Community Event OS

Version: 1.0 · Status: Draft · MVP: cmu-community-os-pink.vercel.app

1. Product Overview

Community Event OS is a lightweight, AI-powered web application that enables community organizers to manage the full lifecycle of an event — from planning and content generation to multi-channel distribution and RSVP tracking — from a single interface.

The primary use case is the CMU Seattle Alumni Network, but the product is designed from day one to scale to any community organization: alumni networks, professional associations, nonprofits, university clubs, sports clubs, hobby groups, and more.

2. Target Users

Primary Users

• Organization presidents and co-presidents
• Board members and co-organizers (up to a small team of 2–3)

Secondary Users (Future)

• Event attendees / community members (member-facing side, post-MVP)

Target Organizations

• University alumni chapters
• Professional association chapters
• Nonprofit community organizations
• Sports and hobby clubs
• Any community that uses WhatsApp and other DM channels for member communication

3. Core Features

3.1 Event Input Form

• A single, comprehensive form (15–20+ fields) where the organizer inputs all event details once
• Fields include (but are not limited to):
  • Event name, date, time, location
  • Event description and key talking points
  • Target audience / community segment
  • Guest speakers or special guests (e.g. visiting professors, deans)
  • Sponsors and partners (names, roles, contact info)
  • RSVP deadline
  • Dress code or special instructions
  • Preferred tone (casual, professional, formal)
  • Channel preferences (which channels to generate content for)
  • Media assets (images, logos)
• Form is reusable and saveable as a draft

3.2 AI-Powered Multi-Channel Content Generation

Based on the event form input, the app automatically generates ready-to-use content for:

• All content is editable before sending
• Tone can be adjusted per channel
• Content can be regenerated with one click

3.3 Multi-Channel Integration (Phased)

Phase 1 (MVP): Content is generated and displayed for manual copy-paste. Architecture is designed to support API sending.

Phase 2 (Post-MVP): Direct API integrations for:

• Email: SendGrid or Mailchimp API for direct email blasts to member list
• WhatsApp: WhatsApp Business API for sending messages to community groups
• Instagram: Meta Graph API for scheduling or posting directly
• LinkedIn: LinkedIn API for post scheduling
• Luma: Luma API (if available) for creating events directly

3.4 RSVP & Head Count Tracking

• Dedicated RSVP tracking dashboard per event
• Manual entry of RSVPs (Phase 1)
• Integration with Luma, Eventbrite, or Google Forms for automated RSVP sync (Phase 2)
• Real-time head count visible at a glance
• Export attendee list (CSV)

3.5 Partner & Sponsor CRM

Lightweight CRM to manage external relationships:

• Sponsors (e.g. Cirque du Soleil marketing team)
• Partner organizations (other universities, community orgs)
• VIP guests (professors, deans, keynote speakers)

Features:

• Store contact details, communication history, and notes per partner
• AI-assisted email drafts for partner outreach
• Track status of partnership per event (confirmed, pending, declined)

3.6 Smart Reminders & Deadlines

• AI-generated reminder schedule per event, based on event date
• Reminder types:
  • Send event announcement (WhatsApp, email, social)
  • Send RSVP / headcount reminder
  • Submit event form by deadline
  • Confirm sponsor / partner details
  • Post-event follow-up and recap
  • Monthly internal volunteer / board meetups (recurring)
• Delivered via email and/or in-app notification
• Assignable to specific board members
• One-click mark as done

3.7 Board Member Collaboration

• Multi-user access per organization (2–3 board members)
• Role-based permissions: Admin (president) and Editor (board member)
• Shared access to event drafts, generated content, RSVP data, and CRM
• Activity log showing who edited what and when

4. Secondary / Future Features

4.1 Member-Facing Side (Post-MVP)

• Public event pages members can view and RSVP to
• Community event calendar
• Member directory (opt-in)

4.2 Event Templates

• Save past events as templates for recurring formats (e.g. monthly happy hours, annual galas)
• Pre-fill form fields from a selected template

4.3 Analytics & Reporting

• Event attendance trends over time
• Channel engagement metrics (open rates, RSVP conversion)
• Partner engagement history

4.4 Integrations Roadmap

• Google Calendar sync
• Slack notifications for board members
• Zapier/Make for custom automation workflows

5. Non-Functional Requirements

5.1 Performance

• Content generation response time under 5 seconds
• App loads in under 2 seconds on standard broadband

5.2 Scalability

• Multi-tenancy: each organization has isolated data
• Architecture supports hundreds of organizations from day one
• Cloud-hosted, no self-hosting required by users

5.3 Pricing Target

• Target $20–$50/month per organization
• Free tier or trial for early adopters

5.4 Security & Privacy

• Authentication required for all board member access
• Member contact data stored securely and never shared across organizations
• GDPR / data privacy considerations for member contact lists

6. Tech Stack

7. MVP Scope (Phase 1)

The minimum viable product focuses on the core value loop:

1. Organizer fills in event form
2. AI generates content for all channels
3. Organizer reviews, edits, and copies content
4. Basic RSVP head count tracking (manual entry)
5. Partner CRM (basic contact storage)
6. Two board member accounts per organization

Out of scope for MVP:

• API sending to WhatsApp, Instagram, LinkedIn
• Member-facing event pages
• Analytics dashboard
• Payment / billing

8. Success Metrics

• Time saved per event (target: reduce 2–3 hours of manual work to under 30 minutes)
• Number of organizations onboarded
• Content generation usage per organization per month
• NPS / user satisfaction score from organizers