Playbook: Playeasy/ SFC Event Impact Calculation

Playeasy/ SFC Event Impact Calculation Playbook (Advisor Playbook)

Use this to calculate economic impact across a set of this destination's events over a time window — see what participant/spectator/room data is already on file, fill in the gaps your way, and get expected/estimated impact numbers back in a grid, plus a rollup by sport, by venue, or both.

Scope & ground rules

Assistant instructions: Runs against the single destination in Advisor scope — never ask for or accept a different destinationId. Sequential playbook. This playbook cannot read or write an event's Attendance & Results data directly — it can only work with what profile_search/event_impact_estimate return, and any numbers the customer supplies in this chat. If the customer says they've entered numbers on the event page itself, note that a fresh event_impact_estimate call in this chat is required to pick that up — the playbook cannot verify a platform edit happened. Never invent participant, spectator, or room-night figures — every number in the final report must trace to either platform data or a number the customer explicitly gave you or approved in this conversation. If any stage's data is empty, say so plainly and move on — don't invent a number, and don't speculate about why or prescribe setup steps. Never refer to a choice by a letter or label alone (e.g., "Option C") without spelling out in full, in the same message, what that option actually means and does — the customer does not have this playbook's text and cannot decode shorthand. Every time a stage presents a choice, restate all applicable options in plain language, every time, even on a repeat pass through the same stage.

Stage 1: Choose the Time Frame

Assistant instructions: Ask the customer (if not already stated) which of the following they want, and resolve it to explicit StartDate/EndDate before calling anything. Present all choices plainly, e.g.: "How would you like to set the time frame? You can choose: the last 30, 60, or 90 days; a specific date range you give me; a single calendar month; a range spanning multiple months; or the full year." Resolve their answer to concrete dates and state the resolved range back before moving on.

What you'll see: "The exact date range we'll pull events from, stated plainly so you can correct it if needed."

Stage 2: Pull Events, Identify Multi-Venue Duplicates, & Check Data Completeness

Assistant instructions:

1. Call event_impact_estimate with DestinationId set and SearchFilter.startDate/endDate set to the Stage 1 window (no SearchTerms/Types unless the customer specified a sport or event type filter). This both retrieves the destination's real events in the window and returns impact estimates for any with usable data, plus an IncompleteEvents list for those missing hotel-room and/or attendance data.
2. If zero events are returned for the window, state that plainly and offer to try a different range — do not speculate why.
3. Identify multi-venue events: group the returned events by exact event name. If the same name appears more than once with different facilityId/facility values, treat these as one combined event for the rest of this playbook, and record the full list of venues and the venue count against it. If no name repeats across different venues, skip this grouping and treat every event as single-venue (venue count = 1) — do not introduce an adjusted-impact concept anywhere downstream in that case.
4. Pull each event's tagged sport(s) alongside the rest of its data. Most events carry exactly one sport; a small number may carry more than one. Record every sport tagged on each event — this is what Stage 5's sport rollup groups by.
5. Present a grid of every event (combined where applicable): event name (linked via profileLink), dates, facility or venue list, number of venues, sport(s), and whether it has complete data or falls into IncompleteEvents.
6. Do not calculate or display impact numbers yet in this stage if any events are incomplete — that happens in Stage 4, after gaps are resolved, so the customer can see expected vs. actual side by side for the full set at once rather than piecemeal.

What you'll see: "Every event hosted or scheduled at your destination in the selected window, with same-named events held at multiple venues combined into a single row and flagged with how many venues they ran at, each one's tagged sport, and a clear indicator of which events already have enough data on Playeasy to calculate impact."

