Best AI Chatbot for Event Marketers

From coordinating with vendors to finalizing event details, event management is a game of skills and sweat. With your inbox overflowing with attendee questions, the last thing you need is to waste time on mundane tasks.

That’s where AI chatbots come into the picture. They help you plan impactful events by streamlining attendee engagement, automating repetitive tasks, and ensuring seamless communication.

In this blog, you’ll learn how chatbots simplify event management. You’ll also get 10 AI tool recommendations to support various event-related functions, including event marketing (content, video, and music creation) and customer support.

How does an AI Chatbot Simplify Event Management?

Need an event management assistant that never sleeps? Provide your audience with accurate support and a fantastic event experience with the best AI chatbot.

Prompt & Accurate Support

Human beings are prone to errors, especially when juggling multiple tasks. However, when it comes to event management, a small mistake can leave attendees with a wrong impression of your brand forever.

With an event chatbot, you can offer your event attendees the convenience of 24/7 support. The best AI chatbot will answer attendees’ queries around the clock, increasing accuracy, minimizing errors, and ultimately making your attendees feel more at ease and secure.

Moreover, you can keep the brand tone consistent across all departments and communication channels. Event chatbots standardize and maintain the quality of event support and communication.

Automated Bulk Messages and Updates

According to Mailchimp, 88% of marketers believe they should increase their use of AI to meet customer expectations and stay competitive. Event organizers are no different. They, too, rely on AI tools to shape their marketing decisions, and it’s easy to see why.

For example, event automation can blast bulk messages to the participants for sudden updates or plan changes. Event planners can also automate customization, so attendees receive a personalized message with up-to-date information.

Streamline Event Operations

Event planning requires skill, sweat, and effective time management. The best chatbots for events effectively allocate time and manpower. They automatically schedule meetings, sessions, or event tasks.

These bots sync with calendars and send reminders, reducing the need for manual scheduling and follow-ups. They analyze event schedules and attendee needs and suggest where to deploy your staff. This allows your team to focus on more complex and creative tasks, such as communicating with professional speakers, brainstorming unique marketing ideas, or finding the right event venue.

How to Choose the Best AI Chatbot for Successful Event Management?

You must consider the following criteria while evaluating AI Chatbots for events:

• Functionality: No matter your goal—attendee engagement, scheduling, or ticketing—choose the chatbot that helps you achieve it.
• Integration: To avoid future complications, check if the chatbot seamlessly integrates with your existing event management tech stack.
• Customization: See if the chatbot fits your event’s branding and communication style. Also, look if it’s easily customizable to meet your future event planning requirements.
• Customer Support: Ensure your chosen chatbot is intuitive, easy to implement and work with. Confirm the support level the chatbot provider offers to keep operations smooth.
• Feedback and Analytics: Ensure the chatbot offers actionable insights into attendee behavior and preferences to improve event management in the future.

Top AI Chatbots for Event Marketers

Here is a quick comparison of the top contenders before we delve into the details:

Here’s a list of top AI chatbots that simplify event management: 

1. vFairs AI Chatbot

Best for: Content creation, content repurposing, and event reporting

For those looking to save time and boost engagement, vFairs AI Chatbot is a game-changer. With detailed insights, you’ll have the tools to attract more participants and keep them interested, from registration all the way through to post-event follow-ups.

What’s more? With just a quick prompt, you can instantly generate polished event marketing collateral. So, if you’re ready to take your event planning to the next level with a smart, intuitive AI assistant, vFairs Chatbot is here to make it happen.

How Does It Help Event Organizers?

AI-Writing Assistant

vFairs leverages ChatGPT’s power to help organizers generate content within the vFairs platform. You can create custom email campaigns for multiple audience segments with a clear prompt. The text editor also displays preset options, such as the type of email you are sending, to help you get started.

Details like date, time, and logo are automatically pulled from the vFairs interface, which saves you time writing the prompt.

Once you’ve added the details, press “Generate” and let the chatbot do its magic!

