Why You Should be Using AI for Event Planning

Event planners, are menial tasks and logistics keeping you from focusing on what truly matters at events? (Hint: It’s your attendees)

Don’t be afraid, let AI take over. From the first day of planning your event to curtain call – AI tools can streamline every step for you!

This way, you get to focus on creating engaging and memorable experiences for your attendees. You can be as creative as you want because AI is handling the mundane!

However, it’s easy to get lost in the constant flurry of new AI tools. Trust us, you don’t need them all!

vFairs CRO Michael Burns, proved this at DiscoverNext User Conference in Toronto. Micheal showed the audience 13 use cases and 10 tools (you’ll get 3 of these tools built-in if you use vFairs platform).

Now, we don’t like gate-keeping so here is a brief run down just for you!

Planning Phase

Tools like ChatGPT can help create quick event planning checklists so you take care of everything necessary. Specify basic details for your event in the prompt like “number of attendees” or “budget”, etc.

If you’re running a conference, managing and creating an agenda full of informative sessions is a massive take-on. vFairs AI Assistant can take care of creating session titles, descriptions, and speakers bios.

Find event sponsors by curating your pitch for them. Send bulk but specific emails to each prospect through tools like Clay.

Event Marketing Phase

No graphic designers, no lengthy ideation process, it all happens in minutes. Leverage adcreative.ai and create on-brand creatives for your online ads.

Use tools like Canva to generate event site collateral and unique high-quality images.

In-Event Phase

Focus on welcoming your guests and use facial recognition AI tools like FieldDrive to check them in completely hassle-free.

Onsite customer and tech support is also easy to manage without dispensing manpower. Train AI chatbots like Chatbase and they can answer attendee questions for you.

Use AI matchmaking to encourage attendees to meet the right people and create lasting relationships.

Post-Event Phase

AI can still be useful after the event is over by helping you understand how your event performed and analyzing attendee experiences. You can extract useful information and insights from the event by asking questions from vFairs AI Reporting Chatbot. You’ll get performance metrics within a few seconds.

If your attendees loved the sessions, reuse and repurpose that content for blog posts, newsletters, or social media with vFairs AI assistant. Within a few minutes, you’ll have content you can edit and share to extend the life of your event and even reach new audiences.

This is a non-exhaustive list. We could go on, but we’ll stop here before we lose you. If you’re curious, read our blog that covers 20 ways academia event planners like you can leverage AI.