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10 Tips for Using AI to Radically Improve Meetings and Events Tasks

Graphic of person holding a smart phone with ChatGPT on the screen.
Photo of futurist and author Scott Steinberg.
 Scott Steinberg

Artificial intelligence (AI) and machine learning (ML) are booming. From Open AI’s ChatGPT to Google’s Bard, Microsoft’s Bing and Amazon’s offerings, AI solutions and smart-assistant-powered tools are quickly making planners’ jobs much more efficient. 

Looking ahead, you’ll soon be able to turn to an endless range of smart solutions and online pay-as-you-go AI providers for help with tasks such as conference planning/organization, program design and content development. 

Here are 10 ways these cutting-edge, high-tech advancements will lighten your workload, enhance the attendee experience and usher in a new era of hyper-productivity for planners of meetings and events.

[Related: How ChatGPT Will Impact the Meetings and Events Industry]

1. Planning and Logistics

AI tools can now aid with event planning and research, including vendor and destination research. You can also use them to get a handle on potential event costs, revenues and budgets, or even price out specific suppliers, vendors and travel options. From helping to identify the right conference center at which to host your programs to determining how much you should be spending on AV setups, catering and lodging, options are endless here, and they’ll only continue to grow going forward.

2. Programming and Content

Need help coming up with new ideas for content tracks and individual sessions? ML tools can help you determine what subjects most resonate with audiences and brainstorm new topics, ideas and formats for meeting and event sessions. You can even leverage these tools to identify guest speakers, virtual presenters and thought leaders to work with. In effect, AI-powered solutions can assist with everything from coming up with potential event concepts to designing meeting tracks and programming for educational certification programs.

3. Branding and Positioning

Using automated assistants as creative foils, you can ask for help brainstorming and ideating event themes, positioning, messaging and angles. Likewise, you can also use these tools to determine your program’s unique sales points and how to best differentiate and communicate your event’s benefits and upsides to potential attendees.

[Related: Futurist Scott Steinberg Launches New Board Game]

4. Marketing and Advertising

Wondering who your event should be targeting with communications outreach efforts, and the best channels and ways to connect with them? AI-powered solutions can help you identify target markets; come up with new ideas for campaigns and craft advertising, marketing and promotions plans; and create mobile, online, social media and marketing copy or content.

5. Social Media and Online Outreach

Having trouble generating enough multimedia or copy to fill all your online marketing channels, publications and social media feeds? You can ask AI tools to create articles, blog posts, website copy and product brochures, or summarize longer pieces of content into more social-media-friendly write-ups as well.

6. Customer Service and Support

If you’re looking for a cost-efficient way to answer attendees’ questions or field customer service queries, you can have smart software personalities (aka “chatbots”) that are intelligent enough to pass as human handle them. Likewise, you can also turn to AI assistants for help powering through back-office functions and managing support tickets.

[Related: More Scott Steinberg Stories]

7. Newsletters and Email Messaging

Hoping to boost audience engagement? You can leverage automated email newsletter programs to quickly populate pre-programmed mailings with relevant articles and data, then analyze open and response rates to improve send times and mailing frequencies, too.

8. Transcriptions and Recaps

AI-powered transcription tools such as can help you capture and share event learning and content. Likewise, automated assistants can help you design presentations, write intros and speeches, and summarize event learnings and takeaways for later browsing by attendees.

9. Task Assignment and Research

Autonomous AI “agents” like AutoGPT and AgentGPT are capable of directing themselves to perform multiple steps in sequence and complete complex tasks with limited human prompting. Drawing on AI algorithms like ChatGPT as a knowledge base, they can be given a complex task that requires a series of steps (e.g., "Find the 10 best hotel properties to host a convention in fall in New Hampshire and price them out in a spreadsheet."), sent off to perform it and report back.

10. Feedback and Submissions

Automated analytics tools can help analyze and identify key insights based on data and information that you’re collecting from attendees. For example: You can tap them to review online visits to your event’s website to see which topics and speakers resonate most with your target audience, or parse ticket purchases to see which offers or pricing plans are most popular. You can also use these tools to monitor your tradeshow’s mobile app and see which sessions and tracks are getting the most interest, or track social media activity to determine which topics are currently trending in your industry.

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