How We Built An Online Summit With Claude and Airtable

We ran a 29-speaker virtual event this summer, and Claude and Airtable did most of the back-end work.

Joyce watched the whole build happen from the outside and still had questions, so this one is her interviewing Kinsey about it — what got built first, what broke in the middle, and where the hours went.

In this episode:

• Why the build started with an Airtable database instead of a landing page, and what actually goes in one
• How Claude read every speaker application and curated a 29-person lineup in five minutes
• The thing Claude got wrong, and why human review still matters
• How Claude and Canva produced almost 60 speaker graphics with no copy-pasting
• What happened when Claude had a rough week mid-build, and why an external source of truth saved it
• The sales page math: roughly 12 hours last year, about 2 hours this year for all of them
• The full video pipeline — Dropbox to Make to bunny.net to Airtable

Chapters:

• 00:00 — The Unhinged Check-In
• 00:18 — Something attacked Kinsey's apple tree, so she asked ChatGPT
• 01:21 — Joyce asked ChatGPT to list the unhinged things she's asked it
• 03:20 — What we built: the AI Systems Showcase
• 04:36 — Why we started with a database instead of a landing page
• 06:30 — The Airtable connector, and what changed since last year
• 10:32 — What's actually inside an Airtable brain
• 13:00 — Why a source of truth beats a very long chat
• 13:40 — When Claude had a rough patch, and ChatGPT picked up the slack
• 17:14 — 29 speakers: how Claude curated the lineup in five minutes
• 21:22 — Where Claude got it wrong, and why human review still matters
• 23:04 — Speaker emails, custom fields, and the Kit connector
• 28:08 — Claude plus Canva: almost 60 speaker graphics, no copy-pasting
• 32:37 — The sales page: 12 hours last year, 2 hours this year
• 37:24 — Custom attendee trackers and why we build them
• 42:03 — The video pipeline: Dropbox, Make, and bunny.net
• 46:40 — What we're carrying into the October Summit
• 49:46 — Free tickets, the all-access pass, and the waitlist

"This is the new 'I walked 50 miles in the snow with no shoes on' — it's 'I wrote college papers at 2:00 AM with no ChatGPT.'" — Joyce

Tools mentioned: Airtable · Claude · ChatGPT · Kit · Canva · ThriveCart · Dropbox · bunny.net · Make · Heartbeat

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Full show notes and links: herai.co/podcast

Come find us: Her AI Club · @heraiclub

Listen anywhere: Apple Podcasts · Spotify · Amazon Music

New episodes every Monday.

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Transcript

SPEAKER_02 0:05

Right. Welcome back to the Her AI Era podcast. And as always, Kinsey, I have to kick it off with what is the most unhinged thing that you asked AI to do for you this week?

SPEAKER_01 0:18

Oh, well, last year we got two new baby apple trees. Unfortunately, the other morning I woke up, I was getting my coffee. Brett came in from the backyard and he was like, We have a problem. And I was like, What? Oh no. He's like, our apple tree, something attacked it. And I was like, what? Do you think it was the skunks? Do you think it was the raccoons? He's like, no, I don't know. It's super weird. And of course, I was like doing the live video mode with chat, and I was like, what do you think? This is it was like, show me the back of the tree. Like, what does that look like? And to me, it looks like a deer, like rubbing its antlers, but we have like a six feet tall fence around our whole entire backyard. I've never seen a deer in there. I don't know, dude. Actually, chat was not very helpful because we couldn't get to the bottom of it. So anyway, that was kind of unhinged. I'm always using it for like garden questions because I'm not a green thumb. So Teddy's helped us with a lot of that stuff.

SPEAKER_02 1:14

How about you? I've killed a cactus, so I definitely am not a green thumb. Um, I just chat everything into chat or Claude, and so I actually asked chat recently, like, what are some unhinged things I've asked you lately? And it gave me a list and it was a long list. Apparently my my chat just thinks I'm unhinged. But it came back with it came back with oh remember that conversation when you were asking, or do you have ADHD to undiagnose ADHD? Is it perimenopause or is it because you're a Virgo? Because I was like that conversation, Chad. I guess if you said that's unhinged, that's unhinged. Oh no, but that's just I guess questions I'm asking chat. So there we go. Um, and it always has the disclaimer of this is not a diagnosis, go to your lawyer, go to your doctor, like whatever it is I I'm asking it. And this one was like, go to your doctor. But yeah, I remember that conversation. I was like, yes.

SPEAKER_01 2:12

Hint hint. Oh girl, but I think I told you this before. Like my chatty, this was like a while ago. Maybe they didn't like have as many safety protocols in there as they did, but I swear it like it diagnosed me with ADHD because it was like, I was like, write me an intro for some podcast interview or something. And it was like, as an ADHD entrepreneur, and I was like, Wait, what?

SPEAKER_00 2:36

It's like chatty, you think I'm ADHD? And it was like, oh, lol, like just kidding, like go check with your doctor, and I was like, Well, okay, okay, I'll be I'll get curious about that.

SPEAKER_02 2:48

Some like if I misspell, if I'm typing and I misspell Kinsey and like I've misspelt it and I've wrote like kidney, like it auto-corrected or whatever, and chat's like, oh, lol, not gonna tell Kinsey that. I was like, dude, what is wrong with you? I know our Claudius.

SPEAKER_01 3:04

Our Claudius and our chatties are always like making jokes about each other and like having con side conversations about us, like together.

