Occasion planners are more and more turning to synthetic intelligence to streamline the planning of conferences, commerce exhibits, and company gatherings. Under, we spotlight a few of the greatest AI-powered instruments for occasion planning, every providing distinctive capabilities to reinforce effectivity and attendee expertise. These instruments vary from specialised occasion administration platforms to normal AI assistants that may be utilized to occasion workflows. Every entry consists of an summary of its strengths and functions, adopted by key AI-driven options that profit occasion professionals.
Grip is an AI-powered occasion networking platform designed to facilitate significant enterprise connections at occasions. It makes use of superior machine studying algorithms to match convention attendees, exhibitors, and sponsors primarily based on their pursuits and targets. The platform constantly learns from billions of interactions throughout occasions to enhance its matchmaking ideas, serving to individuals at main conferences (like SXSW and others) discover probably the most related folks to fulfill. Grip’s AI suggestions considerably improve networking ROI by making certain that attendees join with those that align with their targets, thereby driving extra enterprise alternatives and partnerships at B2B occasions.
One other energy of Grip is its end-to-end occasion engagement resolution. The AI matchmaking engine is built-in right into a user-friendly cellular occasion app, by means of which individuals obtain customized session and assembly ideas. Organizers can leverage Grip to spice up attendee engagement and satisfaction, because the algorithm delivers over 70 million customized suggestions per yr primarily based on attendee conduct and profile knowledge. By automating the method of scheduling one-on-one conferences and suggesting networking matches, Grip frees up occasion planners from guide matchmaking duties and offers real-time insights into networking exercise. This makes it a robust software for commerce exhibits and company occasions targeted on constructing enterprise relationships.
Key options of Grip:
- AI-driven matchmaking algorithm – Makes use of machine studying algorithms on billions of knowledge factors to suggest probably the most related folks to fulfill.
- Personalised assembly schedules – Mechanically suggests and schedules one-on-one conferences between attendees with mutual pursuits.
- Steady studying – Improves suggestions over a number of occasions, leveraging cross-event knowledge to refine match high quality.
- Cellular occasion app integration – Delivers real-time networking ideas and assembly reminders by means of an award-winning app for in-person, digital, or hybrid occasions.
- Analytics and ROI monitoring – Supplies organizers with insights into connections made and engagement ranges, serving to show networking ROI for sponsors and stakeholders.
Brella is one other main occasion platform that makes use of AI to maximise networking at conferences and exhibitions. It employs an AI-powered matchmaking algorithm to recommend one of the best connections and conferences. Individuals enter their skilled pursuits and targets, and Brella’s system analyzes a whole bunch of knowledge factors to search out extremely related matches for every particular person. This ensures that each attendee – whether or not at a big commerce present or a company summit – can effectively meet those that align with their enterprise targets, leading to extra beneficial interactions.
Brella’s AI additionally streamlines the method of scheduling these conferences. As soon as a match is recognized, the platform’s sensible scheduling software helps attendees guide a gathering at a mutually handy time, typically even suggesting optimum time slots in the course of the occasion. The consumer expertise is simple: attendees obtain customized ideas of individuals to community with and might ship/settle for assembly requests by means of the app. Brella’s deal with sensible networking has made it a trusted resolution for 1000’s of occasion organizers aiming to spice up engagement.
Key options of Brella:
- Clever matchmaking – AI algorithm recommends probably the most related folks to fulfill, primarily based on attendees’ pursuits and event-specific classes.
- Automated assembly reserving – Simplifies scheduling by enabling one-click assembly preparations at mutually obtainable occasions as soon as a match is made.
- Personalised suggestions – Tailors networking ideas for every attendee, enhancing engagement for each first-time and veteran event-goers.
- Sponsor and exhibitor matchmaking – Consists of options to drive visitors to sponsor cubicles by matching sponsors with attendees, rising sponsor ROI.
