From Meetings to Manual: How AI Transformed Volunteer Event Planning
How the Coney Island Adventure Run Streamlined Event Documentation Using AI
Introduction: Transforming Event Planning with AI
The Coney Island Adventure Run, an annual fundraising event in Sligo, Ireland, faced significant challenges in event planning and documentation. Organised by volunteers from Sligo Rugby Club, the event required months of planning, but key details and process improvements were often forgotten each year.
By implementing an AI-powered transcription and documentation system, the team transformed their planning process, eliminating the need for repetitive discussions and enabling efficient knowledge retention and onboarding.
This approach significantly reduced the burden on the small core team of organisers while ensuring a smoother, more scalable process for future years.
Table of Contents
The Challenge: Knowledge Loss & Repetitive Planning
The Coney Island Adventure Run team faced multiple critical challenges:
- Complex event logistics requiring extensive planning
- Volunteer turnover leading to knowledge gaps
- Time constraints with a small number of busy volunteers
- Loss of institutional knowledge between events
"We'd have the same conversations every year, trying to remember what we'd done the last time."
The Solution: AI-Assisted Documentation Process
🔹 Recording & Transcription with AI
- Automated meeting transcription using Otter
- No manual note-taking required
- Complete capture of all discussions
🔹 AI-Powered Processing & Organisation
Using Anthropic Claude, transcriptions were processed into:
- Event timelines and checklists
- Role descriptions and responsibilities
- Safety procedures and race-day operations
🔹 Human Review & Refinement
- Team review and enhancement of AI-generated content
- 50-page comprehensive manual created and distributed
- Both digital and print versions made available
Results & Impact
đź“Š Key Outcomes
- Eliminated repetitive discussions
- Created consistent, structured documentation
- Streamlined volunteer onboarding
- Improved process continuity
- Reduced reliance on memory
đź’¬ Volunteer Feedback
It's been a game changer. We don't have to rack our brains trying to remember what we did last year—everything is there in black and white.
We used to spend hours explaining things to new volunteers. Now we just send them the document, and they're ready to go.
It's taken a huge weight off our shoulders. We can actually focus on improving the event rather than just repeating the same work every year.
Why This Matters for Businesses
The challenges faced by this volunteer organization mirror those of many businesses:
- Knowledge retention in fast-moving teams
- Reducing unnecessary meetings
- Ensuring operational consistency
- Efficient onboarding of new team members
Implementation Strategy
- 🔹 Structured Meetings & AI Transcription - Focused planning discussions with automated recording
- 🔹 AI Processing for Organisation - Logical structuring of information
- 🔹 Human Oversight & Refinement - Team review and enhancement
- 🔹 Distribution & Improvement - Multiple format availability
Next Steps & Future Applications
- Annual documentation review and updates
- Continued AI tool utilization for process refinement
- Expansion to other management areas
Stop Reinventing the Wheel. Capture Your Team's Expertise.
Turn meetings into manuals, and confusion into clarity.
đź“© Let AI help your team document faster, work smarter, and scale better.
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