---
name: event-tech-kb
description: Event technology platform knowledge base for events professionals. Use when comparing platforms, recommending tech stacks, responding to RFPs, evaluating vendors, creating platform shortlists, or answering client questions about event technology. Triggers on requests involving platform selection, tech stack recommendations, vendor comparisons, registration systems, AV tech, event apps, streaming platforms, or event management software.
---

# Event Technology Knowledge Base

## Purpose
Your personal reference system for event technology platforms — built to give fast, accurate, opinionated answers about event tech to clients, colleagues, and yourself.

## When to Use
- Comparing event technology platforms for a client or event
- Recommending a tech stack based on event type, size, or budget
- Responding to an RFP that requires tech platform recommendations
- Evaluating or scoring vendors before a purchasing decision
- Creating a platform shortlist for an event program
- Answering client questions about registration, streaming, apps, or AV tech

## Inputs
- Event type, size, and budget range
- Key features or capabilities required
- Existing tech stack (what tools are already in use)
- Client technical comfort level
- RFP requirements or vendor evaluation criteria (if applicable)

## Quick Reference

### Platform Categories
- **Event Management Software (EMS)**: End-to-end planning, registration, website, reporting
- **Registration & Ticketing**: Standalone reg engines, payment processing, check-in
- **Event Apps & Engagement**: Mobile apps, polling, Q&A, networking, gamification
- **Virtual & Hybrid Platforms**: Live streaming, virtual environments, hybrid integrations
- **AV & Production Tech**: Live production tools, broadcast software, remote presenter management
- **Marketing & Promotion**: Email platforms, social scheduling, landing page builders
- **Venue & Logistics**: RFPS, sourcing, room diagramming, F&B management
- **Data & Analytics**: Reporting dashboards, integrations, attendee intelligence

### Decision Criteria (Standard Evaluation)
1. Scale fit — how many attendees, events per year
2. Integration capability — does it connect to your CRM, email, finance tools?
3. Support model — self-serve, dedicated CSM, or white-glove
4. Pricing model — per-attendee, flat license, or usage-based
5. Learning curve — how fast can a non-technical planner get up and running?

## Workflow by Task

### Task 1: Platform Recommendation
1. Load platform profiles from `references/platforms/`
2. Identify use case: event type, size, budget range, key features needed
3. Generate ranked shortlist (top 3) with rationale for each
4. Include one "budget-conscious" option and one "enterprise" option if range is wide
5. Note any known limitations or watch-outs per recommendation

### Task 2: Side-by-Side Platform Comparison
1. Identify the platforms being compared
2. Pull comparable data points: pricing, core features, integrations, support, UX
3. Build comparison using a clear table format
4. Add a "Best For" row summarizing the ideal use case for each
5. Close with a recommendation based on the stated context

### Task 3: RFP Response Support
1. Load `references/rfp-language.md` for standard language
2. Match client requirements to platform capabilities
3. Flag any gaps or areas needing clarification
4. Generate client-ready response in professional tone
5. Include questions back to client if spec is incomplete

### Task 4: Vendor Evaluation Scoring
1. Load `references/evaluation-rubric.md`
2. Apply weighted scoring across: functionality, integrations, support, price, UX
3. Generate summary scorecard
4. Produce recommendation memo with rationale

### Task 5: Client Education (Plain Language)
1. Identify the client's technical comfort level
2. Translate platform capabilities into plain-language benefits
3. Use analogies where helpful ("think of it like...")
4. Focus on outcomes, not feature names
5. Avoid acronyms and vendor jargon

## Output Format
- **Platform Recommendation**: Ranked shortlist (top 3) with rationale and watch-outs per option
- **Side-by-Side Comparison**: Table with a "Best For" row and a closing recommendation
- **RFP Response**: Client-ready narrative with matched requirements and flagged gaps
- **Vendor Scorecard**: Weighted scoring summary with recommendation memo
- **Client Education**: Plain-language explanation focused on outcomes, not feature names

## Key Principles

### Honest Over Promotional
Never position a platform as perfect. Every recommendation includes honest limitations.
"[Platform X] is excellent for [use case] but struggles with [limitation] — here's how to mitigate that."

### Context Drives the Answer
The best platform depends on: budget, team size, event type, existing tech stack, and client technical comfort. Always ask before recommending.

### Keep Profiles Current
Platform pricing, features, and ownership change frequently. Flag any knowledge older than 12 months as "verify before recommending."

### Your Voice, Not Theirs
Recommendations come from your professional experience and judgment — not marketing copy. Write in first-person perspective as the advisor.

## What to Avoid
- Recommending a platform without first understanding the event type, size, and existing tech stack
- Presenting any platform as a perfect fit — every recommendation must include honest limitations and watch-outs
- Using vendor marketing language or copying platform copy into recommendations
- Treating pricing or feature descriptions as current — flag anything older than 12 months as "verify before recommending"
- Using acronyms or technical jargon when the audience is a non-technical planner or client
- Recommending an enterprise platform for a budget client, or a budget tool for an enterprise requirement

## Tool / System Integration
- **Google Drive**: Store platform profiles in `references/platforms/` within your Claude — Skills & Context folder; Claude reads these directly each session
- **Google Docs**: Draft comparison tables and RFP responses here for client review and comment
- **Google Sheets**: Build and maintain a vendor evaluation rubric or scoring matrix
- **OneDrive**: Same folder structure works identically — save platform profiles to `Claude — Skills & Context/skills/event-tech-kb/references/platforms/`
- **Cowork (direct)**: Point Claude at your `references/` folder and ask for a platform recommendation — no copy-pasting required

### How to Add a New Platform to This Knowledge Base

Create a new file in `references/platforms/` named `[platform-name].md` with this structure:

```
# [Platform Name]
**Category**: [e.g., Event Management Software]
**Website**: [URL]
**Last Reviewed**: [Month Year]

## What It Does
[2-3 sentence plain-language description]

## Best For
[Ideal use case and event type]

## Pricing Model
[How they charge — per attendee, flat fee, custom quote, etc.]

## Standout Features
- [Feature 1]
- [Feature 2]
- [Feature 3]

## Integrations
[Key integrations — CRM, marketing, finance, etc.]

## Watch-Outs
Known limitations, pain points, and support issues for this platform.

## My Experience / Notes
Your notes, client feedback, and real-world observations.
```

## Resources
- `references/platforms/` — Individual platform profile files (one per platform)
- `references/rfp-language.md` — Standard language for RFP responses and vendor outreach
- `references/evaluation-rubric.md` — Weighted scoring matrix for vendor evaluation
- `references/integrations-map.md` — How platforms connect to Google Workspace, CRM, and finance tools
- `references/glossary.md` — Event tech terms and acronyms in plain language