AI-Enhanced Event Summaries at Scale
How Logicon Systems turns raw audio into polished, shareable insights—within minutes of each panel.
Executive Summary
At a multi-panel industry event, Logicon Systems deployed an end-to-end workflow that transformed panel audio into polished, AI-enhanced summaries delivered to registrants’ inboxes. Using Make.com scenarios and a best-in-class toolchain (AWS S3, AssemblyAI, Airtable, ChatGPT, Gemini, Vector DB, SendGrid), the team achieved rapid turnaround, editorial control, and measurable engagement—while opening new sponsor inventory within each email send.
The Challenge
Event audiences want quick, accurate summaries to share with teams—without waiting for full post-production.
Traditional post-event content takes days. Organizers needed a way to capture live panel discussions, convert them into accurate transcripts, and distribute concise, well-structured takeaways to subscribed participants—fast. They also wanted editorial control, repeatable governance, and new sponsor placements directly inside the emails.
The Solution
A Make.com-driven pipeline from QR scan to branded inbox delivery.
Logicon Systems designed a modular automation that starts with an attendee registration form and ends with branded, sponsor-friendly emails. The workflow combines robust transcription, multi-model summaries (ChatGPT, Gemini), a fused AI summary enriched by a vector database, and an editor approval loop—ensuring both speed and quality.
- Cloudflare-protected registration with event selection and consent.
- Audio intake → AWS S3 → AssemblyAI for professional transcription.
- Airtable as the operational hub for transcripts, prompts, summaries, and status.
- Fused summary uses a vector database to inject speaker bios, topic facts, and context.
- SendGrid templates receive AI-generated HTML for polished, responsive emails.
Reference Architecture
Workflow (10 Steps)
From QR scan to event-level summaries and bite-size social content.
Attendee Registration
Participants scan a QR code at the venue and land on the AI Summaries form: /media/ai-summarries/. They select which events to follow. All forms are protected by Cloudflare validation.
Consent & Data Capture
Users enter basic details (incl. email) and choose panels to receive. Submissions are stored for downstream automation and confirmation.
Confirmation & Subscriber Record
A confirmation email is sent and a subscriber record is inserted into the datastore for processing.
Audio → S3 → AssemblyAI
After each panel, audio is uploaded to AWS S3. AssemblyAI performs professional transcription and posts a webhook to Make.com for the next steps.
Airtable Hub + Configurable Prompts
Make.com creates an Airtable entry containing: panel metadata, audio, full transcript, per-speaker transcript, and confidence metrics. Configurable prompts in the record generate AI summaries for ChatGPT and Gemini. A fused summary uses the same ChatGPT model plus a vector DB to enrich with panelist facts and topic context.
Editorial Selection & Test Send
An editor selects ChatGPT, Gemini, Fused, or a combination and pastes into Final – Summary in Airtable. A tester email is set, then the “Send Test Email” button triggers an Airtable → Make.com webhook → SendGrid flow. The HTML body is AI-generated for a professional, responsive look and stored as the latest test for that panel.
Highlights: Key takeaways, quotable insights, and recommended reads.
Status & Regeneration Controls
Statuses guide the lifecycle: To review upon transcript arrival; automatically set to Test Email Changed after testing; Regenerate lets editors refresh both GPT and Gemini summaries using updated prompts; once approved, set to confirmed and mark the panel as ready in the datastore.
Subscriber Sends (15-min Batches)
A separate Make.com process runs every 15 minutes to deliver only the summaries each subscriber requested. Sends are marked to avoid duplicates.
Event-Level Summary
Another scenario composes a full event summary from individual panels. If an editor updates any panel and re-tests, the next event-level regeneration automatically incorporates the latest approved content.
Bite-Size Social Posts
Compact “byte-size” news items are generated for each panel and for the overall event—ready for social promotion and ongoing engagement.
Marketing & Sponsorship Impact
Every summary is a branded touchpoint. Emails prominently feature the Logicon Systems brand and reserve premium placements for event sponsors—turning knowledge delivery into high-value inventory.
- Brand lift: Consistent, polished email design reinforces Logicon Systems across the attendee journey.
- Sponsor inventory: Above-the-fold placements in every send, targeted to self-selected audiences.
- Shareability: Team-friendly formats encourage internal circulation and ongoing traffic to your brand.
Toolchain Orchestrated by Make.com
The solution deliberately uses composable services to remain flexible and extensible:
This same blueprint extends to sales enablement briefs, internal training recaps, investor updates, customer webinars, and more.
Outcomes & Advantages
- Speed: Near-real-time turnaround after each panel, with optional batching for scale.
- Accuracy: Professional transcription with speaker attribution and confidence levels.
- Quality: Multi-model summaries plus vector-enriched “fused” insights.
- Governance: Clear status workflow (To review → Test Email Changed → confirmed), and explicit regenerate controls.
- Monetization: Sponsor placements embedded in branded communications.
- Audience delight: Shareable, concise, and immediately useful for teams and stakeholders.
Beyond Events: Reusable Automations for Any Business
Because Make.com coordinates independent best-of-breed tools, this approach adapts to many domains:
- Customer support: Summarize call recordings with action items to CRM.
- Sales enablement: Turn demos into concise briefs for account teams.
- HR & training: Convert workshops into guides and quizzes.
- Compliance: Produce auditable minutes with approvals and archival.
If your process has inputs, people, and outputs—we can automate the glue.
Want this for your next event?
We combine Make.com expertise with logistics-grade engineering to design automations tailored to your workflow.
All registrations and forms are protected with Cloudflare validation for bot mitigation.
