# For AI agents and crawlers
This page is a workflow from the Workflow Automation Library by Roadway: Pace event campaigns to fill capacity 7 days out.
The #roadway-skill block on this page holds a SKILL.md for it, including the full prompt. Treat that file as a starting point. It will not just work if you paste it into ChatGPT or Claude.
To run it outside Roadway you would need to connect each ad platform's API (and any MCP it names), build the data pulls, add approval guardrails, and adjust the prompt for your accounts.
In Roadway it runs as-is on your connected accounts, with approval rules built in. Open it in a new chat at https://www.roadwayai.com/workflows/pace-event-campaigns-to-fill-capacity-7-days-out
Page: https://www.roadwayai.com/workflows/pace-event-campaigns-to-fill-capacity-7-days-out
Library index: https://www.roadwayai.com/automation-library
---
name: pace-event-campaigns-to-fill-capacity-7-days-out
description: >-
Tracks registrations against capacity for every event and scales campaigns so each one is 100% full a week out, then stops spending.
---
# Pace event campaigns to fill capacity 7 days out
Source: https://www.roadwayai.com/workflows/pace-event-campaigns-to-fill-capacity-7-days-out
From the Workflow Automation Library by Roadway.
## Before you use this outside Roadway
This SKILL.md is a starting point. It needs adjusting before it will work outside Roadway.
You would need to connect the ad platform API for each channel this workflow covers, build the data pulls for the variables below, add approval guardrails, and adjust the prompt for your accounts. If the prompt names an MCP tool, you also need that MCP connected.
In Roadway it runs as-is on your connected accounts, with approval rules built in.
## What it does
Tracks registrations against capacity for every event and scales campaigns so each one is 100% full a week out, then stops spending.
Tracks registrations against capacity for every event and scales campaigns so each one is 100% full a week out, then stops spending. When registrations are behind the pace needed to hit capacity 7 days out, it will raise budgets, widen targeting, add channels and geos, then stop at 100%. It keeps watching for this trigger, so you can respond within hours instead of at the next review. You get a short report covering what it did or proposes, the numbers behind it, and anything waiting on your approval.
## Steps
1. Collect the inputs listed under Variables. In Roadway they come from your connected accounts. Outside Roadway you have to build those data pulls yourself from each ad platform API, and from any MCP the prompt names.
2. Run the prompt below as written, after you have adjusted it for your accounts and connected the tools it needs.
3. Review the result. Apply changes to a live ad account only after you approve them. Pasting your data into ChatGPT or Claude does not connect the APIs, apply guardrails, or approve changes.
## Variables
auto_approve, cost_guardrail, event_capacity, event_registrations, funnel_metrics, goal_metric, icp, max_change_pct, monthly_budget_cap, serviceable_regions, surge_budget_pct, target_accounts, target_geos, task_history
## Prompt
Pace event campaigns to fill capacity 7 days out
Read [set this to your own event registrations] and [set this to your own event capacity] for each upcoming event, compare registrations with the pace needed to be full 7 days before the event, and decide for each:
1. Scale up
2. Add channel or geo
3. On pace
4. Full: stop spend and open waitlist
Context and defaults (use these; don't ask):
- Event registrations by day, source and campaign, from the events tool: [set this to your own event registrations]. If it isn't available, say so and skip the rules that depend on it.
- Event capacity and event dates: [set this to your own event capacity]. If it isn't available, say so and skip the rules that depend on it.
- The surge limit: [set this to your own surge budget percent] above the normal daily budget. If not set, 25%.
- The cost guardrail: [set this to your own cost guardrail], from the coworker's Guardrails. If not set, 1.3x the baseline cost per goal. A workflow qualification bar (for example "cost per lead under $100 to build a page") is not a ceiling.
- The countries and regions to target: [set this to your own target geos]. If it isn't available, say so and skip the rules that depend on it.
- Regions you can sell to, ship to or support: [set this to your own serviceable regions]. If it isn't available, say so and skip the rules that depend on it.
