Event Coordination Tracker — AI Webinar & Event Follow-Up | Town

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
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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

Tracks promo, assets, speakers, and reminders against the event date, then drafts segmented follow-ups right after it ends.

Trigger
Daily while an event is live

Tools and actions
Check the event plan
Watch registrations
Track deadlines
Draft follow-ups

Prompt
While my event is coming up, track everything it depends on against the date and flag what's at risk; right after it ends, draft segmented follow-ups for hand-raisers and no-shows — hold every email for my approval.

🎟️

Event Readiness — 9 Days Out

Webinar readiness: two things at risk

Your Townie

bobobo@town.com

Nine days to the pricing webinar. Most beats are on track — two need attention today.

Waiting on you: ⚠️ reminder email not scheduled

The one-week reminder should go out tomorrow and isn't drafted yet — I've drafted it from the last event's template, held for your review. Registration is at 214, ahead of last time's pace.

Waiting on others: 🎤 Priya hasn't confirmed

Your guest speaker hasn't replied to Tuesday's note, and her slides are the only missing asset. Want me to draft a friendly nudge with the deadline attached?

Then the follow-ups draft themselves the day after.

How this routine works

Works with

  1. 1

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.

  1. 2

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.

  1. 3

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

What does the Event Coordination Tracker routine do?

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.

Will it email registrants or speakers on its own?

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.

What tools does it need?

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.

How fast do the post-event follow-ups arrive?

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.

Can it handle more than one event at a time?

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.