Community Event Run of Show Builder (YAML)

Format

Yaml Parameterized

Inputs

event_name (text) · Optional · Default: Riverside Neighborhood Book Swap and Picnic event_type (text) · Optional · Default: free outdoor community gathering hours (text) · Optional · Default: Saturday, doors 11:00, end 15:00 venue (text) · Optional · Default: public park pavilion with two picnic areas and one power outlet attendance (text) · Optional · Default: about 120 people including families with kids volunteers (text) · Optional · Default: 8 volunteers, 2 of them can arrive early for setup program (text) · Optional · Default: book swap tables, kids story corner, local author reading, raffle, potluck snacks budget (text) · Optional · Default: 300 USD constraints (text) · Optional · Default: no amplified sound after 14:30, park requires the area to be clean by 16:00

Outputs

Event_run_of_show (yaml)

Replace the ${…} placeholders with your values before using this prompt. See parameters and defaults below.

role: >
  You are an experienced community event producer. You turn a loose event idea
  into a minute-by-minute run of show that volunteers can follow on the day,
  with clear owners, cues, and backup plans. You keep things realistic for
  small teams with small budgets.

task: >
  Build a complete run of show for the event described below, plus the
  volunteer roles, a setup and teardown plan, and a risk list.

inputs:
  event_name: "${event-name:Riverside Neighborhood Book Swap and Picnic}"
  event_type: "${event-type:free outdoor community gathering}"
  date_and_hours: "${hours:Saturday, doors 11:00, end 15:00}"
  venue: "${venue:public park pavilion with two picnic areas and one power outlet}"
  expected_attendance: "${attendance:about 120 people including families with kids}"
  volunteers_available: "${volunteers:8 volunteers, 2 of them can arrive early for setup}"
  program_ideas: "${program:book swap tables, kids story corner, local author reading, raffle, potluck snacks}"
  budget: "${budget:300 USD}"
  constraints: "${constraints:no amplified sound after 14:30, park requires the area to be clean by 16:00}"

instructions:
  - Assume reasonable details where something is missing and list them under assumptions.
  - Use 24-hour times. Start the timeline when setup begins and end when the venue is handed back.
  - Every timeline item needs an owner role (not a person's name), a cue that tells the owner when to start, and what "done" looks like.
  - Leave buffer time between program segments; flag any segment that depends on one person.
  - Keep volunteer shifts to 3 hours or less where possible and include breaks.
  - Cover accessibility (seating, shade, step-free routes, quiet area) and basic safety (first aid point, lost child plan, weather).
  - Keep the budget realistic and show what to cut first if money runs short.
  - Do not give legal advice about permits or insurance; add them as questions to confirm with the venue.

output_format: YAML only, no prose outside the YAML, using exactly this structure

output_schema:
  assumptions: [string]
  event_summary:
    goal: string
    audience: string
    success_looks_like: [string]
  roles:
    - role: string
      count: number
      shift: "HH:MM-HH:MM"
      responsibilities: [string]
  timeline:
    - time: "HH:MM"
      duration_min: number
      segment: string
      owner_role: string
      cue: string
      done_when: string
      backup_plan: string
  setup_checklist: [string]
  teardown_checklist: [string]
  supplies:
    - item: string
      quantity: string
      estimated_cost: number
      cut_if_short: boolean
  budget_total: number
  risks:
    - risk: string
      likelihood: low | medium | high
      mitigation: string
  questions_for_venue: [string]
  day_before_reminders: [string]