From Scattered Event Requests to Production-Ready Briefs
The moment a new event inquiry is transformed into a Production-Ready Brief — including event type, venue requirements, guest count, timeline, budget parameters, and experience objectives — before an event producer or creative director ever reviews the conversation.
Recommended starting point:Foundation Package
The Problem
Events and experiential agencies don't lose clients because of bad execution — they lose them in the 'Logistics Void.' Brands arrive with vague requests ('I want an event'), incomplete guest counts, and no clarity on venues, vendors, or experience objectives. Account managers chase stakeholder approvals, budget parameters, and creative direction while producers wait for specs. By the time production starts, half the logistics are undefined. Without a system to capture Event DNA at the point of entry, agencies scale chaos instead of experiences.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Events Agencies Start
Most events and experiential agencies begin with the Foundation Package, which installs the core, private infrastructure required to run Operator locally — ensuring client event strategies, vendor relationships, and proprietary production processes remain under agency control.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Acknowledge 100% of event inquiries 24/7
- Capture Event DNA: event type (conference, activation, launch, gala), venue requirements, expected guest count, timeline and key dates, budget parameters, experience objectives
- Route Production-Ready Briefs to the appropriate internal owner (event producer, creative director, or account lead)
What it intentionally does NOT include: Venue sourcing or vendor booking. Event design or creative development. Budget guarantees or attendance predictions. On-site production or event execution. The Foundation Package establishes intake clarity — it doesn't replace event production expertise.
Capability Expansion Path
HQ Pro applies specialized logic for events agency flows: differentiating corporate conferences vs brand activations, identifying single-day vs multi-day productions, and routing large-scale events to senior producers.
Complex multi-day productions reach leadership immediately. Standard events flow through proven processes.
The Core Stack shares a unified memory layer:
Context persists across sales, creative development, and day-of production. Leadership gains visibility into event pipeline health.
Custom Operator is designed for scaled events agencies, experiential studios, or multi-market production teams requiring advanced capabilities.
Internal SOP RAG (production playbooks). Multi-client isolation. Event tier awareness. Audit-ready intake logs for post-event reviews.
Every tier reduces logistics chaos — higher tiers add event-aware logic, production memory, and ultimately unified event operations.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level, but the system consistently shifts agencies from logistics chaos to structured event operations.
Pricing Notes
Packages cap scope, not capability.
Operator does not book venues, hire vendors, predict attendance, or execute events. It strictly supports intake, routing, and coordination — it does not replace event production expertise or on-site management.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.