5 Ways AI Can Streamline Event Planning Processes

by Tejaswini , 19 May 2023
by Tejaswini ,  19 May 2023
5 Ways AI Can Streamline Event Planning Processes

Event planning is a complex process that involves coordinating various tasks. And according to EventMB, an average event planner spends 7.8 hours per day on planning and execution tasks, with 32% of that time spent on logistics and operations.

Fortunately, artificial intelligence (AI) is poised to revolutionise the event planning industry by streamlining these processes and making them more efficient.

In fact, a study by Grand View Research estimates that the global AI market for event management will reach $1.7 billion by 2027, driven by the increasing demand for automating event planning tasks and improving attendee experiences.

In this article, we'll explore 5 ways that AI can help event planners streamline their workflows and improve their event planning outcomes.

1. AI Event Planning: Scheduling

AI viaEweek.jpg
AI via Eweek

According to a survey by EventMB, scheduling is one of the most time-consuming tasks for event planners, with 34% of planners stating that they spend most of their time on scheduling-related activities.

AI-powered scheduling tools (artificial intelligence tools, AI) can help event planners save time, reduce errors, and improve attendee experiences. By leveraging workflow automation many of the budgeting-related tasks, event planners can focus on more strategic activities that can lead to a more successful event a machine learning development company can enhance this process. This embraces the digital logistics revolution in event planning, boosting efficiency, sustainability, and innovation, while staying ahead of market demands.

For example, AI scheduling assistants can analyse data on attendees' preferences, historical event data, and other factors to recommend the best date, time, and location for an event. These tools can also help automate the scheduling of appointments, sessions, and meetings during an event, taking into account factors such as attendee availability and preferences.

  • One example of an AI-powered scheduling tool is MeetingPlay, which uses machine learning algorithms to analyse attendee data and preferences to suggest the best matches for networking sessions and meetings. The software can also automate the scheduling of these appointments, reducing the workload for event planners.
  • Another example is Voicea, an AI-powered transcription tool for meetings tool that can automatically schedule follow-up meetings and send reminders to attendees, reducing the need for manual scheduling.

2. AI Event Planning: Budgeting and Financial Management

Budgeting and financial management are critical components of event planning, but they can also be time-consuming and complex.

  • According to a survey by EventMB, 27% of event planners spend most of their time on budgeting-related activities.

AI-powered budgeting, financial management and time tracking software can help event planners save time, reduce errors, and ensure that events stay on track financially. By automating many of the budgeting-related tasks, event planners can focus on delivering a successful event.

For example, AI-powered software can analyse historical event data and other factors to recommend a budget for an event. These tools can also help monitor expenses and suggest cost-saving measures to stay within the budget.

  • One example of an AI-powered budgeting tool is EventGeek, which uses machine learning algorithms to analyse historical event data to recommend a budget and suggest cost-saving measures. The software can also track expenses in real-time and alert event planners if they are in danger of exceeding their budget.
  • Another example is InitLive, an AI-powered workforce management platform that can help track and manage staffing costs. The software can analyse historical data to recommend the appropriate number of staff for an event and ensure that staffing costs are within budget.


N.B. If this new advent in tech is impressing you, how about some more? Read 6 Ways Event Organizers Can Benefit From 3D Rendering.

3. AI Event Planning: Vendor Management

Vendor Management via In.gov.jpg
Vendor Management viaIn.gov

Vendor management is another critical component of event planning, but it can also be time-consuming and complex.

  • According to a survey by EventMB, 18% of event planners spend most of their time on vendor management-related activities.

AI-powered vendor management tools can help event planners save time, reduce errors, and ensure that events have the right vendors for the job. By automating many of the vendor management-related tasks, event planners can focus on building relationships with vendors and delivering a successful event.

For example, AI-powered software can analyse vendor data, such as reviews, ratings, and previous work, to recommend the best vendors for an event. These tools can also help manage vendor contracts and track vendor performance.

  • One example of an AI-powered vendor management tool is EventMB's own EventTechHub, which uses machine learning algorithms to analyse vendor data and recommend the best vendors for specific event needs. The platform also provides a centralised location for managing vendor contracts and tracking vendor performance.
  • Another example is Goombal, an AI-powered event planning and management platform that can help manage vendor contracts, track vendor performance, and analyse vendor data to make recommendations for future events.

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4. AI Event Planning: Event Marketing

Marketing an event is critical for its success, but it can also be a time-consuming and complex process.

  • According to a survey by EventMB, 22% of event planners spend most of their time on event marketing-related activities.

AI-powered event marketing tools can help event planners save time, reduce errors, and ensure that events reach the right audience. By automating many of the event marketing-related tasks, event planners can focus on building relationships with attendees and delivering a successful event.

For example, AI-powered software can analyse attendee data and behaviour to recommend the best marketing channels and messaging for an event. These best AI tools can also help automate the creation and distribution of marketing materials, such as emails, visual creation, design, and social media posts.

  • One example of an AI-powered event marketing tool is Splash, which uses machine learning algorithms to analyse attendee data and behaviour to recommend the best marketing channels and messaging for an event. The platform can also automate the creation and distribution of marketing materials, reducing the workload for event planners.
  • Another example is Hubspot, an AI-powered marketing automation platform that can help automate the creation and distribution of marketing materials for events. The platform can also analyse attendee data and behaviour to recommend the best marketing channels and messaging.

    HubSpot integrations can further enhance these capabilities, providing tailored benefits and additional functionalities to meet specific needs or use cases for a more detailed and personalized approach when necessary.

N.B. To learn more about event marketing, read our ultimate guide to Event Marketing Strategies to Increase Your Audience.

5. AI for Data Analysis

Data analysis is becoming increasingly important in event planning, as it allows event planners to make data-driven decisions and improve the effectiveness of their events. However, analysing data can be a time-consuming and complex process.

AI-powered data analysis tools can help event planners save time, reduce errors, and improve the effectiveness of their events. By automating many of the data analysis-related tasks, event planners can focus on making data-driven decisions and delivering a successful event. Furthermore, incorporating smart AI search software can significantly enhance the efficiency and accuracy of data retrieval and analysis, ensuring event planners have access to the most relevant and up-to-date information.

For example, AI-powered software can analyse attendee data to provide insights into attendee behaviour, preferences, and demographics. These tools can also help event planners track attendee engagement during the event, providing real-time insights to improve the event experience.

  • One example of an AI-powered data analysis tool is Eventbrite's Pulse, which uses machine learning algorithms to analyse attendee data and provide insights into attendee behaviour and preferences. The platform can also track attendee engagement during the event, providing real-time insights to improve the event experience.
  • Another example is Cvent, an AI-powered event management platform that can help event planners analyse attendee data to improve the effectiveness of their events. The platform can also provide real-time insights into attendee engagement during the event, allowing event planners to make adjustments as needed.

Wrapping up

In conclusion, AI has the potential to revolutionise event planning processes by increasing efficiency, reducing errors, and providing insights to improve event effectiveness.

From scheduling and budgeting to vendor management, event marketing, and data analysis, there are numerous ways in which AI can help streamline event planning processes.

There is one thing robots can’t do though. Pick your favourite event venue. So browse our selection at your leisure while your fancy new AI tools do the rest!

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