checks that every question has an answer or a reason for none before the follow-up goes out. The official approves invitations and replies. Edge case: a venue that is accessible but has no transit access is flagged before booking.

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, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Official chooses a topic and month 2 USES A TOOL Check venues, dates and local event conflicts 3 CHECKS THE RESULT Does a venue meet capacity, accessibility andtransit needs? If not: search more venues or change the date andrecheck. Back to step 2. 4 DOES Draft invitations and the registration form 5 YOU APPROVE Official approves invitations before they go out 6 USES A TOOL Collect questions and group them by topic 7 DOES Prepare a briefing with facts for each topic 8 DOES After the event, match each question to facts andsources 9 CHECKS THE RESULT Does every question have a sourced answer or areason? If not: research the missing answers or route them tothe right office. Back to step 8. 10 YOU APPROVE Official approves the written replies 11 RESULT Follow-up sent and tracker closed
Read the steps as a list
  1. Official chooses a topic and month
  2. Check venues, dates and local event conflicts
  3. Does a venue meet capacity, accessibility and transit needs?If not: search more venues or change the date and recheck. Back to step 2.
  4. Draft invitations and the registration form
  5. Official approves invitations before they go outThe agent waits here for your OK.
  6. Collect questions and group them by topic
  7. Prepare a briefing with facts for each topic
  8. After the event, match each question to facts and sources
  9. Does every question have a sourced answer or a reason?If not: research the missing answers or route them to the right office. Back to step 8.
  10. Official approves the written repliesThe agent waits here for your OK.
  11. Follow-up sent and tracker closed

How it decides

A venue is accepted when it meets capacity, accessibility and transit rules. A question is closed when a checked answer has been approved and sent.

  • Choose venues with step-free access and transit within a set distance
  • Avoid dates that clash with holidays or school events
  • Group questions into at most 8 topics
  • Answer within 14 days of the event

Make it yours

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

  • Accessibility and transit requirements
  • Reply deadline (default 14 days)
  • Number of topic groups
  • Registration questions

What keeps you in control

It always asks you first

  • Invitations
  • Written replies to residents

Hard limits

  • Never sends invitations or replies without approval
  • Does not commit the official to positions

It stops when

  • Done: all questions are answered or explained and replies sent
  • Stop: the event is cancelled

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 May 14 town hall on housing, the agent picked a library hall seating 150. It found the hall lacked a nearby bus stop, so the check failed, and it moved the event to a community center on a bus line. 212 people registered with 63 questions grouped into 6 topics. After the event 4 questions needed a department answer. All 63 were answered within 12 days.

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