SPEAKER_02 3:11

Like, I'm gonna ask chat like what unhinged things it's said back to me at the you know, and I'll share that in the next episode. You crazy. That's a great question. Yeah. Anyway, we are here today to talk about live events. If you listen to the first episode, you know that Kinsey and I, our first like real big collab was a virtual event, our summit that happens every year in October. And we just finished out an event for our membership at her AI Club. And so with that, a lot of people were asking questions of how did you set it up? How did you use AI to help you with a live event to organize the back end, etc., etc. So today we're gonna tell you how we built a live event using Claude and how it saved us so many hours. So, like I said, we just wrapped up what we call the AI Systems Showcase. It's an event within her her AI era. I'm sorry, within her AI club, our membership. And so Kinse basically built the whole thing with Claude. I watched it happen. I still have questions. So today I'm gonna be interviewing her about it. Okay, Kinsey. Like it was a what five-day virtual event, and we did have a live element in it too, right? So I guess my first question is like, where did you start with something this big? What was like the very first thing that you did?

SPEAKER_01 4:36

Yeah, well, I think it started with our experience from last year, right? Like when by the time Joyce and I got together to host her AI era summit last October, guys, Joyce and I got together when but we had both. Was that our anniversary?

SPEAKER_02 4:52

Was that our anniversary?

SPEAKER_01 4:53

I mean, it's coming up, girl. Like we're about, guys, side note, we're about to re-host sec year two of her AI era summit, and y'all should come. We'll have the link in the show notes. But so when we got together, we had already individually been in probably 25, 30 summits and bundles, like collaborations last year. We had a lot of experience kind of from that speaker side of things, right? And we got curious and like kind of saw how other people were doing these things. So that was so great to bring that experience to her AI era. Then we hosted her AI era, and y'all, I mean, we did get a lot of compliments from our speakers. I'm proud of like how we pulled it all off last year. Like, it was a fun summit. I think the experience is great for attendees and speakers. We're totally bringing lessons that we learned from that into this year and making some changes, making it even better. But that whole experience, the summit and us participating, helped to kind of get that foundation of what the heck is an online live event, like a summit, and how do we need to make this happen, right? So, since her AI era last October, though, moving forward to AI system showcase that we just wrapped up, so much has changed with how AI how you can use AI tools, right?

SPEAKER_02 6:10

Yeah, it's like months, just months in months.

SPEAKER_01 6:13

So, so it was so fun. I mean, when Joyce and I were like, okay, we're gonna host the showcase, we're gonna go. I I started by going back in and kind of looking at what did we do for AI systems or for her AI era summit last October, right? Like, how do we host this? What do we like? Like, well, how do we structure it and the organization, things like that? And then as and we hosted it in an air table database last October is kind of our secret sauce, the foundation of how we organize all our data and like keep our systems rolling and smooth throughout an entire summit. That already had happened last October for her AI era, but now for AI System Showcase, I was like, oh shit, Claude and Chat GPT actually have an Airtable connector. And you know what that means, guys, is that Claude or ChatGPT can go into your Airtable and do things for you. So not only could Claude go in and like read all the speaker applications and all the different things, like for me without me having to exload export a CSV file from Airtable, upload it to Claude or whatever, but it could like set up the databases. It could like set up fields, it could set up like just make things work the way we needed it to, right?

SPEAKER_02 7:25

Well, that didn't exist last time. Nope. The connectors were not a thing when we ran our summit in 2025, and so that's why it's like in just a few short months, the tools that we're using every day, Cloud and Chat, are just getting better and better. So I know I love that you do voices because I do voices too when we're like sound effects. So yeah, air table. I also want to point out too that's just what McKinsey and I use. I do see a world where you could use Notion or something if you're like a Notion user to be your brain, if you will, of the summit. So okay, so why start with that database first? I feel like people would normally start with a sales page, landing page, right?

SPEAKER_01 8:09

Yeah, and actually, well, the in order to work well and set any project up for success to work with your brain, to work with all the different tools, and especially to work with an AI tool, I think organization and like your home base for all the things and all your data and all that different stuff is like the place to start.

SPEAKER_02 8:32

So some people she's not a Virgo, I'm the Virgo, but I am a Capricorn guy.

SPEAKER_01 8:40

So that's a coming from but like so, so some people in the past, and I know Joyce and I have been this person too, and we still somewhat use Google Docs. Like people might think to use like a Google Doc or something, right? And there's a time and a place for documents, but if you can think about creating instead like an organizational database, Airtable, Notion, Google Sheets, even like a ClickUp or you know, a sauna or whatever, Trello, like that allows you to do so much more because you can structure the data differently, you can have it kind of talk to each other, you can collect the intake forms, right? That you can like have different views and organize your data. And so that's always the place to start, is going to be your home base for like where you want to host all your knowledge and your organization and your data. And then from there, you start thinking about okay, now like what is all this information? And honestly, the next step for me was actually not again the sales page, it was more so like the strategy behind the event, and that was also hosted inside the Airtable too. Oh, one other thing I want to say about Airtable as well, guys, is that this actually allowed, like, we call Joyce and I call them AI brains in like our her AI club. Like it's like create your brain for this project or this campaign or this whatever. So we have like a podcasting brain, the YouTube brain, the actual just like membership brain, just lots of different brains happening in Joyce and Mind's Airtable. The other cool thing is that both of our clouds and Chat GPTs are connected to one Airtable account. So our claws and like we Joyce and I can stay up to date and like be working within the same database without like us having to like go say, oh, go update this like manually and stuff like that. You know what I mean?

SPEAKER_02 10:32

Connectors are like just friggin' magic. So let's wrap up the whole air table thing. If you can't tell, we love air table, but what walk me through what is in the air table? We have strategy, we talked about forms. What else is in the air table? Yeah, and I have a little note.

