Build an event meeting-booking war room before a conference

In HubSpot, create a dedicated event campaign or view and define the event name, dates, location, meeting goal, eligible account regions, and booking window. Combine attendee, sponsor, speaker, exhibitor, target-account, open-opportunity, customer-expansion, and partner-nominated lists into a Google Sheets workbook using stable HubSpot account IDs. Add CRM owner, account stage, opportunity value, customer status, industry, region, recent engagement, relationship strength, event role, event relevance, and known attendance confidence. Preserve the original source and list type for every row so the team can trace why an account entered the war room. Deduplicate at the account level, flag multiple contacts and conflicting owners, and separate confirmed attendees from inferred or unverified event participants. Apply exclusions for do-not-contact, lost or disqualified accounts, unresolved customer escalations, overlapping active outreach, and accounts outside the event strategy. Reconcile the final account count to the source lists and save an approved audience snapshot with the extraction date, owner, and unresolved data gaps.

Prepare the approved account snapshot with event context, account stage, opportunity or customer status, engagement, relationship strength, attendance confidence, strategic value, and available meeting offers. Define the priority tiers and any hard rules, such as open opportunities that require AE ownership or customer accounts that require CSM review. Open Claude, start a new event-prioritization chat, and paste the prompt below into the main chat composer. Include the event brief, account dataset, meeting goals, tier definitions, ownership rules, available executives or specialists, meeting capacity, and exclusions as source inputs. Ask Claude to assign Must Book, Should Book, Nurture at Event, or Low Priority, with evidence, conversation angle, owner, CTA, meeting format, confidence, and risk. Copy the scored table into Google Sheets and save the Claude output or conversation link with the event files. Manually review every Must Book account, low-confidence score, strategic exception, and recommendation that conflicts with the CRM owner or current opportunity plan.

Score these event accounts for pre-event meeting priority.

Source inputs:
- Event brief, dates, and objectives: {{event_context}}
- Approved account dataset: {{account_data}}
- Meeting goals and available offers: {{meeting_goals_and_offers}}
- Priority tier definitions: {{tier_definitions}}
- CRM ownership and customer-routing rules: {{ownership_rules}}
- Available executives, specialists, and meeting capacity: {{team_capacity}}
- Exclusions and sensitive-account rules: {{exclusions}}

For each account, return:
1. Priority tier: Must Book, Should Book, Nurture at Event, or Low Priority
2. Evidence supporting the tier
3. Attendance confidence
4. Best conversation angle
5. Recommended owner and collaborators
6. Meeting format or offer
7. Suggested CTA
8. Risk, sensitivity, or duplicate-outreach note
9. Confidence score
10. Human review required

Prioritize realistic meeting value and event fit, not company size alone. Respect account ownership and capacity constraints.