Planning Pod Blog

 

Fresh insights and best practices for event professionals

Whether you’re an event venue, a professional event organizer, or the de-facto event planner for your organization, creating the best experience for potential attendees can feel overwhelming—especially with event industry statistics suggesting that we’ll see the return of full in-person live events in the upcoming year.

Fortunately, with the right artificial intelligence and event automation tools, you can transform your workflow, boost your event marketing strategy, and generate event planning campaigns more efficiently—all while creating an outstanding experience for event attendees. 

In this article, we’ll talk about:

  • The role AI plays in event management 
  • How to incorporate AI in your next event and use cases 
  • Best AI tools for event professionals 
  • Other must-have event management solutions 
  • How to incorporate these event planning tools into your business

The role of AI in event management

Over the last few years, artificial intelligence (AI) tools have opened up countless new opportunities—from managing our daily routines to planning events. With advances in AI technology, AI has become an integral component in business management, with smart machine-learning algorithms to streamline workflows, enhance marketing efforts, and provide personalized experiences to consumers.

In the event management industry, artificial intelligence provides innovative tools that save time with planning and elevate the attendee experience. AI technology can help with a wide range of event planning tasks, such as event schedule optimization and attendee follow-up, to simplify the process for event planners and organizers. In addition, AI algorithms can help analyze attendee data and provide valuable insights to improve the event experience.

Overall, AI is transforming the event planning industry with efficient solutions. With artificial intelligence, event planners and venue owners can analyze metrics to make informed decisions for future events, create event agendas, and ensure successful events.

Incorporating AI into your next event

Artificial intelligence can make all the difference in your next event, but how can you incorporate AI tools into your planning process? From sales and marketing to event scheduling, here’s how AI technology can help with event management.

  • Answer attendee questions: From event timelines to check-ins, potential attendees expect a go-to resource for their questions and concerns regarding the event. AI chatbots provide valuable assistance with planning by handling frequently asked questions, sending reminders, and providing recommendations based on attendee preferences.
  • Ensure event safety: With advances in facial recognition software, AI can be used to scan and identify event attendees who are supposed to enter the event and prevent entry from those who aren’t. AI can also process large amounts of data with predictive analytics models to better understand what’s happening in real-time, helping organizers plan for future events and enhance their safety protocols.
  • Generate event agendas: AI-powered event apps like ChatGPT can help organizers generate event agendas by training machine-learning algorithms on previous agendas. From there, you can provide the AI tool with a prompt, including information about the event and the desired topics for your agenda.
  • Create personalized content: If you’re trying to reach a specific demographic, AI content generator tools can help you create ultra-personalized, attention-grabbing content for your target audience. AI technology can help event planners create pre-event emails, personalized reminders, and appropriate post-event follow-ups for different audience segments.
  • Develop post-event reports: AI event tools can help with post-event summary reports by reviewing data analytics, attendance details, feedback from event attendees, and any other significant information to help you plan successful events in the future.

Best AI tools for event professionals

From automating repetitive tasks to managing attendee data, AI technology can completely transform your planning process. 

With the right AI tools for event management, you can easily automate workflows, integrate planning software across different applications, and reduce planning time. 

Here are the best AI tools to help plan successful events.

AI chatbots

When potential attendees have questions or concerns about an upcoming event, AI chatbots can help. AI chatbots provide 24/7 assistance to event attendees by answering frequently asked questions and addressing pre-event concerns. They can also simplify the planning process for organizers by automating tasks, such as sending reminders and collecting RSVPs.

At the same time, chatbots can help with collecting post-event feedback, allowing organizers to gain insights into their target audience and improve future events based on feedback.

ChatGPT

ChatGPT, a powerful language model developed by OpenAI, develops human-like text based on a given prompt. AI-generated content can transform the planning process for organizers and marketers, helping save time with streamlined content generation.

With ChatGPT, planners can quickly generate wide-ranging content, from event agendas and speaker biographies to marketing materials, such as social media posts and emails. Not only can ChatGPT help event planners save time and resources, but it can also help them improve the quality of their event marketing content.

In addition to content marketing, ChatGPT can be used for specific planning tasks, such as language translation. From wedding planning to conferences, ChatGPT event planning is an incredibly versatile tool that can be used for different purposes in the event industry.

Translators and closed-caption tools

No matter what kind of event you’re planning, AI-powered translators and closed-caption tools help enable communication and accessibility for all attendees regardless of their language or hearing abilities.

