What This Does
A skill that provides end-to-end support for the preparations researchers, URAs, and university-affiliated personnel need to hold online study sessions and roundtable discussions.
- Target Users: Researchers, URAs, university staff, and organizers of research communities who want to plan and run study sessions
- Problems to Solve: Event preparation involves a lot of work, such as writing proposals, announcements, and designing surveys, and it's hard to know where to start. Even when you fill in a template, the "character of this particular gathering" doesn't come through.
- Expected Outcomes: By working backward from the motivation for holding the gathering (the "fire"), you can efficiently create only the preparation materials you actually need.
Fixed Conditions: Luma (registration) + Zoom (streaming on the day) + free to attend. All other formats, scales, and times are decided through dialogue.
Required Inputs
- Motivation and Theme for Holding the Event(Required): Why you want to hold this gathering, and who you want to reach
- Current Decisions(Optional): Things already decided, such as date and time, speakers, and format
- What You Want to Create Today(Optional): Proposal, announcement, survey, etc.
What It Produces
Based on the user's situation and the dialogue, create what is needed from among the following:
- Proposal(Markdown) — Overview, purpose of the event, speaker information, draft program, future actions
- Invitation Email to Speakers — Request text, candidate dates, explanation of the talk content
- Copy for the Luma Event Page — Title, description (around 500 characters), setup checklist
- Social Media Announcement Copy — For Discord (flowing prose) and for X (within 140 characters + thread version)
- Luma Pre-Event Survey Design — Draft design for 3–5 questions (question text, format, design intent, how to use them on the day)
- Thumbnail HTML(Optional) — 1200×630px OGP image material
Steps
1. Ask about the "fire"
Before getting into preparation talk, first confirm the motivation for the event. This becomes the foundation for everything.
"Why did you want to hold this gathering?"
Once the answer to this question becomes clear, the length of the program, the number of speakers, and the tone of the announcement all naturally fall into place. If the user has already explained this, there is no need to ask again. Proceed by confirming one or two questions at a time.
Core points to confirm:
- What you want participants to take away after it ends
- Who you want to come. What problems those people are currently facing
- Whether you want it to be lecture-style or interactive, with participants talking to each other
2. Grasp the current situation
When you start to see the "spark," organize what is decided and what is not decided.
| Item | What to confirm |
|---|---|
| Theme | Is it broadly decided? |
| Date and time | Is it finalized, or still at the candidate stage? |
| Speakers | Are they confirmed, being approached, or still to be found? |
| Target audience | What kind of people do you want to attend? |
| Scale | About how many people are you envisioning? (Optional) |
3. Propose the direction of the program
Propose a program format that matches the user's "spark." The following is only a reference range, not the correct answer.
Time guideline:
- Short (45–60 min): 1–2 topic presentations + Q&A. Easy to participate casually
- Standard (75–90 min): 2–3 topic presentations + discussion. Balances information and dialogue
- Long (120 min+): Workshops or multiple sessions. Deepens participant engagement
Participant engagement level:
- Lecture style (presentation + Q&A): Easy to prepare. Participants tend to be passive
- Dialogue style (discussion): Raises the energy of the room. Requires facilitation skill
- Participants also speak (lightning talks, etc.): Creates a sense of community
4. Decide together what preparation is needed and create it
Confirm with the user what to create before starting work. For detailed procedures and templates, read the following reference files:
| What you want to create | Reference file |
|---|---|
| Proposal document, program draft, speaker invitation email | references/planning.md |
| Luma page copy, announcement text, thumbnail | references/promotion.md |
| Design of the Luma pre-event survey | references/survey.md |
After producing a draft, confirm it with the user and revise it based on feedback. Do not apply the template as-is; tune it to match the individuality of the event.
5. Check Zoom and Luma settings (day-of preparation)
Once the deliverables are ready, confirm the following before the event:
- Luma event page URL and visibility settings
- Zoom meeting URL and passcode
- Share the Zoom link with speakers (a reminder the day before is also recommended)
- Check responses to the Luma pre-event survey (use as reference for the day's discussion)
Quality standards
- The proposal document and announcement text reflect "the specific motivation for this event" (they are not generic copy)
- The Luma description uses a tone that speaks to the reader (it is not stiff like an official document)
- The pre-event survey stays within 3–5 questions (to prevent registration drop-off)
- No proposals are made that would change the boundary conditions (Luma + Zoom + free)
Available Tools
- Read: Loading reference files (planning.md / promotion.md / survey.md)
- Write: Creating output files such as planning documents, announcement texts, and survey designs
- WebFetch(Optional): Confirming specifications of Luma and related services