tenant-event-planner

Tenant Event Planner

Plans, budgets, and coordinates tenant appreciation events, seasonal programming, and community engagement activities for commercial real estate properties. Operates in two modes: plan-only (current) and plan-and-book (future API-integrated via MCP servers).

When to Activate

Trigger this skill when the user asks about:

• Tenant appreciation events or programming
• Holiday parties or seasonal events at a property
• Community engagement or tenant retention through events
• Event budgeting for CRE properties
• Vendor booking or coordination for property events
• Move-in welcome packages or milestone celebrations
• Wellness fairs, food trucks, networking mixers
• ROI analysis for tenant event spending

Keywords: tenant event, appreciation event, holiday party, tenant engagement, community event, property event planning, seasonal programming, tenant retention events, vendor booking.

Input Schema

property:
  name: string                    # Property name
  type: enum [multifamily, office, mixed_use, retail, industrial]
  units_or_tenants: integer       # Number of units (MF) or tenant companies (office)
  total_occupants: integer        # Estimated headcount across all tenants
  sf: integer                     # Total leasable SF
  class: enum [A, B, C]           # Property class
  amenity_spaces: list[string]    # Available on-site spaces (lobby, rooftop, courtyard, conference center, pool deck)
  location_metro: string          # Metro area for vendor search radius

event_request:
  event_type: enum [appreciation, seasonal, wellness, networking, community, holiday, move_in_welcome, milestone, food_truck, pet_friendly, kids_family, outdoor_movie, charity, decoration_reveal]
  budget:
    total: float                  # Total budget in USD
    # OR
    per_unit: float               # Budget per unit/tenant
    currency: string              # Default USD
  target_date: date               # Preferred event date
  season: enum [spring, summer, fall, winter]  # If no specific date
  duration_hours: float           # Expected event duration
  indoor_outdoor: enum [indoor, outdoor, hybrid]

tenant_demographics:              # Optional
  type: enum [residential, commercial, mixed]
  family_friendly: boolean
  corporate_formality: enum [casual, business_casual, formal]
  pet_friendly: boolean
  dietary_considerations: list[string]  # vegetarian, vegan, halal, kosher, gluten-free, nut-free
  age_distribution: enum [young_professional, mixed_age, family_heavy, senior]

execution_mode: enum [plan_only, plan_and_book]
# plan_only: generate full event plan with vendor specs and RFP templates
# plan_and_book: (future) execute vendor search, quoting, and booking via MCP tools

vendor_preferences:               # Optional
  preferred_vendors: list[string] # Vendor names to prioritize
  excluded_vendors: list[string]  # Vendors to avoid
  max_vendor_count: integer       # Cap on number of vendors to engage
  local_radius_miles: integer     # Search radius for local vendors, default 25

Process

Mode A: Plan Only (Current)

This is the active mode. All output is advisory; no external API calls are made.

Step 1 -- Event Concept Generation

• Match event type to property type, season, budget, and tenant demographics
• Generate 2-3 concept options with varying budget allocations
• Each concept includes: theme, description, target attendance, space requirements, weather contingency (if outdoor)
• Reference references/event-playbook.md for type-specific benchmarks

Step 2 -- Budget Breakdown

• Allocate budget across standard line items:
  • Venue/space preparation: 5-15% (on-site) or 25-35% (off-site rental)
  • Catering/food & beverage: 35-45%
  • Entertainment/activities: 10-20%
  • Decor/ambiance: 5-10%
  • Staffing (event coordinator, setup/teardown): 5-10%
  • Marketing/communications (signage, invites, swag): 5-10%
  • Contingency: 10%
• Flag if budget per attendee is below $8 (hard to deliver quality) or above $50 (diminishing returns for non-corporate)
• Provide unit-cost breakdown for each line item

Step 3 -- Timeline

• Major events (holiday party, annual appreciation): 8-week countdown
• Standard events (BBQ, mixer, wellness fair): 4-week countdown
• Minor events (food truck, decoration reveal): 2-week countdown
• Each timeline includes: vendor outreach, booking deadlines, communication milestones, setup logistics, day-of schedule

Step 4 -- Vendor Requirements Specification

• For each vendor category needed, produce:
  • Scope of work description
  • Quantity and headcount estimates (plan for 60-70% of invited for MF, 50-60% for office)
  • Dietary and accessibility requirements
  • Setup/teardown time windows
  • Insurance and liability requirements
  • RFP template ready to send to vendors
• Reference references/vendor-booking-schemas.yaml for structured specs

Step 5 -- Tenant Communication Plan

• Save-the-date: 4 weeks out (major) or 2 weeks (minor)
• Formal invitation with RSVP: 2-3 weeks out
• Reminder: 3 days out
• Day-of signage and wayfinding
• Post-event thank-you with photos: within 48 hours
• Include channel recommendations: building app, email, lobby signage, door hangers (MF), elevator screens