SPEAKER_01 10:51

Oh yeah, girl, you know I love this. Okay, so within an airtable database, we have like lots of different tables, and tables are essentially spreadsheets. You know, it's like a Google Sheet situation. So we have a speaker application page, and that is where like when people filled out their application forms to apply to the summit, that's where those landed. That was so nice because then I was able to get Claude to go in, analyze all the applications, and create the speaker lineup within like five minutes, right? Next up, we have then our actual like finalized speaker contribution lineup table. And this is where then we hosted all the finalized information for all the speakers, their talk topics, their free lead magnet stuff, their actual video embed code, their you know, free gifts for things, like their affiliate links are hosted in that table, like all the information we need for every individual speaker. We also have open decisions, tasks list, timeline milestones, goals, KPIs. These are all different tables, you guys. We have our email sequences, our content and assets, the trackers, and that's like attendee custom trackers that each attendee got. Also, we have lots of different audience segments, we have our launches and offerings, we have our tech stack and URLs, and then our strategic anchors. And all those kind of go into not only the AI system showcase strategy, but also then our launch of her AI Club Plus tier after the fact. So it was kind of all rolled into one. And I'll be honest, you guys, like I haven't even really gone into a lot of these tables myself. They're just in Airtable and they're filled out. Neither have I. They've got stuff in there. But this is what I always tell people: your Airtable brain, like if Airtable makes sensory brain, great. You can go in there and see all the things yourself, but like it's really more so for your AI tool. Like, if you have an airtable brain and a database organized, your AI goes in there, pulls those things for you as you're in conversation with it, and it can update the things, but it keeps track of all these things for you.

SPEAKER_02 12:57

I mean, that's this is how you don't I feel like there there isn't that much of in the conversations around AI. There's not a lot about like, oh, it hallucinates anymore. Like six months ago, I feel like a lot of people were talking about that. I don't see that conversation happening anymore so much. That's great, but also this is one way to make sure like the answers you're getting it's based in truth, right? It has a brain, it has a place to always go back instead of like going past other chats. And you know, the longer your chat is, the more it can just kind of pull in its own thing. And this way it's always just pulling from the source of truth. For us, it's air table. So we were going through planning the showcase. Showcase is just an event name, but really it was like a think about it like a summit that we just hosted. So what happened when Claude was actually having a rough patch? You all know this happens whenever there's like a new model being released or something, like sometimes it gets wonky. Either chat or Claude. I feel like this was happening like when they were about to release Fable. Um, and so things were like going like off the rails. So when Claude was that was happening to us with Claude. What did you do?

unknown 14:09

Yeah.

SPEAKER_01 14:10

Oh, and you guys, I'm laughing over here because Joyce went through this journey with us. I feel like both of us have had the freak out journeys, and then the other one is like, it's okay, we got this. Yeah, but I was like trying to get a bunch of shit done leading up to Brett and I took like a week off to go to Iceland, and I was like, deadlines, uh all the stuff. And I was like, I am like pulling teeth trying to get anything done with Claude. It sucked so much. And guys, not just a rag on Claude because Chat GPT has its days too. It's like always whenever AI tools release.

SPEAKER_02 14:41

It was just the timing of it. Yeah, it was like pre-fable.

SPEAKER_01 14:45

Yeah, pre-fable. Oh, it sucked. But the fact that we had it in an external database that also has like the Chat GPT connector. I mean, I Chat GPT saved my life that week because I was able to go chatting.

SPEAKER_00 15:02

Say that to chat because it's gonna get like a big hit.

SPEAKER_01 15:04

Big head. Yeah. Oh yeah, oh yeah. No, but I just hopped over to to chat and I was like, go review this air table. It reviewed it all, came back with all the correct knowledge. And I love what you said about hallucinations as well, right? Because everyone has experienced that when they're like you get to like an end of a chat, and I honestly think it's a shorter time period in Claude generally than ChatGBT, Chat GPT is 100% is, yeah. But like you get like, and it's hard to go from chat to Claude because then you're like, I've hardly done anything in this conversation, you're already freaking compacting it. What the heck? But like if you have an external database that is like continuously updated and checked by your tools, like you don't have to worry as much about like losing something important in a conversation or like it straying, like if it starts to stray, you just ask it to go recheck like the source of truth and or just start a new conversation with a source of truth and like you're good to go.

SPEAKER_02 16:02

Yeah. And so even though we have mentioned using this brain for like a specific event, like we have one for the showcase, we have one for the upcoming summit. You could also have this just be your source of truth for your business because if you're someone like us that does use two tools, you what do you want to be like? Oh, I've had a I spent a month with Claude, but now I have to I want to hop into Chat GPT, but ChatGPT is missing all this context. You know, it wouldn't do that if you had a shared base, essentially, or a shared brain. Um you can take this even if you're not running a summit and like just maybe practice having that shared space if you are using more than one tool.

SPEAKER_01 16:42

And as a side note, Joyce and I actually have quite a few of these types of databases inside her AI Club. Like this is kind of how we teach to be tool agnostic and be organized with your AI ecosystem, right? And we actually have a training coming out this month in her AI Club to discuss how to set up your AI ecosystem or AI source of truth, which we're excited about.

SPEAKER_02 17:09

Yeah, for sure. And all members get that for free. Okay, so speakers, right? We had a bunch of speakers last year at our summit. We had 29 speakers at our showcase. That's a lot of coordination and you know, like I I hosted in my previous business a summit like during COVID, and there were like, I don't know, like 20 speakers or less. And I was it was a lot of work. Like that was like pre-COD pre-chat, right? And so it's so much to organize when you don't have these tools that we now have. This is the new I walked 50 miles in the snow with no shoes on, and I wrote college papers at 2 a.m. with no chat GPT. Uh anyway. So now we have chat. How did speaker applications work? That's a 29 people this time. I don't know. We had like over, did we have 50 last time? Like we had so many speakers last time.

SPEAKER_01 18:02

65 speakers and over 100 applications for her AI era. Now, for the showcase, we had like a few less, like Joyce was saying, uh, because that we are just featuring our clubbies. But yeah, I mean, it's a lot, and also, I mean, Joyce, you remember last year when we had to go through all the freaking speaker applications for her AI era setting?

