AI Playbook for Event Production Leads
Event ops is a coordination problem dressed up as a creative one. Wyse handles the vendor wrangling, attendee comms, and run-of-show logistics so the production lead can focus on the moments that make the event.
What you ship
- Every vendor (venue, AV, catering, speakers) gets timely communications, contracts tracked, and milestone reminders, automatically.
- Attendee comms (confirmations, agenda updates, day-of logistics, post-event survey) drafted in your event's voice, sent on schedule.
- Run-of-show timeline tracked live during the event with vendor and team slack updates as cues fire.
- Post-event recap drafted within 48 hours of close: attendee feedback summary, vendor performance, financial overview, next-event lessons.
- Event team headcount needed: 30 to 40 percent less than baseline for equivalent event scale.
The 60-day rollout
- 01
Day 1-7: Event setup
Configure the event in OpsWyse: dates, venue, expected attendee count, key dates (registration open, speaker confirmation deadline, AV walkthrough, day-of). Wyse builds the timeline and the comms cadence. Set the event's voice (formal, conversational, hype-heavy) so all outbound matches.
- 02
Day 8-14: Vendor coordination
Add every vendor (venue, AV, catering, swag, photo/video, security, signage). Wyse drafts the initial outreach, tracks contract status, sends milestone reminders (deposit due, walkthrough scheduled, final headcount confirmed). Vendor responses flow back into the timeline.
- 03
Day 15-21: Speaker management
Wyse handles speaker logistics: confirmation, bio collection, headshot, slide deadline, travel coordination, day-of run-of-show slot. Speakers get a single point of contact instead of three emails per week from different team members. Last-minute speaker drops get handled with backup options Wyse pre-arranges.
- 04
Day 22-30: Attendee comms
Wyse drafts every attendee touch: registration confirmation, agenda preview at T-30, hotel block reminder at T-21, day-of logistics email at T-7, day-of welcome text at T-0, post-event thank-you at T+24h, survey at T+72h. Each touch in the event's voice. EP lead approves before send for the first event, gradually autonomous for repeat formats.
- 05
Day 31-45: Day-of run-of-show
Live timeline tracking during the event. Vendor cues fire to vendor + EP team Slack as they come up. Speaker reminders go to greenroom 15 minutes before their slot. Catering reminders fire to catering 90 minutes before service. EP lead sees status of every concurrent track in one dashboard.
- 06
Day 46-55: Post-event close
Wyse drafts the post-event recap: attendee feedback summary (from the survey), vendor performance ratings (drafted from EP team feedback), financials (registration, sponsorship, refunds, vendor invoices), next-event lessons. Recap goes to leadership within 48 hours of event close.
- 07
Day 56-60: Next event setup
Lessons from this event auto-populate as defaults for the next one: vendors with strong ratings get prioritized, speakers with good feedback get re-invited, cadences that worked get reused, mistakes get flagged in the new event's setup with a 'last time we lost X here, recommend Y' note.
The agents Wyse runs for this role
Tracks vendor contracts, milestones, and comms
Handles bios, decks, travel, run-of-show slots
Drafts every attendee email and text on schedule
Fires cues to vendors and team Slack during the event
Generates post-event recap within 48 hours of close
Carries lessons from this event into the next event's setup
- Event team headcount: target 30 to 40 percent reduction for equivalent event scale.
- Speaker drop-out rate handled smoothly: target 95 percent with no attendee-visible disruption.
- Vendor on-time milestone hit rate: target above 90 percent.
- Post-event recap delivery: 100 percent within 48 hours of event close.
- Attendee survey response rate: target above 35 percent (industry average 18 to 22 percent).
Common mistakes
- Trying to automate the speaker confirmation in event 1. Speakers expect a human touch on confirmation. Move to autonomous for repeat-event speakers in event 2 onwards.
- Letting Wyse send attendee comms without EP review for the first event. The event's voice is built over the first event. Locking it in week 1 risks brand drift in week 4.
- Skipping the lessons loop. It's the highest-leverage agent because each event builds on the last. Without it, you re-do day 1 every event.
- Treating the run-of-show as set-and-forget. Day-of disasters happen. Wyse fires cues, humans handle disasters. Keep an EP lead on radio at all times.
- Running this playbook for a 50-person workshop. Scale is the prerequisite. Below 300 attendees the orchestration value is marginal vs a single coordinator with a spreadsheet.
Try OpsWyse with this playbook pre-configured.
Skip the setup. We pre-build the agents, the templates, and the rollout schedule for your role. You walk in on day 1 with the playbook live, not a blank workspace.
Questions
Does this work for virtual and hybrid events?
Yes, with platform connectors (Hopin, Bizzabo, Zoom Events, Goldcast). The run-of-show agent fires cues to platform admins and speaker greenrooms the same way it does to physical AV teams. Attendee comms cadence is similar with virtual-specific touches added (platform login reminder, tech-check link, replay link).
Can Wyse handle multi-day, multi-track events?
Yes. Each track is a sub-timeline. Speakers can be in multiple tracks, vendor agents understand multi-day continuity, attendee comms can be track-segmented. The dashboard shows every concurrent track for the EP lead. Tested up to events with 12 concurrent tracks and 4-day duration.
What about events on platforms like Cvent or Bizzabo?
OpsWyse integrates with major event platforms via their public APIs (Cvent, Bizzabo, Eventbrite, Hopin, RingCentral Events). The platform is the system of record for registration data; OpsWyse handles the operational layer the platform doesn't.
How does this compare to a dedicated event ops tool like Stova or Eventcombo?
Those are end-to-end event management platforms (registration, ticketing, payments, on-site check-in). OpsWyse is an agentic orchestration layer that sits on top of them. You typically use both: the event platform for registration and ticketing, OpsWyse for the vendor and comms orchestration. Pricing reflects this: OpsWyse is much cheaper per event but doesn't replace the registration platform.
Is this useful for a one-time event or only for repeating ones?
Both, but the ROI is much stronger on repeating events. The lessons loop carries forward and each event gets cheaper to run. For a one-time event, the value is mostly in the run-of-show and post-event recap. Most agencies and event teams break even on event 1 and gain compounding return on events 2 and beyond.