Step 6 -- ROI Projection

• Forecast attendance based on event type and property benchmarks
• Estimate retention impact using methodology from references/event-roi-model.md
• Calculate cost-per-attendee and cost-per-unit
• Project satisfaction score lift (NPS or equivalent)
• Compare to benchmark spending for property class and type

Step 7 -- Post-Event Debrief Template

• Attendance vs. forecast
• Budget actual vs. planned
• Tenant feedback summary (survey template included)
• Vendor performance rating
• Recommendations for next event
• Photos/documentation for marketing use

Mode B: Plan and Book (Future, API-Integrated)

Activates when execution_mode: plan_and_book and required MCP servers are connected. Includes all Mode A steps plus automated vendor engagement.

Step 8 -- Vendor Search via MCP

• Query connected vendor MCP servers (catering, entertainment, rentals)
• Filter by location, availability, capacity, budget range
• Return ranked list with ratings, pricing, availability

Step 9 -- Quote Comparison

• Request formal quotes from top 3 vendors per category
• Normalize pricing to per-attendee basis for comparison
• Present comparison table with: price, included items, reviews, availability, cancellation terms

Step 10 -- Approval Gate

• Present full plan with selected vendors and total cost to user
• REQUIRE explicit human approval before any financial commitment
• No booking proceeds without written confirmation

Step 11 -- Booking Confirmation

• Execute bookings via MCP tool calls
• Capture confirmation numbers, contracts, payment terms
• Generate consolidated event order with all vendor details

Step 12 -- Vendor Coordination

• Automated reminder timeline for each vendor (1 week, 3 days, day-of)
• Setup/delivery time coordination across vendors
• Contact sheet for day-of communications

Step 13 -- Day-of Logistics

• Consolidated run-of-show document
• Vendor arrival schedule
• Contingency contact list
• Real-time issue escalation protocol

Step 14 -- Post-Event Settlement

• Vendor invoice collection and reconciliation
• Vendor performance rating (stored for future events)
• Payment approval workflow
• Final budget reconciliation

API Integration Architecture

This section defines how the skill transitions from Mode A to Mode B when MCP servers become available for vendor services.

Integration Points

mcp_integrations:
  catering:
    providers: [ezCater, CaterCow, Fooda, local_vendors]
    actions:
      - search_menus:
          input: {location, date, headcount, dietary_reqs, budget_range, cuisine_type}
          output: {vendor_list: [{name, menu_options, price_per_head, rating, min_order}]}
      - get_quotes:
          input: {vendor_id, menu_selections, headcount, date, time, delivery_address}
          output: {quote_id, line_items, total, tax, delivery_fee, cancellation_policy}
      - place_order:
          input: {quote_id, payment_method, contact_info, special_instructions}
          output: {order_id, confirmation, estimated_delivery, vendor_contact}
          approval_gate: true
      - modify_order:
          input: {order_id, changes}
          output: {updated_order, price_delta, confirmation}
      - cancel_order:
          input: {order_id, reason}
          output: {cancellation_confirmation, refund_amount, refund_timeline}
    data_flow: event_spec -> menu_search -> quote_comparison -> approval -> booking -> confirmation

  entertainment:
    providers: [GigSalad, Thumbtack, local_agencies]
    actions:
      - search_performers:
          input: {location, date, event_type, genre_or_category, duration, budget_range}
          output: {performer_list: [{name, category, price, rating, availability, media_samples}]}
      - check_availability:
          input: {performer_id, date, time, duration}
          output: {available, alternate_dates}
      - get_quotes:
          input: {performer_id, date, time, duration, venue_details, requirements}
          output: {quote_id, price, includes, rider_requirements, cancellation_terms}
      - book:
          input: {quote_id, payment_method, contact_info, venue_access_details}
          output: {booking_id, confirmation, performer_contact, setup_requirements}
          approval_gate: true
    data_flow: event_spec -> performer_search -> availability_check -> quote -> approval -> book

  rentals:
    providers: [CORT_Events, Party_Rental_Ltd, local_rental_companies]
    actions:
      - search_inventory:
          input: {location, date, items_needed: [{category, quantity, style_preference}]}
          output: {available_items: [{item, options, price_per_unit, delivery_fee}]}
      - check_availability:
          input: {item_ids, date_range}
          output: {availability_status, alternatives_if_unavailable}
      - get_quotes:
          input: {item_selections, delivery_date, pickup_date, delivery_address}
          output: {quote_id, line_items, delivery_fee, total, damage_waiver}
      - reserve:
          input: {quote_id, payment_method, contact_info, access_instructions}
          output: {reservation_id, confirmation, delivery_window, pickup_window}
          approval_gate: true
    data_flow: event_spec -> inventory_search -> availability -> quote -> approval -> reserve

