Superkind for event management

With events the same work comes back every time: inviting guests, tracking RSVPs, coordinating vendors, keeping the run sheet current. You hand this work to Superkinds. You describe it once in Slack, Teams or by email, they do it in your tools, and no invitation goes out before you approve it.

Superkind Team

Every example is set at Schneider GmbH, a made-up company

Meet the event management Superkinds

Four Superkinds, each with one clear job. They all share the same company knowledge, so the Vendor Briefer knows the guest count from the Guest List Manager

A customer event, from planning to wrap-up

How the Schneider GmbH customer event runs through the four Superkinds

YouMicrosoft Teams

@Superkind We’re hosting a customer event at the plant on 15 May. 80 guests, talks and a factory tour.

  1. Guest List Manager

    builds the guest list and sends the invitations

    Invitations With your approval
  2. Vendor Briefer

    briefs caterer, AV tech and photographer with the event details

    Briefings With your approval
  3. Run Sheet Planner

    updates the run sheet with times and owners

    Run sheet
  4. Wrap-Up Writer

    sends the thank-you note and summarises the feedback

    Wrap-up report With your approval
Result

The event is over. Every guest has a thank-you, every vendor has their invoice.

ExcelOutlookHubSpot

Guest List Manager: knows who is coming

Builds the guest list from HubSpot, sends invitations by email and tracks RSVPs in Excel

events
You9:00

@Superkind How are RSVPs looking for the customer event?

Guest List ManagerSuperkind9:01

62 of 80 have replied, 48 confirmed:

  • Confirmed 48 guests Done
  • Declined 14 guests Done
  • Pending 18 guests Send reminder?

Set up in three steps

  1. Write in Slack: "@Superkind, I need a Guest List Manager. Build the list from our customers in HubSpot and send the invitations."

  2. Connect HubSpot and the inbox. Superkind pulls contacts and sends emails.

  3. Confirm the rule: invitations go out only after you approve the guest list.

OutlookGoogle CalendarSharePoint

Vendor Briefer: tells everyone what they need to know

Creates a briefing per vendor from the event details and sends it with the date and directions

Events
You11:00

@Superkind Brief the caterer, the AV tech and the photographer for 15 May.

Vendor BrieferSuperkind11:03

Three briefings created, all waiting for your approval:

  • Caterer Meier 80 guests, buffet Waiting for you
  • AV Schulz Projector, mic, stage Waiting for you
  • Photo Kramer Talks + factory tour Waiting for you

Set up in three steps

  1. Write in Teams: "@Superkind, I need a Vendor Briefer. When I set up an event, send briefings to everyone involved."

  2. Store your vendor contacts in SharePoint or company knowledge.

  3. Say what goes into a briefing: "Date, guest count, setup time and directions." Superkind remembers.

Google CalendarExcelSlack

Run Sheet Planner: makes sure everything runs on time

Creates the run sheet in Excel, adds the slots to the calendar and reminds people on the day of the event

events
You15:00

@Superkind Show me the current run sheet for 15 May.

Run Sheet PlannerSuperkind15:01

Run sheet is up to date, three programme items:

  • 10:00 am Welcome, Hall 1 Done
  • 11:00 am Talks, conference room Done
  • 2:00 pm Factory tour, production Done

Set up in three steps

  1. Write in Slack: "@Superkind, I need a Run Sheet Planner. Keep the run sheet current and remind everyone involved."

  2. Connect the calendar and Excel. Superkind adds times and owners there.

  3. Say when reminders go out: "The day before and one hour before." Superkind saves it as a routine.

OutlookWordHubSpot

Wrap-Up Writer: closes the event cleanly

Sends a thank-you note to every guest and summarises the feedback in a short report

Events
You9:30

@Superkind The event went well. Send the thank-you and summarise the feedback.

Wrap-Up WriterSuperkind9:33

Thank-you note is ready, feedback report attached. 38 of 48 guests liked the factory tour most.

Event wrap-up reportWord document · feedback

Set up in three steps

  1. Write in Teams: "@Superkind, after every event, send the thank-you note and summarise the feedback."

  2. Store your thank-you template in company knowledge. Superkind fills in the event date and the guest’s name.

  3. Confirm: the thank-you goes out only after you approve the text.

Frequently asked questions

Does Superkind send invitations without me?

Only if you want it to. You approve the guest list first, then the invitations go out. Briefings and thank-you notes are shown to you beforehand in Slack, Teams or by email.

Which tools do I need?

The ones you already have. Superkind has 1,700+ integrations, including HubSpot, Outlook, Excel and Google Calendar. Nobody has to learn a new tool.

Do the Superkinds know about each other?

Yes. What one Superkind learns goes into your company knowledge, and every Superkind uses it. So the Wrap-Up Writer knows the guest list from the Guest List Manager.

What does it cost?

You can try Superkind for free, with up to 150 hours of work and no credit card. Business starts at €50 a month for unlimited users. €1 gets about one hour of work done. Every plan is on the pricing page.

Is my data safe?

Superkind keeps storage and AI models in the EU, is GDPR compliant and aligned with the EU AI Act. No model is trained on your data.

More use cases

The other departments and their Superkinds

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