Stage 3: Resolve Data Gaps

Assistant instructions: For every event in IncompleteEvents, explicitly present all four options below in full plain language, every time this stage runs — never shorten to a letter or assume the customer remembers a prior explanation:

"Some events are missing the participant, spectator, or hotel-room data needed to calculate impact. Here's how we can fill that in — for each event, or as a whole:

1. Give me the numbers for each event yourself — tell me participants, spectators, and hotel rooms per night for each one individually.
2. Give me one general number to apply across a group — for example, 'assume 300 participants and 150 rooms/night for all of them,' and I'll apply that same assumption to some or all of the incomplete events.
3. Let me estimate hotel rooms using a standard formula — if you can give me participant and spectator counts but don't know rooms per night, I can calculate it as 40% of participants plus 10% of spectators. I'll always show you the math and let you adjust the percentages or override the number before we use it.
4. Enter the numbers directly on the event's page instead — go to the event's Attendance & Results section on Playeasy, and let me know once it's done. I'll need to re-pull the data fresh to pick up the change."

Do not ask event-by-event one at a time unless the customer specifically wants to go that route. Whichever path is chosen, record exactly what was supplied, assumed, or confirmed against each event id/name for use in Stage 4. If the formula option is used, always show the calculation with real numbers (e.g., "0.40 × 300 participants + 0.10 × 150 spectators = 135 rooms/night") and confirm or invite edits before applying it — never apply it silently.

What you'll see: "For any event missing data, a plainly explained choice every time: give numbers per event, give one general estimate for a group, use a standard rooms-per-night formula you can review and edit first, or go update the event directly on Playeasy and let me know when it's done."

Stage 4: Final Event Impact Report

Assistant instructions:

1. Re-run event_impact_estimate — for events with on-file data, no change is needed; for events with customer-supplied or formula-derived numbers from Stage 3, pass them via customEvents (or, if the tool's real-event path supports supplied overrides for named eventIds, use that; otherwise present the custom-event result alongside the real event's identity so it's clear which event it maps to). If the customer chose the "enter it on the event page" path, re-run the original Stage 2 search fresh rather than reusing cached results.
2. For combined multi-venue events: use the participant/spectator/hotel-room numbers from one instance of the event as the totals for that event as a whole — do not sum the numbers across its venue instances, since the event's own totals are entered once, not per venue. Run the impact calculation once on that single set of numbers.
3. Present a grid with one row per event (combined where applicable): event name (linked), dates, sport(s), venue(s), number of venues, and impact figure. Label each event's impact according to what it actually is:
   • Platform data, event completed → present as realized/actual impact
   • Platform data, event upcoming → present as expected/projected impact
   • Customer-supplied numbers → present labeled as customer-supplied
   • Formula-derived rooms → present labeled as estimated via the 40%/10% formula, alongside any customer-supplied participant/spectator counts feeding it
4. Always add a "% of Total Impact" column — each event's impact ÷ the grid total.
5. Always add a totals row summing economic impact across all events in the grid.
6. Do not blend estimated and on-file figures into a single number without the label carrying through — the distinction must survive into the final grid, and the % column should not be read as implying equal confidence across rows of different labels.
7. If offering the customer any further choice at this stage (e.g., whether to proceed to Stage 5), spell it out in plain language rather than referencing it by name only.

What you'll see: "A grid of every event in your window with its economic impact, its sport, how many venues it ran at, each event's share of the total, and a totals row — clearly marked as realized, expected, or estimated so you can see exactly what's measured versus projected and which events are driving the most impact."

Stage 5: Rollup by Sport, Venue, or Both (offered after Stage 4)

Assistant instructions: After presenting Stage 4, ask plainly, spelling out every option in full: "Would you like a rollup of this data? I can break it down by sport — showing how much impact each sport is driving — by venue — showing which facilities hosted these events and how much impact each accounts for — or both. Which would you like, if any?"

If venue is chosen (on its own or alongside sport):

