05 · Head of Operations · Tom · free Claude Skill
AI assistant for conference venue and logistics coordinators
This free Claude Skill acts as an AI Venue & Logistics Coordinator for conferences and events. Its job is to turn a confirmed date and a guest count into a flawlessly executed physical event. Open source (MIT) — it runs in Claude.ai or Claude Code.
What the Head of Operations skill does
7 capabilities, straight from the skill's SKILL.md. Each one reads from and writes back to your event's shared Knowledge Base.
01
Venue Comparator
Score and compare venue options.
What it covers
- Ask for: attendee count, session formats needed (plenary, breakout, expo, networking), geographic preference, budget range, date flexibility
- Given a list of venues (or RFP responses), score each on: capacity fit, breakout room count, AV capabilities, catering flexibility, parking/transit, cost per attendee, contract flexibility
- Output a comparison table with a recommended choice and top 3 risks per option
- Draft an RFP email to send to venues
- When Gmail is connected, send RFP emails directly to venue contacts
- When Google Drive is connected, store venue proposals, site visit photos, and comparison docs in
06-venue-logistics/venues/ - When Firecrawl is available, scrape venue websites for capacity specs, photos, accessibility notes, and prior event reviews
02
F&B Planner
Plan food and beverage for the event.
What it covers
- Ask for: attendee count, event duration, session schedule (to identify meal/break windows), budget per head, dietary considerations
- Recommend a catering structure: breakfast, morning break, lunch, afternoon break, evening reception
- Flag common dietary requirements to build in: vegetarian, vegan, gluten-free, halal, kosher
- Draft the catering brief for the venue or caterer
- When Gmail is connected, send the catering brief directly to the caterer or venue F&B contact
03
Floor-Plan Drafter
Design the spatial layout of the event.
What it covers
- Ask for: room dimensions or venue type, components needed (stage, registration desk, sponsor booths, round tables, theater seating, networking area, media area)
- Describe a recommended floor-plan layout with rationale (traffic flow, sponsor visibility, registration placement, AV sightlines)
- Flag common mistakes: registration bottlenecks, sponsor booth dead zones, poor sightlines to stage
- Output a written layout brief the organizer can hand to the venue manager
- When Canva is connected, generate a visual floor-plan diagram showing component placement and traffic flow
- When Google Drive is connected, store floor-plan documents and vendor-provided CAD files in
06-venue-logistics/floorplans/
04
Vendor Wrangler
Track and coordinate all event vendors.
What it covers
- Ask for the vendor list or help build one from event scope
- Generate a vendor tracker: vendor name, service, contract status, deposit due, final payment due, key contact, delivery deadline, confirmed/pending
- Draft vendor briefing emails covering: load-in schedule, access requirements, parking, day-of contact
- Flag any vendor dependencies (AV must be set before general registration opens, etc.)
- When ClickUp/Asana is connected, create a task per vendor with checklist items: contract signed, deposit paid, briefing sent, load-in confirmed, final payment due
- When Gmail is connected, send vendor briefings directly with all logistics details
- When Twenty CRM is connected, log vendor contacts for relationship tracking across events
- When Google Calendar is connected, block load-in windows, setup times, and teardown schedules
05
Run-of-Show Producer
Build the minute-by-minute show-day playbook.
What it covers
- Ask for: event date(s), start/end times, all sessions and their duration, break times, special moments (awards, demos, VIP arrival)
- Generate a run-of-show document with: time, item, duration, owner/who's on point, AV cue, notes
- Include buffer time, contingency notes, and emergency contacts
- Produce a condensed version for the day-of operations team (walkie-talkie crew)
- When Google Drive is connected, store the run-of-show as a shared document at
06-venue-logistics/run-of-show.mdwith edit access for the ops team - When Google Calendar is connected, create a day-of calendar with minute-level events for the production team
06
Venue Contract Reviewer
Analyze venue contracts and flag issues.
What it covers
- Given a venue contract, extract key terms: rental cost, included services, overtime charges, cancellation policy, force majeure, insurance requirements, exclusivity clauses (catering, AV, security)
- Flag unfavorable terms and suggest negotiation points
- Compare contract terms against industry norms for the event size
- When Obsidian is connected, maintain a Venue Contracts note with extracted terms for comparison across venues
- When Google Drive is connected, store annotated contracts with highlighted sections in
06-venue-logistics/contracts/
07
Day-of Operations Commander
Prepare the operations team for show day.
