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How to Make Event Planning More Intelligent With AI

Learn how AI revolutionizes event planning and how to implement it in your workflow.

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Event planners, time is your nemesis—but fear not! AI is your trusty sidekick. It speeds up brainstorming, handles logistics without coffee breaks, customizes experiences, and deciphers data with precision.

VDA, an award-winning experiential agency, shares tips to make 2024 a year of effortless event planning.

1. Define your event goals.
Chart your course with clear objectives before you start your AI journey. Are you aiming to enhance attendee experiences, streamline logistics, or boost marketing? Your map to a successful AI adventure is choosing the right AI prompts.

2. Create an AI implementation budget.
Budgeting for AI integration in event planning should include both upfront setup costs as well as ongoing expenses. It's important to keep in mind that AI's benefits are likely to extend to multiple events, making it a worthwhile long-term investment.

3. Research AI capabilities and identify applicable technology.
Playing around and making yourself comfortable is the key! You have to experiment to become a pro, to truly understand the features, benefits, and limitations of the various AI tools and applications available in the event planning industry and beyond. 

Here are some AI tools to consider adopting as an event planner:

  • InEvent: Event Technology AI App Integration to ChatGPT
    Using InEvent's ChatGPT integration, you can create error-free content that saves you time in writing and editing your event content.
  • Project Spark: by Gevme & PCMA
    This platform offers a wide range of features that cater to the unique needs of event planners. One of its key functionalities is an intuitive scheduling feature that helps event planners stay organized and on top of their tasks and deadlines.
  • beehiiv: AI Built for Newsletter Operators
    Beehiiv allows you to create compelling newsletters with pre-designed templates, eye-catching graphics, and eye-catching visuals.
  • Gamma: Creating Custom PPT Options
    We all know that a well-designed presentation can make or break an event. Gamma takes your slides to a whole new level with just a few clicks.
  • Midjourney, Dalle, and Cava: Art Generators
    AI tools like Dalle, Midjourney, and Canva are transforming the event planning industry, helping your team generate pictures from natural language descriptions.

4. Implement training.
Empower your team through effective AI tool training. Make sure they grasp the full potential of the selected AI applications and know how to wield them to their maximum advantage.

5. Optimize your AI integration strategy.
Remember, you may not get it right straight out of the gate. It's a continuous process for successful event planning. Test for issues, monitor real-time data for improvements, and adapt to ensure AI aligns with event goals.

6. Measure success.
Track AI integration success through key performance indicators (KPIs) such as enhanced attendee satisfaction, boosted efficiency, or increased attendance. These metrics will be your guiding stars on the path to event planning glory.

AI is the ultimate tool to work smarter, not harder. Just like VDA, all event planners should take the plunge and ride the wave of AI to stay ahead of the curve. Let's make 2024 the year of boundless event-planning possibilities!