Occasion planners are more and more turning to synthetic intelligence to streamline the planning of conferences, commerce exhibits, and company gatherings. Beneath, we spotlight a number of the finest AI-powered instruments for occasion planning, every providing distinctive capabilities to boost 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 contains 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 objectives. The platform constantly learns from billions of interactions throughout occasions to enhance its matchmaking ideas, 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 goals, thereby driving extra enterprise alternatives and partnerships at B2B occasions.
One other energy of Grip is its end-to-end occasion engagement answer. The AI matchmaking engine is built-in right into a user-friendly cellular occasion app, by means of which individuals obtain customized session and assembly ideas. Organizers can leverage Grip to spice up attendee engagement and satisfaction, because the algorithm delivers over 70 million customized 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 handbook matchmaking duties and gives real-time insights into networking exercise. This makes it a strong instrument for commerce exhibits and company occasions centered on constructing enterprise relationships.
Key options of Grip:
- AI-driven matchmaking algorithm – Makes use of machine studying algorithms on billions of information factors to suggest 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 ideas and assembly reminders by means of an award-winning app for in-person, digital, or hybrid occasions.
- Analytics and ROI monitoring – Supplies 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 recommend the very best connections and conferences. Members enter their skilled pursuits and objectives, and Brella’s system analyzes a whole bunch of information factors to search out extremely related matches for every individual. 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 goals, leading to extra useful interactions.
Brella’s AI additionally streamlines the method of scheduling these conferences. As soon as a match is recognized, the platform’s good scheduling instrument helps attendees e book a gathering at a mutually handy time, usually even suggesting optimum time slots in the course of the occasion. The consumer expertise is easy: attendees obtain customized ideas of individuals to community with and may ship/settle for assembly requests by means of the app. Brella’s give attention to 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 obtainable instances as soon as a match is made.
- Customized suggestions – Tailors networking ideas for every attendee, enhancing engagement for each first-time and veteran event-goers.
- Sponsor and exhibitor matchmaking – Contains options to drive visitors to sponsor cubicles by matching sponsors with attendees, growing sponsor ROI.
- Information-driven enchancment – Learns from previous attendee conduct and selections (when relevant) to refine future matchmaking accuracy, resulting in constantly bettering networking outcomes.
ClickUp is a well-liked undertaking administration platform, and its built-in AI assistant has options tailor-made particularly for occasion planners. ClickUp AI comes with a whole bunch of role-specific prompts and instruments, successfully functioning as a wise co-pilot for organizing occasions. Inside an occasion planning workspace, you’ll be able to ask the AI to assist generate activity lists, timelines, and even inventive concepts. As an example, for those who need assistance discovering a keynote speaker or brainstorming session matters for a convention, ClickUp AI can produce ideas by analyzing the context you present. This integration of AI means you’ll be able to handle your to-do checklist and concurrently get clever help with out switching platforms.
Considered one of ClickUp AI’s strengths is how effectively it integrates with the general undertaking administration workflow. All AI-generated duties or content material will be instantly was ClickUp duties, assigned to group 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 give attention to higher-level selections.
High options of Clickup AI:
- Occasion-specific prompts – Contains an in depth library of prompts and templates designed for occasion planning duties (discovering distributors, drafting agendas, and so on.).
- Process technology – 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 reminiscent of emails, proposals, or advertising and marketing supplies instantly inside the platform, guided by AI to save lots of time.
- Seamless integration – AI ideas will be transformed into ClickUp duties and tracked on real-time dashboards, maintaining the planning workflow in a single place.
- Template library – Presents pre-built occasion administration templates (timelines, budgets, and so on.) that the AI may help populate and customise, accelerating the setup of occasion tasks.
Spark is a generative AI platform created for occasion professionals, born from a collaboration between occasion tech firm Gevme and the Skilled Conference Administration Affiliation (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 information. Its major objective is to boost 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 function known as Spark Takeaways analyzes dwell presentation content material and distills the important thing insights in actual time, displaying abstract factors and even “concept clouds” of the principle themes for attendees as a session concludes. This helps attendees shortly digest info and keep in mind necessary content material with out ready for post-event stories.
