Training course · Prompt Engineering · Event Management

Prompt Engineering for Event Managers

Vendor-neutral prompt engineering: roles, context, few-shot examples, prompt chains, prompt libraries and systematic quality checks.

Duration
1 day (7 hrs)
Format
Online or on-site
Language
German or English
Participants
open dates or exclusive for your team
Certificate
Certificate of attendance

Overview

“Prompt Engineering for Event Managers” is a hands-on course for roles such as Corporate event managers, Event, exhibition and conference agencies and Marketing teams responsible for events. Rather than learning Prompt Engineering in the abstract, you work on tasks from your daily routine – with examples, exercises and templates from Event Management.

Whether you use ChatGPT, Claude, Copilot, Gemini or Le Chat, the quality of the output depends largely on how the task is framed. Prompt engineering is the skill of conveying goal, context, constraints and desired format to a language model so that it reliably produces usable results. In this vendor-neutral practical day you learn proven techniques that work across all mainstream AI assistants: defining roles and audiences, selecting relevant context, working with examples and breaking complex tasks down into traceable steps. You try out every technique directly on tasks from your own working day.

The second part focuses on repeatability and quality across the team. You develop prompt templates with placeholders, build multi-step prompt chains for analysis, writing and review processes, and set up a shared prompt library. You learn to evaluate output systematically – with review criteria, test cases and targeted self-checks by the model – and to avoid typical pitfalls such as hallucinations, ambiguity and missing context. By the end you have a structured approach that works regardless of the tool you use and continues to pay off as new models arrive.

Events depend on precise planning and many moving parts: concept, venue, programme, speakers, registration, catering, AV, communication and follow-up. Whether corporate events, conferences, trade fair stands or incentives, event teams juggle schedules, budgets and numerous suppliers. Generative AI provides relief at every stage. It develops concept ideas and draft programmes, builds running orders and checklists, writes invitations, attendee information and speaker briefings, answers frequent attendee questions and analyses feedback. AI agents and automations link registration tools, email and spreadsheets so that confirmations, reminders and lists are created automatically. That frees up time for creativity, supplier management and the on-site experience.

The course is delivered live – either online in a virtual classroom or on-site in our training rooms in Munich, Salzburg, Berlin, Augsburg, Hanover, Bremen, Stuttgart and Kaiserslautern. We can also run it exclusively for your team.

Who is this course for?

  • Corporate event managers
  • Event, exhibition and conference agencies
  • Marketing teams responsible for events
  • Associations and conference organisers
  • Assistants who organise internal events

Typical challenges we address

  • Many parallel tasks with fixed deadlines
  • Heavy communication workload with attendees, speakers and suppliers
  • Last-minute changes that affect every document
  • Time-consuming follow-up and success measurement

What you will be able to do

  • You understand how language models process prompts and derive effective wording from this.
  • You structure prompts with role, context, task, constraints and output format.
  • You use few-shot examples and prompt chains for complex, multi-step tasks.
  • You create reusable templates and build a shared prompt library.
  • Plan events more efficiently with AI-supported concepts, running orders and checklists.
  • Automate attendee and supplier communication with AI and simple workflows.
  • Analyse feedback with AI and derive improvements for future events.

Course outline

Module 1 How language models process prompts
  • Core principles of language models: probabilities, context window, limitations
  • Why wording, order and examples change the result
  • What causes hallucinations and how prompts reduce them
  • Differences and common ground between mainstream AI assistants
Module 2 Building blocks of an effective prompt
  • Defining role, audience, task, context and output format
  • Stating constraints, exclusions and quality criteria
  • Structured input with sections, delimiters and tags
  • Asking the model to raise questions instead of making assumptions
Module 3 Advanced techniques
  • Zero-shot, one-shot and few-shot: setting style and structure with examples
  • Requesting step-by-step reasoning for complex tasks
  • Prompt chains: separating research, drafting, review and revision
  • Using change of perspective, counter-arguments and model self-critique
Module 4 Templates and prompt libraries
  • Creating reusable templates with placeholders and variables
  • Storing persistent instructions in projects, custom assistants and agents
  • Building, naming, maintaining and sharing a team prompt library
  • Documenting templates: purpose, inputs, expected output, owner
Module 5 Quality assurance and responsible use
  • Defining review criteria and scoring rubrics for AI output
  • Setting up test cases and systematically comparing and improving prompts
  • Verifying facts, figures and sources; establishing the four-eyes principle
  • Data protection, confidential content and transparency under GDPR and the EU AI Act
Module 6 Practice lab: Event Management
  • Developing concept and programme
  • Running orders and checklists
  • Attendee communication
  • Speaker and supplier briefings
  • Answering attendee questions
  • Feedback and follow-up
Module 7 Data protection, quality & transfer to daily work
  • Attendee data such as contact, travel, dietary or accessibility details is subject to the GDPR, in part as special category data, and belongs only in approved systems. Legal requirements for photo and video recording, marketing consent and disclosing AI chatbots to attendees must also be observed.
  • Ground rules for safe AI use in your team
  • Checking results: facts, sources, tests and the four-eyes principle
  • Personal action plan for the next 30 days
  • Open questions, outlook and resources for further learning

