Complete Crew Kit 06

Event Operations Desk

Plan an event with a schedule, assigned responsibilities and backup plans.

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

Bot Cabinet generates plans and packages. Hermes Desktop settings and connected-service permissions are applied by you. Passports are checklists, not locks.

Download this Crew Kit Start guided setup Download the PDF Download editable Markdown Review the Crew Passport

One ZIP: 4 individual Hermes profiles, readable files, a versioned manifest, and an ordered checklist. Unzip first, then import each profile. No schedules are activated.

Guided setup

Set up each Bot

Keep existing profiles intact. If a name already exists, use a new name rather than replacing that Bot. Start with sample material and manually approve each handoff.

Keep the setup checklist Inspect the manifest

Bundle 1.0.0. Crew handoffs: not tested. An import test does not establish work quality.
Member	Pack / minimum Hermes	Import test	Skill test	Routine	Human review
Planner	2.0.0 >=0.21.0	Passed on 0.21.0	Not tested	Inactive; manual test required	Not recorded
Chief of Staff	2.0.0 >=0.21.0	Passed on 0.21.0	Not tested	Inactive; manual test required	Not recorded
Client Deliverables	2.0.0 >=0.21.0	Passed on 0.21.0	Not tested	Inactive; manual test required	Not recorded
Ops	2.0.1 >=0.21.0	Passed on 0.21.0	Not tested	Inactive; manual test required	Not recorded

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

What each Bot does

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

Keep owners, decisions, and deadlines up to date.

Open this Bot

Client Deliverables

Client document 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 kit is designed for

Event launch plan

Turn the brief into milestones, owners, and approvals.

Run of show

Build a timed plan with owners and fallback actions.

Event status report

Summarize readiness, decisions, and exceptions.

Open workflow

Shared inputs

Gather these inputs

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

When to run each step

Run the work in stages

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

Crew Passport

Shared access and approval rules

Planning checklist

Set these permissions in Hermes and each connected service before the Crew begins work. This checklist does not change app settings.

Allowed access

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

Actions requiring your approval

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

Check the app’s permission settings

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

Test the full sequence before scheduling it

1
Open each Bot's page below. Check its files, version and test status before downloading.
2
Download each approved profile and import it into Hermes Desktop.
3
Open each Bot's settings in Hermes Desktop. Give it only the files, tools, and connections needed for its role.
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
Run one workflow manually in separate Bot conversations.
6
Save each approved handoff before the next Bot begins.
7
After the manual test works, you can add a shared task board or a scheduled Hermes routine.