AI for Event Management

We all know how time-consuming organizing an event can be, especially for us Assistants who are often the go-to person for AI for Event Management in our organizations but have a million other tasks to juggle. AI tools like ChatGPT have become indispensable, helping us free up time by streamlining processes, providing solutions to tricky questions, and making our days more efficient.

If you’ve already embraced AI for Event Management for some tasks, you’re on the right track. If not, let’s explore how to use AI for Event Management together.

AI Development and Its Impacts

It’s incredible how quickly AI for Event Management has evolved since ChatGPT’s debut in late 2022. As Assistants, we might be wary of new technologies or struggling to keep up with constant updates and the introduction of new platforms, but AI for Event Management’s ability to handle repetitive tasks can be a lifesaver. We all know how packed our days are, and integrating AI into our workflows means we can offload those mundane tasks, giving us more time to focus on the creative and strategic aspects of our role. Event planning is a perfect example because, as we all know, there’s a ton of admin involved, and AI for Event Management can handle a lot of that heavy lifting, leaving us to focus on the elements that truly make an event shine.

Let’s break down different aspects of event planning and see how AI for Event Management can support us.

50 Essential Chrome Extensions for Executive Assistants

The guide lists 50 great Chrome Extensions for Productivity and time management.

With 50 handpicked extensions, this guide is your ticket to a more productive, efficient, and enjoyable browsing experience. Get your free copy now and start supercharging your Chrome!

    Event Conceptualization

    Picture this: your executive just dropped an event request in your lap. No brief, no details—just, “We need a corporate team-building event.” Sound familiar? ChatGPT can jumpstart your brainstorming. Try these prompts:

    • “Suggest unique team-building activities for a corporate event.”

    • “What are some innovative themes for an office away day?”

    AI for Event Management can provide a list of activities, such as escape rooms, cooking classes, or outdoor adventure games. We can then tailor these ideas to fit our company culture and make the event a success.

    Venue Sourcing

    Need to find a venue in a city you’ve never been to? AI for Event Management can help:

    • “Recommend venues in New York for a 200-person tech conference.”

    • “What are some top-rated conference venues in San Francisco?”

    AI for Event Management gives us a solid starting list, but of course, we still need to verify details, check availability, and consider virtual tours to make the final call. It does, however, take care of the initial research, saving us a ton of time.

    Event Marketing

    Let’s be honest—crafting promotional materials can be time-consuming. AI for Event Management can handle the first draft:

    • “Create a social media post for our upcoming wellness retreat.”

    • “Write an email invitation for our annual sales conference.”

    ChatGPT will generate engaging content that we can tweak to match our brand’s tone. Whether it’s a catchy Instagram caption or a professional email draft, AI helps us get started faster.

    Event Sales and Sponsorship

    Have you been asked to approach potential sponsors? We know this can be one of the more daunting tasks. AI for Event Management can help with both brainstorming and outreach:

    • “List companies that might sponsor a tech conference.”

    • “Draft an email to potential sponsors for our charity gala.”

    ChatGPT helps identify companies in relevant industries and can draft a personalized outreach email, cutting down our research and writing time significantly.

    Event Logistics

    Managing logistics is one of those tasks that can quickly spiral out of control. AI for Event Management can help us stay on top of everything. Try these prompts:

    • “How many people can fit in a 500-square-meter ballroom?”

    • “Create a Gantt chart for a one-day conference.”

    AI for Event Management can provide quick estimates for venue capacities and create draft planning documents, which we can refine based on our event’s specifics. No more spending hours manually calculating layouts!

    Content Creation

    If we’re prepping for an event, there’s usually a mountain of content to create—speaker briefs, keynote presentations, panel discussion notes—you name it. AI for Event Management can take some of this off our plate:

    • “Write a session description for a keynote on AI in healthcare.”

    • “Summarize this interview transcript into key points.”

    We know our executives expect polished materials, so we still need to refine the output, but AI gives us a strong starting point.

    Summarizing and Structuring Information

    We’ve all sat through those long event planning meetings where everyone has an opinion about the tiniest details. Instead of drowning in notes, use AI for Event Management to extract key takeaways:

    • “Summarize this meeting transcript into actionable items.”

    • “Create a bullet-point summary of this event planning session.”

    This ensures we focus on the main points rather than getting lost in debates about table centerpieces or badge designs!

    20 AI Tools for Event Management

    Planning events while juggling a million other tasks? AI for Event Management tools can help streamline processes and free up valuable time. Here are 20 AI-powered tools Assistants will love:

    iPlan.ai

    • Description: A smart travel planning app that uses AI to create personalized itineraries.
    • Use Case: Great for organizing travel plans for events, ensuring all details are covered.
    • Cost: Free

     

    Nowadays

    • Description: AI-powered corporate event planner that helps secure competitive venue bids and provides destination and activity recommendations.
    • Use Case: Perfect for corporate events needing venue and activity planning.
    • Cost: Freemium

     

    Nowy

    • Description: AI travel social planner that creates custom itineraries and uncovers hidden gems.
    • Use Case: Useful for planning travel and social activities for event attendees.
    • Cost: Free trial

     