- Information-driven enchancment – Learns from previous attendee conduct and decisions (when relevant) to refine future matchmaking accuracy, resulting in constantly enhancing networking outcomes.
ClickUp is a well-liked mission administration platform, and its built-in AI assistant has options tailor-made particularly for occasion planners. ClickUp AI comes with a whole bunch of role-specific prompts and instruments, successfully functioning as a sensible co-pilot for organizing occasions. Inside an occasion planning workspace, you possibly can ask the AI to assist generate process lists, timelines, and even inventive concepts. For example, if you happen to need assistance discovering a keynote speaker or brainstorming session matters for a convention, ClickUp AI can produce ideas by analyzing the context you present. This integration of AI means you possibly can handle your to-do record and concurrently get clever help with out switching platforms.
One in every of ClickUp AI’s strengths is how nicely it integrates with the general mission administration workflow. All AI-generated duties or content material could be instantly become ClickUp duties, assigned to workforce members, and tracked on dashboards. This creates a seamless loop from AI suggestion to execution. Occasion planners can use ClickUp AI to draft occasion plans, write promotional emails, and even make the most of event-specific templates that the platform offers. The result’s a extra environment friendly planning course of – mundane or time-consuming duties (like writing copy or making checklists) are accelerated by AI, permitting the human planners to deal with higher-level choices.
Prime options of Clickup AI:
- Occasion-specific prompts – Consists of an intensive library of prompts and templates designed for occasion planning duties (discovering distributors, drafting agendas, and so forth.).
- Process era – Mechanically generates to-do lists and schedules in ClickUp primarily based in your occasion particulars, serving to guarantee all planning duties are accounted for.
- Content material creation – Assists in writing occasion content material resembling emails, proposals, or advertising supplies immediately throughout the platform, guided by AI to avoid wasting time.
- Seamless integration – AI ideas could be transformed into ClickUp duties and tracked on real-time dashboards, maintaining the planning workflow in a single place.
- Template library – Affords pre-built occasion administration templates (timelines, budgets, and so forth.) that the AI may also help populate and customise, accelerating the setup of occasion initiatives.
Spark is a generative AI platform created for occasion professionals, born from a collaboration between occasion tech firm Gevme and the Skilled Conference Administration Affiliation (PCMA). Formally launched in late 2023, Spark was educated on knowledge from 1000’s of occasion planners, venues, and locations, giving it a wealthy basis of industry-specific information. Its main objective is to reinforce occasion experiences and analytics by means of AI-generated content material and insights. For instance, at conferences, Spark can present real-time session summaries and key takeaways. A characteristic referred to as Spark Takeaways analyzes reside presentation content material and distills the important thing insights in actual time, displaying abstract factors and even “thought clouds” of the principle themes for attendees as a session concludes. This helps attendees rapidly digest info and keep in mind vital content material with out ready for post-event reviews.
Past reside summarization, Spark aids planners in capturing and repurposing occasion content material. It may mechanically generate post-event recaps, translate insights into a number of languages, or create customized highlights for various attendee segments. By processing qualitative knowledge like session suggestions and Q&A discussions, Spark’s AI uncovers traits and preferences that might be time-consuming to determine manually. All of this allows occasion organizers to show worth to stakeholders: they’ll simply present which content material resonated most or present sponsors with on the spot analytics on attendee engagement.
Key options of Spark:
- Dwell session summarization – Analyzes shows in actual time and generates concise summaries and key takeaways for attendees on the spot.
- “Concept Cloud” visuals – Creates visible representations of recurring themes and concepts from periods, serving to attendees visualize and join key ideas.
- Trade-trained AI – Constructed on knowledge from 2,000+ occasion professionals and venues, giving its ideas and content material a related, industry-specific context.
- Submit-event analytics – Transforms uncooked occasion knowledge (suggestions, session scores, attendee conduct) into significant insights, highlighting what labored nicely and areas to enhance.
