How To Use AI In Events: 20 Ways To Empower Your Event

AI in events

Introduction

Gen AI is having its big moment, permeating every nook and corner of creation and human production. Sweeping the corporate realm, AI in events has also announced its presence with a bang, and is changing how we think and execute them.

Let’s face it, when planning blues hit hard and there’s too much to check and cross-check for the final day, managing an event can feel like juggling flaming bowling pins while blindfolded on a roller coaster. Does it not? AI solutions and tools can, in these moments of crisis, come as your little knight in shining armour to rescue your brain from flatlining and keeping the team’s rail on track. Let’s see how.

What is AI and why do you need it?

With Alexa and Siri, we’ve been greeted by AI for quite a while now. But it’s only in the last two years or so that it has made its way out of billion-dollar high-tech wizards’ chambers and into our homes to assist us on a daily basis. AI is a robot brain sans the metal framework, taught to think and learn like we humans do. The results have been pretty fascinating- as we see with artists experimenting with MidJourney on collaborative masterpieces or poetry written using ChatGPT going on to win prizes.

Just as Siri and the like have been game-changers as personal assistants, allowing people better control on their access to information and their surroundings, this new legion of AI tools can act as virtual assistants and a creative genius, helping you unlock new opportunities and yet untapped potential.

AI personal assistant
When it comes to event management, tasks big and small, from managing RSVPs to keeping track of dietary restrictions, one can find themselves under a mountain of paperwork and checklists. By employing AI for event planning, you can
  • Better productivity: By having AI do a lot of the bulk thinking, copywriting and drafting for you, your team can focus its energy on the more integral components of event management and not be bogged down by mundane tasks.
  • Automation: AI can automate data handling, queries, paraphrasing bios and other information for you.
  • Increased creativity: Generative AI gathers ideas from vast chunks of data to bring you the best, and this input can trigger the organizers’ creativity to really plan something out-of-the-box by mixing these ingredients in new and unique combinations.
  • Refined analytics: Whether it is to parse trends for deciding the segments of a conference or to refer to post-event analytics for making informed choices and enhancing future strategizing, AI is the super brain you need.

Top 20 uses of AI in events to enrich them

AI for event management

1. AI for event conceptualization: As artificial intelligence produces results by sifting through massive chunks of data, it is posited to give you the best recommendations on designing your event by focusing on the topics and issues that are of contemporary relevance and would gauge the maximum interest of your prospective attendees.
2. AI assistance to facilitate registrations: From designing elaborate registration forms with extensive detail helpful in customizing attendee experiences to collating and segregating data on the basis of tier pricing, group packages, etc., AI can simplify registration at both ends. Event registration softwares can also integrate AI for smart registration, answering FAQs and more.

3. AI as your research assistant: Following from the above, once you’ve got a skeletal structure of your event in place, you can put AI to task in finding out the best add-ons to turn your event from regular into the party of the year. From locating authentic talent to grace the occasion to deciding what kind of food menu would be most liked by the guests, you can increase your range of research input this way.
4. AI chatbots: Quite obviously, people are going to have questions, and a lot of those queries will overlap. Train an AI Chatbot to deal with repetitive queries and satisfy your audience with the relevant information and due care for their concerns. Whether it is a floor map or a speaker bio, such an AI assistant booth can also be installed at the venue itself to enhance ease.
5. Banish the organizational mayhem: You can leverage AI tools for event management to help you with a major chunk of logistics, from designing the event flow to allotting sessions and speakers to the most suitable time slots.

AI for event promotion

6. Social media saviour: There are numerous ways of securing digital traction with the help of AI. It can be a social seer that studies conversations happening online, gives you the trends to tailor your promotional content, address any prevalent concerns and keep a steady momentum going for the occasion. From writing cool social media post captions to designing a whole hashtag campaign for you, AI can help you do it all.
7. Custom idea bank: Right from naming your event around a particular theme to coming up with prompts, hashtags, captions, taglines, etc, for promotional activities and various interactive sessions, AI can extract the best ideas out there in a jiffy. No more scratching heads with your group sitting in a circle, praying for creative ideas to fall in your lap. With suggestions obtained using AI, your team can focus on refining and fine-tuning them for your particular needs, creating a masterpiece out of the clutter.