    Agenda Hero

    • Description: Turns unstructured text into calendar-ready events.
    • Use Case: Ideal for quickly creating event schedules from emails or newsletters.
    • Cost: Free

     

    Osito.AI

    • Description: Simplifies organizing company retreats, family reunions, and wedding venue bookings.
    • Use Case: Great for large-scale event planning requiring accommodation and venue booking.
    • Cost: Freemium

     

    Mayday

    • Description: AI-integrated calendar tool that automates event scheduling and team coordination.
    • Use Case: Excellent for managing multiple schedules and optimizing meeting times.
    • Cost: Free

     

    Groove

    • Description: Suggests personalized event ideas for outings based on preferences.
    • Use Case: Useful for brainstorming unique event activities.
    • Cost: Freemium

     

    Intellivent

    • Description: Automates task delegation, scheduling, and team communication.
    • Use Case: Perfect for managing the logistical aspects of events.
    • Cost: Freemium

     

    Caleaz

    • Description: Event planning tool that helps with RSVP management and online form creation.
    • Use Case: Ideal for handling event invitations and attendee management.
    • Cost: Free trial

     

    Katch

    • Description: Scheduling tool that simplifies meeting coordination via email.
    • Use Case: Great for organizing pre-event meetings and follow-ups.
    • Cost: Free trial

     

    Gatherly AI

    • Description: Event planning tool featuring AI customization and engagement solutions for various events.
    • Use Case: Useful for trade shows, career fairs, and recruitment sessions.
    • Cost: Freemium

     

    Designs.AI

    • Description: Creative tool for content creation with logo and video makers, copywriters, and design templates.
    • Use Case: Ideal for creating promotional materials for events.
    • Cost: Free trial

     

    AiGenda

    • Description: Instantly generates meeting summaries, highlights tasks, and provides swift access to essential information during virtual meetings.
    • Use Case: Great for summarizing event planning meetings and follow-ups.
    • Cost: Free trial

     

    Focus Fox

    • Description: Enhances productivity by efficiently managing events and minimising distractions.
    • Use Case: Useful for staying organized and focused while planning events.
    • Cost: Free

     

    AI Survey Maker

    • Description: Tool for creating surveys, forms, quizzes, and questionnaires.
    • Use Case: Ideal for gathering feedback before and after events.
    • Cost: Free

     

    Aimbly Assistant

    • Description: Enhances meeting efficiency by recalling, summarising, and acting on past discussions.
    • Use Case: Useful for keeping track of event planning meetings.
    • Cost: Freemium

     

    PlanTrip.ai

    • Description: AI-powered travel planner that creates custom itineraries based on interests and budget.
    • Use Case: Perfect for organizing travel plans for event participants.
    • Cost: Freemium

     

    Roam Around

    • Description: AI travel planner that crafts hyper-customized travel plans.
    • Use Case: Great for creating detailed itineraries for event attendees.
    • Cost: Usage-based

     

    Attendease

    • Description: A comprehensive event management platform that simplifies event planning, execution, and reporting.
    • Use Case: Attendease is perfect for end-to-end event management. It offers tools for building event websites, managing registrations, handling event logistics, and gathering post-event analytics. This platform is ideal for assistants who need to manage multiple aspects of an event in one place, ensuring everything runs smoothly from start to finish.
    • Cost: Custom pricing based on event needs.

     

    Murf.ai

    • Description: An AI voiceover tool that creates high-quality voiceovers from text in multiple languages and accents.
    • Use Case: Murf.ai is ideal for creating professional-grade voiceovers for event promotions, announcements, and presentations. Assistants can use this tool to produce engaging audio content for videos, social media, and event apps without needing a professional recording studio. It’s especially useful for making last-minute script changes or creating multilingual content to reach a broader audience.
    • Cost: Subscription-based pricing with a free trial available.

     

    Attendease

    • Description: Another mention for Attendease, highlighting its robust features for managing corporate events, conferences, and meetings.
    • Use Case: Attendease stands out for its ability to streamline complex event workflows. It integrates seamlessly with various marketing and CRM tools, making managing attendee data and event communications easier. Assistants can automate repetitive tasks like sending reminders, tracking attendance, and collecting feedback, allowing them to focus on delivering a memorable event experience.
    • Cost: Custom pricing based on event needs.

     

    These AI for Event Management tools cover a wide range of needs, from venue sourcing and travel planning to content creation and logistics. As Assistants, we’re always looking for ways to work smarter—not harder—and AI is a game-changer in helping us stay ahead of the curve while keeping our sanity intact. The role of Assistants is evolving, and staying ahead means mastering digital tools, automation, and AI. The Digital Assistant Online Course is designed specifically for Assistants like you—those who want to leverage technology to enhance productivity, streamline workflows, and stay indispensable in a fast-changing workplace.

    Share this article:

    Facebook
    LinkedIn
    Threads
    X
    Email
    Picture of Nicky Christmas

    Nicky Christmas

    I'm Nicky, the Founder and CEO of The EA Campus. Let’s continue the conversation over in our communities.

    The EA Campus Newsletter

    Join 30,000+ Assistants receiving our carefully crafted weekly newsletter packed with valuable tips, tricks, and insights tailored specifically for Assistants like you.