Generative artificial intelligence (AI) is playing an increasingly important role in many industries today, including the events industry.
For event organizers, it can help save time on certain tasks, streamline content creation, and make better use of available data.
From automating time-consuming tasks to personalizing content and performing analytics, AI is establishing itself as an indispensable tool.
In this article, let’s explore how organizers can leverage event AI to transform their practices.
TABLE OF CONTENTS
- Automating the Creation of Event Content
a) Generative AI for Text Content
b) Generative AI for creating content in the form of images, videos, and audio - Optimizing networking and participant engagement
a) Smart matchmaking
b) Profile enhancement
Analyzing event data and reporting - a) Using surveys more effectively
b) Analyzing data
c) Streamlining reporting
Automate the creation of event content
a) Generative AI for Text Content
With tools like ChatGPT, Claude, or Copilot, <strong>event organizers can produce compelling text tailored to their audience</strong>. This content can then be tailored for each communication channel, ensuring a consistent and impactful distribution strategy.
Generative AI helps accelerate content creation for event organizers, offering several notable benefits:
- Automated Content Creation
Thanks to AI, it is possible to quickly generate a wide variety of content essential for organizing and promoting an event, such as:
- event and session descriptions;
- invitation emails;
- social media posts;
- press releases.
- Multilingual Translation
To reach an international audience, generative AI can be a valuable tool for translating event content.
For example, an event program or speaker biographies can be quickly translated into Spanish, Chinese, or any other language.
🔔 AI is useful for relatively simple texts. If the original text contains linguistic nuances, it is highly recommended that a specialist review it.
- Proofreading and Rewriting
AI isn’t just about creating content; it also improves its quality. In an instant, spelling mistakes, awkward phrasing, and inconsistencies can be corrected. It can assist organizers in correcting and rewriting their content, while saving them time.
💡 Bonne pratique : l’utilisation de l’IA Générative textuelle représente un gain de temps non négligeable pour les organisateurs.
Ce gain est d’autant plus significatif lorsque l’IA est intégrée directement à la plateforme de gestion événementielle utilisée pour l’événement.
En effet, elle pourra suggérer des contenus pertinents en se basant directement sur les données de l’événement.
Example of generative AI for text and images featured on the inwink event management platform
b) Generative AI for creating content in the form of images, videos, and audio
AI isn’t limited to writing text. It also facilitates the creation of visual, video, and audio content for events.
- Image generation
Tools like MidJourney or DALL-E make it possible to design custom visuals for event promotion campaigns. With just a few clicks, organizers can obtain posters, banners, or illustrations at a lower cost and in record time.
LinkedIn post banners for the Sommet de l’Elevage
featuring AI-generated images
- Video and audio content creation
Generative AI also offers powerful tools to enhance the visual and audio experience both before and during the event:
Before the event:
- Teasers and trailers: Organizers can use generative AI tools like Synthesia or Descript to create promotional videos. These videos can feature AI avatars or generate voices in different languages to showcase the event, its program, or its speakers, while incorporating modern animations and visual effects.
- Advertising and marketing: Solutions such as Pictory AI convert text content into video for marketing campaigns. They can create video clips, visual effects, and eye-catching transitions based on text.
During the event
- Presentations and Introductions: Software like Elai.io lets you create introductory videos featuring realistic avatars. These can be played at the start of conferences or workshops, providing an engaging introduction to the speakers or the program. Here is a example of a video created with AI tools for the opening of the 2024 Table Arts Confederation Conference.
- Background screens and stage design: Use tools such as Lumen5 to create video backgrounds tailored to the event’s theme. These backgrounds can be used for on-stage projections or digital signage.
- Background music and sound effects: AI tools such as AIVA, Suno, Udio, or Boomy can be used to compose background music. Organizers simply need to define the desired tone and atmosphere in the prompt to design custom sounds.
To add some rhythm to the conference presentations, I wanted to create an intro and an outro piece of music.