Practical scenarios from your field

Developing concept and programme

From objectives, audience and constraints, AI develops concept ideas, themes, format suggestions and draft programmes, which the team evaluates, combines and develops further. Budget and sustainability goals are built in.

Running orders and checklists

Project plans, production schedules, run-of-show documents and checklists for logistics, AV and catering are created in a structured way and updated quickly when things change.

Attendee communication

Save-the-dates, invitations, confirmations, travel information and reminders are written for the audience, in several languages, and sent via automations. Content comes from a single source so changes reach every message consistently.

Speaker and supplier briefings

Briefings for speakers, hosts, caterers and AV suppliers are generated from event data, and enquiries and quote comparisons are prepared in a structured format. Everyone knows early what is expected.

Answering attendee questions

An AI assistant answers frequent questions about the programme, travel, accessibility or dress code based on verified information and passes special cases to the team.

Feedback and follow-up

Survey results and open comments are analysed, lessons for the next event derived and post-event reports, thank-you emails and social media recaps created. Metrics such as attendance rate are shown clearly.

Prerequisites

Some initial experience with at least one AI assistant such as ChatGPT, Claude, Copilot or Gemini is helpful; no technical background is required. Experience organising events; no technical background required.

Technical requirements

A laptop with an up-to-date browser and access to at least one AI assistant, ideally the tool approved within your organisation.

Data protection & compliance

Attendee data such as contact, travel, dietary or accessibility details is subject to the GDPR, in part as special category data, and belongs only in approved systems. Legal requirements for photo and video recording, marketing consent and disclosing AI chatbots to attendees must also be observed.

Suggested dates

All dates are suggestions – your preferred date is always possible.

  • Tue, 24 November 2026 Online Request
  • Tue, 8 December 2026 Bremen Request
  • Fri, 8 January 2027 Online Request
  • Fri, 22 January 2027 Salzburg Request
  • Tue, 26 January 2027 Online Request
  • Mon, 8 February 2027 Kaiserslautern Request

Frequently asked questions

Do these techniques work with every AI assistant?

Yes, the course is deliberately vendor-neutral. The principles – a clear task, relevant context, examples, structured output and review steps – work equally well in ChatGPT, Claude, Copilot, Gemini, Le Chat and other tools. Where assistants differ in detail, for example with projects or custom assistants, we show the corresponding features in each.

Won't better models soon make prompt engineering obsolete?

Models are getting better at interpreting vague requests, but they still cannot know what you do not tell them: audience, quality standards, internal requirements or relevant background. Good prompts are therefore mainly good task descriptions. Templates, prompt chains and quality checks also keep their value for teams as new models arrive.

What is a prompt library and how do we maintain it as a team?

A prompt library is an organised collection of proven templates for recurring tasks, each with its purpose, required inputs, a sample result and an owner. It can live in a shared document, a wiki or directly in the AI tool's projects. In the course you set up a first library and agree simple rules for maintenance and approval.

Can AI plan an entire event?

AI quickly delivers concepts, draft programmes, schedules and checklists. Venue selection, supplier negotiations, budget responsibility and a feel for the on-site experience remain your job. In the course you use AI as a planning assistant that takes over routine work and gives you time for creative and critical decisions.

Which automations pay off in event management?

Registration confirmations, reminder emails, attendee lists, name badges and feedback surveys pay off especially well. You connect a registration form, spreadsheet and email sending, complemented by AI for personalised copy. The course shows how to set up and test such workflows without programming skills.

How much does “Prompt Engineering for Event Managers” cost?

The course costs a flat €949 plus VAT per participant – whether online or on-site. This includes 1 training day(s) with a live trainer, course materials, a lab environment and a certificate of attendance.

Can I suggest my own date?

Yes. Our suggested dates are just a guide. In the request form you can always describe your preferred date or period in free text – we check availability and confirm within one working day.

Is the course online or on-site?

Both are possible: live online in a virtual classroom or on-site in Munich, Salzburg, Berlin, Augsburg, Hanover, Bremen, Stuttgart or Kaiserslautern. We can also run the course exclusively for your team.

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