Occasion planners are more and more turning to synthetic intelligence to streamline the planning of conferences, commerce exhibits, and company gatherings. Beneath, we spotlight among the greatest 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 basic 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 based mostly on their pursuits and objectives. The platform repeatedly learns from billions of interactions throughout occasions to enhance its matchmaking options, serving to members at main conferences (like SXSW and others) discover essentially the most related folks 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 members obtain customized session and assembly options. Organizers can leverage Grip to spice up attendee engagement and satisfaction, because the algorithm delivers over 70 million customized suggestions per 12 months based mostly on attendee habits and profile knowledge. By automating the method of scheduling one-on-one conferences and suggesting networking matches, Grip frees up occasion planners from guide 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 advocate essentially the most related folks to fulfill.
- Personalised assembly schedules – Robotically suggests and schedules one-on-one conferences between attendees with mutual pursuits.
- Steady studying – Improves suggestions over a number of occasions, leveraging cross-event knowledge to refine match high quality.
- Cellular occasion app integration – Delivers real-time networking options and assembly reminders by means of an award-winning app for in-person, digital, or hybrid occasions.
- Analytics and ROI monitoring – Offers organizers with insights into connections made and engagement ranges, serving to show 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 most effective connections and conferences. Members enter their skilled pursuits and objectives, and Brella’s system analyzes a whole lot 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 worthwhile 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, typically even suggesting optimum time slots in the course of the occasion. The consumer expertise is easy: attendees obtain customized options of individuals to community with and might ship/settle for assembly requests by means of the app. Brella’s deal with 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 essentially the most related folks to fulfill, based mostly on attendees’ pursuits and event-specific classes.
- Automated assembly reserving – Simplifies scheduling by enabling one-click assembly preparations at mutually obtainable occasions as soon as a match is made.
- Personalised suggestions – Tailors networking options for every attendee, enhancing engagement for each first-time and veteran event-goers.
- Sponsor and exhibitor matchmaking – Contains options to drive site visitors to sponsor cubicles by matching sponsors with attendees, rising sponsor ROI.
- Information-driven enchancment – Learns from previous attendee habits and selections (when relevant) to refine future matchmaking accuracy, resulting in repeatedly bettering networking outcomes.
ClickUp is a well-liked venture administration platform, and its built-in AI assistant has options tailor-made particularly for occasion planners. ClickUp AI comes with a whole lot of role-specific prompts and instruments, successfully functioning as a sensible 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 artistic concepts. As an example, in the event you need assistance discovering a keynote speaker or brainstorming session subjects for a convention, ClickUp AI can produce options by analyzing the context you present. This integration of AI means you’ll be able to handle your to-do listing and concurrently get clever help with out switching platforms.
Certainly one of ClickUp AI’s strengths is how effectively it integrates with the general venture administration workflow. All AI-generated duties or content material might be instantly become ClickUp duties, assigned to staff 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 deal with 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 many others.).
- Job era – Robotically generates to-do lists and schedules in ClickUp based mostly in your occasion particulars, serving to guarantee all planning duties are accounted for.
- Content material creation – Assists in writing occasion content material comparable to emails, proposals, or advertising supplies immediately inside the platform, guided by AI to avoid wasting time.
- Seamless integration – AI options might be transformed into ClickUp duties and tracked on real-time dashboards, conserving the planning workflow in a single place.
- Template library – Gives pre-built occasion administration templates (timelines, budgets, and many others.) that the AI can assist 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 knowledge from 1000’s of occasion planners, venues, and locations, giving it a wealthy basis of industry-specific data. Its major goal 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 characteristic known as Spark Takeaways analyzes reside presentation content material and distills the important thing insights in actual time, displaying abstract factors and even “concept clouds” of the primary themes for attendees as a session concludes. This helps attendees rapidly digest info and keep in mind vital content material with out ready for post-event studies.
Past reside summarization, Spark aids planners in capturing and repurposing occasion content material. It will possibly robotically generate post-event recaps, translate insights into a number of languages, or create customized highlights for various attendee segments. By processing qualitative knowledge like session suggestions and Q&A discussions, Spark’s AI uncovers developments and preferences that will be time-consuming to establish manually. All of this allows occasion organizers to show worth to stakeholders: they will simply present which content material resonated most or present sponsors with on the spot analytics on attendee engagement.
