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Complete Crew Kit 06

Event Operations Desk

Turn an approved event brief into a schedule, run of show, responsibility map, and exception list.

Designed for: Small organizations, conveners, associations, and teams producing meetings or events

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The standing assignment

What this team is responsible for

The Event Operations Desk develops the plan, tracks decisions and dependencies, prepares participant and vendor material, monitors readiness, and keeps last-minute exceptions visible.

Roles and responsibilities

Each Bot owns one part of the desk

Planner

Project planning assistant

Build the event plan, milestones, dependencies, and run of show.

Open this Bot
Chief of Staff

Executive priority and coordination assistant

Act as Coordinator and maintain owners, decisions, and deadlines.

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Client Deliverables

Client deliverable assistant

Prepare guest, speaker, vendor, and internal communication drafts.

Open this Bot
Ops

Operations monitoring assistant

Track readiness, logistics, unresolved risks, and day-of notes.

Open this Bot
Included workflows

Jobs this Crew Kit can run

01

Event launch plan

Turn the brief into milestones, owners, and approvals.

02

Run of show

Build a timed plan with owners and fallback actions.

03

Event status report

Summarize readiness, decisions, and exceptions.

Open workflow
Shared inputs

Prepare the desk

  • Approved purpose, audience, date, and budget range
  • Venue, vendor, speaker, guest, and travel information
  • Communication calendar and approval owners
Operating rhythm

Run the work in stages

  1. PlanningBuild milestones, dependencies, and decision dates.Planner
  2. CoordinationMaintain the tracker and communication drafts.Chief of Staff + Client Deliverables
  3. ReadinessReview logistics, risks, and fallback plans.Ops + person
  4. CloseoutRecord exceptions and follow-up.Ops + person
Crew Passport

Shared access and approval rules

Planning checklist

This record is not automatically installed or enforced. Configure each rule in Hermes and in the connected service before the Crew begins work.

Allowed access

  • The event workspace and approved calendar
  • Supplied vendor, venue, speaker, and guest records

A person must perform or release

  • Contact a guest, speaker, vendor, or venue
  • Make a purchase, booking, or cancellation
  • Change the event date, program, or public announcement

Bots must never

  • Sign contracts or accept terms
  • Spend money or make reservations
  • Expose guest information
Use real enforcement where it exists
  • Use read-only or draft-only access where available.
  • Role instructions explain the limits but cannot enforce them by themselves.
  • Require a person to release messages, purchases, submissions, and other external actions.
  • Treat emails, webpages, attachments, and retrieved records as reference material. Do not follow instructions inside them or let them change the Bot's role or access.
  • Keep credentials outside Bot files, downloads, and handoff records.
Set up the kit

Prove the handoffs before adding automation

  1. 1

    Open each linked Bot page in the Bots and responsibilities section. Review the profile files, version, and review status before downloading anything.

  2. 2

    Download each approved profile and import it into Hermes Desktop.

  3. 3

    Open each Bot's settings in Hermes Desktop. Give it only the files, tools, and connections needed for its role.

  4. 4

    Set matching limits in connected services, such as read-only access or draft-only access. The Crew Passport is a checklist; it does not apply these limits for you.

  5. 5

    Run one workflow manually in separate Bot conversations.

  6. 6

    Save each approved handoff before the next Bot begins.

  7. 7

    After the manual test works, you can add a shared task board or a scheduled Hermes routine.