Here’s what the integration looks like:

Besides email content, you can use this tool to write content for other marketing collateral as well, including:

• Social media posts: Select the platform, tone, event stage, and other relevant information in the prompt.
• Video scripts: Add the video title, duration, tone, and other specific details to get a script.
• Landing Page Copy: Generate an entire landing page text or the above-the-fold features, event details, and FAQ section of a landing page.
• Speaker Bios: Craft polished speaker bios that precisely reflect the speaker’s expertise and achievements using their LinkedIn profile URL.
• Questions for Moderated Panels & Fireside Chats: Add the session title and the number of questions to craft a list of engaging questions for your event’s Q&A sessions.
• Pre- & Post-Event Press Releases: Craft pre- or post-event press releases from scratch.
• Polls & Surveys: For the best results, select the engagement type, survey type, topic, and number of questions, and add other relevant information.
• Personalized Notifications: Generate captivating content while maintaining a personal touch. Send alerts showcasing event details like venue, date, and time, along with exclusive promotions and offers.
• History Feature: Retrieve previously generated AI content. This eliminates the need to regenerate outputs for the same results repeatedly.

vFairs AI Reporting Chatbot

vFairs AI Reporting Chatbot offers immediate answers to your event-related questions without delay, allowing quick adjustments and informed decisions. It is user-friendly and designed to be accessible to all,  making your event planning journey insightful.

vFairs’ AI Reporting Chatbot doesn’t just help you analyze event success when it is over; it also powers your future event-planning strategy with detailed reports.

Webinar Summary and Chapterization

Event planners can reuse webinar content for different mediums. This prevents potential audiences who missed the webinar from missing out on the value it provided.

Here’s how you can use the vFairs AI chatbot to repurpose webinar content without switching platforms:

• Draft Blog Posts: Craft well-structured blog posts with a simple prompt that provides relevant information about your webinar, or simply add the blog post title.
• Produce Webinar Summary: vFairs AI tool automatically summarizes webinar content into concise, coherent summaries for promotional purposes.
• Turn webinars into Newsletters: Compile the information from your webinar into a well-structured newsletter for your subscribers with the key takeaways.
• Turn webinar content into professionally crafted emails: You only need to specify the purpose of the email, and vFairs AI assistant will do the rest.

AI Chapterization Tool

AI chapterization tool offers three distinct chapterization options, including:

• Topic-Based Chapterization segments your content into the key themes or subjects covered, making it manageable for the audience and helping you highlight specific interest areas.
• Speaker-Based Chapterization separates the content into distinct sections for each speaker.
• Time-based chaptalization segments content into bite-sized portions specified by time. This helps viewers navigate the webinar and skip to relevant topics.

Precios

vFairs AI Chatbot is a paid add-on. Get a custom quote or book a demo with a sales representative.

2. ChatGPT

Best For: Idea generation and content creation

ChatGPT may not be specifically designed for event management, but it’s a versatile tool that can do a great job. Just type in your target audience, the nature of the event, and the outcomes you expect by its end. If you don’t get your desired outcomes in the first go, perfect the prompt and get precisely what you need.

How Does It Help Event Organizers?

• Event Brainstorming: Event marketers can use ChatGPT to brainstorm activity ideas and critique their event plans. Just enter details about your event and target audience, and be as specific as possible.
• Creative Content Generation: Generating host intros, scripts for outreach videos, and possible FAQs are only a few of the features ChatGPT offers for event planning. Compelling email copy and social media marketing content can be drafted quickly using ChatGPT. Typically, this process requires a team of humans and long labor hours.
• Enhanced Outreach: With ChatGPT, you can reach out to potential attendees, exhibitors, and sponsors and make a much better pitch with the bot’s smooth conversational tone.

Precios

• Monthly plan: $30 per user per month
• Annual plan: $25 per user per month (for up to 149 users)

3. Soundraw

Best For: Unique event tracks and background music

If you need background music for your next event without getting struck with copyright issues, Soundraw is the solution to your dilemmas. Event marketers can create unique music for an upcoming event promotion and avoid the headaches of licensing music. It generates AI music, giving you a unique track for your event promotion—all it takes are a few text inputs.

 How Does It Help Event Organizers?

• Event-Driven Music Production: Soundraw produces music based on your event descriptions.
• Background Music Focus: Generate distinct background music and play it when announcing each speaker at the session to create a unique experience.
• Licensing Convenience: A practical benefit of Soundraw is that you don’t have to acquire licenses and rights just to get some good beats for your event.
• Pricing Plans for Event Managers: The Creator plan is the best option for event management companies because the only significant upgrade with the pricier plans is the ability to distribute your creations over streaming platforms like Apple Music and Spotify.

Precios

• Creator plan: $16 per month (ideal for small-scale sound effect creation)
• Artist Starter plan: $29.99 per month

4. Jasper

Best For: Branded content creation, SEO-optimized marketing, and creative event pitches

Jasper generates text-based content driven to help event marketers produce sales copy and creative pitches. It specializes in branded content generation and has marketing features for integrated marketing campaigns.

