AI & Automation Projects

Building a vibrant, inclusive community event takes a huge amount of heart, energy, and dedication. We are incredibly fortunate to have an extraordinary team of volunteers who bring our Pride celebrations to life. However, while our team excels at engaging with the community, delivering unforgettable events, and spreading love and inclusivity, the reality of running an organisation involves a massive amount of behind-the-scenes administrative work.

 

In our first year, handling the paperwork, artist submissions, accessibility approvals, and sponsor management was a heavy, manual effort. Recognising that our volunteers' time is best spent on high-impact community work rather than getting bogged down in spreadsheets and data entry we completely transformed our backend processes for our second year.

 

By leveraging AI alongside powerful automation platforms like Make.com, we seamlessly connected Monday.com, Gravity Forms, HubSpot, and Microsoft SharePoint to handle the heavy lifting automatically.

 

What We Automated

Website Form Submissions & Onboarding: Every form on our website now flowsdirectly into our central workflows without any manual copy-pasting.

 

Automated Sponsor Insights: The moment a potential sponsor downloads our information pack, Gemini AI automatically researches their company to identify key shared values, local community initiatives, and natural alignment points with Windsor & Eton Pride.

 

Drafted Outreach Hooks: It then instantly generates a tailored draft reply for our sponsorship manager, complete with relevant talking points and engagement hooks.

 

The Perfect Balance: While the final email always retains a genuine, human touch, all the time-consuming background research and fact-finding are already complete before our team even opens the message.

 

One-Click Accessibility Approvals: Streamlined the process to review and approve accessibility requirements in a single click, instantly updating the applicant and triggering the necessary logistics behind the scenes.

 

Artist Application & Judging Workflows: Automated the collection of artist applications so our judging panel can review submissions smoothly, while automatically routing and storing all artist assets directly into designated SharePoint folders.

 

HubSpot Email Automation & Monday Campaigns: Kept communication timely and relevant across all our audiences, ensuring our supporters, traders, and performers stay up to date without manual outreach for every step.

 

End-to-End Invoicing & Payments: Generated invoices directly within Monday.com, issued payment requests, and enabled suppliers to pay seamlessly online via our website with all financial paperwork updated and filed automatically.