We predict 2024 is going to be the year a majority of event planners will begin to use artificial intelligence (AI) to plan meetings, conferences, group travel and more. Let’s face it, for decades event planning has been a time-consuming and taxing process. With so much busy work, planners historically have had little time to actually be creative, coming up with ideas that will ultimately engage and inspire their audience.

AI solutions like ChatGPT and Google’s new Gemini can help event planners streamline their workflow, automate monotonous tasks and provide useful templates that allow planners to generate effective campaigns faster than ever before.

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13 Ways to Begin Using AI to Plan Your Events in 2024

Here are some specific ways event planners are already using AI successfully to create compelling marketing collateral and personalized content as well as improve overall communication with attendees and prospects.

Create Targeted Promotional Emails

We have found ChatGPT to be incredibly valuable when creating promotional emails that we want to resonate with a specific demographic. Thanks to AI’s contextual understanding and text-generation capabilities, you can quickly and easily write attention-grabbing welcome, post-registration, and reminder emails.

The key with using AI is to get incredibly specific with your prompts. So in this example, you could write a prompt that says:

Create a welcome email for a conference happening on the 15th of March 2024 in Austin, Texas, targeting financial planners. Cover the keynote speaker and the networking opportunities and what guests should look forward to.

Here is what ChatGPT gave us with this prompt:

Subject: Welcome to the Financial Planning Symposium in Austin, Texas!

Dear [Guest Name],

We are thrilled to extend a warm welcome to you for the upcoming Financial Planning Symposium scheduled on March 15th, 2024, in the vibrant city of Austin, Texas! We are excited to host financial planners from around the country for a day filled with insightful discussions, networking opportunities, and invaluable experiences.

Keynote Speaker:

Get ready to be inspired by our distinguished keynote speaker, [Keynote Speaker’s Name]. With a wealth of experience and expertise in the financial industry, [Keynote Speaker’s Name] will share invaluable insights into the latest trends, strategies, and challenges shaping the financial planning landscape. Don’t miss this golden opportunity to gain knowledge from a seasoned professional and industry thought leader.

Networking Opportunities:

We understand the importance of networking in the financial planning community. Our conference provides ample opportunities for you to connect with like-minded professionals, exchange ideas, and foster collaborations. Take advantage of scheduled networking breaks, interactive sessions, and the evening reception to build meaningful connections that can enhance your professional network.

What to Look Forward To:

Interactive Sessions: Engage in thought-provoking discussions led by industry experts, covering a wide range of topics relevant to financial planning in today’s dynamic environment.

Practical Workshops: Participate in hands-on workshops designed to sharpen your skills and provide actionable takeaways that you can implement in your practice.

Vendor Showcase: Explore the latest tools and services in our vendor showcase, where leading companies will showcase innovations that can benefit your financial planning practice.

Evening Reception: Wind down the day at our evening reception, enjoying refreshments and continuing conversations with fellow attendees and speakers.

We are confident that this conference will be an enriching experience for you, offering valuable insights and connections that will contribute to your success in the financial planning industry.

If you have any questions or need assistance, feel free to reach out to our event organizers at [Organizer’s Contact Information].

We look forward to welcoming you to Austin for a day of learning, networking, and inspiration at the Financial Planning Symposium!

Best regards,

[Your Name]

[Your Title]

[Event Organizer or Company Name]

Create Landing & Registration Page Content

You know you need a website to send prospects to to sign up, but you don’t have the time or skill to create compelling content yourself, and you don’t want to spend any of your budget on hiring a copywriter. This is no longer a problem with AI.

AI can quickly and easily create landing page content that communicates your event’s purpose, value, and objectives to prospects. You can also easily use a tool like ChatGPT to develop content for FAQ sections as well as content for your registration page that drives action.

Designs Surveys and Feedback Forms

Surveys and feedback forms are invaluable for planners to gain insights into how their future events may be improved. But man, they can be a beast to create yourself.

Use AI to quickly and easily develop a list of questions for a survey that will assess event satisfaction, speaker and presentation quality, and networking opportunities. Or use AI to create a feedback form for specific event features such as exhibit hall and keynote speakers.

Drafting Webinar & Sessions Summaries

A perfect example of a tedious task that needs to be done but no one has the time (or wants) to do is drafting summaries. Here’s what you do: Use an AI tool like Sonix to quickly generate a video transcript. Then feed this transcript into ChatGPT to quickly draft session summaries.

TIP: Feel free to tell ChatGPT (or whatever AI solution you use) how many words to write. So for a summary, you can tell the tool to ‘keep it under 300 words.’

Generating Content for Press Releases and Articles

Another incredibly important task that no one really has the time or inclination to do. Press releases can be incredibly tedious to write, so why not give this to-do to AI?