SPEAKER_02 18:23

I spent like more than two hours going through every app because we you curate it and you have to go through all the applications. We spent more than two hours, but yeah, so this time it was kind of nice because you used Claude, yeah, right, to go through all the speaker applications. So you had Claude choose the lineup. Talk me through that part.

SPEAKER_01 18:43

Well, girl, I mean, I think that it was like a Monday, you know, we had closed speaker applications. I was like, oh shoot, we gotta go, we gotta like choose the lineup or curate the lineup. And when we say curate the lineup too, guys, it's not just like choose the speaker, right? It's choose the speaker and the topic and make sure the the entire lineup is like the best it can be as far as like not overlapping topics or coming at things from different angles, yeah, which we care about. Yeah. So like I think I was slacking Joyce and I was like, okay, uh, like I'll I'll just do I'll just start with the speaker lineup and stuff. Like, I'm gonna see what Claude says, you know, have it go in there, I'll let you know how it goes. And I think like five minutes later, I was like, lineup done. Cause literally, okay, I was literally just opened up a Claude chat, and I had, of course, a Cloud project that was already trained on all the stuff, and it it knows about the airtable database brain and all that different stuff, right? And I was like, all right, Claudia, so we we already got we closed speaker applications, please go in there. And I gave it some, you know, like instructions, of course. I was like, we're looking for to split into different categories that make sense so people can like adjust like their attendee journey as needed, and it's a little less overwhelming than just looking at 30 presentations, and we're looking for different types of categories, we're looking at different types of systems that people are giving tours of, so like different types of tools they might be using, or like the system itself is like different, the deliverables different, the topic and like the thing that's giving is different and stuff. And I said, you know, speakers applied with like the one they would love to showcase, but then we also had them give more, if like needed, follow-ups and stuff. And I was like, look through all of them, give me like several different options as far as like categories and different things, and then come back to me with like your best choice, like to move forward with as far as like speaker lineup topics, categories, all that stuff. And within five minutes, it had read them all. It like look, it like I was like, I no notes. It's just like this is freaking awesome. And then I will say, you know, we had unfortunately one woman wasn't able to do it then, right? So we had to kind of make a few adjustments for the speaker lineup, and then it kind of like threw the categories for a loop a little bit because we had like too few in one category versus others. So we actually had to do a little bit of restructuring for the categories after the initial speaker lineup choices, but like Claude was able to help me navigate that too, which like is such a mind-bender, you know, if you have to do it yourself. You're like, Yeah. So it was awesome.

SPEAKER_02 21:22

Yeah.

SPEAKER_01 21:22

Oh, yeah.

SPEAKER_02 21:23

Okay, so did it catch anything that you might have missed?

SPEAKER_01 21:27

Let's see. I feel like it didn't necessarily catch anything that I would have missed. Although, potentially, like, you know how we all have our like, especially when you're a human, putting your brain on things and you're like scanning things, right? You know when you're a human, guys, and like but like you're you're scanning a page and like you're just kind of like your brain is processing things so quickly that you're like, oh, okay, this speaker title must mean this, right? For like this sort. Because the entire showcase was based on AI systems, and people would just list the title of their AI systems. But like my brain probably would have made assumptions about what type of system they were pitching.

SPEAKER_02 22:11

We need a little bit more.

SPEAKER_01 22:12

I yeah, my brain wouldn't be able to hold more context, right? So that's where Claude was so helpful, like read the context. But I will say also, and this is why human input and human review is so important, because there were definitely some systems that people pitched that I was like, I think you're missing it, Claude, right? Because they they might be using language that we use in the club, but that like doesn't translate directly to AI yet, like or so it it was kind of a back and forth for sure.

SPEAKER_02 22:42

Yeah, but we did it in a lot less time. And so that's also another thing, too. I cool is that Kinsey and I ran businesses and we know how much time it takes without Cloud and Chat GPT, right? And so to see like how much time we can save with it now after having done it by hand or whatever before is pretty cool. One thing that we got raves about with our last summit with her AI era summit in the fall, and then we brought it into this and we just now use it, is the kit. So with our speaker assets and emails last year, we if anyone has been part of a summit or a bundle, sometimes it's hard when it's like you don't have the information right at your fingertips, right? Don't forget to use your affiliate link to be like, where's my what's my affiliate link? I'm in 25 things, right? So we try to make it so that it was easy for speakers and all the information is always at their fingertips. So they would read an email and right there it's their custom link, right? Um, read an email. Here's the link directly to their dashboard, whatever it is. We tried to have it at their fingertips. And so I said we did that by using kit, but Kinsey, can you tell me a little bit more about like how do Claude and Kit, like how does that work together? And then we can talk about other tools that we also used.

SPEAKER_01 24:04

Oh, yeah, for sure. So we did this last year in kit for our speakers, but we didn't really use any sort of AI other than potentially like helping it keep track of things and stuff. But essentially in kit, and this is available to a lot of email providers. Like I know Drip has custom fields, other other email providers has custom fields, but essentially what we do is you set a custom field inside kit or your email provider, and then you're able to add that person's. We added their talk topic, we added their affiliate links, we added all that stuff so that we could include. The day that their thing would go live, the day their thing would go do yeah, like that sort of stuff. Anything custom that we wanted to do for each speaker, like that's just like thinking through the speaker experience, like this is what we would want to know, right? And then how can we deliver that to 30 to 60 speakers at a time, right? One time, yeah. And so kit custom fields, so it's a little like like techie complex in a way, but like not that bad. But essentially it's just like a custom field inside your email service provider that you then add a code to your email, and it's kind of like replacing the first name of the person, it's like that exact sort of thing.

