Artificial Intelligence has made its waves in different industries and the events industry is no exception. We witness Artificial Intelligence (AI) almost in our daily lives – when we shout “Alexa!” to our smart gadgets, when we use voice tools for our phones, when the algorithm of our social media feeds is curated to what will interest us, and many more.
While there are fears as to whether AI can replace human jobs, there is one thing that AI can’t replace – the connection and bond that only happens during events. Artificial intelligence can’t fully disrupt the events industry completely, it can be used tremendously for event planning.
This article will list the different uses of AI in event planning. We’ll also discover some event planning applications that event planners can find useful.
Article Outline
AI and Event Planning
Event planning involves a lot of attention to detail planning, organization, coordination, and creativity. Fortunately, an event planner can get a lot of help with the assistance of AI and technology.
Artificial Intelligence has opened a lot of possibilities making organizing for an event much easier and more efficient.
Here are the different ways AI can be used:
1. Event Marketing
Marketing your event is crucial to the success of your event because all the planning will be a waste without people attending your event. There are different strategies and channels you can do to market your event like social media marketing, email marketing, influencer marketing, partnerships and event website, and search engine optimization (SEO).
The role of AI is to improve and enhance the efficiencies of the event planner’s marketing strategies. For example, AI has social media analytics tools. These tools can analyze vast amounts of social media data. They give event marketers insights on trends and target audiences. As a result, event marketers can make more informed decisions in their event planning.
AI can also help in generating content creation ideas. Additionaly, it can assist with promotional activities with just a few clicks and prompts. This can be beneficial for event planners as it helps them tick a few boxes off their busy to-do lists.
2. Virtual Event Experience
Since the pandemic, events are not only limited face to face. Virtual events are cost-effective yet can reach a bigger audience more conveniently with the power of the internet. With AI, virtual events can be enhanced in multiple ways. It can provide a personalized attendee experience. AI can also facilitate engaging networking and matchmaking. It also helps you create virtual exhibitor booths and generate audience sentiment analysis.
AI tool Remo is one example that harnesses the power of AI to make virtual events meaningful, efficient, and memorable for attendees. Their virtual event platform creates virtual meetings that mimic real human interactions. As a result, virtual events are a fun and interactive experience for attendees.
3. Event Security
The power of face recognition and the predictive behavior of AI helps in securing the safety of events. AI algorithms can detect anomalies, such as unattended bags or erratic behavior, alerting security teams and allowing them to take immediate action.
Facial recognition technology, which is a common feature of AI, can enhance access control. It ensures that only authorized individuals gain entry while flagging any potential threats.
Moreover, AI can monitor and analyze social media and online platforms for security-related discussions. Monitoring and analysis capability allows event organizers to proactively address any concerns or potential risks that may arise.
4. Attendee engagement
AI is able to automate tasks that can improve attendee engagement for your events. By automating pre-event reminders, event organizers can excite their attendees with smart event communications. From ticket registration to event reminders, event organizers can pique the interest of the attendees with the use of AI technology.
With the aid of AI, personalization is made easier for the event planner. Events now have no reason to be boring because AI has lots of available resources that can be utilized for any event.
5. Predictive Analysis
As mentioned earlier, one of the powerful features of AI is its ability to detect patterns in minutes. The event planner can use the power of AI in their planning process by getting predictions on the probability of ticket purchases or potential sales.
With just a few clicks, event organizers can receive a comprehensive report. Comprehensive reports provide valuable insights. It makes it easier for event organizers to strategize and identify areas of improvement as they execute their event plans.
AI-powered predictive analysis can greatly enhance event logistics by optimizing resource allocation, scheduling, and capacity planning. By analyzing historical data and real-time information, AI algorithms can accurately predict attendance levels, optimize session scheduling, and allocate resources accordingly.
This ensures that event spaces are utilized efficiently, minimizing wait times, overcrowding, and logistical bottlenecks. Additionally, predictive analysis can help planners anticipate supply and demand patterns, ensuring that the right amount of food, beverages, and other resources are available to meet attendees’ needs.
6. Data-Driven Decision Making
Because analysis and reports can now be generated in an instant, event managers have the convenience of simply feeding data to an AI tool. By doing so, they can obtain the analysis they need immediately. Presenting to clients with reports and insights is now a breeze because of AI tools.
For example, AI can analyze attendee data to identify patterns in registration and ticket sales, helping organizers make accurate attendance projections. The knowledge base can assist in determining the appropriate venue size, resource allocation, and logistical planning.
By having a clear understanding of attendee demand, organizers can optimize their budget allocation. Optimizing budget allocation enables them to ensure that resources are allocated where they will have the most impact.
Event Planning Apps for Event Planners
A number of emerging technologies have transformed how events are planned and executed. From ticket-selling platforms to language models, here are some top-rated event platforms to check out:
Event Smart or Event Espresso
Every event needs a ticket registration and ticket-selling platform. It’s a tool that is automatically part of an event’s budget. These can be costly by taking a percentage cut per ticket sale. Increase your event profit margins by selling unlimited tickets at $0 commission fees with Event Smart and Event Espresso. With its customizable and user-friendly interface, the target audience can enjoy a smooth experience from the start of your event funnel with your event registration site.
Event Espresso is a WordPress plug-in for sites using WordPress while Event Smart is the choice for events that have no websites yet.
Grip
Grip is an AI-powered event networking solution for Virtual, Hybrid, and In-person events. They use machine learning to match attendees based on their interests, preferences, and behavior. It facilitates meaningful connections and networking opportunities at events.
Lavendar.ai
Every event will use email for event communication with their attendees. Lavedar.ai is an email coach that has everything you need to write better emails faster. You can use this app to create event confirmation emails, event survey questions, and other emails related to your event planning.
Worldly Inc.
Wordly provides AI-powered interpretation for attendees at in-person, virtual, and hybrid meetings and events. Translate speakers into audio and captions for 20+ languages without the need for human interpreters or special equipment.
Attendees select their preferred language and use their phone, tablet, or computer to access the live translation.
Apps like this show how AI applications can connect attendees from all over the world contributing to the rapid globalization of the events industry.
Collaboration.Ai
Collaboration is a platform that recognizes the power of relationships and connecting with one another. The overall concept of their products is to harness untapped networks and knowledge to enable intelligent collaboration. One of their products enables individuals and organizations to drive innovation and change, by building a smarter network of empowered people to solve their biggest challenges.
Dataiku
Dataiku is a leading AI platform that empowers organizations to leverage their data assets effectively, democratize data science, and accelerate the process of building and deploying machine learning models.
Event organizers can use this AI tool for data preparation, attendee segmentation, demand forecasting, audience sentiment analysis, and more.
ChatGPT
Last but not least is ChatGPT, the popular language model that can generate answers to seemingly all your questions. Event planners can leverage on this by asking it to generate event programs, event emails, generate speaker bios, activity ideas, and more.
Create Virtual Events with the Help of Event Espresso
Organizing an event today won’t be a hassle with the help of AI systems and tools like Event Espresso and Event Smart. Setting up your event and getting it live can be as quick as a few clicks with a ticket registration platform like Event Espresso. Whether you’re organizing a conference, tournament, camp, or fundraiser, you won’t go wrong in choosing Event Espresso or Event Smart.
Begin your free demo now and start reaping the benefits.