- Content material era – Assists with creating occasion content material like agendas, speaker bios, or advertising copy by leveraging its understanding of previous occasions and greatest practices (as educated on its intensive dataset).
(Supply: Vendelux)
Vendelux is an AI-powered occasion intelligence platform that helps company occasion planners and entrepreneurs make data-driven choices about which occasions to host, sponsor, or attend. It aggregates an enormous database of over 200,000 world B2B occasions and hundreds of thousands of attendee knowledge factors, then makes use of AI to extract insights and predictions. For instance, Vendelux can predict attendee decision-making patterns and forecast the potential ROI of collaborating in particular conferences. This implies if you’re deciding which commerce present will yield one of the best leads or which {industry} convention your gross sales workforce ought to sponsor, Vendelux can present data-backed suggestions slightly than leaving the selection to intestine feeling.
One in every of Vendelux’s strengths is the way it personalizes occasion suggestions to an organization’s target market and targets. The platform can determine the highest {industry} occasions that appeal to your required buyer profile, serving to you prioritize the place to take a position your occasion price range. It additionally screens occasion sign-ups; for example, you could be notified if a serious consumer or competitor is attending a selected occasion, which could affect your plans. By measuring and evaluating attendee demographics, engagement ranges, and previous outcomes, Vendelux allows planners to maximise the worth of occasions. Primarily, it ensures you’re current on the proper occasions and helps you tailor your individual occasion technique for higher ROI. This makes it a beneficial AI software for occasion entrepreneurs juggling a packed occasions calendar.
Key options of Vendelux:
- In depth occasion database – Entry to a proprietary database of 200,000+ world conferences and their attendee profiles, fueling its AI insights.
- AI-driven occasion suggestions – Predicts which occasions are most worthwhile to your group to attend or sponsor primarily based on match with target market and anticipated ROI.
- Attendee conduct predictions – Makes use of knowledge to forecast attendee decision-making and engagement, serving to estimate how a lot publicity or leads an occasion would possibly generate.
- Aggressive intelligence – Alerts you when rivals or purchasers register for sure occasions and helps examine sponsorship packages to get one of the best worth.
- Occasion ROI evaluation – Supplies instruments to measure and examine the influence of occasions in your pipeline or gross sales, so you possibly can deal with high-ROI alternatives and optimize your occasion advertising technique.
Zenus affords an modern method to gauge attendee engagement at occasions by means of AI-powered facial evaluation. Dubbed “moral facial evaluation,” the expertise works through cameras at occasion venues to anonymously measure viewers reactions and demographics in actual time. Importantly, Zenus is designed with privateness in thoughts – it doesn’t retailer private knowledge or determine people. As an alternative, it aggregates metrics just like the variety of impressions (views) a sales space or session receives, the approximate age group and gender breakdown of attendees, and even the sentiment (constructive/adverse expressions) of the gang. These reside analytics give occasion organizers rapid suggestions on what’s capturing attendees’ curiosity.
The energy of Zenus lies in changing or augmenting conventional post-event surveys with real-time behavioral knowledge. Somewhat than relying solely on attendees filling out suggestions types about what they loved, organizers can see engagement ranges moment-to-moment. For instance, a spike in constructive sentiment and dwell time in entrance of a selected exhibit can point out sturdy curiosity, permitting organizers or exhibitors to take word immediately. This knowledge is effective for making on-the-fly enhancements (like adjusting content material if folks look disengaged) and for post-event evaluation to indicate sponsors their true publicity. By integrating with digital signage and different on-site tech, Zenus may show mixture engagement stats or set off content material modifications.
Key options of Zenus:
- Actual-time sentiment evaluation – Makes use of AI imaginative and prescient to detect facial cues (smiles, and so forth.) and gauge viewers sentiment (constructive or impartial) throughout periods or at cubicles.
- Impression and dwell monitoring – Counts how many individuals move by or have a look at a given space and for the way lengthy, offering metrics on sales space visitors and session attendance with out guide counts.
