Event Coordination Tracker

Event Coordination Tracker is a routine your Townie AI assistant runs around your webinars and events: in the run-up it tracks promo beats, assets, speakers, and reminders against the date and flags what's at risk; right after, it drafts segmented follow-ups for attendees and no-shows. Every outbound email holds for your approval.

To: your Townie

Subject: Create me an Event Coordination Tracker routine

Build me a routine that helps me run a webinar or event end to end without dropping a ball — from the promo run-up through the post-event follow-up that converts.

Run it on a schedule while I have an event coming up (e.g. daily in the weeks before, then right after it happens).

In the run-up, each time it runs:
- Track everything the event depends on against its date: promo emails/social scheduled, registration page live, speakers confirmed, assets and slides ready, reminder sequence set.
- Flag what's at risk — a promo beat that hasn't gone out, a missing asset, an unconfirmed speaker — ranked by how close the event is, and split 'waiting on me' from 'waiting on someone else.'
- Watch registration and draft the next promo or reminder touch when it's time, held for me to send.

Right after the event:
- If you can, pull the attendee/registrant list and separate hand-raisers (attended, asked questions, hit a CTA) from no-shows. Ask me about where we track this info (CRM, spreadsheet, etc.)
- Draft tailored follow-ups fast, while it's hot: a warm 'great to see you' + next step for hand-raisers, and a 'sorry we missed you, here's the recording' for no-shows.

Details that matter to me:
- The post-event follow-up is the money moment — get those drafts to me within a day, before leads cool.
- Personalize by how each person engaged; don't blast one generic note.

Output: a running readiness readout in the run-up, and a batch of drafted, segmented follow-ups right after — all held for my approval.

My default: track, draft, and prep on your own, but hold every outbound email for me to approve before it sends.

Before you build this, tailor it to the integrations I actually use and what you already know about me. Don't take the above at face value — ask me the critical questions that make it stronger: which tools and integrations to use, what the output should look like, and how much autonomy you should have (what to do on your own vs. check with me first).

Sent when you sign up — works as-is, or edit anything.

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Get started with this routine

Every outbound email holds for your approval.

See it work: nothing slips in the run-up

Run my next event without dropping the ball

Then the follow-ups draft themselves the day after.

How this routine works

Works with

It runs daily in the run-up
While an event is on the calendar, your Townie checks every dependency against the date — promo beats, registration page, speakers, assets, reminders — and splits what's waiting on you from what's waiting on others.
It watches and preps as the date closes in
Registration numbers, the next promo or reminder touch drafted when it's time, and at-risk items ranked by how close the event is.
It drafts the follow-ups while leads are warm
Right after the event: personalized notes for hand-raisers, a recording note for no-shows — segmented by how each person engaged, batched for your approval within a day.

Event Coordination Tracker FAQ

It's a routine your Townie AI assistant runs around a webinar or event: in the run-up it tracks everything the event depends on — promo emails, registration, speakers, assets, reminders — and flags what's at risk; right after the event it drafts segmented follow-ups for attendees, hand-raisers, and no-shows. You get a readiness readout while you prepare and a batch of drafts when it matters most.

No — the default holds every outbound email for your approval, from promo touches to post-event follow-ups. You can loosen that per email type if you want. Read more in our security overview.

Your email and calendar to start, plus wherever your event lives: a project doc in Notion, registrations in your CRM or webinar platform, assets in your drive. It asks where you track attendees rather than assuming.

Within a day of the event ending — that's the routine's core promise, because follow-up speed is what converts. Hand-raisers get a personal next-step note; no-shows get the recording.

Yes — it tracks each event against its own date and keeps the readouts separate, so a monthly webinar series and a conference booth don't blur together.