SPEAKER_02 25:19

Yeah, so I think our speakers loved it, and so we do that with our summits and events for sure.

SPEAKER_01 25:24

Oh, yeah, and it's like so nice. So with Claude, Claude made it super easy because we track everyone's affiliate links inside of Airtable, of course. We use for her AI Club, this this event was really related to her AI Club. So we hosted it inside our membership Heartbeat, and that was kind of where the affiliate links were coming from. There was this whole like we had to like switch the affiliate link around so that it didn't go direct to checkout, it went to the sign-up page. So, like that was something that we had to track. And Claude, like Claude got to know every speaker. It kept me updated too on like what speakers still need their affiliate links, you know, what what ones do we have, like the regular one, but we haven't sent them the updated one. Like, and it did that also side note for like other things like keeping track of speakers that might have been a little late to submit presentations and things, which was totally understandable. But like that was nice for keeping having Claude keep track of that too. But with Kit, it's really interesting. Kit and Claude do have an MCP connector, and you like Claude can go into our kit and like see the templates that we have set up for the speaker emails versus the cluby emails versus the attendee emails, right? And it can see the differences there, and then it can do so many things. It can help you, it can analyze your email structure, formatting, voice. It can like help you see like what do you have scheduled, what do you not have scheduled yet, what do we still have to do? It can I it can actually go in and like create new emails, it's a little like not as much as I would like it, as not as easy as I want it to be, but that's okay.

SPEAKER_02 27:07

Um I try I tried it and I couldn't edit it because it does it as HTML or something. So I would have to edit the HTML.

SPEAKER_01 27:14

So I honestly still copy and paste for email for email, but and I did too a lot, yeah. I think at the end there though, I was like, you know the structure, just like create the HTML, and like there wasn't anything I had to really redo. So it was nice, but it could also understand, like, okay, add the custom fields for the affiliate links for the speaker email, like it understands that, right? So yeah, yeah, it can do that. And the other thing I'm really excited for is when we do debrief the launch and the showcase event and stuff like that. Like, Kit's gonna be or Claude's gonna be able to go into Kit and like analyze all of those subscriber analytics, like so easily for us. Email open rates, clicks, all the things so nicely.

SPEAKER_02 28:00

I know it's gonna it it's nice when you can have all that data in a way that you want to see it instead of just like looking at a spreadsheet. The other thing you shared on your stories was how you got Claude to work with Canva to update all of the um speaker assets, like all the social assets for them to share. Because normally that's something that's like copy and paste, or you have a VA do right, but this time you had Claude and Canva do it.

SPEAKER_01 28:28

Oh yeah, because if anyone has used the Canva connector with either Claude or ChatGPT, we know that there's still a lot to be, a lot of updates. So it's a little clunky for sure, but it worked, it works so well when you have templates already created for like the slides that you want, and you just need to like update the information in each slide, right? So, like, for example, with AI System Showcase, we had I created, I went into Canva and designed this to start two different speaker social media post templates, right? So, like they're kind of cute, they've got like a notepad or like whatever. I made them look all cute. There's two different designs for every speaker. So with 29 speakers, that's almost 60 different templates. And in the past, oh man, girl, for like her AI era, it was like 65 times two, and like, and I'm pretty sure we gave them like all the story things too. Like, there was so much copy pasting insane amounts. So normally what I would have had to do is like have both the speaker database and Canva open in like two different side-by-side screens. I'd have to go and like copy-paste and like just put pull over every speaker's title, every speaker's name, and make like little micro adjustments like myself, like make sure that the text is like not behind a feature or something like that. For Claude Connector with Canva, I created the two templates, I duplicated the templates 30 times, 29 times, and then I went into Claude and I was like, okay, now go into Airtable, read all the speaker information, and just go into Canva and update every slide. And so it did that like so easily. It updated all, no copy pasting on my part. I was stoked. And then, of course, some speakers' names are longer than others, some speakers' titles are longer than others. So there was like some little bit yeah, there's like micro adjustments needed. So this took a little finagling, but Claude got it. I was like, Claude, look at this. Like, I gave it screenshots of like templates that weren't working, and I was like, here's how here are the micro adjustments that I want you to make for like this type of thing or that type of thing.

SPEAKER_02 30:43

And longer than a line, yeah.

SPEAKER_01 30:46

Yep, it it went in and did all the micro adjustments, and then girl, this is where I mean it's probably doesn't take that long for me to do this, but still I was like, you can do this. Okay, so I know in Airtable, when speakers submitted their intake form, they submitted a headshot of themselves, right? Yeah, so that's like hosted in Airtable, those headshot files. Claude downloaded or like pulled them all out of Airtable into the chat, it like cropped them all into square placements with like the person in the middle, then it added them all to my Canva for me and put those into every speaker slide in the correct sp place, too.

SPEAKER_00 31:28

And I was just like, Yeah, girl.

SPEAKER_01 31:32

I know, I know. I was like, and just like you know, the the whole like comparing her AI era summit that we hosted last October and like all the copy pasting, all the work that we did for that. Six months later, and now and like now I'm so stoked for her AI era coming up in October because I'm like, do you know how much easier it's gonna be this time?

SPEAKER_02 31:57

Yeah, and we say easier in terms of this stuff, right? The emails, making the social posts, the the application process, so that we can just focus on a better, even further improving our speaker experience and our attendee experience. So that's the plus side. Like when you get this time back, think about when you use AI to get you time back. What do you do with that time, right? And that's what we're gonna do with the extra time that we get back. So one thing this is something that you were super excited about, too. The sales page, and we're finally getting the sales page. I said most people do that first, and we're actually doing that last. How long did the summit page take you last year to design versus this year with our showcase? And actually, McKinsey's already designed our page for the summit this year, too. Like, how long did that all take last year, this year?

