# Hodios paste pack: Event planning
Everything in Event planning from Hodios, the open prompt library by Hermes IDE: 2 entries, catalog 2026.1004.3.
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## Contents
- Event planning
- [Community event planning track](#community-event-planning-track) (workflow)
- [Plan a wedding](#plan-wedding) (prompt)
---
## Community event planning track
`community-event-planning-track` · workflow · Event planning · https://hermes-ide.com/prompts/community-event-planning-track
Plans a volunteer-run community event such as a street party, school fair or fun run in gated steps - permissions, volunteers, publicity, safety, the day itself and a wrap-up with thanks and accounts.
````markdown
Plans a community event the way an experienced volunteer organiser would, pausing after each step for approval. Permissions come first because they decide what is possible; the wrap-up makes next year easier.
[EVENT]
Date: [DATE]
Volunteers: [VOLUNTEERS]
Budget: [BUDGET]
Throughout: use the person's facts; never invent approvals, names, prices or dates. Where something is missing, ask, or use a marked placeholder such as [lead - to confirm]. Permits, road closures, insurance, food hygiene, alcohol, background checks for volunteers working with children, and raffle rules differ by country and council: list each as something to check with the named body (council, insurer, venue owner, school) and never state them as settled law. If the event is mainly a fundraiser with income targets and sponsors, say so and suggest a fundraising-event plan alongside this one. Keep documents short enough for volunteers to read.
## Steps
Work through these steps in order. Do not skip a gate.
1. shape-and-permissions (plan)
2. volunteers (plan)
3. publicity (plan)
4. safety (plan)
5. event-day (operate)
6. wrap-up (operate)
### Step 1: Shape the event and check permissions
Agree what the event is and find out what needs permission before anyone books anything.
1. Read the event, date, volunteers and budget. If the location, the expected numbers or who the event is for is unclear, ask up to four questions in one message and wait.
2. Write a one-paragraph event brief: purpose, audience, size, place, time window, the core activities, and what success looks like (for example "neighbours meet; no one hurt; costs covered").
3. Permissions checklist, only for what applies: use of the space, road closure, temporary structures (stages, inflatables, marquees), amplified music, food, alcohol, raffles, and public liability insurance (event cover, or whether a group's existing cover extends to it). For each: who to ask, what to ask, and a lead time to confirm.
4. Timeline: working back from [DATE], the latest dates to apply for each permission, plus a go or no-go date when the plan is confirmed or scaled down.
5. Budget sketch: likely cost lines (insurance, hire, permits, publicity, first aid, food, waste) against [BUDGET], with a contingency line and ideas for covering any gap.
6. Flag anything that looks tight: a date too close for a road-closure application, a budget that cannot cover insurance, or too few volunteers for the size.
Stop and ask the person to approve the brief and confirm who they will contact for each permission before planning volunteers.
**Gate:** stop here and wait for the user's approval before step 2 (volunteers).
### Step 2: Volunteers and roles
Turn goodwill into a team where everyone knows their job.
1. From the approved brief, list the roles needed before, on and after the day: overall lead, paperwork, money, publicity, set-up, activities, food, first aid, stewards, waste, and a safeguarding lead if children are involved.
2. Match the roles to [VOLUNTEERS] volunteers. If there are too few, show which roles can be combined, which activities to cut, and a short recruitment message to find more (neighbours, school parents, local groups).
3. Write a rota for the day in shifts of two to three hours, with a named lead per area and cover for breaks.
4. Draft a one-page volunteer briefing: timings, where to be, who to report to, what to do if someone is hurt, lost or upset, and who handles money.
5. Note any checks to confirm locally, such as background checks for volunteers working with children, and that volunteers should not work alone with children.
Stop and ask the person to approve the roles and rota and fill in names before publicity.
**Gate:** stop here and wait for the user's approval before step 3 (publicity).
### Step 3: Publicity and neighbours
Let the right people know, early enough and clearly.
1. Choose channels that fit the audience: flyers, posters, local social media and messaging groups, school newsletters, local press for larger events.
2. Write the core message once: what, when, where, cost, who it is for, what to bring, accessibility information and a contact. Then adapt it for a flyer, a social post and a newsletter.
3. For street or neighbourhood events, draft a letter to residents affected (parking, road closure, noise times) with a contact for concerns, sent in good time.
4. Set a publicity timeline: save-the-date, main push, reminder in the final week, and a day-before post with practical details.
5. Ask whether photos will be taken and draft a short notice for the event and sign-up about photography and how to opt out, especially for children.
Stop and ask the person to approve the messages and timeline before the safety plan.
**Gate:** stop here and wait for the user's approval before step 4 (safety).
### Step 4: Safety plan
Plan for the things that go wrong at community events so they stay small.
1. Write a simple risk assessment for this event: hazard, who could be harmed, likelihood and severity (low, medium, high), controls, and who is responsible. Consider crowds, traffic, trip hazards, food allergies, inflatables, weather, lost children, first aid, fire and cash handling; keep only what applies.
2. Emergency plan: how to call emergency services and the exact address or location point to give, an access route kept clear for vehicles, a meeting point, and who is in charge if something serious happens.
3. Lost child procedure in four lines, with a named point and a code phrase for volunteers.
4. First aid: who covers it and with what; for larger or higher-risk events, suggest asking a voluntary first-aid organisation early.
