Unless you’ve been living under a rock recently, you will have heard at least some mutterings about the recent advances in AI in events. Artificial Intelligence, otherwise known as AI, is the simulation of human intelligence in machines, allowing them to learn and “think” as humans do. With some key differences—such as the ability to process information at a much faster rate than humans and make decisions without emotional biases. Understandably, and probably thanks to post-apocalyptic film franchises such as The Terminator and The Matrix (to name but a few), many people are wary of AI.
There have been numerous discussions swirling around about the ethics of AI and its various applications, from whether AI-generated images can truly be considered art to the biases carried forward by the data that’s input and whether people should be allowed to use it at work to complete various parts of their job. Some argue strongly that it can be used to streamline processes and enhance roles rather than take work away. Regardless of which side of the fence you stand on, one thing’s for sure, AI isn’t just changing the game, it’s redefining the rules.
AI in events: how is it currently being used?
You may not realise it, but behind the scenes, AI is becoming an increasingly popular way to optimise experiences at events. The technology is still in its early stages, but event planners and brands are already incorporating AI throughout their event lifecycle. Here are some applications that are now often enhanced with the help of AI…
Event security
Using AI-powered biometrics such as fingerprint scanners at events can greatly enhance security measures by providing a more accurate way of identifying and verifying attendees. This technology can ensure that only those who are authorised to access an event can gain entry, giving that extra piece of mind to organisers and attendees alike. Paired with facial recognition AI, such as the technology designed by fielddrive, event organisers can keep an eye on attendees in real time, identifying any potential security threats and quickly responding to them—adding an extra layer of protection to the event.
Data analysis
Machine learning can be used to analyse past attendee experiences at events to optimise their experiences at future events. This technology is used by event management and ticketing website, Eventbrite, to create personalised experiences for audiences, identifying what users have previously enjoyed and suggesting future events that they might also be interested in. This not only helps users discover new events but also helps event organisers to tailor their events to their target audience.
Chatbots
Another example of using AI in events is with chatbots. These communication tools can be used to help with event registration and customer service by providing a convenient and effective means of communication for attendees. They can be integrated with event registration websites or social media platforms to provide real-time assistance to attendees throughout an event. The ConciergeBot was designed with that exact purpose in mind—working alongside numerous apps and other platforms to engage users before an event, assist attendees during an event, and keep the relationship post-event.
Event planning
Planning an event involves a lot of coordination and organisation, often performed across several teams and departments. AI can help to streamline tasks during this stage such as venue selection, guest list management, budgeting, and scheduling. This allows event planners to automate many of the repetitive and time-consuming tasks involved in event planning, saving time and increasing efficiency in the process. A new, smart AI developed by Styckie can be used to connect planners to ideal vendors based on their event needs and the perfect venue location.
Virtual event platforms
Artificial Intelligence can be used to create virtual platforms that can host or accompany your virtual event. With the incredible strides taken within this field in recent years, AI can now assist developers in building applications by generating code and creating mock-up designs. These can then be automatically tested by the AI to help speed up the development process and identify bugs more quickly. When used alongside scheduling AI, attendees can automatically be matched for virtual network sessions or meetings that are relevant to them—all within the same platform.
The benefits of AI (and why you should be using it!):
Why should more event organisers utilise AI in events? Truthfully, AI is far more efficient than us… When used correctly! It has the ability to handle large volumes of tasks, both repetitive and individualised, simultaneously and instantly. There are only so many hours in the day—but AI can help us to become more efficient within those hours, by doing our bidding and getting all the arduous work done that would usually take up half the day. By embracing AI, organisations will be able to streamline all the time-consuming stuff, which will free up teams and enable them to focus on things that require a human touch.
The use of AI within your business can bring increased profits by personalising attendee experiences, automating processes, closely analysing data, and creating new revenue streams through targeted marketing, upselling, and lead generation. If your company is not making the most of this new technology, then you’re missing out on the incredible benefits that come with it—so much so that a whopping 83% of companies consider using AI in their strategy to be a high priority.
Tips for incorporating AI into your own events:
By this point, you’re probably wondering exactly how you can get started with incorporating AI into your own events. Well, we’re here to tell you that it’s easier than you think! In fact, there are countless AI systems which are available for anyone to use, ranging from organisational tools to content generators. So we’ve put together a list of the most useful AI programmes that you can incorporate into your own events business:
Fireflies
A large part of working in events involves participating in several calls and meetings throughout the event’s lifecycle. This often means taking notes for future reference and reminders. But it’s very common for these notes to become lost or misplaced. Fireflies AI helps to solve that problem by providing transcripts of your virtual meetings and automating your meeting notes. The platform has four different pricing plans, with a free plan for individual users, and prices of $19 per month and above for large businesses.
Nightcafe
Nightcafe is a creative tool which uses machine learning techniques to generate specific, unique images based upon a written prompt input by the user. If used correctly, Nightcafe can be used to generate images of event venues, decorations and layouts, helping planners to visualise the event before it takes place. In addition, these AI image generators can be used to generate event-related images such as posters, banners and social media graphics which can then be used to promote the event and increase engagement. Nightcafe allows its users to generate 5 images per day for free, with the option to purchase additional image generations for as low as $0.08 per image.
Runway
In our industry, sometimes the media shared after an event is just as important as the event itself. Whether it be for showcasing your services or just reliving past experiences, content types such as videos allow your events to reach an even larger audience of people. But video editing can often take hours upon hours along with requiring high-end equipment. But, what if we told you that it didn’t have to? Runway is a next-generation content creation suite that includes 30+ AI magic tools, real-time video editing, and collaboration. It has the ability to complete in-depth tasks such as video background removal, motion tracking, and video inpainting, all within the blink of an eye. It is currently available at four different price points, starting at $0 and going up to $28 per month and above.
Beautiful AI
Another process that many event professionals will be familiar with is creating and presenting slide presentations. Beautiful AI (yes that is the name of it!) helps to simplify this process by providing professional, customisable templates that create a seamless, user-friendly experience for presenters in just a matter of minutes. Once completed, the presentation can then be shared with co-workers, with analytics showing specific metrics such as how many people opened the presentation and how long they spent viewing each slide. With pricing starting at $12 per month for individuals and $50 per month for teams, we think it’s time for more people to take their presentations to the next level.
ChatGPT
You’ve probably already heard about this one, but just in case you haven’t, ChatGPT is a language generation model that can create “human-like” text in response to a given prompt. Its uses include generating automated responses to incoming inquiries, creating personalised event descriptions, and helping to create content and other marketing materials. At the time of writing, the platform has both a free and paid version. There are also other alternatives to ChatGPT, such as Jaspar and Bard to name a few.
It is now easier than ever to work alongside AI within your business. However, it’s crucial to always read the fine print and ensure you’re not sharing sensitive data. Ensure you always test out any new technology before utilising AI in events. Some AI programmes are more reliable than others (some are still in beta testing phases), so it’s always best to make sure you’re not dependent on the technology in case something happens to go wrong.
Our final thoughts on using AI in events
Artificial Intelligence is still a relatively new technology that is far from reaching its full potential, but even in its current form, the possibilities that AI brings to the events industry enables us to optimise our strategies more than ever before.
However, there are still plenty of other technologies that can be used to upgrade your events… Check out this article where we covered the top 10 event technologies that you should be incorporating into your events. To find out more ways you can create unique experiences with technology.