Occasion planners are more and more turning to synthetic intelligence to streamline the planning of conferences, commerce reveals, and company gatherings. Under, we spotlight among 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 purposes, 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 repeatedly learns from billions of interactions throughout occasions to enhance its matchmaking solutions, serving to individuals at main conferences (like SXSW and others) discover probably the most related individuals to fulfill. Grip’s AI suggestions considerably improve networking ROI by guaranteeing that attendees join with those that align with their targets, thereby driving extra enterprise alternatives and partnerships at B2B occasions.
One other power of Grip is its end-to-end occasion engagement answer. The AI matchmaking engine is built-in right into a user-friendly cell occasion app, by means of which individuals obtain personalised session and assembly solutions. Organizers can leverage Grip to spice up attendee engagement and satisfaction, because the algorithm delivers over 70 million personalised suggestions per yr primarily based on attendee conduct and profile information. By automating the method of scheduling one-on-one conferences and suggesting networking matches, Grip frees up occasion planners from guide matchmaking duties and gives real-time insights into networking exercise. This makes it a strong software for commerce reveals 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 information factors to advocate probably the most related individuals to fulfill.
- Customized 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 information to refine match high quality.
- Cellular occasion app integration – Delivers real-time networking solutions and assembly reminders by means of an award-winning app for in-person, digital, or hybrid occasions.
- Analytics and ROI monitoring – Offers organizers with insights into connections made and engagement ranges, serving to exhibit 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 counsel the perfect connections and conferences. Contributors enter their skilled pursuits and targets, and Brella’s system analyzes lots of of information factors to seek 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 worthwhile interactions.
Brella’s AI additionally streamlines the method of scheduling these conferences. As soon as a match is recognized, the platform’s good scheduling software helps attendees e-book a gathering at a mutually handy time, typically even suggesting optimum time slots throughout the occasion. The consumer expertise is easy: attendees obtain personalised solutions of individuals to community with and may ship/settle for assembly requests by means of the app. Brella’s deal with good networking has made it a trusted answer for 1000’s of occasion organizers aiming to spice up engagement.
Key options of Brella:
- Clever matchmaking – AI algorithm recommends probably the most related individuals to fulfill, primarily based on attendees’ pursuits and event-specific classes.
- Automated assembly reserving – Simplifies scheduling by enabling one-click assembly preparations at mutually out there instances as soon as a match is made.
- Customized suggestions – Tailors networking solutions for every attendee, enhancing engagement for each first-time and veteran event-goers.
- Sponsor and exhibitor matchmaking – Consists of options to drive site 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 repeatedly enhancing networking outcomes.
ClickUp is a well-liked challenge administration platform, and its built-in AI assistant has options tailor-made particularly for occasion planners. ClickUp AI comes with lots of 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 job lists, timelines, and even inventive concepts. As an example, when you need assistance discovering a keynote speaker or brainstorming session matters for a convention, ClickUp AI can produce solutions 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 all ClickUp AI’s strengths is how effectively it integrates with the general challenge administration workflow. All AI-generated duties or content material might be instantly became ClickUp duties, assigned to crew 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 gives. 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 on.).
- 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 comparable to emails, proposals, or advertising supplies immediately inside the platform, guided by AI to save lots of time.
- Seamless integration – AI solutions might be transformed into ClickUp duties and tracked on real-time dashboards, preserving the planning workflow in a single place.
- Template library – Presents pre-built occasion administration templates (timelines, budgets, and so on.) that the AI can assist populate and customise, accelerating the setup of occasion tasks.
Go to Clickup →
Spark is a generative AI platform created for occasion professionals, born from a collaboration between occasion tech firm Gevme and the Professional Convention Management Association (PCMA). Formally launched in late 2023, Spark was skilled on information from 1000’s of occasion planners, venues, and locations, giving it a wealthy basis of industry-specific data. Its main goal 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 known as Spark Takeaways analyzes stay 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 shortly digest data and keep in mind necessary content material with out ready for post-event experiences.
Past stay summarization, Spark aids planners in capturing and repurposing occasion content material. It could possibly routinely generate post-event recaps, translate insights into a number of languages, or create personalised highlights for various attendee segments. By processing qualitative information like session suggestions and Q&A discussions, Spark’s AI uncovers tendencies and preferences that will be time-consuming to establish manually. All of this allows occasion organizers to exhibit worth to stakeholders: they will simply present which content material resonated most or present sponsors with on the spot analytics on attendee engagement.
Key options of Spark:
- Stay 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.
- Business-trained AI – Constructed on information from 2,000+ occasion professionals and venues, giving its solutions and content material a related, industry-specific context.
- Publish-event analytics – Transforms uncooked occasion information (suggestions, session rankings, attendee conduct) into significant insights, highlighting what labored effectively 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 skilled on its in depth 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 tens of millions of attendee information 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 the perfect leads or which {industry} convention your gross sales crew ought to sponsor, Vendelux can present data-backed suggestions somewhat than leaving the selection to intestine feeling.
One in all Vendelux’s strengths is the way it personalizes occasion suggestions to an organization’s audience and targets. The platform can establish the highest {industry} occasions that appeal to your required buyer profile, serving to you prioritize the place to speculate your occasion finances. It additionally screens occasion sign-ups; for example, you might be notified if a serious consumer or competitor is attending a specific occasion, which could affect your plans. By measuring and evaluating attendee demographics, engagement ranges, and previous outcomes, Vendelux permits planners to maximise the worth of occasions. Basically, it ensures you might be current on the proper occasions and helps you tailor your individual occasion technique for higher ROI. This makes it a worthwhile 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 on your group to attend or sponsor primarily based on match with audience and anticipated ROI.