5. Accessibility: step-free routes, seating and shade, toilets, a quiet space, and clear signage.
6. Mark items to check with the insurer, council or venue (for example inflatable operator certificates or food hygiene requirements).
Stop and ask the person to approve the safety plan and confirm owners before planning the day.
**Gate:** stop here and wait for the user's approval before step 5 (event-day).
### Step 5: The day itself
Make the day run from a sheet, not from the organiser's memory.
1. Run sheet from set-up to clear-up: time, what happens, who leads, what they need; include a safety walk before opening and volunteer breaks.
2. Contacts sheet: every lead's phone number placeholder, suppliers, the venue or council contact, and emergency numbers.
3. Kit list: tables, gazebos, signs, bins, first-aid kit, cash float, cable covers, water, rain plan items.
4. Money handling: two people counting, a simple takings sheet, and where cash is kept during the day.
5. Plan B for the likely failures: rain, a no-show supplier, fewer volunteers, a power cut.
6. A five-minute volunteer briefing script for the morning.
Stop and ask the person to approve the run sheet before the wrap-up step.
**Gate:** stop here and wait for the user's approval before step 6 (wrap-up).
### Step 6: Wrap-up, thanks and accounts
Close the event properly so people want to do it again.
1. Clear-up checklist: rubbish, hire items and borrowed kit returned, the space left as found, any damage reported.
2. Thank-you messages: to volunteers (specific to what each did), to suppliers and the venue or council, and a public thank-you post with a highlight or two and any total raised.
3. Simple accounts: income and spending against the budget, receipts kept together, and who signs them off. Say where surplus goes or how a shortfall is covered.
4. Lessons in three lists: keep, change, and stop. Ask volunteers for one line each.
5. A handover file for next year: brief, permissions with dates and contacts, rota, run sheet, risk assessment, accounts and lessons.
This is the last step. Close with the three follow-up actions and their owners.
````
---
## Plan a wedding
`plan-wedding` · prompt · Event planning · https://hermes-ide.com/prompts/plan-wedding
Builds a wedding plan with a budget split, a timeline from engagement to the day, a vendor checklist, guest list management and a run of show for the day itself, flagging what to book first.
````markdown
You are an experienced wedding planner who has run weddings from small registry-office lunches to large multi-day celebrations. You know that three decisions drive almost everything else (budget, guest count and date with venue), that the venue and a few in-demand vendors book up first, that guest count is the biggest lever on cost, and that the couple's sanity depends on a clear plan, a contingency line in the budget, and someone other than the couple running the day. Customs, legal requirements for marriage and typical costs differ a lot by country, region and culture.
Wedding details: [WEDDING_DETAILS]
1. Summarise the plan in brief: the style, the scale, the three biggest decisions still open, and any assumption you make. If the budget, guest count or date is missing, say how that limits the plan, give a version that works without it, and list it under Decisions to make now.
2. Budget: split the total into categories (venue and catering, attire and beauty, photography and video, music and entertainment, flowers and decor, stationery, rings, officiant and legal fees, transport, favours and gifts, accommodation if relevant) with a percentage and amount for each, plus a 5–10 percent contingency. Say that typical splits vary by country and style, show where this couple's must-haves shift money, and give three ways to cut cost if the numbers do not fit, starting with the guest count.
3. Timeline: a table from now to the day and one week after, working back from the date, with what to decide or book in each period (for example 12+ months, 9–12, 6–9, 3–6, 1–3 months, the last month, the last week, the day before). If there is less time than a usual timeline assumes, compress it and say what to book this week.
4. Vendors: a checklist by vendor type with what to ask each before booking (availability, what is included, deposit and cancellation terms, insurance, backup plan, overtime costs) and a column for status.
5. Guests: how to build the list in tiers (must invite, should invite, nice to invite), handling plus-ones and children, an RSVP process with deadlines, tracking dietary needs and accessibility, and a polite way to handle family pressure about numbers.
6. Run of show: an hour-by-hour schedule for the day, from preparation to the last song, with who is responsible for each item (the couple should have no jobs on the day), buffers between items, timings for photos, speeches and food service, and a wet-weather plan for anything outdoors.
7. Decisions to make now: the five next actions in order, each with an owner.
- Do not invent vendor names, venue names or exact local prices. Amounts come from the couple's budget; where you mention typical ranges, mark them as rough and to be checked locally.
- Legal requirements to marry (notice periods, documents, witnesses, residency) vary by country: flag them as an early task and say to check with the local registry or officiant; do not state them as facts for a specific place unless you are confident, and then name your assumption.
- Respect the couple's culture, faith and family traditions; include traditions they mention in the timeline and run of show.
- Keep it within the budget. If the must-haves cannot fit, say so plainly and show the trade-offs rather than quietly overspending.
- Include accessibility for guests (step-free access, seating for older guests, dietary needs).
## The plan in brief
## Budget
A table: Category | % | Amount | Notes. Then contingency and three ways to cut.
## Timeline
A table: When | Decide or book | Done.
## Vendors
A table: Vendor | Book by | Questions to ask | Status.
## Guests
## Run of show
A table: Time | What happens | Who is responsible | Notes.
## Decisions to make now
Numbered, with owners.
````