I consulted ChatGPT, asking it what the specific characteristics of an intro piece for a corporate event are. Next, I explained my approach and provided examples of music I had used last year.
The AI generated a comprehensive description for me, including chords, melodies, styles, and the emotions to convey. I specified that this description would be used to create a prompt for Udio, to give it even more context.
Once the prompt was optimized, I used it in Udio. This allowed me to get a music suggestion that suited me perfectly.
Céline Beckrich, Secretary General, Confédération des Arts de la Table
Optimizing Networking and Participant Engagement
One of the major challenges for organizers is to facilitate interactions among participants, partners, and exhibitors. AI can help here by providing more relevant recommendations and enriching the profiles used for networking.
a) Smart Matchmaking
AI, through virtual assistants integrated into event websites or apps, can analyze participants’ interests and profiles to suggest relevant connections.
By drawing on information such as professional interests, LinkedIn profiles, and interaction histories, AI recommends personalized connections with:
- Exhibitors offering solutions tailored to their needs,
- Other participants who share the same goals or interests.
These recommendations increase the chances of finding relevant contacts, particularly at events where the number of participants makes manual searching more difficult.
Example:
- A participant interested in technological innovations in the healthcare sector will be directed to exhibitors specializing in biotechnology or experts in AI applied to medicine.
- Similarly, an executive looking to expand their network in finance will be connected with investors or strategic partners.
b) Profile Enhancement
80% of event attendees don’t fill out their networking profiles—simply because it’s tedious, unpleasant, and time-consuming to write! That’s a real shame, because a well-filled-out profile significantly improves the networking experience.
Florent Santin, Co-CEO of inwink
- How can we make this step easier?
Organizers can offer their attendees the option to use AI as an assistant to help them fill out their profile or write their bio.
This assistant, directly integrated into the event’s mobile app, will retrieve contextual information about the participant via their LinkedIn account.
Based on the information provided or made available by the participant, the AI can generate an initial summary of their background, professional experience, or areas of interest.
The participant will then simply need to review this draft, edit it, or add to it before adding it to their personal profile.
AI-powered visitor profile customization
Vivatec mobile app
Event Data Analysis and Reporting
Event data analysis is often underutilized by organizers. Yet events generate a wealth of information: registrations, session attendance, interactions, meetings, survey responses, and more…
AI can help make it easier to analyze this data and extract useful insights.
a) Use surveys more effectively
Surveys sent before, during, or after an event are a valuable source of information.
In particular, AI can help organizers prepare their questions, tailor certain questionnaires to specific profiles, or analyze the collected responses more quickly.
For example, if a participant is more interested in the conferences, AI can tailor the questions to explore that aspect in greater depth. This makes it possible to obtain much more specific and relevant data.
AI-generated event report on inwink
b) Analyze the data
AI can play a key role in analyzing participants’ interactions with the event.
An organizer can find out how much time a visitor spent at a booth, how many sessions they attended, and what questions were asked in the chat rooms.
In addition, AI tools, using natural language processing (NLP) algorithms, can analyze feedback and comments on social media and in surveys.
All of this helps determine whether the feedback is positive, negative, or neutral.
c) Facilitate reporting
Once the data has been collected and analyzed, AI can generate clear visualizations and detailed reports.
For example, an exhibitor might receive a report showing how many visitors spent more than 10 minutes at their booth and what their main questions were. Meanwhile, the organizer will have a more comprehensive view of the event.
A participant might receive personalized feedback on the sessions they attended and recommendations for future events.
💥 Learn more: predictive analytics
When the organizer has enough historical data, predictive models can also help identify certain trends and anticipate participants’ expectations for future events.
By analyzing demographic data and participation rates, it can suggest changes to maximize participant satisfaction. These changes might include adjustments to the schedule or modifications to sessions, for example.
Artificial intelligence is no longer an option for event organizers. It’s a real necessity for staying competitive and offering enriching experiences.
Thanks to AI, they can focus on what really matters: creativity and the human experience. All while optimizing logistical and technical aspects.