- Demographic insights – Estimates demographics (age teams, gender combine) of attendees participating with varied occasion areas, serving to tailor content material or perceive viewers segments.
- Privateness-preserving tech – Analyzes facial knowledge with out storing identifiable info, making certain attendee privateness whereas accumulating helpful engagement knowledge.
- Prompt suggestions for ROI – Offers exhibitors and organizers reside dashboards on engagement, enabling rapid perception into which points of interest or shows are simplest (far quicker than ready for survey outcomes).
These days is an AI-driven platform that acts as a digital occasion planner, specializing in company occasions. Launched by a Y Combinator-backed startup, it guarantees to eradicate a lot of the trouble in organizing occasions, notably the time-consuming process of venue sourcing. With These days, planners enter their occasion necessities – resembling date, metropolis, variety of attendees, and preferences – and the AI will mechanically attain out to acceptable venues on their behalf. Remarkably, the platform really contacts venues and handles the preliminary levels of negotiation (availability checks, worth quotes), functioning like an AI-powered venue dealer. This could compress weeks of emails and telephone calls right into a a lot shorter trade dealt with by the AI assistant.
The platform adapts to an organization’s distinctive tastes and desires, studying from previous occasions to tailor extra customized ideas over time. For instance, if an organization prefers boutique resorts for retreats or has particular A/V necessities, These days will incorporate these preferences when suggesting venues and distributors. It operates with fast response occasions and boasts an “limitless attain,” which means it will probably scour a variety of choices past the rapid locale. Actually, These days has even obtained IATA certification to operate as a journey company, which suggests it will probably help with reserving group journey or lodging as a part of the occasion planning course of. This all-in-one method (venue + journey logistics) makes it a robust AI co-pilot for company occasion managers.
Prime options of These days:
- Automated venue sourcing – AI agent finds venues matching your standards and contacts them to test availability and pricing, drastically decreasing guide outreach.
- AI negotiations – Goes past sourcing by negotiating with venues (through electronic mail/telephone) to get one of the best charges and phrases, performing like an in-house occasion planner that may lower your expenses.
- Personalised planning – Learns your organization’s occasion preferences (e.g., model of venue, catering wants) and constantly adapts its suggestions for a tailor-made planning expertise.
- Built-in journey reserving – Operates as an IATA-certified journey agent, which means it will probably assist guide flights and resorts for occasions, aligning journey plans with the occasion itinerary.
- Fast turnaround – Supplies fast responses and options, considerably dashing up the planning cycle from venue search to affirmation, which is very beneficial for fast-approaching company occasions.
(Supply: Alex McFarland/Unite AI)
OpenAI’s ChatGPT is a flexible AI software that, whereas not constructed solely for occasions, has grow to be indispensable for a lot of occasion planners. Debuted in late 2022, ChatGPT is a conversational AI mannequin that may generate human-like textual content primarily based on the prompts given. For occasion professionals, this implies it will probably help with a wide selection of text-based duties: brainstorming inventive themes or session titles, drafting emails and promotional materials, creating preliminary variations of agendas, and extra. For example, if you happen to present ChatGPT with particulars about your upcoming convention (viewers profile, {industry}, key matters) and ask for session concepts or speaker ideas, it would produce a listing of concepts to kickstart your planning course of.
One in every of ChatGPT’s strengths is concept era and overcoming author’s block. Planners typically use it to stipulate content material resembling invitation letters, social media posts, or press releases for occasions. Whereas the AI is not going to at all times be excellent on the primary strive, with iterative prompting you possibly can refine the output till it’s helpful. Additionally it is useful for problem-solving; you possibly can ask questions like “How can I enhance attendee engagement for a digital occasion?” and get a spread of ideas to contemplate. ChatGPT’s information consists of huge event-related info, from technical manufacturing tricks to advertising methods.
Prime options of ChatGPT:
- Concept brainstorming – Generates inventive concepts for occasion themes, session matters, icebreakers, or venue décor if you present some context, serving to spark inspiration.