SPEAKER_01 32:49

Girl, so long. Okay, so if you have any Thrivecart users here, we used Thrivecart.

SPEAKER_02 32:57

Everyone has been on Thrivecart at some point in their business, yeah.

SPEAKER_01 33:00

Yeah, and we love a Thrivecart. We love the one-time thing, you know?

SPEAKER_02 33:05

Yeah, I've been a Thrivecart person for a decade, like I'm sure.

SPEAKER_01 33:08

And and it's a little clunky, right? But not even saying, like, honestly, it would have taken a long time, no matter what tool I was using.

SPEAKER_02 33:17

Yeah, Squarespace, like it doesn't matter, it would have taken sales pages, take a long time.

SPEAKER_01 33:21

Take a long time. Oh, yeah. So, like, so for the and for the sh for the her AI era summit last year, I mean, guys, like brand new summit, brand new sales page. I'm creating it in Thrivecart. I'm trying to make it cute, but also somewhat limited by Thrivecart stuff, and then 65 speakers, and like, and also too, like, it's not just even getting the main sales page done and like listing out all the things and all the speakers and all that stuff, but then there's like the updates that of course happen and we're totally okay with it. But like a speaker's like, Oh, I changed the name the title, yeah, or and or like I dropped out, or like I we have to recategorize things because some something changed or something, and so yeah, it was a lot. I I swear I took at least 10 hours on that sales page last year, if not longer. It's probably more, it was more than that, I'm sure. Yeah, um, but this year for the summit or sorry, for the showcase that we just hosted, it was so easy. I, if you guys have been following me on Instagram at all, I really love to vibe code things with Claude. I'm going Vibecode crazy. You guys like creating all these different cute little designs and web pages, and thankfully Joyce and I have a lot of stuff that we need to design stuff for, and I'm like fun. But we had Claude create all of our web page assets for this showcase. So not only the sign-up sales page, but also the speaker application page, the the speaker information page, the all the different things, right? And it was so nice because Claude could just like pull in those all the speaker information. It could pull in all the messaging, it can like pull in the speaker headshots, like so easily. And I didn't have any like uploading, downloading, tweaking little things, like of course there was a Claude, but download stuff and the copy upload, download, copy, paste, man. My life before Claude Connectors, and I'm loving it.

SPEAKER_02 35:32

I especially love the photo the photo stuff, like because that's like the upload-download stuff. So we're going I'm gonna say Kinsey went from 12 hours for one page to two hours for all the pages the sales page, the speaker information page, the application page. That's so amazing. Again, and it started with like having that central place, which for us is air table because it it knew who applied, it knew who was like accepted in the speaker lineup, so it knows everything.

SPEAKER_01 36:00

So well, can I say something real quick, Joyce, too? Yeah, because it actually did take me a good amount of time for a lot of the pages this time around, because I think that like when it comes to designing with Claude, getting that initial design and like unified design, yeah. The set, yeah, the initial page is like always the hardest part, but then after you have that complete, like it was easy to like make the speaker page and then turn that into all the other pages. Um but then like also a lot of this was during the time when Claude Fable was freaking like messing everything up too. So that was something, and then also like worrying about token usage. But the reason I'm bringing this up is because in the club we have those design template library, and that's why I'm so excited about offering design templates for people because it gives you that starting place so you don't have to spend hours and hours and hours tweaking that initial design first, and it doesn't use all your tokens, right? So, like again, it's gonna it take it's taking a little bit longer to recreate her AI era summit branding now with like vibe coding with Claude because they've been on Thrivecart in the past, but like next year it's gonna be so easy, like and and now that we have like the design down, like the rest of the assets are gonna come really easily and stuff.

SPEAKER_02 37:24

Yeah, yeah, because they'll all have the same aesthetic. Yeah, so one fun thing, not one, but yeah, one of many fun things that we do are we make custom things for events. We have custom for when we had Hot Bot Summer, which was an event inside our membership, we made the bingo card. When people got bingos, we gave them gifts. We've also sponsored bingo cards for other summits. And we can let's call them custom attendee gifts or trackers, right? We made other trackers in the club. The bingo thing is just like something recent, so that's why I mentioned it. But basically, we have fun, we make fun designs that are custom to the individual attendee. So, Kinsey, can you tell the people what a tracker is and how everyone got a personalized one?

SPEAKER_01 38:19

Yes, yes, okay, and Joyce always laughs at me because I'm obsessed with making like we call them AI-powered playbooks, is essentially the concept, right? Where someone fills out a form, gives us a little information, it runs through an automated AI-powered system and then produces some sort of custom deliverable, custom to that person on the back end, right? We're obsessed with these. We have both made so many. And what as we were thinking through the AI system showcase thing, and and Joyce and I always love to think through attendee experience, right? And like we want to make it as like great of an experience as possible. And as I was looking at all the different awesome systems that our speakers were going to share, I was like, what would I want as I was watching all these different systems? Yeah, to like make it easier, right? And I'm like, okay, I would want to know where I should start first out of all of these 29 systems. And I would also want like to know to like a place to take notes, like for like kind of main in general, and then also like for every individual like talk that I watch, like what are the things that I learned from this, and like what can I come back to and all that different stuff, right? And the whole idea behind the showcase is built on like AI systems that you can build in your business, potentially, right? Like getting ideas and inspiration for that. So I created an AI systems tracker to go with the showcase, right? And it is customized for every person. So it's this like custom web page that you get. You fill out one question. I think, like, what is like what's the thing you want AI to take off your plate or something like that? Speaker attendees filled that or attendees filled that out, they hit submit, and then they receive within two minutes a custom AI systems tracker. And this the tracker at the very top, it says, like, you know, what your goals are with AI and attending this summit, and then it says your top three to watch. So it recommends the top three talks to watch based on what your goals or your pain points are. And then underneath that, it has your build list and your notes section. And this is something that you can literally type into to take notes. And then below that, of course, it has like all of the different speaker talks listed out, and it has places where you can take notes next to every talk. You can check off the ones that you watched so that you don't like repeat yourself on accident or whatever. You can add some like to your favorites list or your build list, as we called it. And it was just a fun way to showcase things that Joyce and I teach in her AI Club, and then also like give the speakers or give the attendees like a little bit of a better experience, feel more organized, and able to like see and remember the value that they get out of every talk because that's another thing when you're like watching a bunch of different awesome things all at once, and very quickly they can kind of blur together, or you can forget, like, what did I love about that one? So that's what the tracker was. And I think we're gonna bring that into her AI era summit again.

