Artificial intelligence (AI) is rapidly redrawing the boundaries of every industry — AI for events very much included. It gives you technical skills you never knew you had, saves you time, plans your event schedules, and conquers those mundane tasks that threaten to derail your day. It’s no substitute for human expertise, but you can’t ignore the advantages of AI.
For event organizers, taking advantage of the latest AI tools is surprisingly easy — even for complete beginners, and Eventbrite is leading the way.
Whether you’re trying to carve out a little extra time in your diary, effectively advertise to a new audience, save money, or give your events a professional sheen, here are 21 ways AI can streamline your events.
1. AI tools to brainstorm event ideas
As event organizers, ongoing success doesn’t always mean just rolling out the hits. Often, original concepts or new angles can make all the difference. Maybe you’re moving your festival event to summer and need a fresh set of sunny activities, or you might want to incorporate a few of the latest event trends into your planning.
Whatever the case, AI tools for events like ChatGPT can quickly get those initial ideas flowing. All you need to do is type a prompt, like “Take the role of an expert event planner. Offer ten ideas for exciting winter-themed events you can do indoors with children.” ChatGPT will offer its opinion, saving you time on head-scratching and blue-sky thinking.
2. AI tools to create quality artwork and design
Including images and visual design in your event listing — whether through Eventbrite or your own website — makes your event stand out in search, giving you an important boost in the rankings and helping you grow your ticket sales.
AI image generation, such as Canva, DALL-E, and Muse AI are handy shortcuts to images and videos that are visually striking, on-brand, and intuitive to generate. The same goes for Canva Magic Design, an AI-powered graphic design tool that lets you quickly generate everything from event posters to beautiful presentations for your next meeting.
3. AI tools to fast-track event listings
Busy event organizers are always looking to streamline processes, and writing copy for event listings can definitely take a chunk out of your day. Whether you’re running multiple events weekly and want to keep the copy fresh (which can certainly be tricky) or looking for copy geared to sell more tickets, Eventbrite’s AI-powered tool can auto-generate a high-quality event description on the fly, making the process of writing event content a breeze.
Once you’ve given your event a title, AI will fill in the event type, category, and tags for you, increasing your event’s visibility on the platform and search engines. Eventbrite’s powerful tool reduced event creation and social media campaign times by 30% compared to non-AI copy.
4. AI tools to create content like a pro
Tools like ChatGPT are the entry-level standard for generative AI and definitely come in handy for brainstorming and simple text prompts. For event organizers tackling more complex content creation and marketing, having dedicated AI tech like Jasper.ai offers real depth. The suite can turn briefs (or even single-line prompts) into SEO-optimized blog copy, social media posts, press releases, and pretty much anything else, saving time, money, and, importantly, brain space.
5. AI tools for email campaigns
With Eventbrite’s AI tools, you get a helping hand crafting email ad copy that works and takes less time to write.
Knowing how to write an effective marketing email that includes all the necessary information can be tough. This tool not only saves you valuable time by crafting the text for you, but it can make you stand out in your readers’ inbox.
Remember, something as simple as a better email subject line can drive more sales. You can even combine it with email invitation templates for successful outreach.
6. AI tools to make your data work harder
Rich data sets are gold for event organizers. With plenty of data from past events (ticket sales, entry times, demographics, and email open rates), there’s scope to learn more about what you’re doing well and where your opportunities are.
AI and machine learning tech like Amazon Quicksight, for example, finds patterns in your event data, uncovers anomalies, determines your key business drivers, and more.
This gives you actionable insights to grow your business and understand attendees like never before. Doing this yourself would be a time-consuming task, but it doesn’t have to be anymore.
7. AI tools to answer event attendee questions
Attendees will have questions both on the day and in the lead-up to an event. “What time does the bar open?” “Can I bring my own food?” “What’s the dress code?” “What happens if I lose my ticket?”
Rather than dedicating staff to answer attendee questions or using a static FAQ, event chatbots — Sava Events, for example — use techniques like native language processing to answer questions accurately and in real time. Consider chatbots as an always-on event concierge.
8. AI tools for event time management
Attendees only see what happens on the event day, but organizers know how much time is spent leading up to the event. Managing that time can be one of the more challenging aspects of event planning.
Scheduling/rescheduling meetings and finding common ground between stakeholders can be a full-time job, but AI-powered time management apps like Calendly and Motion do everything from finding the right time for a Zoom call to optimizing your to-do list and automatically filling your weekly planner.
9. AI tools for transcription and meeting minutes
How often have you jumped off a call or left a meeting, mind buzzing with information, only to wish you had the headline points on hand? While human assistants can take meeting minutes or dot points, AI transcription apps like Otter.ai transcribe your meetings live and instantly give you the essential takeaways.
From simplifying complex legal jargon to summarizing a full list of catering options, it’s easy to feel like you’ve mastered a meeting as soon as it’s over.
10. AI tools for event attendee tracking
Keeping tabs on attendee movements and engagement can help make your event safer and smoother. Platforms like Crowd Connected have partnered with AI-powered tools like ExpoPlatform to become game-changers. These tools use geolocation and mobile technology to provide real-time data on attendee behavior.
Event organizers can monitor foot traffic, identify popular areas, and even detect potential bottlenecks. This data can help you improve the event with smoother navigation and personalized experiences.
Additionally, valuable insights from attendee tracking can inform future event planning, helping you optimize the layout of your next event, improve safety measures, and tailor marketing strategies to boost overall engagement and satisfaction.
