When it comes to AI, the events industry has been quick to embrace the possibilities, while educating professionals on its limits. Curious about the potential, and cautious about the implications, event professionals are now at various stages of experimentation and expertise.
In this article, we're breaking down the key use cases, utilization tips, and prompts to help you get started. And if you want to take a deeper dive into it, you're welcome to download our free AI guide for event professionals.
For your workflow
Understanding the capabilities and limitations of generative AI is key to harnessing its potential.
For event professionals to whom organization and efficiency are crucial, AI can help with ideation and automation of administrative tasks, saving dozens of hours with each event.
Tools like ChatGPT, NotionAI and browse.ai can keep you up to speed on industry news, come up with ideas for content, help you get off the blank page and get the ball rolling.
Ways to use AI tools for an optimized workflow:
- regularly track certain websites and extract relevant news to save time spent browsing and keep you up to speed
- seek out ideas, recommendations, content suggestions and agenda outlines from generative AI tools
- automate what you avoid doing, create momentum within your workflow
- have AI tools assess data and generate valuable insights
- simplify in-depth information
For your events
For event planners, there is a multitude of benefits to incorporating AI tools. We've divided them into three sections: planning, event production, and post-production.
Instead of trying to optimize everything at once with a different tool for each action, identify where you often feel blocked in your workflow. Whatever you tend to struggle with, there is likely some way that AI tools can at least get you started.
With tools to keep your workflow moving steadily, you can focus on strategic and creative elements in ways you haven't had the time for in the past. That's how you can use these tools to not accomplish your work for you, but to help you take your work to the next level.
- generate ideas for themes, activities and more
- browse, track and summarize relevant industry news
- creating event briefs
- sourcing venues and vendors
- generate promotional materials
- personalize invitations, track RSVP
- interactive event websites
- content adapted to brand and audience
- optimize matchmaking for impactful networking
- personalize experiences
- chatbot for customer services
- assistants to answer questions
- ticketing and insights
- analytics and actionable insights
- analyze attendee sentiment
- long-term content cycle
- monitor social media presence of event/attendee posts
- transcribe event conversations, speeches and sessions to share with wider audience
- turn event content into videos
Use cases, how-tos, prompts, and cost
In an effort to provide a clear view as to what tools are out there, our guide has a chart with 15 tools that could be of use to you. For each tool, we provide a use case, a short brief on how to use it, a prompt when relevant, and the cost of the tool.
The areas in which these tools help range from idea and content generation, to attendee-related matters, networking and matchmaking, webpages and presentation, and more.
Here are five out of the 15 tools we outline in the guide:
|I don't know where to begin when creating an event.||ChatGPT||Ideation: Provide the tool with as much detail and nuance as possible. Prompt: I need to create an agenda for a hyper-targeted 20-person event. Attendees will be event tech leaders. Networking should be a key focus. Provide ideas for a venue that is professional yet intimate in [city name]. Provide ideas for event name, and a social media campaign. Tip: Revise the response by saying, “Try again, but with…” For example: ”Try again, but with 3 ideas for speaker topics.” ”Try again, but in a more playful, casual tone — the way you would talk to a colleague you've worked with for a few years.”||Free ChatGPT Plus costs $20 per month and provides access to the exclusive GPT-4 model, with web browsing.|
|I want to keep up with industry news, but I don't have time to sort through publications and emails daily.||Browse AI||How it works: When you set up an account with Browse AI, you record a task that you want the robot to automate. With a name and a schedule, it will perform the specific task however frequently you wish. The robot can extract data from websites you choose, and make note of it in a spreadsheet that it fills automatically. There are prebuilt robots for popular use cases to choose from as well.||Free up to 50 credits/month tasks cost one to several credits depending on action if you wish to use it for more space than the free 50 credits allow, $19/month — $99/month|
|I need video content but can't afford a videographer, have no footage and can't edit.||lumen5||How it works: Lumen5 compares its tool to powerpoint making. As easy as dragging elements into view, the AI-powered tool can take text, audio or other recordings and create video content. It has templates with customizable designs to speed up the process even further.||$19/month — $149/month and custom prices for enterprises|
|I need insights as to how my attendees are experiencing my events, and surveys aren't cutting it anymore.||explori||How it works: Explori has data insights for all your event needs. Event professionals can better understand the importance of certain elements of events, and where it might be valuable to invest. Its behavioural, sentiment, and cognitive measurement tools enable a deeper, thorough understanding of how people perceive your event and what its impact truly is.||inquire about individual pricing base price is £750 + VAT|
|I don't have time to go through every excel sheet I have, but I need insights for reporting purposes.||Document AI||How it works: For large amounts of data in Google Docs, the extension Document AI scans the data to extract insights.||Priced per page and use.|
Understanding the hype
We've all dabbled in existentialism when it comes to artificial intelligence, with one-off innovations and sci-fi movies of the past. So why the widespread hype now?
The recent worldwide hype surrounding AI can be largely attributed to the launch of ChatGPT. Beyond that, it is due to the development of Large Language Models, which we explain for a more comprehensive understanding in the guide.
Unlike previous AI technologies, ChatGPT does not require extensive technical knowledge, making it accessible to a wide range of users. Its ease of use and ability to be leveraged by any company, regardless of size or expertise, led to an unprecedented adoption rate.
Within just five days, ChatGPT gained one million users, far surpassing the speed at which popular platforms like Netflix and Airbnb had hit the same milestone. This rapid adoption reflects the user-friendly and conversational nature of AI tools like ChatGPT.
It's the dialogue that sets it apart. One could say, its seemingly human nature is the differentiator.
The limits of AI
There's a lot to cover when it comes to the limitations and “what not to do” with these tools, given that AI scientists don't even know the full scope of the implications of this technology.
The main limitation:
- generative AI tools like ChatGPT aren't search engines, they are predictive tools that create the most probable answer based on the prompt they are given
- this causes them to confidently output things that are not true
Here's the low down:
- never enter sensitive information into an AI tool
- always verify outputs: checking for accuracy as well as bias
- give credit where credit is due
- engage in critical discussions surrounding ethical implications of this technology and don't let it slide when AI is no longer new and shiny and as exciting
- AI won't do everything for you, and it shouldn't: use the extra time you have on your hands for those things you've never had time for
Ready to take your knowledge of AI to the next level? Curious to see the 10 other tools and examples in the chart? Get your free guide today.
Related articles that could interest you
5 minTrends, themes, and checklists to nail your corporate holiday parties in 2023How to plan your corporate holiday parties in 2023 with trends, themes, and everyone's favourite: a checklist.Read the article
4 minHow to heal the scars of legacy event techWhy now is the time to embrace modern event tech for greater savings and efficiencyRead the article
2 minPlanned hosts panel at GBTA Conference 2023Planned hosts a panel at GBTA Dallas 2023 with speakers from Dropbox, Jones Lang LaSalle, and DRW.Read the article
12 minMeet Abraham Merchant, the hospitality mogul known for luxury events in AmericaRead our interview of Abraham Merchant, President and CEO of well-established hospitality group, Merchants.Read the article