# 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 Sent when you sign up — works as-is, or edit anything. 1,984 /2,000 [Get started with this routine](/content/assistant?input=Build%20me%20a%20routine%20that%20helps%20me%20run%20a%20webinar%20or%20event%20end%20to%20end%20without%20dropping%20a%20ball%20%E2%80%94%20from%20the%20promo%20run-up%20through%20the%20post-event%20follow-up%20that%20converts.%0A%0ARun%20it%20on%20a%20schedule%20while%20I%20have%20an%20event%20coming%20up%20(e.g.%20daily%20in%20the%20weeks%20before%2C%20then%20right%20after%20it%20happens/index.html).%0A%0AIn%20the%20run-up%2C%20each%20time%20it%20runs%3A%0A-%20Track%20everything%20the%20event%20depends%20on%20against%20its%20date%3A%20promo%20emails%2Fsocial%20scheduled%2C%20registration%20page%20live%2C%20speakers%20confirmed%2C%20assets%20and%20slides%20ready%2C%20reminder%20sequence%20set.%0A-%20Flag%20what%27s%20at%20risk%20%E2%80%94%20a%20promo%20beat%20that%20hasn%27t%20gone%20out%2C%20a%20missing%20asset%2C%20an%20unconfirmed%20speaker%20%E2%80%94%20ranked%20by%20how%20close%20the%20event%20is%2C%20and%20split%20%27waiting%20on%20me%27%20from%20%27waiting%20on%20someone%20else.%27%0A-%20Watch%20registration%20and%20draft%20the%20next%20promo%20or%20reminder%20touch%20when%20it%27s%20time%2C%20held%20for%20me%20to%20send.%0A%0ARight%20after%20the%20event%3A%0A-%20If%20you%20can%2C%20pull%20the%20attendee%2Fregistrant%20list%20and%20separate%20hand-raisers%20(attended%2C%20asked%20questions%2C%20hit%20a%20CTA)%20from%20no-shows.%20Ask%20me%20about%20where%20we%20track%20this%20info%20(CRM%2C%20spreadsheet%2C%20etc.)%0A-%20Draft%20tailored%20follow-ups%20fast%2C%20while%20it%27s%20hot%3A%20a%20warm%20%27great%20to%20see%20you%27%20%2B%20next%20step%20for%20hand-raisers%2C%20and%20a%20%27sorry%20we%20missed%20you%2C%20here%27s%20the%20recording%27%20for%20no-shows.%0A%0ADetails%20that%20matter%20to%20me%3A%0A-%20The%20post-event%20follow-up%20is%20the%20money%20moment%20%E2%80%94%20get%20those%20drafts%20to%20me%20within%20a%20day%2C%20before%20leads%20cool.%0A-%20Personalize%20by%20how%20each%20person%20engaged%3B%20don%27t%20blast%20one%20generic%20note.%0A%0AOutput%3A%20a%20running%20readiness%20readout%20in%20the%20run-up%2C%20and%20a%20batch%20of%20drafted%2C%20segmented%20follow-ups%20right%20after%20%E2%80%94%20all%20held%20for%20my%20approval.%0A%0AMy%20default%3A%20track%2C%20draft%2C%20and%20prep%20on%20your%20own%2C%20but%20hold%20every%20outbound%20email%20for%20me%20to%20approve%20before%20it%20sends.%0A%0ABefore%20you%20build%20this%2C%20tailor%20it%20to%20the%20integrations%20I%20actually%20use%20and%20what%20you%20already%20know%20about%20me.%20Don%27t%20take%20the%20above%20at%20face%20value%20%E2%80%94%20ask%20me%20the%20critical%20questions%20that%20make%20it%20stronger%3A%20which%20tools%20and%20integrations%20to%20use%2C%20what%20the%20output%20should%20look%20like%2C%20and%20how%20much%20autonomy%20you%20should%20have%20(what%20to%20do%20on%20your%20own%20vs.%20check%20with%20me%20first). 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 - Gmail](/content/integrations/gmail/index.html) - Google Calendar](/content/integrations/google_calendar/index.html) - HubSpot](/content/integrations/hubspot/index.html) - Notion](/content/integrations/notion/index.html) - Outlook](/content/integrations/outlook/index.html) - Zoom](/content/integrations/zoom/index.html) - Airtable](/content/integrations/airtable/index.html) - monday.com](/content/integrations/monday/index.html) - [And more](/content/integrations/index.html) 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. 2. 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. 3. 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](/content/features/security/index.html). **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.