11. AI tools for video editing
Creating captivating videos for event promotion or recap is a breeze with AI tools like Vimeo’s video editor. It simplifies the editing process with features like automated scene detection, smart trimming, and easy-to-use templates.
These AI tools help you quickly turn raw footage into polished videos to share across social media platforms and event pages. By leveraging AI, you save time and ensure a consistent, high-quality visual representation of your events.
12. AI tools for writing press releases
Effective press releases help build anticipation and media buzz, driving more interest and event attendance. But they’re difficult to master. Crafting compelling press releases is essential for event publicity, and AI tools like Prowly streamline this process.
A good press release should be clear, concise, and newsworthy, with a strong headline and a compelling lead. Using AI speeds up the writing process and ensures the release is optimized for media outreach by creating compelling language customized to that platform’s requirements, increasing chances of coverage.
13. AI for event ad campaigns
AI for events s especially useful in social media campaigns to help you make the most of your limited marketing budget. For example, Eventbrite’s AI-written social media ads result in a 17% decrease in cost-per-click compared to non-AI ads on Facebook and Instagram.
These AI tools analyze data to craft targeted ad content and optimize target audience segmentation, ensuring ads reach the most relevant users. This boosts the effectiveness of marketing efforts, helping you attract more attendees while staying within budget.
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14. AI tools for creating, reviewing, and negotiating vendor contracts
Creating and negotiating vendor contracts can be costly and complex for event organizers and event planners. AI tools like ContractPodAi do the heavy lifting for these tedious tasks, automating contract generation, review, and negotiation. These tools use language to identify and highlight key contract terms, suggest edits, and ensure compliance with legal standards.
Contract AI tools can increase confidence and clarity by reducing manual effort and mitigating risks associated with contract negotiations.
15. AI tools for post-event follow-up
Post-event follow-up is crucial to maintain engagement and gather feedback, and AI tools like Eventbrite and HubSpot make this task seamless. These platforms can automate personalized thank-you emails, surveys, and future event promotions, ensuring timely and relevant communication.
Effective follow-up involves expressing gratitude, soliciting feedback, and informing attendees about upcoming events. For example, you can send your attendees a thoughtful thank-you email to show your appreciation.
16. AI tools for sponsorship proposals
Securing event sponsorships is important for a successful event, and AI tools like Taksade’s sponsorship proposal generator can ensure you include all the key points. These tools generate personalized, compelling sponsorship pitches by inputting details about your event and potential sponsor.
Effective sponsorship emails should clearly outline the benefits of sponsoring your event (for the sponsor), including target audience demographics, marketing reach, and engagement opportunities.
Using AI ensures your proposals are well-structured, persuasive, and tailored to each sponsor, increasing your chances of securing valuable partnerships that can support your event’s success.
17. AI for event translation
For events with a diverse audience, AI tools like ElevenLabs offer powerful solutions to dub videos in multiple languages. This capability is particularly useful for event recordings, virtual events, and hybrid events, making content accessible to a wider audience.
You can also use text translation tools like DeepL to knock down language barriers for any brochures, advertisements, and even your event website.
By providing translations, you can engage people who don’t speak the same language so your event reaches people worldwide. This inclusivity improves attendee satisfaction and broadens your event’s reach, making it more appealing to international sponsors and participants, thereby increasing your event’s overall impact and success.
18. AI for event layout and design
Planning the interior of an event space is crucial for attendee flow and experience. You can repurpose tools like RoomsGPT, typically used for interior design, for your event layout planning.
By inputting your venue’s dimensions and features, these AI tools can suggest optimal seating arrangements, stage placements, and other design elements. Key considerations include accessibility, sight lines, and traffic flow.
Using AI for events for layout design ensures a well-organized space that makes your attendees comfortable and engaged, contributing to a successful event.
19. AI tools for invoice processing
Managing finances for events can be complex, especially when dealing with multiple vendors. AI tools like Tipalti streamline invoicing by automating the entire process, from invoice generation to payment reconciliation. This ensures timely and accurate payments, reducing the administrative burden.
Tipalti can also handle international transactions and compliance issues, making managing vendor relationships across borders easier. By automating invoicing, you can focus more on event organizing and execution, knowing your financial operations are in good hands.
20. AI tools for lighting design
AI is transforming lighting design by making it easier to implement new, creative ideas. For example, AI-powered tools like Midjourney can create images of what a space will look like with a certain lighting arrangement. Then, you can ask it to iterate on the original design by changing certain features or parts of the lighting set.
That makes envisioning how your event’s lighting will actually look much easier and makes creative and experimental lighting design more accessible than ever.
As AO for events continues to evolve, it will further streamline the design process, ensuring that lighting contributes significantly to the overall attendee experience.
21. AI tools for scouting venues
Finding the ideal venue is important for any event’s success, and AI tools like OneScout make this process more efficient. These tools analyze your event requirements and preferences to suggest venues that might not be on your radar.
By considering location, capacity, amenities, and cost, AI can present a curated list of potential venues that fit your criteria. This not only saves time but also uncovers hidden gems that might offer unique advantages, ensuring you find the perfect setting for your event.
How to start using AI for events
AI is changing how the entire event industry plans and executes events. It makes it possible to create amazing experiences much faster. You can customize your event based on attendee preferences, generate vast amounts of written materials quickly, personalize your outreach to a wide range of potential attendees, and automate repetitive tasks.
If you want to stay on top, you need to use the best possible tools available to you. That’s why at Eventbrite, we’ve centralized some of the most important AI event planning tools on our platform. For example, it can make event marketing a breeze.
