The meeting and event planning industry, traditionally manual in its operations, is beginning to embrace Artificial Intelligence (AI) to streamline processes and enhance attendee experiences. While significant advances have been made in areas like expedited check-in and improved communication, the industry still has a long way to go in terms of automation and efficiency. Recently, planners have started leveraging AI and other tools to create more effective planning processes, work smarter, and provide more engaging experiences for attendees.
How AI is Being Used in Event Planning
AI utilizes machine learning to analyze data patterns and generate original content in various forms, including images, text, and audio. According to the Skift Meetings Megatrends 2025 report, AI tools have opened up new possibilities for meeting and event planners through personalized experiences, enhanced networking opportunities, and improved analytics. The Amex GBT Meetings & Events 2025 Global Forecast reports that 50% of meeting planners worldwide plan to incorporate AI technology in their work by 2025.
Top Ways Planners Are Using AI
- Personalization: AI and data can be used to tailor event experiences for attendees. Platforms like Grip suggest personalized sessions and networking activities to create custom agendas. Facial recognition technology, such as Premagic, can distribute event photos to the individuals in them.
- Customer Support: AI-powered chatbots, like those used by Eventbrite, provide instant support to attendees before, during, and after events. They can also enhance accessibility with features like automatic transcription and live captioning.
- Marketing: AI can boost the productivity of marketing campaigns by generating social media posts, emails, and aiding in sourcing assets. Tools like Hubspot and Mailchimp use AI to optimize email campaigns and predict the best sending times.
- Event Management Automation: AI-powered systems can automate registration, check-in, and badge printing, reducing wait times and human error. Cvent, for example, allows attendees to check in quickly using QR codes or facial recognition.
- Insights and Analytics: AI tools analyze post-event survey responses, identify trends, and provide actionable insights. Platforms like Qualtrics and SurveyMonkey use AI and machine learning for deep insights into attendee feedback.
AI Watch-Outs
While AI adoption is accelerating across industries, standards around its use remain unclear. The BCD Meeting & Events What’s Trending 2025 report highlights the need for governance around AI usage. Organizations must be aware of differing stakeholder policies and communicate these differences. Ethics, transparency, and accountability are crucial, particularly regarding AI disclosure for marketing purposes and mitigating bias.
Recent legislative efforts, such as the AI Disclosure Act of 2023 introduced to the U.S. Congress and the European Union’s Artificial Intelligence Act, aim to create safeguards against AI risks. These developments underscore the importance of responsible AI use.
Event professionals are already benefiting from AI in various aspects of their work, but concerns about AI replacing human roles exist. While AI can enhance efficiency, it should not be solely relied upon for all event marketing or production aspects. Planners must become proficient in using AI to bolster their productivity and efficiency without losing the human touch that is essential to the hospitality-focused nature of meetings and events.
