Event coordination at advocacy groups involves juggling speaker confirmations, volunteer assignments, and attendee tracking across multiple disconnected spreadsheets and email threads.
Automation centralizes all event details in one system, automatically sends confirmations and reminders to speakers and volunteers, captures attendee data in real time, and generates post-event reports the same day.
The full workflow, from trigger to completion.
An event record is created or marked as approved. The automation platform detects this and initiates the workflow.
The automation retrieves event date, location, speaker list, volunteer count, and logistics requirements.
Personalised confirmation emails are sent to each speaker, requesting bio, AV needs, and arrival time. Responses are logged automatically.
The automation matches volunteer availability to event roles and sends assignment notifications with event details and expectations.
Automated reminders are scheduled and sent and to speakers and volunteers at 7 days, 3 days, and 1 day before the event.
A QR code or online form link is generated and shared. Attendee responses are automatically logged with name, email, and organisation.
Personalised thank-you emails are sent to speakers, volunteers, and attendees within 24 hours of the event, with attendance data linked.
A summary report is automatically compiled with attendance count, speaker feedback, volunteer feedback, and budget reconciliation, then shared.
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