Key options of Spark:
- Dwell session summarization – Analyzes shows in actual time and generates concise summaries and key takeaways for attendees on the spot.
- “Concept Cloud” visuals – Creates visible representations of recurring themes and concepts from classes, serving to attendees visualize and join key ideas.
- Business-trained AI – Constructed on knowledge from 2,000+ occasion professionals and venues, giving its options and content material a related, industry-specific context.
- Publish-event analytics – Transforms uncooked occasion knowledge (suggestions, session scores, attendee habits) into significant insights, highlighting what labored effectively and areas to enhance.
- Content material era – Assists with creating occasion content material like agendas, speaker bios, or advertising copy by leveraging its understanding of previous occasions and greatest practices (as skilled on its in depth 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 tens of millions of attendee knowledge 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 collaborating in particular conferences. This implies if you’re deciding which commerce present will yield the most effective leads or which {industry} convention your gross sales staff ought to sponsor, Vendelux can present data-backed suggestions somewhat than leaving the selection to intestine feeling.
Certainly 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 funds. It additionally displays occasion sign-ups; as an example, you might be notified if a significant shopper or competitor is attending a specific occasion, which could affect your plans. By measuring and evaluating attendee demographics, engagement ranges, and previous outcomes, Vendelux permits planners to maximise the worth of occasions. Primarily, it ensures you’re current on the proper occasions and helps you tailor your personal occasion technique for higher ROI. This makes it a worthwhile AI instrument for occasion entrepreneurs juggling a packed occasions calendar.
Key options of Vendelux:
- Intensive 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 in your group to attend or sponsor based mostly on match with audience and anticipated ROI.
- Attendee habits predictions – Makes use of knowledge to forecast attendee decision-making and engagement, serving to estimate how a lot publicity or leads an occasion would possibly generate.
- Aggressive intelligence – Alerts you when rivals or shoppers register for sure occasions and helps examine sponsorship packages to get the most effective worth.
- Occasion ROI evaluation – Offers instruments to measure and examine the influence of occasions in your pipeline or gross sales, so you’ll be able to deal with high-ROI alternatives and optimize your occasion advertising technique.
Zenus affords an progressive method to gauge attendee engagement at occasions by means of AI-powered facial evaluation. Dubbed “moral facial evaluation,” the know-how 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 knowledge 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 (optimistic/detrimental expressions) of the gang. These reside analytics give occasion organizers rapid suggestions on what’s capturing attendees’ curiosity.
The energy of Zenus lies in changing or augmenting conventional post-event surveys with real-time behavioral knowledge. Moderately than relying solely on attendees filling out suggestions kinds about what they loved, organizers can see engagement ranges moment-to-moment. For instance, a spike in optimistic sentiment and dwell time in entrance of a specific exhibit can point out sturdy curiosity, permitting organizers or exhibitors to take notice immediately. This knowledge is efficacious for making on-the-fly enhancements (like adjusting content material if folks 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 also show mixture engagement stats or set off content material adjustments.
Key options of Zenus:
- Actual-time sentiment evaluation – Makes use of AI imaginative and prescient to detect facial cues (smiles, and many others.) and gauge viewers sentiment (optimistic or impartial) throughout classes or at cubicles.
- Impression and dwell monitoring – Counts how many individuals move by or have a look at a given space and for the way lengthy, offering metrics on sales space site visitors and session attendance with out guide counts.
- Demographic insights – Estimates demographics (age teams, gender combine) of attendees partaking with varied occasion areas, serving to tailor content material or perceive viewers segments.
- Privateness-preserving tech – Analyzes facial knowledge with out storing identifiable info, guaranteeing attendee privateness whereas amassing helpful engagement knowledge.
- On the spot suggestions for ROI – Provides exhibitors and organizers reside dashboards on engagement, enabling rapid perception into which points of interest or shows are handiest (far quicker 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 get rid of a lot of the trouble in organizing occasions, notably the time-consuming activity of venue sourcing. With These days, planners enter their occasion necessities – comparable to date, metropolis, variety of attendees, and preferences – and the AI will robotically attain out to appropriate venues on their behalf. Remarkably, the platform truly contacts venues and handles the preliminary levels of negotiation (availability checks, worth quotes), functioning like an AI-powered venue dealer. This may compress weeks of emails and telephone calls right into a a lot shorter trade 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 options over time. For instance, if an organization prefers boutique resorts for retreats or has particular A/V necessities, These days will incorporate these preferences when suggesting venues and distributors. It operates with fast response occasions and boasts an “limitless attain,” which means it may scour a variety of choices past the rapid locale. Actually, These days has even obtained IATA certification to operate as a journey company, which means it may 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 guide outreach.
