Next-Level Management: How to Use AI in Events

Streamlined event management, reduced workload and stress, and faster task completion with just a few clicks and prompts; this is the transformative power of integrating AI in event management. In today's digital age, the adoption of AI in different industries is a strong trend, and the events sector is no exception.

With AI in event management, planners and managers enter a new era of innovation and efficiency. Here are six ways you can leverage AI in your events.

How to Use AI in Events

Despite the widespread use of AI in various industries, AI in event management is still in the early stages. A survey conducted among event planners and suppliers reveals that only 12% have actively implemented AI into their event planning or management process, despite 51% of them being aware of its potential in events. This suggests that while the concept is acknowledged, there is still a lot of room for growth in its adoption. 

If you are an event planner who agrees with the majority of event planners on the potential of AI in events yet find yourself unsure about how to fully leverage it, this list fits your needs. Here are six ways to utilize AI in events. 

1. Personalizing Event Experiences

As event-goers seek more personalized experiences, personalization has become a critical component of event success. One of the ways to optimize personalization in events is through AI. 

AI can analyze attendee data from previous events, such as attendee interests and past behaviours. It can also examine current data, providing you with up-to-date insights that can guide you in event planning. Using these sets of data, AI can form personalized recommendations for event experiences, and networking opportunities which is likely to interest individual attendees. 

2. Enhancing Customer Service With Chatbot

Businesses can no longer ignore the advantages of utilizing chatbots for customer service in today's age of technology. Chatbots powered by AI are digital programs created to mimic interactions with human users via the Internet. These automated helpers can be set up to respond to frequently asked questions and deliver details regarding a business or event, such as its schedule, program, maps, and more. Not to mention, they can be added to almost every event website, messaging app, and social media platform to deliver 24/7 service and support to customers. 

To use chatbots, attendees or customers just need to send their basic event-related queries, and the chatbot will instantly provide the necessary information. If the query is too complicated, chatbots can redirect customers to a real human customer service representative who can handle more complex issues or provide more personalized assistance. 

Besides enhancing customer service, it is also worth noting how AI-powered chatbots can help in reducing costs. Believe it or not, chatbots can help businesses save up to 30% in customer support costs. 

3. Improving Data Gathering, Tracking, and Analysis 

Using AI in data analysis is not breaking news. AI is widely recognized for its exceptional ability to efficiently analyze vast amounts of data. It leverages complex algorithms and computational power to sift through, interpret, and draw meaningful insights from data sets that can be overwhelming for humans. 

By using AI, you can gather, monitor, and analyze information from past events, market trends, and different platforms such as social media. These pieces of information can range from attendee sentiment and preferences to detailed individual opinions. From this data, you can get insights into what your attendees discuss or want in real-time, determine areas for improvement, and make data-driven decisions to plan your event. 

Another application of AI in events is tracking attendee movements and interactions during an event. Through this, you can obtain data on which sessions or activities were most popular and which attendees spent the most time at the event. Consequently, it enables you to understand how impactful your event is so you can make more informed decisions when planning your next event.

4. Creating Relevant and Engaging Content

From promotional content to website copy, AI makes generating engaging content more efficient than ever before. Employing AI to craft engaging content tailored to your event can significantly reduce the workload on your staff. With the help of AI, you can create compelling copy that engages your audience and effectively communicates your message. More complex AI models, such as DALL-E can also aid in creating content for videos or teasers and generate unique images to further enhance your output.

5. Increasing Inclusivity

In today's events industry, inclusivity is a key goal, and AI can play a crucial role in achieving exactly that. One way AI can achieve this is through a seamless language translation function, Google translate has nothing on this AI capability. This  helps all attendees at international events feel included by breaking down language barriers and making presentations and discussions accessible to a global audience.

Furthermore, AI can enhance accessibility for attendees with special needs or disabilities. For example, AI-driven chatbots and virtual assistants can offer an effective communication solution for attendees who are deaf and or have speech impairments. These innovative tools allow for text-based communication, enabling attendees to ask questions, provide feedback, and engage with event organizers and other participants through text messages or typing interfaces. 

Ultimately, these comprehensive approaches to inclusivity, powered by AI, ensure that every attendee can fully participate and benefit from the event, regardless of where they’re from or their physical ability.

6. Strengthening Sustainability Efforts 

AI may not have been popularized for its contribution to sustainability efforts, but there are ways this emerging technology can contribute to a greener earth. As a matter of fact, two-thirds (66%) of companies are either executing or planning to apply AI to address their sustainability goal. 

Focusing on sustainability in event management, AI can help in planning more sustainable events by predicting the number of attendees and optimizing resource allocation so you can reduce energy usage and waste. Additionally, AI can suggest environmentally friendly practices based on data, enabling you to plan your events in a more sustainable way.

Challenges of Utilizing AI in Events

Although AI is an incredibly powerful tool, it is not without disadvantages. If you plan to integrate AI into your planning processes soon, here are the potential challenges of utilizing AI in events that you should be aware of. 

1. Security and privacy concerns, such as exposing sensitive data and personal information
2. Collection of high-quality and relevant data and ensuring that they are free from biases
3. Misinformation regarding content creation
4. Ethical considerations around the use of AI in events, including issues related to surveillance and consent.
5. Technical glitches or failures

Introducing a Cutting-Edge Solution for Event Management

Looking for a tool to simplify your event planning and management?

StaffConnect is an event management software that helps you enhance your event management by streamlining event planning processes and automating routine tasks. It is designed with technologically advanced tools such as automatic notifications, GPS check-in and out, a centralized talent database, live chat, a communications hub, and a survey designer. Whether you're organizing a small get-together or a large-scale event, StaffConnect provides the tools you need to ensure everything runs smoothly. 

Embrace technology in your processes today and experience event planning like never before.

Book a 15min demo today and see how you can transform your events.