EventMind

EventMind is your all-in-one AI event planning assistant built inside Notion. Whether you're a student org leader running a campus workshop or a professional planner managing a corporate event, EventMind turns a rough brief into a fully structured workspace in seconds.

WHAT EVENTMIND DOES
Paste a brief like "Workshop, 70 students, April 5, ₱5k budget" and EventMind immediately builds:
• A complete Event Master record with all event details
• A Task Board populated with tasks and deadlines calculated backward from D-Day
• A Committee Assignment database with standard roles pre-loaded (Emcee, Registration, Tech, Documentation, Usher, Food, Merch)
• A Budget Tracker with per-committee allocations
• D-Day, 48-hour reminder, and post-event wrap scheduled in Notion Calendar automatically

THREE INTELLIGENT MODES
Mode 1 — Event Kickoff
Paste any rough event brief. EventMind asks clarifying questions, then builds your complete event hub inside the Event Master database.

Mode 2 — Meeting Digest
Paste raw meeting notes or minutes. EventMind extracts a structured summary, action items with owners and deadlines, decisions made, and open questions — all added directly to your Task Board.

Mode 3 — Live Check-In
Every 6 hours, EventMind reads your entire workspace and reports what's on track (GREEN), needs attention (AMBER), and is blocked or overdue (RED) — with the 3 most important things to focus on right now.

CHECKBOX TRIGGERS
Check a requirement box and EventMind fires context-aware next steps:
• Need Location → venue scouting checklist, POC template, backup plan reminder
• Need Catering → caterer shortlist, dietary survey, headcount deadline
• Permits Needed → permit type guide, document checklist, lead time warning
• Team Not Briefed → auto-generates volunteer briefing doc
• Budget Not Locked → sets per-committee caps, adds contingency buffer
• AV/Tech Not Confirmed → AV checklist, tech person assigned, on-site test scheduled
• Post-Event Phase → drafts thank-you letters, certificates, event recap, liquidation report

PROACTIVE PROBLEM DETECTION
EventMind watches your workspace and alerts you without being asked:
• Silent overdue tasks (48+ hours with no update)
• Unconfirmed vendors 7 days before the event
• Budget warnings when a committee hits 85% of their cap
• New team members added without onboarding
• Missing critical info like venue POC, date, or headcount
• Decisions made in meetings but never logged

WHAT'S INSIDE THE TEMPLATE
• Event Master — one record per event, tracks all key details
• Task Board — all tasks with assignee, deadline, priority, and status
• Committee Assignment — roles, members, and to-dos per committee
• Budget Tracker — estimated vs actual cost per item with receipt tracking
• Meeting Log — structured meeting recaps with decisions and action items
• Important Links — Drive folders, Luma, presentations, printables, surveys

BUILT FOR TWO AUDIENCES
Student Organizers — school orgs, campus and off-campus events, zero-budget setups, sponsored venues. Language stays approachable and practical.
Industry Planners — corporate events, client work, paid vendors, sponsors. Outputs are polished, thorough, and professional.

HOW TO GET STARTED
1. Duplicate this template into your workspace
2. Open the EventMind agent
3. Paste your event brief
4. EventMind builds everything automatically

Works for any event type. Plug in a new brief and reuse forever.