At Autumn Live, we believe events are about people. They’re about connecting people together and enabling us to think, learn, bond and do. But this human-centric purpose doesn’t need to be in tension with AI. In fact AI can help you focus even more on delivering great events that have a positive impact. Let’s explore the top AI tools to use in event planning, enabling event planners to work smarter, faster, automate tasks and deliver better shared experiences.
Let’s begin with event planning.
Event Planning
Platforms can simplify workflow. There are many platforms that do this, these are some of the ones we have used and work well from an event planner’s perspective:
RingCentral Events (formerly Hopin Events) is an all-in-one solution for virtual, onsite, or hybrid events which we’ve used for a number of years. AI is now part of the how it can enhance event planning and delivery. It boasts instant generation of engaging content in seconds—from snappy titles and descriptions to email templates and event schedules.
Cvent‘s AI-powered event management software takes the stress out of planning by venue finding, managing registrations, and analysing event data. The inclusion of a mobile event app enhances attendee experience, making it a comprehensive solution for event professionals.
ClickUp is great for seamless collaboration. It is versatile and facilitates collaboration among team members, ensuring everyone is on the same page. From task assignments to progress tracking, ClickUp simplifies the coordination process.
We’ve found Monday.com this a great tool for project management across the team. Monday are releasing a collection of innovative apps built internally on the same Monday AI Assistant infrastructure. These apps will support various use cases, from sharing helpful suggestions to improving workflows, and will include:
- Automated Task Generation: Create project plans painlessly and in less time, based on customer input and goals.
- Composing and Re-phrasing Emails: This will save time, as you can use Monday AI to write and edit emails more quickly within Monday sales CRM.
- Summarising: Focus on what’s important while Monday AI summarises complex topics and provides relevant action items.
Event Marketing
How can the top AI tools to use in event planning assist with your event marketing?
ChatGPT: Engaging attendees through conversational AI using OpenAI’s ChatGPT, event planners can enhance attendee engagement through personalised interactions. ChatGPT can assist in answering queries, providing information, and even creating a sense of community through conversational AI.
Cvent, which we already mentioned in the event planning section above, is one of the industry-leading meetings, events, and hospitality technology provider. Cvent uses an AI Writing Assistant. This innovative tool, incorporated directly within the Cvent platform, uses the power of generative AI to streamline the content creation process. This can help us event professionals and marketers produce on-brand, engaging event content in a fraction of the time. The AI Writing Assistant expands Cvent’s growing suite of AI-powered products, which includes session and attendee recommendations.
Jasper, also mentioned above, can be used to write blogs, create content planners and it matches tone of voice.
Email marketing tools like Mailchimp can help plan and send targeted emails to attendees
On your event website you can add intelligent event assistants (chatbots) such as Clara (currently in beta) and Jasper. Clara and Jasper (amongst other functionality) are AI-driven virtual assistants designed to streamline communication. They enhance productivity and can automate basic conversations, FAQs for delegates and event attendees. From scheduling appointments to answering queries, these tools save time and effort, allowing event planners to focus on more strategic aspects of event planning.
Social Media planning tools like Buffer can help create schedule posts on social media, with inbuilt AI to write (or re-write) posts. This can also save time through scheduling.
Creativity, Design and Presentations
Canva‘s AI-powered design tools offer templates and design suggestions, making it easy to produce eye-catching materials that leave a lasting impression.
Beautiful.ai can create slides, imagery and compelling event content and presentations with key prompts.
For creative event planning you may need to craft a memorable event name. this is where Namelix can help you. Namelix, an AI-powered business name generator, provides creative suggestions based on your preferences, ensuring your event stands out from the crowd.
Event Production
Create customised event music with Soundraw. This AI-powered music platform lets you choose the genre, mood, and duration, providing a customised soundtrack for your event.
Voiceover tools can help your presentations and videos sound professional. Murf is an online voice generator tool which allows you to convert written content into natural-sounding speech, in a matter of just a few minutes. This could be just what you need to elevate your event content and enhance the overall audio-visual experience for your audience.
