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About this tool
Build a timed run of show, floor area, staffing and catering-line figures for any headcount, then copy them as one logistics prompt.
Event Planning Prompt Builder converts an agenda written as durations into a clock-accurate run of show, then sizes the room, crew, check-in desks and catering lines from the headcount using standard event planning allowances — roughly 8 sq ft per person theatre style, 13 sq ft banquet, 18 sq ft classroom, plus a 25% allowance for stage, aisles and back of house. It also applies the common operational ratios of one check-in station per 100 attendees and one crew member per 50. The result is a single logistics prompt that carries real numbers instead of a vague description of the event.
Open Event Planning Prompt Builder on AltFTool — it loads instantly in your browser.
Fill the Agenda box — one line each, as "Segment name | minutes" — then set Expected attendance and Start time (24-hour HH:MM).
Pick the Event type, Seating layout and Catering style, and add the optional Venue and Known risks fields.
Read Total runtime with the Ends at, Floor area needed, Check-in stations, On-site crew and Buffet lines rows, check the Run of show table, then press Copy prompt.
Durations are laid on an actual clock, including agendas that run past midnight.
Floor area, crew, check-in desks and service staff all derive from the attendance you enter.
Buffet lines and the minutes needed to serve everyone are calculated, not guessed.
Theatre seating needs roughly 8 square feet (0.74 sq m) per person, banquet rounds about 13 sq ft (1.2 sq m), classroom style about 18 sq ft (1.67 sq m) and a standing reception about 7 sq ft (0.65 sq m). Add around 25 percent on top for stage, aisles, registration and back of house — those allowances are for seats only, and none of them is a legal occupancy figure.
Plan one check-in station per 100 attendees as a starting point, then add capacity if most people arrive in the same fifteen-minute window. Pre-printed badges or QR check-in roughly halve the time per person, which is usually cheaper than adding another desk.
One double-sided buffet line serves roughly 100 guests an hour, so 300 guests need three lines to be fed inside an hour, or more if the break is shorter. Lines placed away from walls so guests can serve from both sides roughly double throughput compared with a line against a wall.
A run of show is the minute-by-minute schedule of an event with clock times, segment names, owners and cues, used by the crew rather than the audience. It differs from an agenda because it includes what happens between segments — the handovers, AV changes and set moves that are where events usually lose time.