The power of technology never ceases to amaze. Even after 37 years in the industry, just when we think we’ve seen it all, something new comes along. Today, AI in event planning is taking centre stage, making coordination more streamlined than ever—especially when you have the right tools and resources at your fingertips.
The Benefits of Using AI at Your Events
Looking Before Booking
What if you could explore potential venues from the comfort of your home—no travel, no rush, and no need to hop between locations to find “the one”? With Huvr Inc. you can. Their innovative virtual touring technology allows users to experience event spaces remotely while offering customizable experiences tailored to your needs.
And it doesn’t stop at events—Huvr Inc. technology extends into industries like news, healthcare, education, sports, and real estate. Talk about multitasking at its finest!
Powered by machine learning, Huvr’s platform is intelligently designed to save you time by understanding your preferences through online chats, tour feedback, and user behaviour. It quickly compares venues based on your specific event requirements, budget, and availability, analyzing data in seconds to present you with a curated list of options.
It’s a true game-changer, streamlining the research process so you can focus on what really matters: creating an exceptional event experience.
AI Personal Assistant
Sometimes the creative juices just don’t flow. That’s where AI in event planning lends a hand, using tools like ChatGPT to help generate ideas, brainstorm strategies, and refine your vision when you need a little boost.
While it has its limitations and relies on using the right prompts to achieve the best results, it’s still a great starting point when you’re stuck. And remember—when in doubt, we’re always here to help, too!
We may not deliver results in milliseconds, but when it comes to executing events in real time, we’ve got it down to a science. While technology is fast, nothing beats the precision, creativity, and experience of a seasoned event team in action.
AI Note-Taker
Give your hands a break and let your mind focus on the conversation by using an AI-powered note-taker during meetings. Another win for AI in event planning—tools like Otter.ai helps to automatically convert audio and video recordings into searchable, editable, and interactive transcripts, capturing key points in real time. You can revisit, refine, and engage with the content afterward, ensuring nothing gets overlooked. It’s a game-changing productivity tool—and an absolute must in our books!
AI-Driven Email Marketing
Consider using a platform like Braze for automated email marketing. Powered by AI, it aligns with your brand voice to enhance personalization, optimize timing, and craft compelling content. Braze also analyzes user behaviour to generate the most effective email strategies, perfect for A/B testing and innovative marketing campaigns. It’s a powerful tool to boost awareness and promote your upcoming event with precision and creativity. 😉
On-Site Events
More and more companies are emerging with AI-driven solutions designed to elevate event experiences. Take Encore Global, for example—they offer AI-preconfigured technology systems that streamline production workflows and include automated troubleshooting features to proactively prevent technical issues. It’s just one of the many ways AI is transforming how we plan and execute successful events.
Post-Event Planning
For those focused on post-event content management—whether it’s archiving footage, evaluating audience engagement, or repurposing recorded materials—AI also offers powerful solutions. One example is Eon Media, a Canadian company designed initially to monetize broadcast content. While its core use is in the media space, we see great potential in leveraging its capabilities for event professionals seeking to extend the value of their content.
In Brief
We’re entering an exciting new era with increased investment in AI. While no machine can ever replace the human touch, that doesn’t mean we shouldn’t embrace the tools that can enhance what we do.
How can we work together? Book a free consultation call—we’d love to collaborate with you!
Sources & References:
“How AI Is Revolutionizing Travel and Events.” Smart Meetings, 9 Nov. 2023, www.smartmeetings.com/meeting-planning/168691/how-ai-is-revolutionizing-travel-and-events.
“Verticals.” Huvr Inc., huvr.com/verticals/.
“6 Expert Tips from Pick Our Brains: Your Event Tech Questions, Our Practical Answers.” Encore Global, www.encoreglobal.com/6-expert-tips-from-pick-our-brains-your-event-tech-questions-our-practical-answers/.
“Interview Transcription.” Otter.ai, get.otter.ai/interview-transcription/.
“Eon Archive.” Eon Media, eonmedia.ai/products/eonarchive/.
Braze, www.braze.com/email.