Past dwell summarization, Spark aids planners in capturing and repurposing occasion content material. It might mechanically generate post-event recaps, translate insights into a number of languages, or create customized highlights for various attendee segments. By processing qualitative information like session suggestions and Q&A discussions, Spark’s AI uncovers tendencies and preferences that may be time-consuming to establish manually. All of this permits occasion organizers to exhibit worth to stakeholders: they will simply present which content material resonated most or present sponsors with immediate analytics on attendee engagement.
Key options of Spark:
- Reside session summarization – Analyzes shows in actual time and generates concise summaries and key takeaways for attendees on the spot.
- “Thought Cloud” visuals – Creates visible representations of recurring themes and concepts from periods, serving to attendees visualize and join key ideas.
- Trade-trained AI – Constructed on information from 2,000+ occasion professionals and venues, giving its ideas and content material a related, industry-specific context.
- Put up-event analytics – Transforms uncooked occasion information (suggestions, session rankings, attendee conduct) into significant insights, highlighting what labored effectively and areas to enhance.
- Content material technology – Assists with creating occasion content material like agendas, speaker bios, or advertising and marketing copy by leveraging its understanding of previous occasions and finest practices (as skilled on its intensive dataset).
(Supply: Vendelux)
Vendelux is an AI-powered occasion intelligence platform that helps company occasion planners and entrepreneurs make data-driven selections about which occasions to host, sponsor, or attend. It aggregates an enormous database of over 200,000 international B2B occasions and hundreds of thousands 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 taking part in particular conferences. This implies in case you are deciding which commerce present will yield the very best leads or which {industry} convention your gross sales group ought to sponsor, Vendelux can present data-backed suggestions fairly than leaving the selection to intestine feeling.
Considered one of Vendelux’s strengths is the way it personalizes occasion suggestions to an organization’s audience and objectives. The platform can establish the highest {industry} occasions that entice your required buyer profile, serving to you prioritize the place to take a position your occasion finances. It additionally screens occasion sign-ups; as an illustration, you will be notified if a significant shopper or competitor is attending a selected occasion, which could affect your plans. By measuring and evaluating attendee demographics, engagement ranges, and previous outcomes, Vendelux allows planners to maximise the worth of occasions. Basically, it ensures you might be current on the proper occasions and helps you tailor your personal occasion technique for higher ROI. This makes it a useful AI instrument for occasion entrepreneurs juggling a packed occasions calendar.
Key options of Vendelux:
- In depth occasion database – Entry to a proprietary database of 200,000+ international conferences and their attendee profiles, fueling its AI insights.
- AI-driven occasion suggestions – Predicts which occasions are most worthwhile to 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 may generate.
- Aggressive intelligence – Alerts you when opponents or shoppers register for sure occasions and helps examine sponsorship packages to get the very best worth.
- Occasion ROI evaluation – Supplies instruments to measure and examine the influence of occasions in your pipeline or gross sales, so you’ll be able to give attention to high-ROI alternatives and optimize your occasion advertising and marketing technique.
Zenus presents an modern solution to gauge attendee engagement at occasions by means of AI-powered facial evaluation. Dubbed “moral facial evaluation,” the expertise works by way of 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 (constructive/detrimental expressions) of the group. These dwell analytics give occasion organizers speedy suggestions on what’s capturing attendees’ curiosity.
The energy of Zenus lies in changing or augmenting conventional post-event surveys with real-time behavioral information. Somewhat than relying solely on attendees filling out suggestions varieties about what they loved, organizers can see engagement ranges moment-to-moment. For instance, a spike in constructive sentiment and dwell time in entrance of a selected exhibit can point out sturdy curiosity, permitting organizers or exhibitors to take observe immediately. This information is efficacious 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 combination 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 (constructive or impartial) throughout periods or at cubicles.
- Impression and dwell monitoring – Counts how many individuals move by or take a look at a given space and for a way lengthy, offering metrics on sales space visitors and session attendance with out handbook 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 info, guaranteeing attendee privateness whereas amassing helpful engagement information.
- Prompt suggestions for ROI – Offers exhibitors and organizers dwell dashboards on engagement, enabling speedy perception into which sights or shows are simplest (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 eradicate a lot of the effort in organizing occasions, notably the time-consuming activity of venue sourcing. With These days, planners enter their occasion necessities – reminiscent of date, metropolis, variety of attendees, and preferences – and the AI will mechanically 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 cellphone calls right into a a lot shorter change dealt with by the AI assistant.