SPEAKER_02 41:27

I think people appreciate it. I don't see a lot of summits do something so person custom, not personal, like custom. And so I think that people think it's really fun, and it's not just fun and cute, it's like useful too, you know. So we'll definitely do that for the fall. We don't know, I don't know what it is. I don't know if it's gonna be a bingo, I don't know if it's a tracker, we'll follow that. It's a party, you know. Everyone loves bingo. That's something I was like teasing Kinsey this summer because she's like everyone loves bingo. That's what I think I say back to her.

SPEAKER_00 42:01

But they do, they love a bingo.

SPEAKER_02 42:03

Yeah. So we'll talk a little bit about what we'll carry into October. But the one of the last things I wanted to ask was about the video pipeline. 20 in this case for our showcase, it was 29 videos, right? 29 videos that last year we had to they were like put in Dropbox or something and we had to upload them. No, we didn't upload them directly.

SPEAKER_01 42:27

Girl, we had the automation last year.

SPEAKER_02 42:29

Yeah, you had automation last year, which people were probably like, well, I have to do that for my own summit. But so talk us through that. The video pipeline in the showcase that we just wrapped up this whatever summer, how did you get 29 speaker videos from Airtable? Because they uploaded them into Airtable into the platform where we hosted.

SPEAKER_01 42:52

Yeah, okay. So essentially, yeah, when you when you host a summit, you know, there's just so many organization things that you have to collect and stay organized and on top of as hosts when it comes to like the speaker information that you're getting. And one of the biggest things is like the speaker videos, right? The record the actual recordings. And so actually, we we did establish this for her AI era summit last year, and I just redid it for this year, which was so nice. But it's essentially we had speakers upload their videos to Dropbox, actually, because Dropbox makes like collecting videos pretty easy from like one universal link or folder. But then I went down a rabbit hole last year. I actually remember I was in New York City, like sitting on my sister-in-law's couch, like messaging Joyce about Bunny.net. I'm like, Joyce, I I don't know.

SPEAKER_02 43:44

Sketchy. I know it's not bunny bunny network.

SPEAKER_01 43:48

I know. I was like, girl, I think we're gonna try this bunny.net thing. Like, because the hosting fees for that many videos and the streaming quality could be accounted for, right?

SPEAKER_02 44:00

We need to be affiliates for Bunny.net if that's possible. I know. We still use we use them.

SPEAKER_01 44:04

We use them for this summit too. Yeah. But Bunny.net couldn't easily like collect videos and just like automatically upload them and stuff. So I set up an automation in make to whenever anyone submits their video to that Dropbox folder for us, it automatically uploads it to Bunny.net. It like does all the things we need it to do. It also then adds their video and all their video information to Airtable, then, including like the video ID, the link to it in Bunny.net, but then also just like the embed code, like the embed code that we need to then embed their video, right? Um, that's a really nice process because there's no uploading, downloading organization. I will say, you know, like it's one of those things like I have to keep on top of it. Like some speaker videos get like lost because they're named incorrectly, or like we ran into a data transfer issue sometimes with make, which is fine, but like it it did it automatically for like 25 out of 29 videos at least. And I was just like, this is so nice. And then what we did, we hosted it in for her AIR. We actually hosted it in Thrivecart. So I had to go into every individual 65 speaker pages, copy paste all their information about their talks, their description, their freebie links, their all the different stuff. I had to manually create all the different speaker pages in Thrivecart last year, and then I also had to go in and embed every single video. 65 speakers, guys, copy pasting, copying all the things this year for showcase. We hosted it inside Heartbeat. Now I will say we're not gonna do that again because other reasons we're gonna move away from that. Yeah, but uh finalize out the slink, yes, yes, but still it's gonna be easier how we host it next time. But actually, inside Heartbeat, which is our membership platform, they actually have an AI agent called Pulse. So I was able to go and like get Claude to write me prompts for Pulse based on like create all these speaker pages, add all this information, add the description, add the freebies, all this stuff. And so Pulse was actually able to create all my all of our speaker pages for us, and then it wasn't able to add the embed for the video. So instead, what I did, I just used Claude browser actually. And I was like, I probably could have done this from the beginning, but that's okay.

SPEAKER_02 46:36

Yeah, okay. Right. So let's talk about lastly, like what are we carrying into October? Like we said, we have a a summit every October, per AI era summit. While Kinzie and I did just do this summer showcase, our big thing is the summit every October. So what are we taking in? Like what worked better than expected? What didn't work, and what are we gonna do differently for this year?

SPEAKER_01 47:04

Oh man, and I I can't wait to hear what you think too, because like I feel like guys, we kind of killed it last year with her AI era summit. Like, we did really well. So, like a lot of what we want to do is somewhat like have the party again, right? Yeah, don't rock the boat too much, and so it's like it's gonna be what are we bringing into this year? I think it's gonna be like fun, empowering, girly vibe, and just like let's do let's let's learn fun things about AI, let's come together, let's nerd out. We're definitely gonna bring some interactive elements into this year. We're going to make it like just super fun, interactive for speakers and attendees, and like actionable. Like, that's one of the things Joyce and I talked about last year, hosting her AI era is like, we don't want this to be fluff. Like, we want this to be actionable, next level AI things. This isn't like prompt better with AI. It's like, look at this cool thing I did with this specific tool, and this is exactly how it helps me, and all that jazz. So that's what we're bringing into it. What do you think? What do we need to maybe change up this year?

