The Role Of AI In Event Management

If you’ve ever hosted an event before, you know how tedious a process it can be to both plan and manage your event from start to finish. But event management doesn’t have to be such a tedious process, especially if you have help managing it. It doesn’t even have to be human. It can be the help of artificial intelligence (AI) tools. 

Ever since AI has blown up, it’s streamlined work efficiencies across the map, in several different sectors. AI has helped in customer service roles through chatbots, cybersecurity roles through monitoring and analyzing behavioral patterns to detect unusual activity, content creation by helping with research and editing, and more. You, too, as an event organizer, can use AI! AI in event management will streamline your processes and improve the attendee experience. Let’s learn how! 

What Is the Potential of Artificial Intelligence for Events?

There’s a lot of potential for artificial intelligence in events. Things like chatbots, virtual assistants, and facial recognition can help create immersive and safe attendee experiences, while also streamlining the process that you, as an event organizer, deal with. 

Let’s face it: event professionals have a lot on their plate (such as navigating the whole event lifecycle) and the pressure of pulling off a successful event can be time-consuming and draining. You have to consider the before, during, and after of an event. That’s right — the event isn’t over just because it has physically come to an end. You have to gather feedback so you can start planning your next one. 

You should know all too well that an event organizer’s job is never really done. But AI can help offload a wide range of tasks so that you can focus on other important to-do’s for your event. Let AI handle the event logistics while you handle the creative aspects and you’ll truly have successful events. 

5 Ways in Which AI Can Take Event Management to New Heights

So, are you ready to take your event management process to new heights? Here are a few ways AI tools can supercharge your event planning management. 

1. Simplifies Event Planning

Wonderinghow to streamline event planning with automation?

AI in events can simplify your event planning process from start to finish. Use AI to take virtual tours of potential venues and to check venue availability and pricing. AI can also help with your budget and analyze data and trends to suggest cost-saving measures. You can use AI tools to create targeted marketing campaigns and monitor social media platforms. Doing so will allow you to assess your event’s impact and make real-time adjustments as needed. 

Plus, AI can create your event schedule for you, so you don’t have to. All you really have to do is input your event details and AI will take care of the rest. Since planning the schedule is one of the most time-consuming parts of planning an event, this will free up a lot of your time to focus on other areas, such as communicating with your speakers, vendors, and sponsors, and creating quality content so that your event will be memorable and impactful. 

2. Improves Event Experience and Attendee Engagement

Using AI in events can even benefit your event experience and attendee engagement. One example of how AI can improve attendee experiences is by matching attendees based on interests and professional backgrounds. You can deepen connections and create networking opportunities for your audience members. 

AI-powered chatbots can further engage your attendees. Chatbots are great at answering questions, providing information, and even offering guidance throughout your event. Did you know that AI can even help you create an accessible and inclusive environment? With the help of artificial intelligence event tools, you can provide real-time language translation services and accessibility tools, such as assistive communication, captions, and the like. 

Creating an accessible event will definitely improve the event experience and make your audience more engaged. 

3. Streamlines Administrative Tasks

Administrative tasks are time-consuming and boring. So, why not hand them off to AI? Yes, AI can even handle the nitty-gritty tasks that no one else wants to do. AI can handle everything from email and calendar management to data entry, customer support, and beyond. What this looks like is: 

  • Email management: Sorting and prioritizing emails and sending automated responses to common questions.  
  • Calendar management: Scheduling meetings, appointments, and events, sending out invitations based on availability, and sending reminders. 
  • Data entry: Extracting data from documents, forms, and databases, and then removing duplicates, correcting errors, and formatting data.
  • Customer support: Answering common questions, providing information, and resolving issues in real-time 

AI can also help with venue selection, budget management, attendee management (like registration and selling tickets!), and more. 

4. Provides Personalization at Scale

You gotta connect with those around you. And the best way to connect with your target audience is through creating personalized content. 

Of course, you want your event to be a personable experience for your potential attendees. Personalized content will grab your potential attendees’ attention and make them feel connected to you and your brand. You can use AI to generate personalized emails, reminders, and post-event follow-ups. You can even gear them toward different audience segments based on various behaviors and interests. 

