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How to use AI to plan your event

by Tixtree on Tue, 01 Aug 2023 in Event planning

As an event organiser, your goal is to always find new ways to improve your planning process and deliver the best experience for your attendees. Artificial Intelligence (AI) can be a powerful tool to bring your event to the next level and help you in both creative development and effective planning.

Don't be scared to embrace the new technologies, they can't replace the human touch, instead, using smartly and carefully the AI programs, such as ChatGPT, can help organisers to make their events unforgettable.

Here are some ways how to use AI when planning your next event.

Research new event ideas and formats

Although AI programs can't replace your creativity, they can be used to kick off your brainstorming process to find the next event idea. Query ChatGPT to generate some creative concepts for your event, try to be as detailed as possible when describing your needs, you'll be surprised by the output. Use those results as a starting point to develop new brilliant proposals and satisfy your attendees.

Here is an example of how to use ChatGPT to generate 3 creative event concepts in a matter of seconds.


My event planning business organises events for families and children such as fun family activities in the London parks/countryside. Can you propose 3 fun concept event ideas that we can try?


Chat GPT response to the above question.
Find the best venues

AI algorithms can help organisers select the best venue for their events, they can also identify problems with venue availability or pricing to help them to make the best decision based on data such as attendee demographics, location, and accessibility.


I want to organise a sustainable festival in London for a large public. Can you help me to find 5 sustainable and green locations?


Chat GPT response to the above question.
Drafting marketing content and strategies

AI can help event planners create and personalise marketing strategies and campaigns based on attendees' data and behaviour to increase their engagement and satisfaction.

By predicting their preferences and interests it can suggest tailored content and events that they are likely to be interested in.

AI may help generate social media posts, email campaigns, blog posts, promotional copy etc. to promote and communicates the event’s key details compellingly. Think about how helpful can be for a non-native English event organiser to feel more confident to expose herself and avoid grammatical mistakes.

There is no doubt, that marketers can and should do better than software, but this can be an interesting starting point to build killer marketing content!

Try Rytr to create high-quality content and boost your brand.

Provide instant assistance with a Chatbot

While this is hardly new technology the chatbot software is a useful tool to incorporate to interact with your attendees in a natural human-like voice. Chatbots are affordable and can take a lot of pressure off you. You can use it to manage the FAQs and provide all the essential information for your events.

Draft post-event surveys and questions for speakers

AI can play an important role to engage the audience and steer the debate. When the event is over, ChatGPT can generate some surveys to collect attendees' feedback to help you improve and deliver the best experience for them. Consider using AI also to prepare some great interviews for your panellists, it will take a few seconds and you can start a compelling panel discussion.

Create event proposals and sponsorship pitch decks

Finding a sponsor is not an easy task. Deciding what kind of information to include in an event sponsorship proposal, and how to write it so that it’s clear and appealing to your potential partners can be challenging.

AI can be helpful to produce engaging event proposals for a targeted audience or to draft compelling decks to submit to a sponsor. If you’re looking for a different kind of sponsorship, create a different deck for each one.

The more event organisers start using AI, the more they can offer an incredible and personalised experience for their attendees. By mastering tools like ChatGPT, Rytr e so on in a careful way, organisers can automate monotonous and time-consuming tasks while they are focusing their energy on core event activities that need to be managed carefully.

The opportunities that AI can open for you are huge, you just have to embrace the change and start.