SPEAKER_02 48:18

Well, I think the things we're gonna change on the back end, we already know, and it's not necessarily changes, it's just we have found ways to get AI to make us even more efficient than last year. So we're gonna do that because I expect that we're gonna get more hours back than last year, right? And so we can, like I mentioned earlier, pour that energy into thinking about the speaker experience and the attendee experience. You know, does that give Kinsey and I more time to design more stickers that we snail mail out? You know, we we can now just have more time for that. Oh my god, I want a swag, I want a sweatshirt, I want a hair, now we have time to design these things. So it's definitely that. It's gonna be like the efficiency, I think, on the back end. And not that we would we will do something differently in that. I don't think we're gonna host it on Thrivecard and on Facebook for the group anymore. Kinsey and I are gonna decide what that will look like this week. And by the time you join the summit, you will know. But that comes from just feedback again. Last year, we're always taking feedback like maybe what was a little bit sticky and what can we do differently this year. So we're looking at that feedback to make sure this is even more seamless, and nothing is perfect, and the third summit will be even better, and it's just hopefully continues to get better and better. But I think that's a big thing. Our back ends will be a lot, a lot more smooth for a better experience. Plus, we're gonna get time back to even better that experience.

SPEAKER_01 49:47

Yeah, so you guys, if you're interested in her AI era summit, the wait list will be up by the time this episode comes out. So you can check it out, sign up for the wait list so that you can get first dibs as soon as we open the doors. It will be free tickets, just so you guys know. However, I think that we had literally we guys will do like what what is free?

SPEAKER_02 50:14

Because I'm like the person that's like monetization-minded, but yes, they are free. Sorry, I freaked out.

SPEAKER_01 50:19

Joyce says, like, what? No, you guys, okay, so we so there's free tickets, but I what I was gonna say is actually we we do have an all access pass and like it sold very, very well last year because people realized how freaking awesome the presentations were. So make sure you get on that wait list to not only know like and get first dips like as soon as we open tickets, and you'll be able to get like your free ticket if you so choose, but then also we do offer like a discounted price on that all access pass leading up to the first the start of the summit. So, like you want to make sure that you get that all access pass early. If like you're like, I love like learning about AI, especially with AI stuff and especially with the way our speakers do things, like they are actionable videos, they're not just like they're this is such an AI joke, but they're not fluff, they they're videos that you want to go back and re-watch.

SPEAKER_02 51:13

I used to see because before AI, just no fluffs, I only like fluff on dogs because they're like fluffy border collie. Yeah, and then now, well, our border collie has passed, but also because chat dude, yesterday this tangent. Yesterday I was like, I miss pancake. Your dog passes, it's been years. You're just like, My goodness, girl.

SPEAKER_01 51:33

No, I feel you. Joyce and I have both lost our babies, our OG babies, and we love them so much, and that's okay.

SPEAKER_02 51:40

But we we still attribute I did a brand shoot with him too. He was like the best, like, photo shoot buddy. Yes, yeah. I still I'll never not use those photo shoots because he was so photogenic, like a border collie, like a tri-color border collie. Anyway, I used to say the fluff thing, and then chat started being like, no fluff, no fluff, and now I can't say it.

SPEAKER_01 52:01

You can say it, we can own it again, okay.

SPEAKER_02 52:05

Now I don't have a fluffy dog. We have a pit bull great dane, and so she's not fluffy.

SPEAKER_01 52:11

Oh, okay. I have a side note. Okay, I haven't told you this yet. I'll send you a photo after it, girl. I think we're gonna adopt a no Popeye. Anti Fluffy. Okay, he. It's a he. His name's Merle. We might change it. He's a Cavalier King Charles poo poodle, a cava poo. Okay, yeah, yeah, yeah, yeah.

SPEAKER_00 52:29

Yeah, send me, send me, send me. You're gonna love him. But okay, but also I don't want to jinx it. They're supposed to like call me today. So oh my god.

SPEAKER_02 52:37

Okay, just on the dog topic, though, before we don't know where we went with this.

SPEAKER_01 52:44

Now that we've talked about dogs, necessary for sure. Um, just guys, join fluff.

SPEAKER_02 52:51

It was no fluff.

SPEAKER_01 52:51

Fluff. That's a okay.

SPEAKER_02 52:53

We had a reason for getting here, Kinsey. What was the reason? It was the fluff.

SPEAKER_01 52:59

So know that her AI era summit is not gonna be any fluff, y'all.

SPEAKER_02 53:05

You might see dogs, though.

SPEAKER_01 53:06

You might see okay. This it'll be fluffy in one way, but not another way. We can also, I think we can take ownership back over the word fluff, it's fine. Like, I like to use AI cliches ironically nowadays.

SPEAKER_03 53:17

No, right, let's do it.

SPEAKER_01 53:18

Okay, okay. No, and then yeah, sign up for the wait list so that you know when tickets open for her AI era summit. It's gonna be her AI era summit.com slash wait list. And yeah, we would love to see you there. It's gonna be a fun time.

SPEAKER_02 53:34

All right, everyone, thanks for watching. Let us know if you have any or listening. Let us know if you have any questions. Go forth with the loud car pass. Go forth, use Claude and Chat GBT and Airtable to make your summits and bundles so much easier. Catch you in the next episode.

SPEAKER_01 53:53

Go forth. That's gonna be our uh our our ending line now.

SPEAKER_02 53:57

Go forth.

SPEAKER_01 53:58

Go forth, okay.