How Does It Help Event Organizers?

• Comprehensive Event Marketing: With dedicated tools for SEO optimization, content scheduling, blog writing, social media marketing, and more, you can spread the word about your event.
• Image Generation Support: Jasper’s AI art generator allows marketers to design high-resolution, royalty-free images. As a result, you don’t need to scroll through stock photo sites for the perfect image.
• Creative Copy Generation: Jasper is a language model dedicated to creative copy generation. It ensures the best lead conversion rates and boosts the registration rate for events you manage. Jasper can design your event launch campaigns in detail. When planning to market new events, you can interact with Jasper’s chatbot to draft the perfect marketing copy to introduce your project to potential attendees.
• Target Audience Analysis: Jasper AI excels in demographic analysis and personalized copy creation. With simple prompts on the Jasper official website, event marketers can define their target audience and get the bot to devise a plan best for contacting them.
• Integrated Marketing Tools: Jasper incorporates innovative ad design, email and SMS marketing, customer service, and summaries of customer feedback into its core program, offering assistance with event planning.
• Customization options: Choose a suitable template and customize it to meet your marketing goals. Jasper comes loaded with over 50 templates for copy generation.

Precios

• Creator plan: $39 per month per user (for individuals and small creative teams)
• Pro plan: $59 per month per user (ideal for event management and marketing businesses)
• Business plan: Customized pricing based on the size and needs of your event management brand, offering the most features

5. Lumen 5

Best For: Video production, scripts, and voiceover generation

Videos are an excellent tool for event marketing. But if you’re on a budget or have a tight schedule, you can use AI-powered video generation platforms like Lumen5. It is an intuitive AI chatbot where you can drag and drop videos. Creating a video in Lumen5 is as easy as making a PowerPoint slideshow.

How Does It Help Event Organizers?

• Effortless Video Creation: It requires little to no creative video geekery and produces clips perfect for event adverts and promo content.
• User-Friendly Interface: When creating the video, drag and drop elements like music, images, and icons. Click on options from the menu to choose brand color, font style, etc. You’ll have a video tailored to your needs without creating one from scratch.
• Versatile Input Options: You can feed the bot anything from articles to multiple videos as prompts, and it will produce flashy, new, and engaging media to win your potential attendees’ attention.
• Generate script: You can generate video scripts instead of writing one from scratch.
• Voiceovers: Don’t have someone to do voiceovers? You can do that using the tool instead. There’s also an option to translate into multiple languages.
• Customization: Lumen5 offers multiple customization options. You can choose the template that best suits your event and turn it into a video.
• Access to Licensed Images: You can access licensed images and videos from Shutterstock and Unsplash and turn them into videos for your event promotion.

Precios

• Free plan: Limited features, includes Lumen5 branding, up to 5 videos per month, maximum resolution of 720p
• Basic plan: $19 per month (suitable for small event management teams)
• Starter package: $59 per month (offers adequate video production capabilities)
• Professional plan: $149 per month (advanced tools for video-based marketing)
• Enterprise plan: Variable pricing (extensive features for large-scale video marketing projects)

6. Capacity

Best For: Support automation, email automation, and virtual helpdesk management

Capacity is an AI-powered support automation platform that connects your entire tech stack to answer questions, automate repetitive support tasks, and more.

How Does It Help Event Organizers?

• Seamless Integration for Event Operations: It is a valuable asset for event organizers looking to streamline event operations as it integrates with users’ existing workflows and tech stack, improving efficiency.
• Optimized Workflow Design: Capacity users have access to workflow design options to help streamline and optimize every project. Event organizers can use Capacity to rally and coordinate within and between staff teams and keep everyone on the same page.
• Email Automation: Capacity email automation allows you to achieve Inbox Zero. It takes repetitive tasks off your to-do list and frees time for other valuable tasks, such as responding to attendee inquiries. It helps attendees learn more about your event, encourages them to stay engaged, and reminds them why they were excited to attend in the first place.
• Virtual Helpdesk: Once the chatbot knows enough about your event to make sense of it, your staff has very little to do with client queries. The virtual helpdesk deflects 90% of all incoming tickets with proficient responses.

Capacity LLM feature in the helpdesk

Precios

• Basic Growth package: $49 per user per month (includes one chatbot for handling FAQs and improving customer experience)
• Professional plan: $99 per user per month (features automated email copy, a concierge, and customized ticketing)
• Enterprise plan: Custom pricing (tailored for large corporate clients and based on business scale)

7. Durable AI

Best For: Website creation, ticketing, and registration support, content generation

If you need a virtual assistant that caters explicitly to event management, Durable AI can help. It smoothens event operations, from managing logistics and coordinating schedules to handling attendee inquiries and feedback.