AI for event management

8. AI for copywriting: With AI, you can quickly produce first drafts of numerous introductory speeches, prepare bios and relevant intros of keynote speakers and guests of honour, assemble questionnaires, and create powerful visuals such as backgrounds and presentations for maximum impact.
9. UGC with AI: You can enlist AI to help you design a promotional campaign that specifically targets the audience you’re looking to invite to the event at hand. By surveying popular trends, breaking issues and audience inclinations, you can create hundreds of prompts to motivate people to come up with rich and diverse user-generated content that gets you further traction and keeps your brand and event as a hot topic of conversation.
10. Graded customizations: As AI reduces much of the burden of repetitive tasks and closely related, paraphrasing and personalizing works, you can spend time tailoring your invites, goodie bags and other promotional kits based on your guests’ preferences. They can be sorted either to cater to the reputed speakers’ or celebrities’ fancies, or on the basis of the ticket type the registrants have purchased. This added level of attention goes a long way in creating an enduring brand impression and aiding event recall.

AI for the D-Day

11. AI to break the ice: AI algorithms have made it possible to analyse available data, such as that collected from registrants’ forms or from their social media profiles to match them on the basis of shared interests and backgrounds. Such matches can simplify seating arrangements and also benefit the attendees in networking and exploring personal opportunities.
12. Interactive AI Booth: AI event activations can singlehandedly amp up the occasion for optimum engagement and fun. An AI Photo Booth, as designed by GoKapture, is your magic lamp to fulfill the guests’ wishes- help them step into the shoes of their favourite superhero or take them on a gondola ride in Venice.

13. Front-row showrunner: An AI assistant can help you expertly manage all the departments you need to keep the show going steady. From assigning roles to ground staff and monitoring progress to taking informed decisions based on real-time insights and user preferences, you can breathe easy and deliver a well-rounded experience for all.
14. Personalized experiences: AI in events can also adapt to attendee preferences, gauge their profiles to suggest the best activities and sessions, and give better recommendations to improve audience satisfaction. The same can also be directed towards customizing digital swag, organizing specific meet-up zones or even recommending activities beyond the event’s scope, such as sightseeing and dining options for guests to get the best experience out of their trip. Such gestures of hospitality are greatly appreciated and will help your brand stand out.
15. Interactive art installations: Interactive displays and AR-integrated art installations are already changing the landscape of events. By incorporating AI, you can take this assemblage to the next level. You can have spoken words and gestures interpreted by AI tools into visual art in real-time. Furthermore, AI can transform Digital Photo Mosaic Walls and AR Mind Readers by responding to the attendees’ movements and other inputs to diversify engagement routes and personalize them.
16. AI-led live creations: AI can be the brush in the hands of your attendees that helps them create a masterpiece. With AI event activations, you can enable your guests to create art with prompts, as Heinz did as a testament to its brand value, or compose a musical number in a collaborative effort.

17. Ease of access: You can make your event more accessible and inclusive with the right use of AI. By offering detailed sight maps, entryways for differently-abled people, live translations and more through various AI tools, you can leave a distinct mark on your attendees.
18. Lead generation and feedback collection: Artificial intelligence can be used to create surveys, polls and other media to collect user preferences and detailed, organised feedback on what was a hit and what missed.

AI for post-event analytics

19. Minutes of the event: AI tools may be employed to keep track of the event in a more organized manner. They can be used to create minutes for anyone’s reference and future planning, being particularly useful at conferences.
20. AI-enhanced analytics: Post-event insights collated and studied with the help of AI help not only more accurate ROI assessment but also uncover trends and refine the designing and management of any future events.

Conclusion

AI isn’t a replacement for talented and capable individuals. It is a powerful tool that helps one work smarter, not just hard. Like Remy under your sous chef hat, AI in events can help you cook real magic, provided you truly understand its abilities and establish a collaborative relationship with it. Businesses are rapidly transitioning to AI-assisted workforces. The future of events is here, and it’s powered by artificial intelligence!

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