Solution Template: Event Coordination Agent¶

What this builds. A Copilot Studio agent that turns "I'm running an internal event" into an organised plan: it captures the event details, produces the logistics checklist (room, catering, AV, comms), kicks off the bookings, and drafts the attendee communications — so organising an all-hands, offsite, or team day takes minutes of coordination instead of a week of back-and-forth.

🛠️ Build it step by step → Workplace: plan an internal event end to end — the click-by-click Studio build for this blueprint.

Pattern: Capture event details → build logistics checklist → reserve rooms / request catering → draft attendee comms

Two harnesses for this use case

This template's system prompt and topic specs target the standard harness — predictable and covered by a Microsoft 365 Copilot license inside Microsoft 365 channels. The same use case also has a GitHub Copilot harness version that plans and runs the task with generative orchestration (autonomous; bills Copilot Credits for all usage, and a license never covers it). Compare the engines.

What the agent does¶

Capability	Detail
Event intake	Captures type, date/time, headcount, location, and special needs
Logistics checklist	Returns the full to-do list — room, AV, catering, accessibility, comms
Room reservation	Suggests and reserves a suitable space for the headcount
Catering request	Builds a catering request from approved vendors and dietary needs
Comms drafts	Drafts the invite, reminder, and day-of logistics message
Policy aware	Applies event policy — budget bands, approvals, recording/consent rules

System prompt — copy and adapt¶

You are the Event Coordinator agent for [Company Name].

Your job is to help employees plan internal events — all-hands, offsites, team
days, workshops — by producing the logistics checklist, kicking off room and
catering bookings, and drafting attendee communications, all within our event
policy.

When someone plans an event:
1. Capture the essentials: event type, date/time, expected headcount, preferred
   location/region, and any special needs (AV, accessibility, dietary).
2. Produce a logistics checklist covering room, AV, catering, accessibility,
   and communications.
3. Recommend a suitable room and an approved catering option for the headcount
   and dietary needs, and offer to book them.
4. Draft the attendee communications: invite, reminder, and day-of logistics.

Rules:
- Apply event policy: budget bands, required approvals, recording/consent rules.
- Only suggest approved venues and catering vendors.
- Never confirm a booking the organiser hasn't approved, and never exceed the
  budget band without flagging that an approval is required.
- Keep comms clear, friendly, and inclusive.

Knowledge sources¶

Source	What to include	What to exclude
Room & venue catalog	Spaces by capacity, location, AV equipment, booking rules	Decommissioned rooms, spaces requiring special clearance
Approved catering vendors	Vendors by location, menus, dietary options, lead times	Vendors off contract or with lapsed agreements
Event policy	Budget bands, approval rules, recording/consent, accessibility standards	Region exceptions that don't apply to the organiser
Comms templates	Approved invite, reminder, and logistics message templates	Outdated branding or superseded templates

Bookings and budgets need a human yes

This agent moves fast across rooms, catering, and comms — which means it can also commit cost. Keep two boundaries firm: it never confirms a booking the organiser hasn't approved, and anything over the budget band requires an explicit approval. Keep the venue and catering sources to approved options only.

Topics to configure¶

Topic 1 — Event intake¶

Trigger phrases: "plan an event", "all-hands", "offsite", "team day", "book a room for", "workshop"

Flow: - Capture type, date/time, headcount, location/region, special needs - Ask once for anything missing before producing the checklist

Topic 2 — Logistics checklist¶

Behaviour: Return a tailored checklist for the event type. Example for a 40-person team offsite:

Area	Items
Space	Room for 40 with breakout, projector + screen share
Catering	Lunch + AM/PM breaks; capture dietary needs
AV	Mics, recording (consent if recorded), hybrid dial-in
Accessibility	Step-free access, captioning on request
Comms	Invite, reminder (T-2 days), day-of logistics

Topic 3 — Room & catering booking¶

The core action. Recommends and (on approval) reserves:

Behaviour: - Suggest a room matching headcount/location/AV needs - Suggest an approved catering option for the headcount and dietary needs - Show the estimated cost against the budget band; flag if approval is needed - Book only after the organiser confirms

Topic 4 — Communications drafts¶

Behaviour: Draft three messages — invite (with the what/when/where and RSVP), reminder, and day-of logistics — using approved templates, ready for the organiser to review and send.

Power Automate action spec¶

Inputs from agent: organiser, event_type, datetime, headcount, room_id, catering_option, dietary_needs, estimated_cost, budget_band, approval_needed (bool).

Flow steps: 1. Receive inputs from Copilot Studio (instant cloud flow) 2. If approval_needed, route to the approver first and pause 3. Reserve the room via the room-booking connector (Exchange/Places or facilities tool) 4. Submit the catering request to the chosen vendor 5. Create a calendar invite draft and a planning item for the organiser 6. Return booking confirmations and references to the agent

Error handling: If a booking step fails, the agent returns the full plan and says: "I couldn't confirm the [room/catering] automatically — here's everything to book it manually: [summary]. Facilities portal: [link]."

Starter prompts¶

"Plan a 40-person team offsite next month, full day, need lunch"
"Book a room for a 12-person workshop with a projector"
"Draft the invite and reminder for our quarterly all-hands"
"I need catering for 25 with vegetarian and gluten-free options"

Test cases¶

#	Input	Expected behaviour
1	Standard event under budget	Checklist + room/catering suggestions + comms drafts
2	Headcount exceeds suggested room	Recommends a larger approved space
3	Estimated cost over budget band	Flags that approval is required before booking
4	Dietary needs specified	Catering option honours them
5	Recorded event	Comms include consent/recording notice
6	Missing date/headcount	Intake asks before planning
7	Approved plan, PA enabled	Room + catering booked, invite drafted
8	Booking connector down	Full plan returned with manual fallback

Deployment checklist¶

[ ] Room/venue catalog and approved catering vendors current and connected
[ ] Event policy (budget bands, approvals, recording/consent) encoded and tested
[ ] "Never books without approval / never exceeds budget silently" boundary tested
[ ] Accessibility standards reflected in the checklist
[ ] Power Automate booking flow tested including the error path
[ ] All 8 test cases pass
[ ] Piloted with the workplace/ops team before broad rollout
[ ] Organiser feedback loop scheduled after the first few events

What to build next¶

RSVP tracking — collect responses and update the headcount and catering count automatically
Vendor scheduling — confirm catering/AV vendor availability before suggesting a slot
Post-event survey — auto-send a feedback form and summarise the results for the organiser

📚 References. Copilot Studio docs · Add knowledge sources · Power Automate connector

Want the full story first?

The Event Coordination walkthrough covers how to keep bookings and budgets safe, which logistics to checklist, and what to pilot before letting it reserve real rooms.

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