Embracing AI in Events: Your Secret Weapon for Better, Faster, More Impactful Planning

May 29

This blog was inspired by a chapter from our new book, written by our CEO/Founder Natasha Miller! If you enjoy this read, you're going to love the book.

“The rise of hybrid and virtual formats hasn’t diminished the importance of events—it’s amplified their reach and impact while maintaining the essential human element.”

— Marc Benioff, Salesforce

The world is evolving and fast- this includes events, of course. Whether you're a seasoned planner or just dipping your toes into corporate events, one thing is clear: AI isn’t coming for your job but someone using it just might.

That’s why Chapter 8 of our new book, Corporate Event Mastery, is all about what’s next in event planning: AI and beyond. This post gives you a behind-the-scenes look at how top planners are working smarter by tapping into the power of AI and how you can too.

Why Now? Because the AI Revolution Isn’t Slowing Down

Let’s be real: AI is not a trend. It’s a game-changer.

According to The Social Shepherd, over 80% of companies already use AI, and that number’s only growing. At Entire Productions, most of our clients this past quarter were AI companies, it’s everywhere!

From writing copy to scheduling vendors, AI saves time, boosts creativity, and levels-up personalization. If you’re not integrating AI into your planning workflow yet, now’s the time to get in the game.

Real Ways Event Planners Are Using AI Right Now

Here’s how we, and other top planners, are putting AI to work:

1. Streamlining Logistics 🚛

Coordinating a massive vendor load-in across just 4 docks in 2 hours at the California Academy of Sciences?

Old way: Spreadsheet chaos.

New way: AI-powered scheduling tools that optimize timelines in minutes, factoring in vendor preferences, equipment, and conflicts.

2. Fueling Creativity 🎨

Need a bold theme or branding hook for a product launch? Tools like Claude and Perplexity serve up dozens of ideas. Then you tailor them with that human sparkle! AI gets you started. You make it sing.

“The magic happens when humans refine and personalize AI-generated ideas.”

3. Getting Smarter with Feedback 📊

Survey fatigue is real. Tools like SurveyMonkey break down post-event surveys into easy, visual trends, so you can actually act on the feedback.

4. Personalizing Experiences 💡

Platforms like Grip and Attendease customize agendas and matchmaking based on preferences. Think Tinder, but for conference connections.

Must-Have AI Tools for Your Planning Toolkit

Here’s the shortlist of tools we actually use—and love:

💡 Try This

Grip, Attendease

Drift, Intercom, Botpress

Calendly, Google Calendar Appointments, Troop

MonkeyLearn, SurveySparrow

Eventbrite (w/ AI), Boomset

Prophix, Plannuh

Zenus, CrowdVision

Copy.ai, Writesonic, Lately.ai

Scoutbee, Beroe LiVE.Ai

Cvent, FunnelAI

🔧 Need

Personalized networking

Real-time support

Scheduling meetings

Survey analysis

Ticketing & check-ins

Budget optimization

Crowd safety

Marketing content

Vendor matching

ROI forecasting

And yes, we’ve been using Lately.ai since 2020. It’s like having a marketing assistant who never sleeps.

Don’t Forget the Human Touch

AI gets you 80% of the way, but that last 20%? That’s all you. Your creativity. Your intuition. Your vibe.

A great event isn’t built by bots—it’s built by humans who know how to use bots wisely.

A Few Things to Watch Out For

AI is powerful, but not without its quirks:

Intellectual Property Risks: Be careful where your AI tools are pulling content from.
Environmental Impact: Server farms powering AI tech consume energy. Sustainable planning still matters.

Looking Ahead: What’s Next in AI + Events?

Here’s what we’re most excited about:

Predictive analytics for smarter planning
Real-time feedback for on-the-fly adjustments
Greener events with AI-optimized logistics

The future’s looking very intelligent.

Want to Try It Yourself? Use This Prompt!

Here's your DIY AI brainstorm prompt, straight from the book:

Prompt:

“I’d like your help in creating ideas for our client’s event. They are a [type of company] holding a [type of event] on [date]. I will provide answers to questions that you might need to assist me with. Please suggest [event themes, interactive experiences, entertainment, etc.].”