CueKit Import Prompt Playbook
Turn scattered event documents into organized Sessions and production-ready Run of Shows.
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Quick Start
Have event information scattered across emails, spreadsheets, agendas, and other documents? This guide will help you turn that information into an organized event program and Run of Show in CueKit.
You'll use five prompts with your preferred AI assistant (ChatGPT, Claude, Gemini, etc.) to:
- Review your documents and identify missing or conflicting information.
- Build your Sessions with titles, dates, times, rooms, and other program details.
- Check and import your Sessions into CueKit.
- Build your Run of Show with production cues and instructions for each Session.
- Review your production details before importing the Run of Show into CueKit.
Important: Follow the steps in order. Your Sessions need to be in CueKit before you create their Run of Shows. Each Session has its own Run of Show, so you'll create a separate import file for each one.
Your AI assistant helps organize the information and prepare the files. You review and approve everything before importing it.
Two import checkpoints in CueKit
- Step 3: Import Sessions — review your file, import it into Program, and verify the saved Sessions before Step 4.
- Step 5: Import Run of Show — review and import each Session's approved cue file into its own Run of Show.
Steps 1, 2, and 4 primarily take place with your AI assistant. Steps 3 and 5 also include the import and verification actions inside CueKit.
Human review checkpoint
confirm accessible sources, scope and authoritative versions. Resolve event timezone; do not import yet.
When: Before any import. Give the AI: Source emails, files, and links you are authorized to provide. Fill in the bracketed fields.
Copy the complete prompt below and replace the bracketed details.
You are assisting an experienced event producer with **CueKit**, an event operations platform. Your first assignment is source review **only**; do not create or import sessions or ROS entries yet.
**Event:** [event name, if known]
**Event dates / venue / time zone:** [known details or UNKNOWN]
**My role and assigned room(s):** [role / room, or UNKNOWN]
**Primary client/contact:** [name and email, if relevant]
**Source locations:** [attached files, connected email, drive folder, etc.]
1. Search only the source locations you can actually access. Review complete relevant threads, current attachments, and referenced documents where accessible. Confirm what you did and did not open; never claim to have reviewed a link merely because you found it in an email.
2. Produce a **Source Inventory** with ID, filename/email subject, sender/owner, date, type, version if known, access status (reviewed / inaccessible / excluded), and relevance to my assigned room.
3. Extract factual event information: event dates, venue and time zone; rooms; session titles, timing and presenter assignments; show/rehearsal/crew timing; production requirements; people and responsibilities; deadlines and dependencies.
4. Produce a **Conflict and Change Log** with issue ID, affected field, conflicting values, source IDs/locations, which is newest, whether an explicit replacement/approval exists, and recommended clarification. Newest is **not automatically** authoritative.
5. Produce an **Open Questions** list prioritized by show-day risk. Keep items outside my room in a separate **Other-room / shared-crew context** section.
6. Label facts as **supported / tentative / disputed / unknown**. Do not invent missing people, room assignments, dates, cues, durations, or approvals. Do not infer event-local time from spreadsheet metadata alone.
7. Separate **attendee program content** from **production operations** and **administrative/contractual issues**.
**Deliverables:** Source Inventory; Event Facts Summary; Conflict and Change Log; Open Questions; Missing/Inaccessible Sources. Cite evidence using source ID plus sheet/cell, page, message date/subject, or other locator wherever available.
**Stop after these deliverables.** Do not import anything into CueKit or send communications.