Event sponsorship pack decoder for field marketing teams
Build an Event Sponsorship Pack Decoder that turns an inbound event sponsorship/exhibition pack into structured pre-event planning notes and a ready-to-send follow-up email. Who uses it: the events team, during pre-event planning. Instead of reading a prospectus and manually filling out the campaign Notion page, they upload the pack (and/or paste the event webpage link) and get the categories filled in — with everything the sources don't answer turned into questions for the organiser. The flow (asynchronous, to avoid gateway timeouts on large PDFs): Event pack extractor — a webpage at /event-pack where a user drops a file (PDF, image, Word/PowerPoint/Excel, text) and/or pastes an event URL. Space-authenticated. The page POSTs to Submit pack at /process, which stores the job on the packjobs volume and returns a jobId immediately. Process pack (AI) is linked from Submit pack and runs in the background: it sends the sources to Claude (claude-sonnet-4-5) and writes a structured extraction across the planning categories — Team, Event Logistics, Booth, Happy Hour, Exhibitor Portal, Swag, Lead Capture, Speaker Session, Pre-/Post-Event Strategy, Contacts, Contract, AOB — each marked Answered / Partial / Missing, plus a draft organiser email covering the gaps. The page polls Pack status at /process-status?jobId=... until the job is done, then renders the results, the draft email, and a copy-paste Notion markdown block mirroring the campaign page. Boundary: in — an uploaded file and/or event URL; out — a rendered results page (no data is written to external systems, and no email is sent; the email is a draft for a human to review and send). Jobs are stored on the packjobs volume. To change the categories or the questions asked, edit the CATEGORIES array and the system prompt in Process pack (AI)/script.ts; keep the Submit pack and Pack status api.json files in sync if the response shape changes. Tools used: Anthropic Claude (claude-sonnet-4-5), 3B named volume (packjobs storage)
What this prompt builds
Event Sponsorship Decoder automates the extraction and structuring of event sponsorship pack details for field marketing teams. It processes uploaded files and URLs through Claude to populate planning categories, identify missing information, and generate a draft organiser email covering gaps. The workflow outputs structured notes and a Notion-ready markdown block without sending emails or writing to external systems.
The problem
Field marketing teams spend hours manually reading event sponsorship packs and prospectuses to fill out campaign planning pages, hunting through PDFs for logistics, booth details, lead capture requirements, and contract terms. Event Sponsorship Decoder turns uploaded packs and event URLs into structured pre-event planning notes across 12 categories — Team, Logistics, Booth, Happy Hour, Swag, Lead Capture, Speaker Session, and more — automatically flagging what's answered, partial, or missing. It generates a draft follow-up email covering the gaps and outputs Notion-ready markdown, so the events team can skip the manual extraction and move straight to decision-making and organiser outreach.
Solution and impact
Field marketing teams save hours per event by uploading a sponsorship pack instead of manually parsing it. The workflow delivers structured planning notes, highlights unanswered questions, and generates a draft organiser email, letting teams move from pack receipt to campaign planning and outreach in minutes instead of hours.