S2G Summit 2026Table Assignment Planner

How to Use This Tool

A complete guide to the S2G Summit Table Assignment Planner.

What Is This Tool?

This tool manages seating assignments for the S2G Annual Summit. It connects to Salesforce for live RSVP data, uses AI to suggest optimal table matches, and supports the full day-of check-in workflow. All planner state is stored in a Google Sheet — the tool reads and writes to it in real time.

There are roughly 500 attendees and 50 tables. Each table has a theme, sub-topic, and a capacity of ~10 seats. Tables are grouped into colored rooms (green, yellow, blue, red) for physical layout.

Overall Workflow

The planning process has three phases:

  1. Pre-Summit Planning — Sync attendee data, configure tables, assign attendees using AI suggestions or manual search.
  2. Day-Before Monitoring — Enable Auto-Sync to catch late RSVP changes. Handle declines and find replacements.
  3. Day-Of Check-In — Check in attendees as they arrive. Run cutoff to free no-show seats. Reassign from the check-in pool.

Birds-Eye Page (Dashboard)

This is the main view. It shows all tables as cards in a grid, color-coded by room. The top bar has key stats and action buttons.

Top Bar Actions

  • Live Refresh (SF) — Pulls the latest RSVP statuses directly from Salesforce. If any attendees changed status, a highlighted notification panel appears showing each change (who changed, old → new status, and which table they were removed from if applicable).
  • Auto-Sync — Toggles automatic Salesforce polling. When enabled, a dropdown appears to set the interval (1, 3, or 5 minutes). A notification dot appears on the button when new changes are detected in the background.
  • Export Excel — Downloads the current state as an Excel spreadsheet.
  • + Table — Creates a new table with a theme, sub-topic, capacity, and type (topic-anchored or corporate partner).
  • Auto-Assign — Runs the AI to propose assignments for all unassigned attendees at once. Shows a preview where you can deselect any individual assignments before committing.
  • Lock to Checked-In — (Appears after check-ins start.) Runs the cutoff — marks all assigned-but-not-checked-in attendees as no-shows and frees their seats.
  • Reset No-Shows — (Appears after cutoff.) Reverses the cutoff and restores all no-show attendees to not-checked-in status.

Room Filter

Click a colored dot to filter the grid by room. Click again (or click “All”) to show all tables. Rooms correspond to physical spaces at the summit venue.

RSVP Changes Panel

After a sync detects changes, a notification panel shows each affected attendee. For declined attendees who had a table, a Find Replacement button appears. Clicking it shows AI-suggested replacement candidates inline — you can assign one directly from the panel. This panel persists across page navigation.

Stale Assignments Warning

A red warning panel appears if any non-RSVP_Yes attendees still hold table seats (e.g., someone who declined but wasn’t auto-cleared). Click Clear All to remove them in bulk.

Table Detail (Click a Table Card)

Clicking any table card opens a modal with full table management.

Sections (Top to Bottom)

  1. Validation — Colored chips show constraint violations (red = hard, amber = warning, green = all clear). Hard violations include: over capacity, no table lead, missing portfolio company, too many LPs or investors.
  2. Table Lead — Select an S2G employee as the table facilitator from the dropdown.
  3. Room Color — Click a colored circle to assign the table to a room. Click again to clear it. Updates immediately on the bird’s-eye card border.
  4. AI Narrative — Collapsed by default. Click to expand and generate a natural-language description of the table’s composition. Can be refined with follow-up instructions.
  5. Planner Notes — Free-text notes saved per table. Click “Save Notes” to persist. Notes are used as high-priority context by the AI when suggesting candidates.
  6. Seated Attendees — Shows each assigned attendee with their company name and a check-in chip (gray = not checked in, green = checked in, red = no-show). Click the chip to cycle through statuses. A Check in all button appears when any attendees haven’t been checked in. Removing an attendee takes effect immediately — an optional feedback prompt appears after.
  7. Search & Assign — (Only when open seats remain.) Search for unassigned attendees by name, company, or topic. Click to assign. Linked partners are auto-assigned together.
  8. AI Suggested Candidates — AI-recommended attendees who would diversify the table’s account type mix and fit the topic. Shows a fit score, rationale, and open seat count. Use the Refresh button to get a new set of suggestions. The AI enforces a maximum of 2 portfolio companies per table and prioritizes underrepresented account types (investors, corporates, government, non-profits, professional services).
  9. Link Attendees — Pair two attendees at this table so they are always assigned and removed together.
  10. Delete Table — Two-click confirmation. Unassigns all attendees first.

Attendees Page

A full list of all attendees with filtering and profile management.

