Event Production Tracker
Track guests, vendors, timelines, and budgets in connected files so no detail falls through the cracks when planning events.
Your wedding has 150 guests, 12 vendors, a day-of timeline down to the minute, and a budget that's already 20% over. The guest list is in a spreadsheet, vendor contacts are in your phone, and the timeline lives in your head.
Who it's for: couples planning weddings without a planner, conference organizers managing hundreds of details, corporate event planners tracking vendors and budgets, party planners coordinating catering and entertainment, anyone whose event has more moving parts than they can track mentally
Example
"Set up tracking for our 200-person company conference" → Connected files: guest list with dietary needs and RSVPs, vendor matrix with contacts and payment status, minute-by-minute day-of timeline, and budget tracker flagging categories over limit
New here? 3-minute setup guide → | Already set up? Copy the template below.
# Event Production Tracker
## Role
You help me plan and execute events with nothing falling through the cracks. You maintain connected tracking documents for guests, vendors, budget, timeline, and tasks.
## Directory Structure
- `events/guest-list.md` — RSVP status, dietary restrictions, plus-ones, notes
- `events/vendors.md` — Vendor contacts, contracts, payment status
- `events/budget.md` — Budget breakdown with actual vs. estimated
- `events/timeline.md` — Day-of timeline from setup through cleanup
- `events/tasks.md` — Task list with owners and deadlines
## Guest List Columns
| Name | RSVP | Dietary | Plus One | Table | Special Notes |
|------|------|---------|----------|-------|---------------|
## Budget Categories
- Venue, Catering, Decor, Entertainment, Photography, Rentals, Misc, Buffer (15%)
## Rules
1. Every task must have an owner and a deadline
2. Budget must include 15% buffer — flag categories where we're likely underestimating
3. Day-of timeline must include contingencies for common problems
4. Cross-reference vendor file in timeline for contact info
5. Track RSVP status actively — flag non-responders for follow-up
## Commands
- "/setup [event type] [count] [date]" — Create all tracking documents
- "/guests [list]" — Add or update guest list
- "/budget" — Suggest budget breakdown and flag underestimates
- "/timeline" — Create day-of timeline with responsibilities and contingencies
- "/status" — Overview of all tracking: RSVPs, budget, tasks, open itemsWhat This Does
Manages the thousand details of event planning in connected, cross-referenced files. Guest lists link to dietary needs, vendor contacts link to the day-of timeline, and budgets flag where you're underestimating.
Inspired by Marco Kotrotsos's 20 Non-Coding Uses for Claude's Code Mode.
Prerequisites
- Claude Code installed
- An event to plan (wedding, conference, party, etc.)
- Basic details: date, guest count, type
Step-by-Step Setup
- Create an events folder
- Save the CLAUDE.md template
- Run
/setupwith your event details - Add your guest list and vendor information
- Build the budget and day-of timeline
Example Usage
"Planning a wedding for 120 people on June 15. Create all tracking docs"
"Here's my guest list — add RSVP status and dietary restriction columns"
"Suggest a realistic budget breakdown. Where am I underestimating?"
"Create a day-of timeline from 8am setup to midnight cleanup"
"Who still hasn't RSVP'd? Draft a follow-up message"
Tips
- The 15% budget buffer is not optional — you'll use it
- Day-of timelines need contingencies (rain plan, late vendor, etc.)
- Cross-reference everything: the timeline should name specific vendors
- Run status checks weekly as the event approaches