Transform Event Planning with AI

There always is something “new” to consider in events.

…and yes, it gets overwhelming. The constant expectation to evolve and improve is just one part of working in the event industry.

This year, we’ve encountered one of the biggest learning curves to hit the event space – AI. Yes, it’s another thing to learn and implement, but AI stands out as having the potential not only to drastically improve all aspects of events but also to help us adapt and evolve at an unprecedented pace!

Recently, my team and I have been diving into the world of AI. While we’re still learning and testing out these tools, I wanted to share what we’re discovering so far.

Step 1: Pre-Event – Setting Up for Success with AI

There’s so much AI can do to elevate event planning before things even get rolling. Here are some exciting tools and strategies we’re experimenting with:

• Predicting Attendance & Interests with Analytics: Think of AI as our strategic planning partner. By analyzing data from previous events and industry trends, AI provides insights into who is likely to attend, their interests, and which topics will make the biggest impact. Instead of relying on guesswork, we’re starting to build out event plans grounded in data-driven insights.
• Targeted Marketing for Different Groups: In today’s world, one-size-fits-all marketing just doesn’t cut it. AI empowers us to segment our audience and personalize our messaging to match each group’s unique preferences. From fine-tuning the tone and content to optimizing the timing of our outreach, AI ensures our communication is relevant and engaging. We’re also using AI-driven tools to refine our ad targeting and email campaigns in real-time, maximizing our reach and effectiveness.
• Automating Registrations and Communications: Handling registrations and attendee communications can be time-consuming, but AI streamlines these processes with ease. AI-powered chatbots and automated systems manage routine tasks like confirming registrations, sending timely reminders, and answering frequently asked questions—all with a personalized touch. This automation allows our team to focus on the creative and strategic elements that make our events exceptional.

Step 2: During the Event – Creating a Seamless Experience

Once guests are on-site or logged in virtually, our focus shifts to making their experience as smooth, engaging, and memorable as possible.

• Smart Networking to Foster Connections: Networking is at the heart of many events, but let’s face it, it can be challenging to connect with the right people in a busy room (or on a virtual platform!). AI can analyze attendee profiles to suggest connections that are likely to be meaningful, whether that’s based on shared interests, goals, or professional backgrounds.
• Personalized Session Recommendations: With so many sessions to choose from, attendees can feel overwhelmed. AI steps in to simplify this process, offering personalized recommendations tailored to each individual’s profile, past interactions, and expressed interests. By guiding attendees to the most relevant sessions, we help them get the most out of the event. This targeted approach maximizes their experience and boosts overall engagement, as attendees are more likely to actively participate in content that aligns with their goals.

Step 3: Post-Event – Turning Insights into Action

Just because the event has ended doesn’t mean AI’s work is done! It’s time to us AI to dig into what went well (and what didn’t) and use those insights to keep improving.

• Automated Follow-Ups & Thank-Yous: Personalized follow-ups make attendees feel valued, and AI makes this easy to do on a large scale. With automation, we can send tailored thank-you messages and collect feedback with almost no manual effort. Since every attendee’s experience is unique, AI-driven systems help us recognize that, adapting messages to reflect individual interests or sessions attended. This thoughtful communication strengthens connections and provides insights that are gold for future events. ? Tool We’re Eyeing: SurveyMonkey Genius to analyze feedback and categorize responses, giving us a clearer picture without the manual work.
• Event Analytics for Better Planning: One of the most powerful things AI does is break down post-event data to show patterns in engagement, attendance, and overall attendee behavior. Instead of getting lost in spreadsheets, AI turns this information into visual, easy-to-digest reports that highlight key takeaways. We can instantly see which sessions were hits, when engagement peaked, and how attendees moved around the venue. These insights make it clear what to replicate and where there’s room for improvement, helping us plan even better events next time.

?? Challenges to Keep in Mind

Of course, AI has its hurdles. Here are a few things we’re keeping an eye on:

• Privacy Concerns: Data privacy is paramount. While AI offers incredible insights, we’re committed to being transparent about data collection, ensuring attendees understand what’s being collected and why. It’s all about building trust and using AI ethically.
• Learning Curve: AI tools aren’t always intuitive; there’s a bit of a learning curve involved, especially with setting up systems to analyze data and integrate new tools into existing workflows. We’re working through this, learning as we go, and investing in training to get the most out of each tool.
• Budget Constraints: Some AI solutions can be a big investment, so we’re focusing on those that add the most immediate value. We’re learning to prioritize and use AI selectively, balancing cost with the benefit to the event experience.

?? Let’s Talk About AI for Your Events!

Curious about how AI can elevate your next event? Let’s chat! Schedule a meeting with me to explore ways we can bring these tools to your event planning process, creating smarter, more impactful experiences for your attendees.

Thanks for following along on our journey! We’re excited to keep learning and improving, and I’d love to hear what’s been working for you, too. Comment below with your own AI experiences or thoughts, and let’s keep the conversation going!

About the Author

Michelle Manire, CMM, is a high-achieving professional with extensive experience in the event and hotel industries. Following her success as the first woman hired. as the General Manager for 2 major hotel chains she launched Coast to Coast Conferences & Events in 1994. For 3 decades, Michelle has provided time and cost-saving solutions, comprehensive conference and event management, and consulting services for a wide range of clients across the nation.

Download the FREE Strategic Event Planning Guide!