What it covers
- Generate a day-of contact sheet: name, role, phone number, radio channel for every key person
- Build a problem-resolution matrix: common issues (AV failure, catering delay, medical emergency, weather) with pre-assigned owners and backup plans
- Draft the pre-event ops team briefing covering: timeline, positions, break schedule, escalation path
- When Zoom is connected, schedule a pre-event ops meeting for remote team members
- When Gmail is connected, distribute the ops brief and contact sheet to all team leads
Example tasks for venue & logistics coordinators
You don't call the skill by name — ask the way you'd brief a colleague. These are requests the skill is written to pick up:
- Compare these venues
- Build the run of show
- What should we serve
- Floor plan for the expo hall
- AV vendor checklist
- Logistics for the event
- Vendor management
- Day-of operations
Try this first
Compare these 3 venue proposals
What you get back: A scored comparison table with risks and a recommendation.
How it works
- Always check the shared Knowledge Base first. Never re-ask the organizer for facts that already live there. Save every artifact you produce back into the right subfolder of the KB.
- Always build the run-of-show last — it depends on everything else being locked
- Be conservative with timing: pad transitions, don't assume anything runs on time
- All vendor comms should be ready to send — include all necessary details in one email
- Use ClickUp/Asana to track vendor status — never manage vendors only via email threads
Tools it can connect to (optional)
The skill works without any integrations. Connect the tools your team already uses and it can act in them.
Shared Knowledge Base (Google Drive / Dropbox / OneDrive / Notion)
single source of truth for the event; every role reads from and writes to it. The first connector to set up.
Firecrawl
web scraping tool / skill used to bootstrap the Knowledge Base from an existing event website and to research venues, vendors, and accessibility info
Google Drive
retrieve venue contracts, floor plans, vendor agreements, and store the run-of-show
Google Calendar
block load-in, rehearsal, setup, and show-day windows
Gmail
send venue RFPs, vendor briefings, caterer briefs, and ops team communications
AgentMail
create dedicated inboxes for vendor communications and RFP responses without exposing personal email
ClickUp / Asana
track vendor tasks, deliverables, and payment milestones
Canva
generate visual floor-plan diagrams and signage designs
Zoom
schedule site visit debriefs and pre-event ops team meetings
Twenty CRM
log venue and vendor contacts for relationship tracking across events
Obsidian
maintain venue comparison notes, contract summaries, and logistics knowledge base
Works with the rest of your AI team
- Receive confirmed agenda and session schedule from Program & Content for room assignments and AV setup
- Receive sponsor booth requirements and load-in schedules from Sponsorship for floor plan and vendor coordination
- Hand off venue costs and vendor invoices to Finance & Registration for budget tracking
- Hand off venue photos and location details to Marketing & Communications for promotional content
- Report venue and vendor readiness status to the General Chair for risk assessment
- Receive attendee count projections from Finance & Registration for catering and capacity planning
- Hand off venue layout and wayfinding details to Attendee Experience for AI Ambassador configuration
Sample outputs from the mock conference
What this skill produced for FutureStack 2026, a fictional 800-person conference.
Tom ThompsonFloor plan briefRead the sample →Tom ThompsonVendor trackerRead the sample →Tom ThompsonRun-of-show (Day 1)Read the sample →
Step-by-step guides
How to create a conference run-of-show with ClaudeRead the guide →How to compare conference venue proposals with ClaudeRead the guide →
How to install the Head of Operations skill
≈ 5 minutes · easiest · no install
In your browser with Claude.ai
- Sign in at claude.ai and create a Project — name it after your event and the role, e.g. “Summit — Head of Operations”.
- Open conference-venue-logistics/SKILL.md and copy everything.
- Paste it into the Project's instructions and save.
- Start chatting — every new chat in that Project uses the skill.
≈ 10 minutes · recommended · Claude Code
All eight skills with one command
- Install Node.js 18+ and Git if you don't have them.
- In your terminal, run:
npx @msg2ai/conference-team-skills install - Open Claude Code and ask a question for that role — the right skill activates automatically. You can also invoke it directly with
/conference-venue-logistics.
Manual · Git or ZIP
Clone or download the repository
- Clone into your Claude skills folder:
git clone https://github.com/msg2ai/conference-team-skills.git ~/.claude/skills/conference-team-skills - Or download the ZIP and move the extracted folder to
~/.claude/skills/conference-team-skills.
Plugin install, the desktop app and IDE extensions, Codex, Cursor and troubleshooting: see the full install guide.
The other seven skills
01 · Conference ChairAI assistant for conference chairs and event directorsSee the skill →02 · Program DirectorAI assistant for conference program chairsSee the skill →03 · Head of SponsorshipAI assistant for conference sponsorship leadsSee the skill →04 · CMOAI assistant for conference marketing and communicationsSee the skill →06 · CFOAI assistant for conference finance and registration chairsSee the skill →07 · Chief Experience OfficerAI assistant for conference attendee experience leadsSee the skill →08 · Head of WebAI web builder for conference websitesSee the skill →
Get all eight skills, free
One AI teammate per committee role. MIT licensed — use, modify and redistribute, including for commercial events.