- Content material era – Drafts occasion content material like emails, invites, program descriptions, and social media updates in seconds, which you’ll be able to then edit and customise as wanted.
- Planning help – Can define schedules or planning checklists (e.g., a timeline for planning a commerce present) when requested, making certain you don’t overlook key steps within the course of.
- Attendee communication – Helps in writing FAQs, attendee guides, and even chatbot scripts for frequent questions, leveraging its pure language talents to provide reader-friendly textual content.
- Downside-solving Q&A – Solutions questions and offers ideas on logistical challenges or engagement methods (for instance, the right way to increase registration or enhance survey responses), drawing from normal information and greatest practices.
Cvent Video Instruments is one a part of Cvent’s complete occasion planning resolution. It’s designed to reinforce the video manufacturing and engagement elements of occasions. Tailor-made particularly for occasion organizers, it makes use of AI to simplify the creation, modifying, and distribution of occasion movies. From capturing key moments to producing spotlight reels and reside streaming periods, Cvent helps streamline all the course of, making it simpler to share occasion experiences with a broader viewers. This software is especially beneficial for company occasions and conferences the place high-quality video content material can considerably increase model presence and attendee engagement.
Along with video creation, Cvent offers strong analytics and optimization options. Occasion planners can monitor viewer engagement, monitor efficiency metrics, and achieve insights into viewers conduct, permitting them to refine future video content material for max influence. With seamless integration into occasion administration workflows, the software ensures that video manufacturing turns into a pure extension of the general occasion technique. Its AI-driven options assist scale back guide modifying time and enhance content material high quality, in the end making occasion video manufacturing extra environment friendly and efficient.
Key options of Cvent:
- Automated modifying – Makes use of AI to streamline video modifying processes, decreasing post-production time.
- Dwell streaming integration – Helps real-time broadcasting of periods and keynotes.
- Engagement analytics – Supplies insights on viewer metrics and viewers conduct throughout playback.
- Content material optimization – Enhances video high quality with AI-driven changes for lighting, sound, and transitions.
- Seamless integration – Simply integrates with different occasion administration instruments to consolidate occasion content material.
Stunning.ai is an modern presentation design platform that makes use of AI to create visually beautiful {and professional} slides. The software helps customers craft shows rapidly by mechanically adjusting layouts, coloration schemes, and design components, making certain consistency and aesthetic attraction all through. Its AI-driven method permits occasion planners to provide pitch decks, occasion proposals, and keynote shows that seize consideration and convey messages successfully. This platform is very helpful for enterprise occasions and company conferences the place high-quality visible communication is crucial.
Along with its design automation, Stunning.ai affords collaborative options that streamline the presentation creation course of. Groups can work collectively in actual time, share suggestions, and make changes on the fly, making certain that the ultimate product meets the strategic targets of the occasion. The platform’s intuitive interface and huge library of templates and design property make it accessible to each design professionals and inexperienced persons.
Prime options of Stunning.ai:
- Automated design changes – AI-driven engine mechanically codecs slides for visible consistency.
- Template library – Affords a variety of customizable templates for varied presentation wants.
- Actual-time collaboration – Permits a number of workforce members to edit and supply suggestions concurrently.
- Intuitive interface – Person-friendly design instruments that simplify the creation {of professional} shows.
- Model consistency – Ensures that every one slides adhere to model tips and visible requirements.
The Backside Line
Every of those AI instruments affords distinct benefits for occasion planning. By combining specialised occasion AI platforms with normal AI assistants, planners can automate routine duties, achieve data-driven insights, and in the end create extra participating and profitable occasions. Whether or not it’s matching folks at a networking occasion or crunching knowledge to decide on one of the best convention to attend, AI is already an important ally within the enterprise occasions {industry}. Utilizing the right combination of instruments from the record above may also help occasion professionals save time, scale back prices, and ship memorable experiences backed by clever expertise.