Filters

  • Search — Search by name or company.
  • Assignment — Filter to assigned or unassigned attendees.
  • Priority — Filter by VIP or Standard.
  • Team — Filter by S2G account team (Food & Agriculture, Energy, Oceans, etc.).
  • Account Type — Filter by investor, corporate, portfolio company, etc.
  • RSVP Status — Switch between RSVP Yes (default), Invite Sent, and RSVP No.

Attendee Row

Each row shows check-in status, name, title, company, VIP badge (if applicable), table assignment (table number + topic name), Sector Focus label, and Sectors of Interest pills. Unassigned attendees show a “Suggest” button that returns AI-recommended tables with a one-click assign.

Sector pills are color-coded: green for professional-focus sectors (from S2G data), gray for self-reported interests.

Profile Drawer

Click any attendee row to open the right-side profile drawer. It shows their full bio, all metadata fields, priority controls (VIP / Standard), linked-partner management, and table assignment with AI suggestions.

Check-In Pool Banner

If any attendees are checked in but not assigned to a table, a highlighted banner appears at the top listing them. These are walk-ins or attendees whose tables were cleared.

Day-Of Check-In Workflow

On the morning of the summit, follow this sequence:

  1. Enable Auto-Sync — Set to 1-minute intervals for real-time RSVP monitoring. Watch for the notification dot on the button indicating new changes.
  2. Check in attendees — As guests arrive, mark them as checked in. Use the Check in all button on each table for speed, or click individual check-in chips.
  3. Handle declines — When the RSVP changes panel shows declined attendees, click Find Replacement to fill their seats from the unassigned pool.
  4. Run Cutoff — When the session is about to begin, click Lock to Checked-In. This marks all assigned-but-absent attendees as no-shows and frees their seats. Requires at least one checked-in attendee.
  5. Fill remaining seats — Check the check-in pool (Attendees page banner) for checked-in guests without tables. Use AI suggestions or manual search to seat them.
  6. Reset if needed — If the cutoff was premature, click Reset No-Shows to undo it.

Linked Pairs

Some attendees should always sit together (e.g., co-presenters, executive + assistant). Linking two attendees enforces co-assignment:

  • Assigning one automatically assigns the other to the same table.
  • Removing one automatically removes the other.
  • Attempting to assign one to a different table than their partner returns an error.
  • Capacity checks account for both seats.

Create links from the Table Detail modal (when both attendees are seated) or from the Profile Drawer on the Attendees page.

AI Features

The AI uses attendee profiles, sector interests, account data, and table themes to make recommendations. It weights signals in this order:

  1. Account Team (+40) — S2G’s internal team assignment
  2. Campaign Member Sector (+35) — S2G-assigned professional sector
  3. S2G Sector Focus (+30) — Account-level sector focus
  4. Sectors Interested In (+20) — Self-reported from Cvent intake

Types of AI Actions

  • Suggest Tables — For a single unassigned attendee, returns the top 5 best-fit tables with scores and rationale.
  • Replacement Candidates — For a table, suggests unassigned attendees who would fit well.
  • Auto-Assign — Proposes assignments for all unassigned attendees across all tables. Always previews before committing.
  • Table Narrative — Generates a written description of the table’s conversation dynamics based on who’s seated.
AI suggestions refresh automatically after assignments and removals. You can also click the Refresh button on the AI Suggested Candidates panel to force new suggestions at any time.

Data Sources

  • Google Sheets — The source of truth for all planner state: table assignments, priority levels, check-in status, notes, and table configuration.
  • Salesforce — Live RSVP status via the “Live Refresh” button. Pulls from the CampaignMember object for the 2026 Summit campaign.
  • BigQuery — Enrichment data (bios, sectors, account details). Synced via the BQ sync (shown as “BQ synced” timestamp in the top bar). Cached for 5 minutes.
  • Claude AI — Powers all suggestion, scoring, and narrative features via the Anthropic API.

Tips

  • The BQ sync timestamp in the top bar shows when attendee enrichment data was last refreshed. If profiles look sparse, check if a sync is needed.
  • Priority levels (VIP / Standard) are planner-controlled and affect AI scoring. Set VIPs first to ensure they get top placement.
  • Hover over buttons and labels for tooltips explaining what each action does — especially useful for Auto-Assign, Lock to Checked-In, check-in chips, and room colors.
  • AI Suggested Candidates enforce a max of 2 portfolio companies per table and prioritize account type diversity. Use the Refresh button to get a new set.
  • All changes are saved to Google Sheets in real time. There is no “save” button — assignments, check-ins, and priority changes take effect immediately.
  • If the app feels slow, the bottleneck is usually the Google Sheets API. Batch operations (bulk check-in, cutoff) are optimized to minimize API calls.