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AI – The Secret Sauce for Your Next Event

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Are you tired of juggling spreadsheets, sipping lukewarm coffee, and dealing with “reply-all” email chains while planning your corporate events? Fear not! Say hello to your secret sauce: AI for corporate event planning!

Like a secret sauce’s unique blend of flavors, the technology advances in the events industry blend creativity, intelligence, and efficiency, resulting in solutions that captivate and empower. Cutting-edge AI is continuously enhancing the way we plan, produce, manage and follow up with events.

So, set down your “But First: Coffee” mug and pull up a seat at the flavorful table of AI Powered Events! Learn how to maximize these AI tools that are at your fingertips. Gone are the days of bland, run-of-the-mill events. AI will help spice things up and empower you to craft truly personalized experiences.

I seem to do quite well for a stretch and at the end of the sentence I say the wrong cranberry.

– J.A.R.V.I.S.
Artificial Intelligence
Created by Tony Stark

How much should we depend on AI while planning corporate events? The key to successful event planning lies in staying ahead of the curve and embracing innovative solutions, while indulging your creative instincts.

From personalized experiences to smart scheduling and beyond, the AI tools I have outlined below will unveil the potential of AI, in creating a truly unforgettable and impactful – not to mention easier-to-plan – corporate event! So, let’s scootch on up to the AI table (as I briskly yet elegantly snap my dinner napkin off to the side and lay it across my lap), and indulge in this feast of cutting edge event planning AI tools!

The Viral Surge of ChatGPT

Since this one is already very popular, I’m jumping right in to Open AI’s ChatGPT. This is a language processing system that has been trained on a massive amount of diverse text data from the internet. It is an advanced AI language model that is specifically designed for generating human-like text in natural language conversations. It can understand and generate text in a conversational context, making it well-suited for tasks such as chatbots, virtual assistants, and interactive text-based applications.

ChatGPT can engage in interactive conversations with users, allowing it to act as a chatbot. You can provide text prompts to ChatGPT, and it will generate responses based on patterns it has learned during training. It can answer questions, provide explanations, generate creative text, and perform various other language-related tasks.

Enter your request into ChatGPT and watch your event details come together. This tool can help you to be massively productive, especially with the more monotonous details.

Here’s a sample:

I entered into ChatGPT:

“Write two sentences about why it’s a good idea to register early for a corporate event in Chicago.”

The reply:

Registering early for a corporate event in Chicago is highly recommended as it secures your spot and ensures you don’t miss out on valuable networking opportunities and preferred sessions or workshops. Additionally, early registration often comes with discounted rates and early-bird perks, making it a cost-effective choice for both attendees and the company.

And then I entered:

“Translate the first sentence into Spanish.”

It did, perfectly.

And then:

“Translate the first sentence into Pig Latin.”

Okay, that one was just for fun but it did a “eallyray eatgray objay!”

If you’re generating an event’s agenda, use ChatGPT to create it quickly. For example, I entered this information into Chatbot:

Assume a National medical device sales meeting, to be held August 4 – 7 2023. 

Include sessions such as The Future of Medical Devices as they Pertain to Sports and Orthopedics, Developing Lasting Business Relationships With Physicians, Meeting New Prospects, Staying Ahead of the Competition, Using Technology to Manage Customer Relationships.

Create a table for this agenda with the following columns: Date, Time Frame, Title, Session Description and Objectives.

I quickly received a well-crafted agenda with several more topic and agenda item suggestions, along with well-written session descriptions. It’s not perfect, and you won’t use exactly what’s generated, but it will give you running start so that you can edit rather than create from scratch, tighten it up, and move quickly in to the designing and branding phase.

Event Schedule Coordination

Crafting the perfect event schedule can be a logistical nightmare, with countless moving parts to coordinate and keep updated. AI comes to the rescue with smart event scheduling capabilities. By factoring in attendee availability, session popularity, and content relevance, AI algorithms can generate optimized schedules that minimize conflicts and maximize engagement.

The result? A seamless event flow that keeps attendees engrossed and energized!

More Event AI Tools

Bizzabo: Bizzabo is an event management platform that utilizes AI to automate event registration, personalized recommendations, and attendee engagement. It can also provide valuable insights into attendee behavior and preferences.

Social Tables: This AI-powered tool helps you design and plan event layouts and floor plans. It can optimize seating arrangements, manage attendee check-ins, and improve overall event logistics.

Grip: Grip is an AI-powered networking platform that helps attendees connect with relevant contacts based on their interests and preferences. It can facilitate valuable networking opportunities during your corporate event.

Conversica: Conversica is an AI chatbot that can assist with event registration, answer attendee inquiries, and provide real-time support during the event, reducing the need for manual intervention.

Pathable: Pathable is an AI-driven mobile app that enhances attendee engagement and networking. It offers personalized agendas, facilitates attendee interactions, and provides data-driven insights for event organizers. More on engagement later.

AI-Powered Personalization Tools: Tools like Dynamic Yield can help you personalize event content, marketing messages, and communications based on individual attendee preferences, creating a more tailored experience.

EventBots by 42Chat: EventBots are AI-driven chatbots specifically designed for events. They can provide event information, manage schedules, and facilitate attendee engagement through messaging apps like WhatsApp or SMS.

Data Analytics Tools: Tools like Google Analytics or Mixpanel can help you analyze attendee behavior on the event website, track registration trends, and gather insights to optimize event planning and marketing strategies.

Of course we can’t talk about events without discussing how to create more engagement! Tools such as Slido and Mentimeter are popular AI-driven engagement tools that allow event organizers to interact with the audience through live polls, Q&A sessions, and surveys. They create an interactive and dynamic event experience, encouraging attendee participation.

You can also use AI Gamification platforms that use AI algorithms to create fun and interactive games and challenges for attendees. These games can be integrated into the event app or platform to encourage participation and boost engagement. If you have the opportunity, implementing AR or VR technologies can also provide immersive and entertaining experiences for attendees, creating a fun, interactive and even educational environment.

Virtual and Hybrid Events: Virtual Event Platforms such as Hopin and Remo gained significant popularity during the COVID-19 pandemic. They use AI to power matchmaking for networking, personalize content recommendations, and offer interactive features to simulate in-person event experiences online. This is no Zoom! Using these platforms, for example, you could curate an entire digital event and then load it into the platform to create a full and comprehensive array of features for your event.

When choosing AI tools for event planning, ensure they align with your specific event requirements and integrate seamlessly into your event management workflow. These tools can enhance attendee experience, improve event organization, and make the planning process more efficient and effective.

Ethical Considerations

While AI offers tremendous potential for enhancing corporate events, it is essential to consider the potential ethical issues and data privacy concerns. Many organizations and AI research institutions were working on developing ethical guidelines and principles for AI development and deployment. These guidelines emphasize fairness, transparency, accountability, and the avoidance of biased and discriminatory outcomes.

For the most current information, I recommend checking with authoritative sources such as government websites, AI research organizations, and industry associations related to artificial intelligence. As of today, we are at varying stages of considering and implementing regulations for artificial intelligence technologies.

In Conclusion

Get ready to sprinkle a bit of AI stardust onto your corporate events, turning them from “meh” to “heck yeah!” Imagine your events with a dash of AI – like giving your recipe a modern twist with a secret ingredient. Let’s raise our virtual glasses to a future that’s smarter, quirkier, and a whole lot more engaging! Cheers to AI and a sprinkle of event magic!