  venue_services:
    providers: [building_amenity_system, common_area_booking]
    actions:
      - check_availability:
          input: {space_id, date, start_time, end_time, setup_buffer, teardown_buffer}
          output: {available, conflicts, alternate_times}
      - reserve_space:
          input: {space_id, date, time_range, event_description, setup_requirements}
          output: {reservation_id, confirmation, rules_and_restrictions}
      - setup_requirements:
          input: {reservation_id, furniture_config, av_needs, power_requirements}
          output: {work_order_id, estimated_cost, scheduling_confirmation}
    data_flow: event_spec -> space_search -> availability -> reserve -> setup_order

  communications:
    providers: [Mailchimp, building_app, AppFolio, Yardi]
    actions:
      - create_invite:
          input: {event_details, template_style, recipient_list_or_segment, rsvp_enabled}
          output: {draft_id, preview_url}
      - send_blast:
          input: {draft_id, send_time, channels: [email, app_push, sms]}
          output: {send_confirmation, recipient_count, delivery_stats}
          approval_gate: true
      - track_rsvps:
          input: {event_id}
          output: {total_invited, rsvps_yes, rsvps_no, rsvps_pending, dietary_responses}
      - send_reminders:
          input: {event_id, reminder_type: [3_day, day_of, post_event_thanks]}
          output: {send_confirmation, recipient_count}
    data_flow: event_plan -> invite_draft -> approval -> send -> track_rsvps -> reminders

Fallback Behavior

When an MCP integration is unavailable, the skill degrades gracefully:

Integration	Available	Unavailable Fallback
Catering	Search menus, get quotes, book	Generate RFP with specs, suggest local vendors to contact manually
Entertainment	Search performers, book	Generate performer requirements brief, suggest booking platforms
Rentals	Search inventory, reserve	Generate rental list with quantities, suggest rental companies
Venue services	Check/reserve building spaces	Generate space reservation request for property management
Communications	Send invites, track RSVPs	Generate email/flyer copy, provide RSVP tracking spreadsheet template

Approval Gates

Every action involving financial commitment requires explicit human approval:

1. Plan generated -> user reviews plan
2. Vendors selected -> user approves vendor shortlist
3. Quotes received -> user approves specific quote
4. Booking initiated -> user confirms booking (BLOCKING)
5. Payment processed -> user authorizes payment (BLOCKING)

No autonomous spending. The skill recommends; the human decides.

Output Format

The final deliverable is a structured event plan document:

# [Event Name] -- Event Plan
## Property: [name] | Date: [date] | Budget: [$total]

### 1. Event Concept
- Theme and description
- Target attendance and demographics
- Space and layout plan
- Weather contingency (if applicable)

### 2. Budget
| Line Item | Budgeted | % of Total | Notes |
|---|---|---|---|
| Catering | $X | X% | [details] |
| Entertainment | $X | X% | [details] |
| ... | ... | ... | ... |
| **Total** | **$X** | **100%** | |

### 3. Timeline
[Week-by-week countdown with milestones]

### 4. Vendor Specifications
[Per-vendor scope, RFP template or booking confirmation]

### 5. Communications Plan
[Message schedule with draft copy]

### 6. ROI Projection
[Attendance forecast, retention impact, cost-per-attendee, ROI calculation]

### 7. Post-Event Debrief Template
[Survey questions, metrics to capture, vendor evaluation form]

Red Flags

Flag and warn the user about:

• Budget too low: Below $8/attendee makes quality delivery difficult; recommend scaling scope
• Budget too high: Above $50/attendee for non-corporate events shows diminishing returns
• Insufficient lead time: Major event with less than 4 weeks; minor with less than 1 week
• Operations conflict: Event during building maintenance, move-in/move-out heavy periods, or other scheduled property activity
• Accessibility omissions: No dietary accommodation plan, no ADA compliance check, no weather backup for outdoor events
• Seasonal mismatch: Outdoor event planned for winter in cold climates, ice cream social in January
• Insurance gap: Events with alcohol, bouncy houses, or open flame without additional insurance coverage
• Over-frequency: More than one major event per month risks fatigue and budget strain
• Under-frequency: Fewer than 4 events per year provides no meaningful retention benefit

Chain Notes

This skill connects to other CRE skills in the ecosystem:

• Upstream: Property data, tenant roster, lease terms feed into event planning decisions
• Downstream:
  • tenant-retention-engine: Event attendance and satisfaction data feed retention scoring
  • property-operations-admin-toolkit: Event logistics coordinate with building operations (elevator holds, parking, security, cleaning)
  • property-performance-dashboard: Event spending and tenant satisfaction metrics roll into property-level KPIs
• Parallel: annual-budget-planner allocates the tenant events line item that this skill spends against

Version History

• 0.1.0: Initial release. Mode A (plan-only) fully specified. Mode B (plan-and-book) architecture defined, pending MCP server availability.