ChatGPT can help create content that communicates your event’s key details and highlights, as well as your organization’s main concept and objectives.

Here’s an example we just created with ChatGPT:

Prompt

Write a short Press Release for an upcoming conference on August 24th in Charlotte, NC on experiential marketing. The conference features industry experts, panel discussions, and networking opportunities. Highlight the conferences focus on developing strong marketing skills and the expected outcomes of the event.

Response

FOR IMMEDIATE RELEASE

[Your Company/Organization Name]

[Contact Information]

[Date]

Experiential Marketing Conference in Charlotte, NC Promises to Elevate Marketing Skills and Foster Innovation

CHARLOTTE, NC – [Date] – Industry professionals, marketing enthusiasts, and aspiring marketers are gearing up for an immersive experience at the Experiential Marketing Conference scheduled to take place on August 24th in Charlotte, NC. This event, hosted by [Your Company/Organization Name], is set to be a dynamic gathering of thought leaders, experts, and practitioners in the field of experiential marketing.

The one-day conference will feature a lineup of renowned industry experts, delivering insights and perspectives on the latest trends, strategies, and innovations in experiential marketing. Attendees can expect engaging panel discussions, informative sessions, and practical workshops that delve into the intricacies of creating unforgettable brand experiences.

Key Highlights of the Experiential Marketing Conference:

Expert Speakers: Learn from industry pioneers and thought leaders who will share their knowledge, experiences, and success stories in the realm of experiential marketing.

Panel Discussions: Engage in thought-provoking discussions with expert panels covering a wide range of topics, from leveraging technology in experiential marketing to creating authentic and memorable brand experiences.

Networking Opportunities: Connect with fellow professionals, potential collaborators, and mentors during dedicated networking sessions. Share ideas, build relationships, and explore collaborative opportunities in a vibrant and dynamic environment.

The conference aims to empower attendees with the tools and insights needed to excel in the ever-evolving landscape of experiential marketing. Whether you are a seasoned professional or a budding marketer, this event promises to provide actionable takeaways and foster a community of innovation and creativity.

Expected Outcomes:

Enhanced Skills: Develop practical skills and strategies to create impactful and memorable brand experiences that resonate with audiences.

Networking: Build valuable connections within the experiential marketing industry, fostering potential collaborations and partnerships.

Innovation: Gain insights into the latest trends and innovations, inspiring attendees to think creatively and push the boundaries of traditional marketing practices.

Join us on August 24th in Charlotte, NC, for an unforgettable day of learning, networking, and inspiration. For more information and to secure your spot, visit [Conference Website].

About [Your Company/Organization Name]:

[Your Company/Organization Name] is a leading provider of [brief description of your organization]. With a commitment to excellence, innovation, and education, we aim to [mission statement or goals of your organization].

For Media Inquiries:

[Your Name]

[Your Title]

[Contact Information]

Here are even more ways you can use AI in 2024 and beyond to help plan your events:

Create Speaker Bios & Introductions

Write Social Media Posts for Event Promotions

Make Video Scripts for Teasers and Promos

Develop Sponsorship & Partnership Decks

Craft Questions for Moderators to Ask Speakers & Panels

Developing Summaries for Post-event Reports

Generate Creative Event Names

Creating Marketing Checklists

Tips to Getting Started with AI for Event Planning

If you’re new to using AI solutions like ChatGPT, there is a bit of a learning curve to get it to work for you. Here are some guidelines to get you started:

Train Your AI

You can absolutely train your bot to give you the kind of content you need. For example, you can start by feeding it examples of content you like. So find some emails, press releases, or social media posts you want it to mimic. Then, be sure to provide detailed context about your event including title, date, locations, targeted audience and your overall objectives.

Adapt the Tone

You can (and you should) tell ChatGPT to adopt a specific tone of voice in your content. For instance, tell it you want a corporate voice, a funny tone, uplifting, motivational, etc.

Be Specific

The golden rule with AI is you’ve got to be really, really specific with your prompts. If you write short, generic prompts, you risk getting outputs that are not very usable. Here are some insights on how to write effective prompts.

Customize

ChatGPT will help you streamline your process and create content for you very quickly. But you always want to be sure you add your own touches to the final product. As amazing as AI is, it’s not human and it doesn’t know your organization like you do. So allow it to do the heavy lifting for you but make certain you tailor your content and messaging to suit your specific needs.

The Wrap

Make 2024 the year you start leveraging the amazing power of AI. Easily create content and messaging that speaks to your audience and drives action. Just be sure you are feeding your bot what it needs to help you. Be specific and hone in on exact details for best results.

And if you need help planning your events in 2024, give us a shout. Sure, we’re merely human, but we’re experts on how to create experiences that attendees’ remember while helping you stay on budget.