AI is great at analyzing user behavior and preferences. Use it to recommend products or content that resonate with your audience based on their behavior and preferences. 

5. Optimizes Events With Predictive Analytics

The future can’t be fully predicted. But with AI, you can predict trends and patterns through predictive analytics to help you make informed decisions about the future. You can even use these analytics to make data-driven decisions in real time. As data flows in, AI algorithms can quickly analyze it, enabling you to make immediate adjustments. Quick data-driven decisions can improve the attendee experience and maximize event return on investment (ROI)

With this AI event technology, you can easily analyze the most effective channels and predict which sessions will be the most popular. This way, you can allocate your resources and budget in the most efficient way possible. It’s a great way to make sure you’re getting the most out of your event planning efforts.

Also, if you’re worried about risk management, AI can help there, too. Use predictive analytics to identify potential risks or issues and then come up with a battle plan in case those issues arise. 

AI-Powered Tools for Events You Should Know

With so many AI-powered tools to choose from, it can be overwhelming to narrow it down and choose the right one. If you’re interested in trying AI out in your next event, here are a few tools to consider using. 

AI Tools To Provide Personalized Recommendations

AI tools can provide personalized experiences and recommendations based on attendee behavior. Here are a few tools you can use for this purpose: 

  • Recommendations AI: Delivers personalized product recommendations through machine learning models.
  • Optimizely: Provides multiple testing tools and website personalization features.
  • Insider: Predicts future behavior to provide personalized recommendations. 

Chatbots To Assist Attendees’ Queries

Your attendees shouldn’t have to wait to get the information they need. Here are a few chatbots that will assist you in answering common questions for your event: 

  • Capacity: Provides personalized responses regarding FAQs, venue information, and parking specifics. 
  • SpotMe: Tailored for mobile use only and provides real-time event updates, personalization, and networking opportunities. 
  • BotPenguin: Assists in check-ins, notifications, surveys, etc. 

AIs That Provide Predictive Analytics

If you’re looking for valuable insights, predictive analytic tools are your best bet. Try these ones out on your next event: 

  • Alteryx: Forecast data models easily with a low coding background. 
  • RapidMiner: Automate data cleaning, determine trends in real-time, and view results in easy-to-understand visuals. 
  • Generate custom reports, track important event metrics, and view historical data. 

Facial Recognition Technology for Security

To put your and your attendee’s minds at ease, try out facial recognition technology. This technology will keep your event safe and secure. Make check-ins easier and keep uninvited guests out with these useful tools: 

  • Amazon Rekognition: Offers real-time and highly accurate face recognition across a wide range of applications. 
  • Microsoft Azure Face API: Detects, recognizes, and analyzes human faces in images, and provides emotion, age, and gender detection. 
  • FaceFirst: Provides real-time facial recognition and offers analytics and reporting. 

Virtual Assistants To Automate Workloads

Ready to automate your workloads? Try out these useful AI tools: 

  • Automation Anywhere: Provides robotic process automation (RPA), task automation, and workflow automation. 
  • Google Assistant: Set reminders, manage your calendar, integrate with Gmail and Google Drive, and control smart home devices.  

Augmented Reality (AR) To Create an Immersive Experience

Augmented reality (AR) can provide an immersive experience through gamification in events. Here are some great options for AR software: 

  • ARKit: Provides realistic AR experiences for Apple users, create product demos, virtual tours, and more. 
  • ARCore: Provides realistic AR experiences for Android users, create product demos, virtual tours, and more. 
  • Unity and AR Foundation: Create immersive games, virtual tours, and interactive installations. 

Leverage the Latest Event Management Technology With

Event organizers rejoice! If you’re looking for quality event management software, has you covered. With our event app management software, you get access to everything you need to plan your event from beginning to end. Promote and market your event, create event websites and landing pages, sell tickets, engage with sponsors, and more. Implement our software and let us take care of everything else.

Use to tell the world about your event and reach new audiences. We’ll help you create social media ads and campaigns, create sponsorship proposals and agreements, and lots more. And we don’t just take care of you before and during your event, we take care of you after your event, too. With our post-event analytics, you’ll have all the data you need to make more informed decisions about future events.

Try our demo and see how we can help streamline your event management process today.