Speaker and artist coordination reminders

Purpose

1. Automate delivery of reminders and coordination messages to speakers and artists ahead of museum events, ensuring timely arrival, preparedness, and proper event flow.

2. Automate collection and confirmation of participation, logistics preferences, and AV needs, and send automated reminders based on proximity to event date.

3. Automates documentation of responses and schedules for event managers, reducing manual tracking.

4. Ensures automated escalation to backup contacts if key participants fail to confirm.

Trigger Conditions

1. Automatedly triggered when a new event or session is created in the event calendar.

2. Automates when a speaker or artist is assigned to an event.

3. Automated reminders fire at pre-set intervals (e.g., 7, 3, 1 day before event).

4. Automator launches when a speaker/artist’s confirmation status remains incomplete.

5. Automated escalation trigger when a participant fails to confirm after two reminders.

Platform Variants (with functions/configurations)

1. Twilio SMS

• Feature/Setting: Automated SMS reminders via Messaging API; configure webhook on schedule.
  

2. SendGrid

• Feature/Setting: Automated email reminders via Mail Send API; template for event details, dynamic fields.
  

3. Outlook 365

• Feature/Setting: Automate calendar invites and reminder emails using Graph API; trigger with event creation.
  

4. Google Calendar

• Feature/Setting: Automated event invitation and reminders with Calendar API; configure push notifications.
  

5. Slack

• Feature/Setting: Automated direct messages via Slack API; create message workflow for assignment triggers.
  

6. Salesforce

• Feature/Setting: Automate contact task reminders with Task and Event APIs; flow automation linking contacts.
  

7. HubSpot

• Feature/Setting: Automate reminder emails and contact follow-up through Workflow Automation.
  

8. Zapier

• Feature/Setting: Automated multi-platform workflows; trigger with new event and automate message sending.
  

9. Trello

• Feature/Setting: Automated card due-date reminders and comments using Power-Ups or API.
  

10. Asana

• Feature/Setting: Automate task assignments and reminders via Rule automation and API endpoints.
  

11. Airtable

• Feature/Setting: Schedule reminders with Automation scripts; emails/texts sent via integration.
  

12. Microsoft Teams

• Feature/Setting: Automate message posting and mentions for speaker groups using Graph API bot.
  

13. Zoom

• Feature/Setting: Automate meeting reminders and updates with Meeting Webhooks and API.
  

14. Eventbrite

• Feature/Setting: Automate communication with registered hosts/artists via Event Notification API.
  

15. Mailchimp

• Feature/Setting: Create automated email campaigns for reminders using Email Automation Workflows.
  

16. Monday.com

• Feature/Setting: Automator rules for date reminders and task assignment notifications.
  

17. Notion

• Feature/Setting: Automate reminders by connecting Notion calendar with automation tools.
  

18. Pipedrive

• Feature/Setting: Automated reminders for assigned speakers/artists via Activity Automation.
  

19. Smartsheet

• Feature/Setting: Automate update requests and reminders using time-based workflows.
  

20. ClickUp

• Feature/Setting: Automate start-date dependent reminders to assignees; use Automations module.
  

21. Discord

• Feature/Setting: Automated bot DMs and announcements using discord.js or webhooks.
  

22. WhatsApp Business API

• Feature/Setting: Automated outbound reminders with templated messages; schedule via CRM.
  

23. Freshdesk

• Feature/Setting: Automate ticket reminders and escalate coordination tickets via Time Trigger Rules.
  

24. Intercom

• Feature/Setting: Automated message campaigns, reminders, and event-based chat triggers.
  

Benefits

1. Automates all manual follow-up and reminder processes, reducing administrative burden.

2. Ensures automated, on-time coordination and punctuality for speakers/artists.

3. Automator minimizes human error, supports escalation for unresolved confirmations.

4. Automating documentation and status tracking enables real-time event readiness.

5. Automated workflows integrated across communication channels ensure no detail is missed.