10 Creative Ways to Infuse AI In Live Events

Jun 26, 2024 Praggya Joshi

Event planning is no longer as daunting a task as it was before, thanks to Artificial Intelligence (AI).  Planners and organizers everywhere are using AI in events to improve their productivity, gain insights about attendees, craft compelling content, and deliver impressive experiences. Event intelligence along with AI is bringing more agility into the processes of event planners. Also, it has become possible to generate personalized content at scale with AI technology.  

In our previous post, we talked about the best AI tools for event planners. This blog will help you identify various opportunities to leverage this technology in enhancing various aspects of live event planning and maintain a track record of delivering compelling experiences. 

Key Challenges of Live Events
Live events are an integral part of any brand's growth marketing strategy. However, although exhilarating, they do come with challenges. The major ones include: 

• Sourcing venues with the right amenities and tech stacks. 
• Inability to plan according to financial limitations.  
• Keeping attendees interested in more than a few sessions 
• Adhering to regulatory compliances 
• Spreading awareness about the event. 
• Analyzing event accuracy for an improved future experience. 
• AI in event management and planning has the potential to help you surpass all or most of these hurdles. 

1. Put your Manual Tasks on Autopilot
Event management is a complex process with many mundane tasks that need to be performed repeatedly. AI resolves it through automating routine tasks like budgeting, scheduling, and vendor management freeing you to focus on strategic innovation. For example, it creates automatic schedules based on attendees’ preferences, venue availability, speakers, and vendors.  

Similarly, AI-driven budgeting tools leverage historical data and predictive analytics. The tools predict expenses accurately, empowering live event organizers to allocate resources more effectively. 

In fact, Forbes reports that in 2024, 30% of businesses have already embraced AI in their accounting practices.  

The technology emerges as a secret weapon for planners hosting corporate conferences, bringing efficiency to their execution. With an AI-based event planning tool, you can craft custom blueprints and use its templates to strategize different aspects of the event. They also make it easy to brainstorm out-of-the-box corporate event ideas. 

2. Deliver Impeccable Support

In live events, guest experience is always paramount. Such events can become more engaging, interactive and immersive provided you take care of all the needs of attendees. It means answering their queries on time.  

The task can be delegated to AI-powered chatbots. Some popular event management tools include LiveChat, HubSpot Chatbot, and ManyChat. They offer instant support and information to your attendees allowing you to manage the interactions and draw insights to deliver tailored event experiences. Moreover, their ability to handle multiple conversations simultaneously saves a lot of precious time for event planners.

3. Create Engaging Content for a Live Event
Personalized content boosts your sales opportunities by 20%! It increases the relevance of your event and makes attendees feel recognized. An excellent use case of AI in event management is content creation. AI-powered tools create hyper-specific content after you feed them a few prompts and data. 

Be it bespoke welcome messages, promotional content on social media, copies for paid ad campaigns, or content for your live event website; AI helps you do it all. With the right tool, you can create speaker bios, introductions, and questions for moderators to ask speakers. 

Craft engaging and personalized emails for your live event audience with Eventcombo’s Email Marketing Engine. 

4. Choose the Perfect Venue
Challenges usually arise in securing a suitable location that meets the live event's requirements for size, accessibility, amenities, and budget. It needs thorough research and effective communication. With AI at your disposal, you don't need to conduct time-consuming research on your own.  

Just type your requirements on the tool and its algorithms will give a list of ideal matches. You can refine your search with filters. In turn, it gives the benefit of a seamless personalized experience. 

5. Maximize Engagement in Your Event
One of the top concerns while planning a live event is keeping attendees engaged and entertained.  With the advent of AI, organizing activities and keeping attendees engaged throughout the session has become easier. You can customize your event agenda with compelling games like Q&A, quizzes, surveys, and scavenger hunts that keep attendees busy and help them retain event-related data. The more they can recall the experience, the better for your brand. Isn't it? 

Want to gamify your event experience and make it memorable with Q&As, polls, scavenger hunts, quizzes, and more? Do it effortlessly with our robust event management platform. 

6. Expand the Reach of Your Event
Wondering how to make your in-person multi-lingual event a success? Thanks to AI-based speech translation technology you don't need to invest in any hardware. The tools allow you to integrate simultaneous interpretation into your events like conferences making speaker selection hassle-free. The best part is that AI-based translation tools can be integrated into the event app to give instant output.  

7. Set the Best Ticket Price
AI is transforming events by enabling planners discover the best ticket prices. The dynamic pricing algorithms can assess real-time market conditions, demand patterns, and how your competition is adjusting the prices.  

There's more to it. The technology helps identify opportunities for sales by gauging social media sentiment, behavioral, and market trends.   

Eventcombo's ticketing management software streamlines ticketing process by monitoring sales in real-time, using analytics to refine pricing, and offering innovative ticket types for optimal deals.  

8. Match Attendees with Accuracy
Networking opportunities power live event's success. Without fostering meaningful connections and relationships, it will fade from memory. AI-based matchmaking feature analyzes attendee profiles to gauge their interests, professional background, and past event behavior. Based on these insights, the system recommends specific sessions, workshops, or networking events that match attendees' expectations. Optimal networking opportunities facilitate a personalized experience, making attendees leave with a smile.  

9. Assess Your Event's Performance
So, did your live event go exactly as planned? Congratulations! However, evaluating major metrics is still important to ensure you keep delivering the best experiences. AI will help accelerate this goal by producing informative reports and analysis of events. Data points like attendee behavior, event feedback, and expenses prevent planners from making wrong decisions regarding event promotion and on-site attendee engagement.  

For example, with Eventcombo's Event Reporting Software, you can access real-time metrics on event performance, registrations volume, ticket sales, attendance, engagement, and more helping you make informed decisions pre and post-event. 

10. Ensure GDPR compliance
Event planners face persistent challenges in following GDPR regulations for events. Managing consent, complying with suppliers, and deleting personal data are some major roadblocks.  

But when you leverage AI, this problem is largely alleviated.  

For instance, AI tools automate data collection, storage, and evaluation between third parties like tech providers and suppliers thus simplifying the compliance procedure. The tools automate Data Protection Impact Assessments (DPIAs), which is a must under GDPR. Through automation, potential risks are identified, notified and rectified promptly to avoid further complexities. 

Ready to Use AI in Events?
There are endless ways to leverage AI in event planning. Create personalized experiences, promote events by creating content quickly, adjust ticket pricing, or analyze your event to make iterative improvements. What you choose to do with this technology depends on your needs, goals, time, and budget constraints. However, be sure to invest in reputable AI platforms that protect data and ensure compliance. Eventcombo's offerings are fully secure and backed by industry-leading security and privacy certifications. Request a demo today to learn how we can deliver enhanced and highly secure event experiences for your attendees.