The platform adapts to an organization’s distinctive tastes and wishes, studying from previous occasions to tailor extra customized ideas over time. For instance, if an organization prefers boutique motels 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,” that means it might scour a variety of choices past the speedy locale. In truth, These days has even obtained IATA certification to operate as a journey company, which means it might help with reserving group journey or lodging as a part of the occasion planning course of. This all-in-one strategy (venue + journey logistics) makes it a strong AI co-pilot for company occasion managers.
High options of These days:
- Automated venue sourcing – AI agent finds venues matching your standards and contacts them to verify availability and pricing, drastically decreasing handbook outreach.
- AI negotiations – Goes past sourcing by negotiating with venues (by way of e-mail/cellphone) to get the very best charges and phrases, performing like an in-house occasion planner that may get monetary savings.
- Customized planning – Learns your organization’s occasion preferences (e.g., fashion of venue, catering wants) and constantly adapts its suggestions for a tailor-made planning expertise.
- Built-in journey reserving – Operates as an IATA-certified journey agent, that means it might assist e book flights and motels for occasions, aligning journey plans with the occasion itinerary.
- Fast turnaround – Supplies fast responses and options, considerably rushing up the planning cycle from venue search to affirmation, which is very useful for fast-approaching company occasions.
(Supply: Alex McFarland/Unite AI)
OpenAI’s ChatGPT is a flexible AI instrument that, whereas not constructed solely 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 might help with a big 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, for those who present ChatGPT with particulars about your upcoming convention (viewers profile, {industry}, key matters) and ask for session concepts or speaker ideas, it’ll produce a listing of concepts to kickstart your planning course of.
Considered one of ChatGPT’s strengths is concept technology and overcoming author’s block. Planners usually use it to stipulate content material reminiscent of invitation letters, social media posts, or press releases for occasions. Whereas the AI won’t all the time be excellent on the primary strive, with iterative prompting you’ll be able to refine the output till it’s helpful. Additionally it is useful for problem-solving; you’ll be able to ask questions like “How can I improve attendee engagement for a digital occasion?” and get a spread of ideas to think about. ChatGPT’s information contains huge event-related info, from technical manufacturing tricks to advertising and marketing methods.
High options of ChatGPT:
- Thought brainstorming – Generates inventive concepts for occasion themes, session matters, icebreakers, or venue décor once you present some context, serving to spark inspiration.
- Content material technology – Drafts occasion content material like emails, invites, program descriptions, and social media updates in seconds, which you’ll be able to 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 neglect 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.
- Downside-solving Q&A – Solutions questions and gives ideas on logistical challenges or engagement methods (for instance, how you can enhance registration or enhance survey responses), drawing from normal information and finest practices.
Cvent Video Instruments is one a part of Cvent’s complete occasion planning answer. It’s designed to boost the video manufacturing and engagement facets 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 dwell streaming periods, Cvent helps streamline your entire course of, making it simpler to share occasion experiences with a broader viewers. This instrument is especially useful 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 influence. With seamless integration into occasion administration workflows, the instrument ensures that video manufacturing turns into a pure extension of the general occasion technique. Its AI-driven options assist scale back handbook 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, decreasing post-production time.
- Reside streaming integration – Helps real-time broadcasting of periods and keynotes.
- Engagement analytics – Supplies 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 modern presentation design platform that makes use of AI to create visually beautiful {and professional} slides. The instrument helps customers craft shows shortly by mechanically adjusting layouts, colour schemes, and design components, guaranteeing consistency and aesthetic enchantment all through. Its AI-driven strategy 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 important.
Along with its design automation, Stunning.ai presents 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 goals of the occasion. The platform’s intuitive interface and huge library of templates and design belongings make it accessible to each design professionals and rookies.
High options of Stunning.ai:
- Automated design changes – AI-driven engine mechanically codecs slides for visible consistency.
- Template library – Presents a variety of customizable templates for numerous presentation wants.
- Actual-time collaboration – Permits a number of group 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 pointers and visible requirements.
The Backside Line
Every of those AI instruments presents 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 very best convention to attend, AI is already a necessary ally within the enterprise occasions {industry}. Utilizing the correct mix of instruments from the checklist above may help occasion professionals save time, scale back prices, and ship memorable experiences backed by clever expertise.