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The Exciting Role of AI in Transforming Event Planning

By Bree Pagliuso|

Thanks to Artificial Intelligence, big changes in events are just around the corner and like other industries, event professionals are watching as AI and the ever-growing ecosystem of tools it empowers begin to shape and transform event planning.

For many, AI is a breath of fresh air, introducing a new level of efficiency and innovation to an industry that thrives on accuracy, data, and seamless coordination. Think of AI as your skilled assistant, well-versed in the complexities of event planning and capable of processing large amounts of information in the blink of an eye. Event planners worldwide are eagerly adopting AI tools to automate tasks, revitalise outdated processes, and ultimately enhance the customer experience.

Let's look at how the capabilities of some AI tools are forever changing the landscape of conference and event planning.

Image Credit: Stewart Donn
Embrace intelligent scheduling

Say goodbye to conflicts and hello to maximum use of all your resources!

The days of juggling schedules, speakers, and activities are gone. It's time to let AI do the heavy lifting and unlock a new level of conference management. Once you experience the power of these platforms, you'll wonder how you ever managed without them.

AI platforms like Grip an AI-powered event networking solution can:

  • Optimise the scheduling process and improve recommendations based on matchmaking feedback.

  • Spot trends, predict session popularity, and even nail down your resource needs.

  • Dive deep into your archives of past conferences and analyse your attendee preferences.

  • Constantly update its insights, supercharging your scheduling capabilities and providing accurate recommendations for speaker availability and guest's requirements.

  • Making real-time adjustments and optimising resource allocation.

But these platforms are here for more than just the easy stuff. They thrive on complexity and feed off the chaos that comes with it.

Personalise your experiences

Imagine a system that analyses attendees' profiles, preferences, and behaviour to create unforgettable experiences just for them.

Platforms like Chatfuel AI can revolutionise your event planning by:

  • Analysing your attendees' data and recommending personalised sessions, workshops, and networking opportunities.

  • Allowing you to customise your brand voice and create personalised and engaging conversations with attendees.

  • Automate services and provide instant support through chatbots and virtual assistants.

  • Extracting valuable insights from your data and offering attendees quick access to information and a platform for their queries and feedback.

Get to know your guests like never before

Say goodbye to guesswork and embrace a world where data leads to success. Capturing valuable insights is key to measuring success, and pinpointing areas for improvement is valuable for any event organiser.

With AI analytics platforms like Explori , you can

  • Quickly access real-time data aggregation, analysis, and visualisation at your fingertips.

  • Transform raw data into meaningful insights by going into attendee feedback, tapping into the pulse of social media conversations, and analysing session interactions, all in real time!

  • Pinpoint the hottest topics of the event.

  • Evaluate session effectiveness with precision.

Boost your content output

How can you make your events more inclusive and engaging and expand your global reach?

Platforms like Jasper do the hard work for you by analysing data from various sources to identify popular topics, trending discussions, and influential speakers that align with your conference agenda; Jasper delivers consistent and optimised content for various channels, adapting to your brand voice.

The best part is that AI tools can automate content generation tasks, such as creating event agendas, session descriptions, and promotional materials, saving you time, improving consistency, and helping you to maintain accuracy across your content.

AI-powered transcription service can

  • Convert live speeches and discussions into text, enabling real-time captioning and accessibility for conference attendees, including those with hearing impairments.

  • Facilitate seamless communication between participants who speak different languages, overcoming language barriers and fostering effective collaboration.

And let's not forget about ChatGPT!

ChatGPT is one of the first broad, generative AI applications that has recently sparked a wave of interest and inspiration, leading many to rapidly experiment with how to take advantage of it.

You can ask ChatGPT to create various types of content, from customer briefs to scripts for your speakers, to outline an agenda and to create a list of FAQs specific to your event.

Our Research Specialist Florence Aimonetti shared her thoughts “While AI is incredibly useful for automating various tasks in event planning, those tools are still a work in progress. Sometimes, the theory just sounds wonderful, but the practice is another story! It can never replace the human touch, creativity, and the vital role of relationship-building in ensuring the success of any event.”

With AI here to stay, have you thought about how it could help your event planning process?

Ready to create an unforgettable experience? Start planning your next conference in Melbourne.