2025 marked a significant milestone in AI's mainstream adoption, from Open AI's ChatGPT to Manus, the first commercially available AI agent.
The potential impact of AI on event management is unparalleled, offering substantial efficiencies and returns for event organizations. For many, taking the first step in AI can be daunting, but it's simpler than you think. Here’s how.
[Free AI Webinar by Mary Ann Pierce: Using AI to Plan, Expand and Measure Your Events]
What is AI?
AI encompasses technologies like GPT (Generative Pre-trained Transformer) models, such as ChatGPT and Claude, which can generate content and assist with tasks. Perplexity.ai is particularly useful for beginners, as it simplifies navigating multiple AI models and provides reliable references.
This article was co-developed with insights from Perplexity.ai, highlighting its role in making AI accessible for event professionals, and the main image was created by Shutterstock's AI Image Generator.
What AI Can Do for Event Managers
1. Keeping Track of Scope of Work and Budget
Platforms like Scopey and Asana help manage event scope and budget efficiently. AI automates tasks, tracks progress and ensures events stay on schedule and within budget, saving time and reducing costly mistakes.
2. Venue Selection
While there isn't a single AI platform dedicated to venue selection yet, AI can analyze factors like location, capacity and amenities to recommend the perfect venue for your event.
3. Generating Content
AI tools like ChatGPT or Claude can generate content based on your marketing brief, industry news, audience demographics and desired outcomes. AI can even help find speakers, build your event agenda and produce a content marketing calendar.
[Related: Top 7 AI Uses from Event Profs in the Know]
4. Content as an Asset
Recording sessions and generating instant transcriptions can turn your event content into valuable assets. AI helps create searchable databases of thought leadership moments, compose press releases and provide instant captions for live events, ensuring ADA compliance. Syncing transcriptions with video creates searchable files.
5. Conferences as Content Marketing Engines
AI can transform your events into powerful content marketing engines. Upload session videos into platforms like OpusClip or Quso.ai to generate thought leadership snippets with captions for social media content marketing.
6. Attendee Management
AI analyzes attendee data, including registrations, marketing outreach, polls, evaluations and content usage via website clicks. Tracking attendees onsite with RFID (radio frequency identification) or QR scans deepens attendee profiles, allowing for personalized experiences and improved future events.
7. Elevated Matchmaking With AI
AI matches attendees based on shared interests and content engagement, facilitating meaningful networking opportunities and scheduling business meetings onsite. This enhances the attendee experience and can generate additional revenue streams.
[Related: MAP Digital Launches Fast Pass Badging by MetaMeetings]
8. Data-Driven Insights
AI processes data-driven insights to inform business objectives such as audience outreach strategies, content development, sponsorship ROI and revenue streams. Predictive analytics forecast attendee behavior while real-time feedback and sentiment analysis gauge attendee sentiment, allowing for immediate adjustments.
The future of event management is here, and it's powered by AI. By embracing AI, you can streamline operations, enhance attendee experiences and increase revenue. Whether your event is small or large, AI tools are available to help you succeed.
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