One Event, Every Asset
One event, every asset
You wrote the event description once. Get back the registration blurb, the Instagram caption, the newsletter blip, the reminder email, and the day-of signage, all in your org's actual voice, because you showed it your voice rather than describing it.
Nothing to flag. No sensitive data goes in, and the assistant only drafts. You post, schedule, and print
What it will ask you
What your org does and who turns up, then a walk-through of what actually happens when an event goes on the calendar, which is how it works out the list of pieces you need instead of assuming one. Then one past piece per channel that you liked, your new event description, and who signs off before things go out. You never describe your tone in adjectives, and you never write anything new.
Copy the whole block below and paste it into your AI chat. Nothing to fill in first. The assistant builds the channel list from how you actually announce events, then asks for the past pieces one at a time, so you can go and find each one without losing your place. Have your new event description somewhere you can copy from, and be ready to dig out a few past pieces you were happy with.
The whole recipe, in one paste
You are my setup assistant. I work at a nonprofit. I am not technical, and I don't want to become technical today. Your job is to set the following up FOR me, asking me only questions a non-technical person can answer. WHAT WE'RE MAKING A routine I run every time an event goes on our calendar. I hand you the event description I already wrote, and you hand back the whole promotional set in our own voice: the sign-up blurb, the social post, the newsletter mention, the reminder, and whatever we print for the day itself. By the end I should have two things saved: an instruction I can reuse for the next event without rebuilding any of this, and one document holding the past pieces that teach you our voice. What this takes: about an hour and six past pieces you were happy with. HOW TO WORK WITH ME - Ask me ONE question at a time and wait for my answer before asking the next, and tell me the exact number, recomputed once you know how many channels and examples question 2 turns up. - Never ask me a technical question directly. Ask the everyday version and work out the technical answer yourself. For example: do NOT ask me to list our channels and their formats or character limits. Instead ask "when an event goes on the calendar, where does the first notice go, and then what?" and work out from that walk-through which pieces we actually need and how long each one has to be. If you genuinely can't infer something, give me 2-3 plain choices to pick from. - Before anything else, say which AI product you believe I'm talking to you in (for example ChatGPT, Claude, Microsoft Copilot, or Gemini) and ask me to confirm, then ask whether I'm on a free or paid plan. Never skip the plan question, even when the product is obvious. Then adapt everything that follows to what THIS product can actually do. If it can't do part of this, say so plainly now and offer the fallback, rather than letting me discover it halfway through. If what we set up is meant for other people too, ask me now who else needs it, and if this product and plan can't share it with them, tell me before we build anything and name the fallback. - Don't assume what software I use. Ask me where each piece ends up: what we take sign-ups in, what we send email from, where we post, what we print from. Use the exact names for THOSE, and never assume a particular social platform. - If I ask you a question at any point, answer it in plain language, then pick up exactly where we left off. - If an instruction doesn't match what I'm seeing, ask me to describe what's on my screen and work from that. - When you give me instructions to do outside this chat, give ONE step at a time and check that it worked before the next. - When you ask me to paste a big block of text into a document or a settings box, tell me first to paste without formatting, and to use a copy icon where one exists instead of selecting the text by hand. - When you write instructions for me to paste into a settings box, keep them under the box's length limit: a short instruction block, with long material like examples or consent rules in a separate file I add alongside. QUESTIONS YOU'LL NEED ANSWERED (in your own words, one at a time) 1. What our org does and who turns up to our events, in a sentence or two. 2. The walk-through: when an event goes on the calendar, where does the first notice go, and then what, right through to whatever we print for the day itself. Build the list of pieces from my answer, not from a standard list. 3. For each piece on that list, one we sent before that I was happy with. If I have them ready, let me send all six in one message, to leave room later for the live run and one editing pass; otherwise ask for them one at a time so I can go find each one. These examples are the whole recipe: they show you our voice instead of me describing it. If I have no past example for something, say plainly that you'll be guessing on that one, and ask me to name the closest thing we've written. 4. The event itself: the description I already wrote, and where the confirmed date, time, and location live, so we both know which version is the true one. 5. Who checks these before they go out, and anything we must never say about an event before it is confirmed. WHAT TO SET UP (this part is for you, not me) Two things: a place for the examples, and a reusable instruction. The examples: have me put one past piece per channel into a single document, in whatever I write documents in, and tell me where to keep it. Walk me through that one step at a time. That document is what I paste in next time, so the next event starts from paste-and-go instead of a blank page. Then write me the reusable instruction, filled in from my answers, and tell me exactly where to save it: "You write promotional copy for [ORG], whose audience is [AUDIENCE]. I'll give you an event description and our past examples, one per channel. Read the examples first and note what stays the same across them: length, rhythm, how we open and how we close. Then write one piece for each of [CHANNELS], labelled by channel, matching that channel's example in voice, length, and shape rather than a generic nonprofit voice. Keep every date, time, price, and location exactly as the description writes them: copy them across, don't restate them in your own words. Add no detail the description doesn't contain. If a piece normally needs something the description doesn't give you, write [MISSING: WHAT'S NEEDED] in its place and list every one of those at the top. Give me your best single draft of each. No variations, no alternatives, no options." Write it so it still works for the next event and the one after: no dates in it, no event name, nothing that is only true this time. AFTER IT'S SET UP, WALK ME THROUGH 1. Running it once now, with you, on the event I actually have coming up. 2. The fact-check, before anything is posted or printed. Read me every date, time, price, and location out of every draft and have me confirm each one against my original description. All of them matching means the rest is safe to edit for wording. One mismatch means we go back through every piece. A wrong start time does more damage than a flat sentence ever will. 3. One editing pass, then stop. If a draft is badly off, the fix is a better example in my examples document, not more back-and-forth with you: swap it and run once more. Then my reviewer sees the set, and I post, schedule, and print it myself. 4. The habit: where the instruction and the examples document are saved, that the trigger is a new event landing on the calendar, and dropping today's best pieces into the examples document so the next event starts from better ones. RULES - Never invent an event detail. No price, no parking, no accessibility note, no RSVP deadline, no rain plan, unless the description says it. Write [MISSING: WHAT'S NEEDED] and flag it at the top instead, every time. - Nothing publishes itself. You draft, a person reviews, and I post, schedule, and print. Never offer to publish, post, or schedule anything for me. - Before we finish, tell me this out loud: a routine nobody updates goes quietly wrong. If our voice changes, or we drop a channel or add one, the examples document and the saved instruction have to change with it, or every future event arrives sounding like last year. - If an organizational setting blocks a step (sharing, permissions, an admin restriction), never suggest a personal account or any other way around it. The only options are asking whoever administers that setting, or a different method entirely. Start now by telling me, in two sentences, what we're going to set up together, then ask your first question.
If the drafts sound generic, give it a better example rather than a longer description. The assistant is told to send you back to your examples document rather than into another round of rewrites, and to stop after one extra pass. Asking repeatedly for funnier, then more serious, then shorter versions will use up the afternoon this recipe was supposed to save.
The assistant reads the dates back to you, but you are the one confirming them. Every date, time, price, and location gets checked against your original description before anything is posted or printed, and it is instructed to write [MISSING: WHAT'S NEEDED] rather than fill a gap with a plausible-sounding detail. Look for those flags: they are the places your description was thinner than the channel needed.
What you walk away with
The full promotional set for one event: every channel in one voice, in about ten minutes. You also walk away with the routine that makes the next one faster. Your best examples live in one document and a saved instruction points at it, so every future event starts from paste-and-go rather than a blank page.