Guides › Events & Celebrations
Turn sign-ups into ready dietary and access lists
Collect registrations through a form, then get clean lists for catering, access needs, name badges and travel, ready to send to each supplier.
When to use it
When registrations close, and again a few days before
Step by step
Build a registration form
Create a Google Form or Microsoft Form asking for name, organisation, sessions attending, dietary needs, access needs, travel or parking, and badge name. Link it to a spreadsheet.
Explain how data is used
Add a line on the form saying what details are shared with which suppliers and why. Only ask for what you really need.
Sort the responses
When registrations close, copy the responses (without email addresses) into your AI assistant with this prompt.
Prompt to copyHere are registration responses for [event]: [paste rows]. Create these lists: 1. Catering summary: total numbers per meal and a count of each dietary need, plus a separate list of names with allergies and the exact allergy. 2. Access needs list: name, need, and what we must arrange. 3. Name badge list: badge name and organisation, sorted by surname. 4. Session numbers per room. 5. Any responses that are unclear or need a follow-up question. Standardise spelling (e.g. 'veggie' = vegetarian). Don't drop anyone.Send each list to the right place
Paste each list into its own tab, then email the catering list to the caterer and the access list to the venue.
Refresh before the day
Repeat a few days before to pick up late sign-ups and changes, and tell suppliers what changed.
What you get
Catering: Lunch 142 (vegetarian 23, vegan 9, gluten-free 6, halal 11). Allergies: 4 names - nuts (2), sesame, shellfish. Access: wheelchair space x3, BSL interpreter for keynote. Follow-up: 2 people wrote 'see email'.
Tips
- Allergy and access information is sensitive; share it only with the suppliers who need it and delete lists after the event.
- Always double-check allergy lists by hand; never rely on AI alone for safety information.