Event Delivery Platforms
RingCentral Events (formerly Hopin Events) and Cvent both offer robust event delivery platforms, ensuring seamless communication, collaboration, and engagement. These platforms integrate various features for a holistic event management experience. Both RingCentral and Cvent event platforms use AI to manage Registration, Marketing, Networking and Data. This is really useful, having your event planning and delivery platform all in one place.
One feature we like on RingCentral Events is the use of AI to analyse and group together submitted questions in the platform’s Q&A channels, making easier for host and speakers to be able to see themes and answer more questions. Plus their inbuilt video recording system that uses AI to create auto-generated social media content post event.
Others to explore include Bizzabo and Hubilo or tools like Zoom Events or Microsoft Teams.
Networking
RingCentral Events and Cvent use AI powered data to generate better networking opportunities for attendees onsite. Using data from attendees registration forms to offer connections to other delegates who they are most likely to be interested to meet with and connect with. This, in our opinion, makes them one of the Top AI tools to use in event planning and delivery, as they use data to increase real in-person connection.
However, there are other tools on the market that are focused on networking at events. One is Brella, which provides an event app with intelligent matchmaking. During event registration / onboarding, participants can specify their exact objectives for attending and their AI facilitates tailored connections among attendees by analysing their unique profiles and interests.
Make registration easier
Look for opportunities to use AI, including AI-powered chatbots to reduce friction and add joy to the attendee registration experience. Done right, the registration journey can feel seamless, and more personalised, with questions, responses and suggestions being made in an intelligent way and adding value to the registrant.
AI and chatbots can also help you boost the conversion and retention of your event registration process by creating a positive and memorable impression of your event and brand. By using chatbots to provide timely, relevant, and personalized communication and support, you can build trust and rapport with your attendees, and make them feel valued and appreciated. You can also use chatbots to create a sense of urgency and scarcity, by highlighting the benefits, incentives, and deadlines of your event registration. Additionally, you can use chatbots to follow up with your attendees after the event, by sending thank-you notes, surveys, or invitations to future events.
Hubilo, Bizzabo, RingCentral Events and Cvent all have different applications of AI in their registration offerings, alongside features like matchmaking, attendee engagement analytics, and personalised experiences.
Event ticketing and marketing stalwart Eventbrite are now incorporating more AI into their platform. They say their AI tools “help jump-start creativity, save time, and streamline the copywriting process”, speed up listing creation by “automatically suggesting your event summary and description — and even a relevant AI-generated image if you don’t have one“. Eventbrite can help your email marketing campaigns and social media ads standout and drive sales using their AI-powered copy generation tools.
Learn from your post-event data
Use ChatGPT to spot patterns and summarise all the key learning points from your event data. AI can pull data from your event management tools quickly identifying interesting trends in attendee engagement and follow-ups. What used to be a monotonous and boring job can now be done, easily and quickly, unlocking future success.
Top Considerations When Using AI in Event Planning:
- Data Bias – we need to be mindful of potential biases in AI algorithms that could affect decision-making and attendee experiences.
- Privacy Concerns – we need to safeguard attendee data and privacy. Ensure compliance with data protection regulations to build trust among participants.
- Copyright Breach – when using AI tools for content creation or music selection, be vigilant about copyright issues to avoid legal complications.
- Lack of Creativity – while AI can enhance efficiency, it’s important to balance automation with human creativity. AI tools should be aids, not replacements for the creative touch that makes events memorable
AI tools have become indispensable in modern event planning, offering innovative solutions to streamline processes and enhance the overall experience. Careful selection and implementation of these tools, considering potential challenges, event planners can stay at the forefront of the industry. This will enable event planners to deliver exceptional and memorable events that offer genuine connection and shared experience.
Don’t forget the top AI tools to use in event planning are the ones that, at the end of the day, serve the purpose of the event. They enhance the experience of the attendees, because events are all about people.