How Does It Help Event Organizers?

• Website Generator: Focused on website building, event managers can enter simple instructions into the bot and get super creative branding, design ideas, and fully functional websites. You can also get the Durable AI chatbot to create optimized schedules.
• Streamline your Event Takeoff: Durable AI helps with the ticketing and registration stage. It entertains feedback and questions from attendees, allowing a smaller team of event managers to perform on par with giant corporate planners and marketers. Each member of your staff can have their efforts amplified more than enough to make a lasting impact on the quality of the event and the satisfaction of your clients and their attendees.
• Content for Marketing: Planning an event with Durable AI allows you to set a consistent tone across your branding assets for impactful marketing. The Durable AI event name generator lets you choose an event name that best represents your brand. Google Ad Writer allows you to promote your event with AI-generated copy and saves your team time and effort.

Precios

• Starts at $15.00/ month
• Custom pricing – Based on the event’s complexity and the features needed

8. Sava Events

Best For: Attendee engagement, real-time analytics, and automated registration

If you’re looking for an AI-driven chatbot that amplifies attendee engagement and interaction, consider Sava Events. It simplifies event management processes by automating registration, sending personalized reminders, and offering real-time updates. What’s more? You can keep your event organized and up to date with any device.

Event organizers can use this tool to gain insight into attendees’ behavior and preferences. This helps them plan, manage, and optimize targeted events.

How Does It Help Event Organizers?

• Enhanced Event Experience with Analytics: The Sava events chatbot can assist event managers by fetching and sharing insights about attendees’ needs and preferences from the event platform’s backend. You can use this information to improve your attendee experience and make last-minute adjustments to the event.
• Virtual Concierge for Seamless Interaction: Anyone interested in the event can interact with the bot as they would with an information kiosk.
• Streamlined Ticketing and Registration: Sava chatbots facilitate ticketing and registration with all the complex scheduling you can think of. At the venue, guests, hosts, and your team can use the chatbot to get assistance and easily send out memos.
• Customizable and User-Friendly Solution: The solution can be customized to suit any event size, from small gatherings to large conferences. The user-friendly interface saves your team time and effort, allowing them to improve attendees’ satisfaction and engagement.

Precios

Plans for the essentials of event planning with Sava start from $599 but are highly customized based on what services you need and the number of attendees you are hosting at your event.

9. Chatfuel

Best for: Event promotion and lead generation

Chatfuel is a platform similar to high-end event management tools and services. It works great for organizing teams for medium—to large-sized corporate events.

How Does It Help Event Organizers?

• Streamlined Event Planning and Promotion: Chatfuel simplifies event registration management, participant matchmaking, sponsor interactions, and lead generation. Its language model allows event planners to easily create highly context-aware chatbots, enhancing the overall event experience and promotion efforts.
• Find Leads: Chatfuel supplies bots to seek out leads for your event on Meta’s Facebook Messenger, Whatsapp Messenger, and Instagram.
• Integration Options Galore: You can deploy these chatbots to enable high-yield assistance in forms as simple as automating FAQs and as complex as integrating with Shopify and many others using Zapier.

Precios

The service offers a free trial, and the complete plan costs $20 monthly.

10. Copilot

Best For: Event organization, team collaboration, and event promotion.

Copilot for Microsoft 365 simplifies event organization, collaboration, and coordination.

• Enhanced Event Promotion: Copilot chatbots are highly trained conversational marketing machines. When interacting with potential event attendees, you can use them to deliver the most tailored marketing copy. However, your event team must regularly update the bot with optimized instructions. Being free of cost, Copilot is the platform of choice for many corporate PR and event management teams.
• Event planning: You can use Copilot to draft creative event plans and instructions for implementing those plans. The bot will articulate them clearly for your team and attendees, ensuring seamless communication throughout the event.

Precios

Copilot is free to use.

Wrapping Up!

Event planning is a delicate ballet of logistics. But, with the rise of tools like the best AI chatbot, planning an impactful event is easier than ever. AI chatbots are the secret ingredient to an event’s success. They simplify tasks and improve event experiences.

vFairs AI suite supercharges your event marketing with AI. Draft marketing content with just a few inputs, streamline and track operations, boost productivity, save costs, and promote your event better.

Book a demo now and see how our ChatGPT integration improves your event marketing campaigns!