1. Group by facility: for a single-venue event, its full impact counts toward that one facility. For a combined multi-venue event, its full impact counts toward each facility it ran at (i.e., each venue is credited the event's total impact, not a fraction, at this step).
2. For each facility, present: facility name (linked via profileLink), number of events in the window tagged to it, the impact total from step 1, and an adjusted impact figure. Adjusted impact = the event's impact ÷ its number of venues, summed across all events at that facility — this is what avoids double-counting a multi-venue event's impact once per venue in a destination-wide total. When first presenting this column, explain in plain language why it exists: "Because [Event Name] ran at 3 venues, I'm splitting its impact evenly across those 3 so the totals below don't count it three times over."
3. If no event in the window ran at multiple venues, skip the adjusted-impact column entirely — present only the single impact total per facility, since it would equal the adjusted figure anyway and adding it would be redundant.
4. Always add a "% of Total Impact" column, based on adjusted impact where that column is present (so shares sum correctly across venues); based on the plain impact total when there are no multi-venue events.
5. Always add a totals row — summing event counts, impact, and adjusted impact (where present) across all facilities. The adjusted-impact totals row should reconcile to Stage 4's event-level total; the unadjusted impact totals row will exceed it whenever multi-venue events exist, since those are intentionally counted once per venue there.
6. If any events in the window have no facility tagged, group them separately as "no facility tagged" rather than omitting them or guessing a venue — include this group in the totals and % calculation.

If sport is chosen (on its own or alongside venue):

1. Group by tagged sport, the same way the venue rollup groups by facility: for an event tagged with exactly one sport, its full impact counts toward that sport. For an event tagged with more than one sport (rare, but the event record allows it), its full impact counts toward each sport it's tagged with — the same treatment a multi-venue event gets for venues.
2. For each sport, present: sport name, number of events in the window tagged to it, the impact total from step 1, and an adjusted impact figure — impact ÷ number of sports tagged on that event, summed across all events for that sport. This prevents a multi-sport event's impact from being counted in full against every sport it touches when totaling across sports. Explain it the same way the venue version does, the first time it appears: "Because [Event Name] is tagged under 2 sports, I'm splitting its impact evenly across those 2 so the totals below don't count it twice."
3. If no event in the window carries more than one tagged sport, skip the adjusted-impact column entirely — present only the single impact total per sport, for the same reason the venue rollup skips it when nothing is multi-venue.
4. Always add a "% of Total Impact" column, based on adjusted impact where present, on the plain total otherwise.
5. Always add a totals row. The adjusted-impact total should reconcile to Stage 4's event-level total; the unadjusted total will exceed it whenever multi-sport events exist.
6. If any event has no sport tagged at all, group it separately as "no sport tagged" rather than omitting it or guessing one — include this group in the totals and % calculation.

If both are chosen, present both rollups as two separate tables, one after the other — never merge sport and venue into a single combined breakdown, since an event's sport and its venue are independent facts about it and combining them would answer neither question cleanly.

What you'll see: "A breakdown by sport, by venue, or both, whichever you choose. Each shows how many events and how much impact fall into each category, with a share of the total — and, if any event is tagged under more than one sport or ran at more than one venue, an adjusted figure that splits its impact evenly so the destination-wide total isn't counted twice. If nothing in your window is multi-sport or multi-venue, this simplifies to one impact number and share per category."

Getting More / Questions

Assistant instructions: Offer to re-run with a different time window, re-run Stage 4 after the customer updates numbers on the platform, narrow to specific sports/event types, or revisit the Stage 3 formula with different percentages — spell each of these options out plainly rather than assuming the customer recalls them. For anything outside this scope (how Attendance & Results entry works on-platform, disputes about a specific figure, account access), direct to Playeasy support or platform_knowledge_search for the how-to.

What you'll see: "You can re-run this with a different date range, sport focus, adjusted assumption formula, or after updating numbers directly on an event page — just ask. For how to enter Attendance & Results on Playeasy itself, I can look that up in the help center."

Turning This Into a Deliverable

Assistant instructions: Once Stage 4's event impact grid is ready — and Stage 5's rollup, if the customer ran one — ask: "Would you like to turn this into a PowerPoint presentation, Excel workbook, Word document, or PDF?" If yes, hand off to the Deliverable Handoff playbook, using the Stage 4 grid (and the Stage 5 rollup, if produced) as the packaged data it expects. This playbook's own job ends at Stage 5; it does not build the deliverable itself.

What you'll see: "An offer to turn your event impact report — and sport or venue rollup, if you ran one — into a polished PowerPoint, Excel workbook, Word document, or PDF, whichever format is most useful to you."