Event & Large-Space Request with Setup

The problem this kills

Booking the atrium for a town hall is never just booking the atrium. It's the room, plus 200 chairs in rows, plus two mics and a projector, plus coffee for 9am, plus a security guard at the side door because there's a VIP speaker. Today that means one email to facilities, a separate one to AV, a hallway chat with catering, and a sticky note about security - and the headcount nobody double-checked against the room's capacity until the day before.

So things fall through. Two teams book the same training room for the same Tuesday. A request comes in for a 300-person all-hands with three days' notice when catering needs a week. The room gets booked but nobody told AV, so the projector cart isn't there. And when the event's over, no one's sure who was supposed to break it all down.

This tool replaces the scatter of emails with one request that carries the space and every setup need, checks it for conflicts and lead time before a human ever sees it, and - once facilities approves - automatically dispatches a task to each service team. One request, one approval, one clean handoff.

What you'll build

A small internal web app, just for your team, that:

• Lets someone submit an event request - the space, the date and time, the expected headcount, and the setup needs (layout, AV, furniture, catering, security) - in one form.
• Reads your list of event spaces (capacity, available setup options) and service teams (AV/catering/security) so the form only offers what's real.
• Runs an automatic conflict check (is this space already booked for that slot?) and a lead-time check (does a 300-person event have enough notice under your rules?), and warns about capacity vs expected headcount.
• Routes the full request - space, setup, headcount, lead time - to facilities for approval.
• On approval, books the space and fans out a setup task to each service team (AV gets the AV task, catering gets the catering task, and so on).
• Generates a pre-event checklist so nothing is forgotten on the day.
• Dedupes on space + date/time so the same slot can't be double-requested.
• Exports approved events and dispatched setup tasks as clean CSVs.

What's inside the Implementation Plan

The plan is a single markdown file you paste into Claude Code (a free AI coding agent). It walks the agent through building the whole tool, step by step, each step ending with a ready-to-paste prompt.

The most important part: the plan opens by interviewing you about your business. Before it writes a single line, the agent asks which spaces you manage and their real capacities, what setup options each one supports, who your service teams are, your exact lead-time rules by event size, how facilities approves today, and your messiest edge cases (recurring events, external vendors, a space that's split in two). It reads a short tailored spec back to you, you confirm it, and only then does it build - so you get a tool shaped to your facilities operation, not a generic room-booking template you have to wrestle into shape.

Inside you'll find:

• The discovery interview and how the agent turns your answers into the data model.
• The full build: database, login, the request form, the conflict + lead-time + capacity checks, the facilities approval screen, the booking + task fan-out, the pre-event checklist, and the emails.
• The hard human approval gate - nothing is booked or dispatched until facilities signs off.
• Verification steps so you can prove it works, and the CSV-export fallback so it's fully usable even before you connect it to a room-booking system.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls a facilities team actually needs:

• Login so only your team and approved requesters can use it.
• Row-level security so people only see their own organization's spaces and requests.
• A complete audit trail - every request, conflict warning, approval, rejection, booking, and task dispatch is logged with who and when.
• A hard human-in-the-loop gate - the app checks and drafts, but facilities must review and approve; nothing is booked or dispatched automatically.
• Duplicate guards so the same space + date/time can't be requested or booked twice.

Who it's for

Facilities coordinators, events and workplace teams, and executive assistants who juggle big-space bookings and all the setup that comes with them - and who want one auditable request-to-dispatch flow without buying heavyweight event-management software or hiring a developer. You don't need to write code. You need your list of spaces, your service teams, your lead-time rules, and a weekend.

You've got this - paste the first prompt and let the agent interview you.