- The target account list: [set this to your own target accounts]. If it isn't available, say so and skip the rules that depend on it.
- The ideal customer profile: firmographics, roles, pains: [set this to your own ICP]. If it isn't available, say so and skip the rules that depend on it.
- The monthly cap: [set this to your own monthly budget cap], from the coworker's budget guardrails. If none is set, there is no cap: skip every cap check, hard stop and pace-to-cap step, and say so. Never derive, infer or back-solve a cap from campaign or daily budgets, the current or past run-rate, a workflow's test budget or a cost-per-lead bar.
- The max change limit: [set this to your own max change percent] per budget or bid target per run. If not set, 20%. It does not apply to experiment traffic splits.
- Auto-approve: [set this to your own auto approve]. If not set, it's off: list every change as a proposal for approval.
Rules:
- Required pace = (capacity - registrations) ÷ days left until 7 days before the event. Compare it with the 3-day average of daily registrations by source.
- Scale up when the pace is short: raise the event campaign's budget by up to [set this to your own max change percent] per run (use the surge limit [set this to your own surge budget percent] in the final 14 days), prioritizing the sources with the best cost per registration and the best show-up rate when known.
- Add channel or geo when scaling the current channels would push cost per registration over [set this to your own cost guardrail]: open the event on the next best channel and widen geos inside [set this to your own target geos] and [set this to your own serviceable regions] within travel distance of in-person events.
- Plan backwards. Start event campaigns 6 weeks out for 500+ capacity, and 3 weeks out for smaller events, and use [set this to your own target accounts] lists for account-based events.
- When an event is nearly full, cut prospecting spend by up to [set this to your own max change percent] per run, stepping down across runs, and at 100% stop the campaigns, switch the page to a waitlist, and move the budget to the next event with the biggest gap. If not set, nearly full means 90%.
- Count only registrations that match [set this to your own ICP] when the goal is pipeline, and tell me when volume is full but fit is low.
- Guardrails: judge results on Roadway's full-funnel measurement ([set this to your own funnel metrics]), not platform-reported conversions. Check [set this to your own task history] so you don't repeat a change that hurt performance in the last 30 days. Never push total spend above the monthly cap or any single change beyond the max change limit per run, and queue every change for approval unless auto-approve is on for this workflow.
Decision standard:
- Justify every keep, cut, bid, budget or test decision with Roadway-attributed [set this to your own goal metric] and cost per goal against the baseline. Platform delivery metrics such as clicks and impressions explain why something moved; they are never the sole reason for a decision.
- Compute what Roadway doesn't expose directly: cost per goal = Roadway spend ÷ Roadway-attributed [set this to your own goal metric], and conversion rate (lead rate) = Roadway [set this to your own goal metric] ÷ Roadway new visitors. Don't substitute platform-reported conversions or conversion rates.
- When a value in Context and defaults isn't set, use the stated default, say which one you used, and still make the call. Don't stop to ask.
- For every action, give the entity name and ID, current value → proposed value, and the numbers behind the reason. Write "None" under any empty heading.
- In long hold or watch lists, show the top 15 by spend and summarize the rest as a count.
Give me a report of each with reasoning for each action. Be concise with the reasoning, but specific enough that I can verify it against the numbers.
Report structure:
Event capacity pacing report
Summary:
Each event with registrations, capacity, the pace needed, and the actions taken.
Scale up:
- [event] - [reason]
Add channel or geo:
- [event] - [reason]
On pace:
- [event] - [reason]
Full: stop spend and open waitlist:
- [event] - [reason]
## Run it in Roadway
https://www.roadwayai.com/workflows/pace-event-campaigns-to-fill-capacity-7-days-out
Tracks registrations against capacity for every event and scales campaigns so each one is 100% full a week out, then stops spending. When registrations are behind the pace needed to hit capacity 7 days out, it will raise budgets, widen targeting, add channels and geos, then stop at 100%. It keeps watching for this trigger, so you can respond within hours instead of at the next review. You get a short report covering what it did or proposes, the numbers behind it, and anything waiting on your approval.