- AI negotiations – Goes past sourcing by negotiating with venues (by way of electronic mail/telephone) to get the most effective charges and phrases, appearing like an in-house occasion planner that may get monetary savings.
- Personalised planning – Learns your organization’s occasion preferences (e.g., model of venue, catering wants) and repeatedly adapts its suggestions for a tailor-made planning expertise.
- Built-in journey reserving – Operates as an IATA-certified journey agent, which means it may assist e book flights and resorts for occasions, aligning journey plans with the occasion itinerary.
- Fast turnaround – Offers fast responses and options, considerably rushing up the planning cycle from venue search to affirmation, which is particularly worthwhile for fast-approaching company occasions.
(Supply: Alex McFarland/Unite AI)
OpenAI’s ChatGPT is a flexible AI instrument that, whereas not constructed completely for occasions, has develop into indispensable for a lot of occasion planners. Debuted in late 2022, ChatGPT is a conversational AI mannequin that may generate human-like textual content based mostly on the prompts given. For occasion professionals, this implies it may help with a wide selection of text-based duties: brainstorming artistic themes or session titles, drafting emails and promotional materials, creating preliminary variations of agendas, and extra. As an example, in the event you present ChatGPT with particulars about your upcoming convention (viewers profile, {industry}, key subjects) and ask for session concepts or speaker options, it is going to produce an inventory of concepts to kickstart your planning course of.
Certainly one of ChatGPT’s strengths is concept era and overcoming author’s block. Planners typically use it to stipulate content material comparable to invitation letters, social media posts, or press releases for occasions. Whereas the AI won’t all the time be good on the primary attempt, 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 enhance attendee engagement for a digital occasion?” and get a spread of options to contemplate. ChatGPT’s data contains huge event-related info, from technical manufacturing tricks to advertising methods.
High options of ChatGPT:
- Concept brainstorming – Generates artistic concepts for occasion themes, session subjects, icebreakers, or venue décor while you present some context, serving to spark inspiration.
- Content material era – 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 frequent questions, leveraging its pure language talents to supply reader-friendly textual content.
- Drawback-solving Q&A – Solutions questions and gives options on logistical challenges or engagement methods (for instance, increase registration or enhance survey responses), drawing from basic data and greatest 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 points 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 reside streaming classes, Cvent helps streamline the complete course of, making it simpler to share occasion experiences with a broader viewers. This instrument is especially worthwhile for company occasions and conferences the place high-quality video content material can considerably increase model presence and attendee engagement.
Along with video creation, Cvent gives strong analytics and optimization options. Occasion planners can observe viewer engagement, monitor efficiency metrics, and achieve insights into viewers habits, permitting them to refine future video content material for max 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 guide 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.
- Dwell streaming integration – Helps real-time broadcasting of classes and keynotes.
- Engagement analytics – Offers insights on viewer metrics and viewers habits 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 progressive presentation design platform that makes use of AI to create visually gorgeous {and professional} slides. The instrument helps customers craft shows rapidly by robotically adjusting layouts, colour schemes, and design parts, guaranteeing consistency and aesthetic attraction all through. Its AI-driven strategy permits occasion planners to supply pitch decks, occasion proposals, and keynote shows that seize consideration and convey messages successfully. This platform is particularly helpful for enterprise occasions and company conferences the place high-quality visible communication is crucial.
Along with its design automation, Stunning.ai affords 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 robotically codecs slides for visible consistency.
- Template library – Gives a variety of customizable templates for varied presentation wants.
- Actual-time collaboration – Permits a number of staff members to edit and supply suggestions concurrently.
- Intuitive interface – Person-friendly design instruments that simplify the creation {of professional} shows.
- Model consistency – Ensures that every one slides adhere to model tips and visible requirements.
The Backside Line
Every of those AI instruments affords distinct benefits for occasion planning. By combining specialised occasion AI platforms with basic 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 folks at a networking occasion or crunching knowledge to decide on the most effective convention to attend, AI is already an important ally within the enterprise occasions {industry}. Utilizing the correct mix of instruments from the listing above can assist occasion professionals save time, scale back prices, and ship memorable experiences backed by clever know-how.