AI translators provide real-time translation into multiple languages, helping combat language barriers during presentations and discussions. Meanwhile, closed-caption tools provide real-time transcription of spoken language into text, allowing attendees with hearing impairments to follow along. Ultimately, AI technology can improve the overall experience by reducing confusion and increasing attendee engagement during events.

Voiceovers

AI voiceovers can be a helpful tool in event planning, providing cost-effective tools to deliver information to attendees. With voiceover apps, organizers can easily pre-record messages with key event details, schedules, directions, and other important information. Businesses can also create a synthetic voice that represents their brand and use it consistently across their content.

Once they’re recorded, AI voiceovers can play at different locations and times throughout the event, reducing the need for staff to repeat the same information. Voiceovers can also add a professional touch to the event, making it more engaging and memorable for attendees.

Virtual AI speakers

Artificial intelligence has made it possible for computer-generated voices to sound more natural and human-like, which has led to the rise of virtual AI speakers in recent years. Not only can AI speakers help organizers reduce their planning costs, but it’s possible to generate high-quality speeches in seconds for efficient virtual event planning.

Virtual AI speakers also offer greater accessibility. For example, people with disabilities or language barriers may have problems recording speeches. However, they can use virtual AI speakers to create quality speakers that convey their message.

Matchmaking software

AI matchmaking software can be a powerful tool to boost attendee engagement, increase meaningful interactions, and create networking opportunities among attendees. By leveraging machine-learning algorithms, matchmaking software recommends relevant events, connections, and content for potential attendees.

From there, prospects can choose to attend events based on their preferences. The algorithm aligns itself with the decisions made by prospects to improve suggestions and provide valuable insights into your target audience.

Other event management tools to automate your business and improve your event experience 

Although the terms ‘automation’ and ‘AI’ are sometimes used synonymously, there are some key differences. Like automation, AI is designed to streamline tasks and accelerate workflows. However, automation focuses on repetitive tasks that give you more control over the outcome and allow you to create customized workflows that fit your business.

While AI can bolster your event business, you should also have automated planning tools for event professionals that add convenience to your planning process and help them run their business. 

Here’s how Planning Pod’s all-inclusive event management software can help you save time, effort, and money with automation.

Productivity and project management

When it comes to event planning, you need to stay on top of bookings, appointments, timelines, and budgets to keep everything running smoothly. Planning Pod’s productivity and project management tools offer at-a-glance dashboards and reports so you can keep track of pricing, itineraries, and more. This way, you’ll never have to worry about exceeding your budget or forgetting to check tasks off your to-do list.

Event planning layout and design

You’ll need visual tools to share ideas with your team and clients to bring your vision to life. With event layout and design tools, you can create realistic room diagrams, event layouts, and seating arrangements—even if you don’t have any design experience. From vision boards to floor plans, event technology can help you turn your vision into a successful event.

Attendee and registration event management

For an amazing attendee experience, you need seamless processes to collect RSVPs, payments, and attendee details. Planning Pod’s attendee and registration management tools help organizers build custom event websites, create tickets, launch online registration forms, and more. In turn, you’ll be able to easily check in attendees, manage your headcount, and process payments on the event day.

Prospecting and billing management

Between coordinating with clients and tracking payments, prospecting and billing can be an incredibly time-consuming process. Fortunately, prospecting and billing management tools can help you manage your sales pipeline, create customized contracts, and collect electronic payments. 

Depending on your planning needs, you can create reusable templates for contracts, proposals, and invoices—or invite customers into a client portal where they can easily sign documents, make payments, and more.

Collaboration and communication

Event management requires back-and-forth between staff, vendors, contractors, and clients. Fortunately, collaboration and communication tools can act as a centralized CRM manager and inbox for tracking event and client communications. Planning Pod also offers flexible permission settings so you can share valuable insights and planning tools across your team without missing a beat.

Automate your business with artificial intelligence and smart event management solutions

Whether you’re planning large-scale corporate events, organizing weddings, managing exhibitors, or running a concert hall or event venue, an all-inclusive event management system is a non-negotiable tool for organizing and scaling your event business. Planning Pod can make all the difference for event professionals, from automating your workflows to staying organized throughout the process.

Planning Pod is a centralized event and venue management solution with boundless possibilities. Consolidate your business data, streamline workflows, and start saving 62+ hours of busywork a month with Planning Pod today >>