--- title: "Building a Community Event Agent: Event Discovery, Registration, and Reminders" description: "Build an AI agent that helps community members discover local events, register with capacity management, receive reminders, and get real-time updates for community organizations." canonical: https://callsphere.ai/blog/building-community-event-agent-discovery-registration-reminders category: "Learn Agentic AI" tags: ["Community Events", "Event Management", "Nonprofit AI", "Agentic AI", "Python"] author: "CallSphere Team" published: 2026-03-17T00:00:00.000Z updated: 2026-05-27T23:24:34.356Z --- # Building a Community Event Agent: Event Discovery, Registration, and Reminders > Build an AI agent that helps community members discover local events, register with capacity management, receive reminders, and get real-time updates for community organizations. ## Community Events Deserve Better Technology Community organizations — neighborhood associations, cultural centers, recreation departments, and civic groups — host dozens of events each month. Yet most still rely on flyers, Facebook posts, and word of mouth. People miss events they would have loved because they did not hear about them in time, or they show up to events that are already at capacity. An AI event agent solves this by maintaining a searchable event catalog, handling registrations with capacity limits, sending timely reminders, and providing real-time updates when events change. ## Event Data Model Define the structures that represent events and registrations. ```mermaid flowchart LR CALLER(["Donor or Volunteer"]) subgraph TEL["Telephony"] SIP["Twilio SIP and PSTN"] end subgraph BRAIN["Nonprofit AI Agent"] STT["Streaming STT Deepgram or Whisper"] NLU{"Intent and Entity Extraction"} TOOLS["Tool Calls"] TTS["Streaming TTS ElevenLabs or Rime"] end subgraph DATA["Live Data Plane"] CRM[("CRM and Notes")] CAL[("Calendar and Schedule")] KB[("Knowledge Base and Policies")] end subgraph OUT["Outcomes"] O1(["Donation pledge captured"]) O2(["Volunteer slot booked"]) O3(["Program lead handoff"]) end CALLER --> SIP --> STT --> NLU NLU -->|Lookup| TOOLS TOOLS CRM TOOLS CAL TOOLS KB NLU --> TTS --> SIP --> CALLER NLU -->|Resolved| O1 NLU -->|Schedule| O2 NLU -->|Escalate| O3 style CALLER fill:#f1f5f9,stroke:#64748b,color:#0f172a style NLU fill:#4f46e5,stroke:#4338ca,color:#fff style O1 fill:#059669,stroke:#047857,color:#fff style O2 fill:#0ea5e9,stroke:#0369a1,color:#fff style O3 fill:#f59e0b,stroke:#d97706,color:#1f2937 ``` ```python from dataclasses import dataclass, field from datetime import datetime, date, time from typing import Optional from enum import Enum from uuid import uuid4 class EventCategory(Enum): WORKSHOP = "workshop" FESTIVAL = "festival" MEETING = "meeting" FUNDRAISER = "fundraiser" SPORTS = "sports" ARTS = "arts" FAMILY = "family" HEALTH = "health" EDUCATION = "education" class RegistrationStatus(Enum): CONFIRMED = "confirmed" WAITLISTED = "waitlisted" CANCELLED = "cancelled" @dataclass class CommunityEvent: event_id: str = field(default_factory=lambda: str(uuid4())) title: str = "" description: str = "" category: EventCategory = EventCategory.MEETING event_date: date = field(default_factory=date.today) start_time: time = field(default_factory=lambda: time(10, 0)) end_time: time = field(default_factory=lambda: time(12, 0)) location: str = "" organizer: str = "" capacity: int = 50 registered_count: int = 0 waitlist_count: int = 0 is_free: bool = True cost: float = 0.0 requires_registration: bool = True age_group: str = "All ages" is_cancelled: bool = False @dataclass class EventRegistration: registration_id: str = field(default_factory=lambda: str(uuid4())) event_id: str = "" attendee_name: str = "" attendee_email: str = "" attendee_phone: str = "" party_size: int = 1 status: RegistrationStatus = RegistrationStatus.CONFIRMED registered_at: datetime = field(default_factory=datetime.utcnow) reminder_sent: bool = False ``` ## Event Discovery Tool Let community members search events by category, date range, or keywords. ```python from agents import function_tool events_db: list[CommunityEvent] = [] registrations_db: list[EventRegistration] = [] @function_tool async def search_events( category: str = "all", date_from: str = "", date_to: str = "", keyword: str = "", age_group: str = "", ) -> dict: """Search for upcoming community events by category, date, keyword, or age group.""" results = [] today = date.today() for event in events_db: if event.is_cancelled: continue if event.event_date date.fromisoformat(date_to): continue if keyword and keyword.lower() not in event.title.lower(): continue results.append({ "event_id": event.event_id, "title": event.title, "date": str(event.event_date), "time": f"{event.start_time.strftime('%I:%M %p')} - " f"{event.end_time.strftime('%I:%M %p')}", "location": event.location, "spots_remaining": max(event.capacity - event.registered_count, 0), "is_free": event.is_free, }) results.sort(key=lambda x: x["date"]) return {"events": results, "total_found": len(results)} ``` ## Registration with Capacity Management The registration tool enforces capacity limits and manages a waitlist for popular events. ```python @function_tool async def register_for_event( event_id: str, attendee_name: str, attendee_email: str, attendee_phone: str = "", party_size: int = 1, ) -> dict: """Register an attendee for a community event with capacity enforcement and waitlist support.""" event = None for e in events_db: if e.event_id == event_id: event = e break if not event: return {"error": "Event not found"} if event.is_cancelled: return {"error": "This event has been cancelled"} # Check for duplicate registration for reg in registrations_db: if (reg.event_id == event_id and reg.attendee_email == attendee_email and reg.status != RegistrationStatus.CANCELLED): return { "error": "Already registered for this event", "registration_id": reg.registration_id, } spots_available = event.capacity - event.registered_count if spots_available >= party_size: status = RegistrationStatus.CONFIRMED event.registered_count += party_size else: status = RegistrationStatus.WAITLISTED event.waitlist_count += party_size reg = EventRegistration( event_id=event_id, attendee_name=attendee_name, attendee_email=attendee_email, attendee_phone=attendee_phone, party_size=party_size, status=status, ) registrations_db.append(reg) return { "status": status.value, "registration_id": reg.registration_id, "event": event.title, "date": str(event.event_date), "party_size": party_size, "message": "Confirmed! You are registered." if status == RegistrationStatus.CONFIRMED else f"Event is full. You are #{event.waitlist_count} " f"on the waitlist.", } @function_tool async def send_event_reminder(event_id: str) -> dict: """Send reminders to all confirmed attendees for an event.""" event = next((e for e in events_db if e.event_id == event_id), None) if not event: return {"error": "Event not found"} sent = 0 for reg in registrations_db: if (reg.event_id == event_id and reg.status == RegistrationStatus.CONFIRMED and not reg.reminder_sent): reg.reminder_sent = True sent += 1 return {"event": event.title, "reminders_sent": sent} ``` ## Assembling the Community Event Agent ```python from agents import Agent, Runner event_agent = Agent( name="Community Event Agent", instructions="""You are a community event agent for the Riverside Community Center. Your responsibilities: 1. Help people discover events by category, date, or interest 2. Register attendees with capacity enforcement 3. Manage waitlists when events are full 4. Send reminders before events 5. Provide event details including location and accessibility 6. For paid events, provide cost details before registration 7. If an event is cancelled, notify registered attendees 8. Suggest similar events when a requested one is full 9. Always confirm registration details before finalizing""", tools=[ search_events, register_for_event, send_event_reminder, ], ) result = Runner.run_sync( event_agent, "I am looking for family-friendly events this weekend. " "Ideally something outdoors or arts-related.", ) print(result.final_output) ``` ## FAQ ### How does the waitlist work when a spot opens up? When a confirmed attendee cancels, the agent should automatically promote the first person on the waitlist to confirmed status. Implement a `cancel_registration` tool that decrements the event's registered count, finds the earliest waitlisted registration, updates its status to confirmed, and sends a notification to the promoted attendee. ### Can the agent handle recurring events like weekly meetups? Yes. Add a `recurrence_rule` field to the event model (such as "weekly" or "first_saturday"). A scheduled job generates individual event instances from the rule. The agent then treats each instance as a separate event with its own capacity and registration list, while displaying the series name for context. ### How do you handle accessibility information for events? Add an `accessibility` field to the event model that captures details like wheelchair access, sign language interpretation, and sensory-friendly accommodations. The search tool can filter by accessibility features, and the agent proactively mentions accessibility information when providing event details. --- #CommunityEvents #EventManagement #NonprofitAI #AgenticAI #Python #LearnAI #AIEngineering --- Source: https://callsphere.ai/blog/building-community-event-agent-discovery-registration-reminders