- Attendee conduct predictions – Makes use of information 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 shoppers register for sure occasions and helps evaluate sponsorship packages to get the perfect worth.
- Occasion ROI evaluation – Offers instruments to measure and evaluate the impression 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 revolutionary method to gauge attendee engagement at occasions by means of AI-powered facial evaluation. Dubbed “moral facial evaluation,” the know-how 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 information or establish people. As a substitute, 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 (optimistic/adverse expressions) of the gang. These stay analytics give occasion organizers instant suggestions on what’s capturing attendees’ curiosity.
The power of Zenus lies in changing or augmenting conventional post-event surveys with real-time behavioral information. Slightly 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 optimistic sentiment and dwell time in entrance of a specific exhibit can point out robust curiosity, permitting organizers or exhibitors to take notice immediately. This information is effective for making on-the-fly enhancements (like adjusting content material if individuals 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 on.) and gauge viewers sentiment (optimistic or impartial) throughout periods or at cubicles.
- Impression and dwell monitoring – Counts how many individuals cross by or have a look at a given space and for the way lengthy, offering metrics on sales space site visitors and session attendance with out guide counts.
- Demographic insights – Estimates demographics (age teams, gender combine) of attendees partaking with numerous occasion areas, serving to tailor content material or perceive viewers segments.
- Privateness-preserving tech – Analyzes facial information with out storing identifiable data, guaranteeing attendee privateness whereas amassing helpful engagement information.
- Prompt suggestions for ROI – Offers exhibitors and organizers stay dashboards on engagement, enabling instant perception into which points of interest or shows are only (far sooner 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 get rid of a lot of the trouble in organizing occasions, notably the time-consuming job of venue sourcing. With These days, planners enter their occasion necessities – comparable to date, metropolis, variety of attendees, and preferences – and the AI will routinely attain out to appropriate venues on their behalf. Remarkably, the platform really contacts venues and handles the preliminary phases of negotiation (availability checks, worth quotes), functioning like an AI-powered venue dealer. This will compress weeks of emails and telephone calls right into a a lot shorter alternate dealt with by the AI assistant.
The platform adapts to an organization’s distinctive tastes and wishes, studying from previous occasions to tailor extra personalised solutions 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 instances and boasts an “limitless attain,” which means it will probably scour a variety of choices past the instant locale. In reality, These days has even obtained IATA certification to perform 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 strong 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 lowering guide outreach.
- AI negotiations – Goes past sourcing by negotiating with venues (through e-mail/telephone) to get the perfect charges and phrases, appearing like an in-house occasion planner that may get monetary savings.
- Customized planning – Learns your organization’s occasion preferences (e.g., type of venue, catering wants) and repeatedly 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 e-book flights and resorts for occasions, aligning journey plans with the occasion itinerary.
- Fast turnaround – Offers fast responses and options, considerably rushing up the planning cycle from venue search to affirmation, which is very worthwhile for fast-approaching company occasions.
(Supply: Alex McFarland/Unite AI)
OpenAI’s ChatGPT is a flexible AI software that, whereas not constructed completely for occasions, has turn out 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. As an example, when you present ChatGPT with particulars about your upcoming convention (viewers profile, {industry}, key matters) and ask for session concepts or speaker solutions, it’ll produce a listing of concepts to kickstart your planning course of.
One in all ChatGPT’s strengths is concept era and overcoming author’s block. Planners typically use it to stipulate content material comparable to invitation letters, social media posts, or press releases for occasions. Whereas the AI is not going to all the time be excellent on the primary strive, with iterative prompting you possibly can refine the output till it’s helpful. It is usually useful for problem-solving; you possibly can ask questions like “How can I enhance attendee engagement for a digital occasion?” and get a variety of solutions to contemplate. ChatGPT’s data consists of huge event-related data, 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 once 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 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, guaranteeing you don’t overlook key steps within the course of.
- Attendee communication – Helps in writing FAQs, attendee guides, and even chatbot scripts for widespread questions, leveraging its pure language talents to provide reader-friendly textual content.
- Drawback-solving Q&A – Solutions questions and gives solutions on logistical challenges or engagement methods (for instance, how one can enhance registration or enhance survey responses), drawing from normal data and greatest practices.
Cvent Video Instruments is one a part of Cvent’s complete occasion planning answer. 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 stay streaming periods, Cvent helps streamline your entire course of, making it simpler to share occasion experiences with a broader viewers. This software is especially worthwhile for company occasions and conferences the place high-quality video content material can considerably enhance model presence and attendee engagement.
Along with video creation, Cvent gives sturdy analytics and optimization options. Occasion planners can observe viewer engagement, monitor efficiency metrics, and achieve insights into viewers conduct, permitting them to refine future video content material for optimum impression. 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 cut 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, lowering post-production time.
- Stay streaming integration – Helps real-time broadcasting of periods and keynotes.
- Engagement analytics – Offers 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 revolutionary presentation design platform that makes use of AI to create visually gorgeous {and professional} slides. The software helps customers craft shows shortly by routinely adjusting layouts, shade schemes, and design components, guaranteeing 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, guaranteeing 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 routinely codecs slides for visible consistency.
- Template library – Presents a variety of customizable templates for numerous presentation wants.
- Actual-time collaboration – Permits a number of crew members to edit and supply suggestions concurrently.
- Intuitive interface – Consumer-friendly design instruments that simplify the creation {of professional} shows.
- Model consistency – Ensures that each 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 partaking and profitable occasions. Whether or not it’s matching individuals at a networking occasion or crunching information to decide on the perfect convention to attend, AI is already a vital ally within the enterprise occasions {industry}. Utilizing the correct mix of instruments from the record above can assist occasion professionals save time, cut back prices, and ship memorable experiences backed by clever know-how.