AI won't steal your event… but it can steal endless Excel spreadsheets and hours of searching for solutions. Artificial intelligence (AI) technology is entering our industry faster — from predicting attendance to calculating CO₂ footprints — and is changing how we plan, communicate and deliver events. The key is to understand that AI is not a replacement for people, but a turbo-tool for smarter work.
Where AI is already changing events
- Predicting attendance and optimizing capacity
Instead of guessing, AI analyzes historical data, ticket sales and audience behavior to predict turnout. The result? Fewer empty seats, more accurately ordered food and optimized logistics. - Content personalization
At large conferences, AI can recommend which panels, workshops or speakers attendees should visit based on their interests. This increases engagement and attendee satisfaction. - Sustainability through data
AI tools can calculate an event's carbon footprint, simulate different scenarios (e.g., catering with less meat) and suggest the most sustainable option without compromising the quality of the experience. - Faster communication and marketing
Generating headlines, social posts or invitations becomes faster with AI, freeing time for strategic tasks.
Quick wins for event managers
If you want to start right away but aren't ready for complex AI systems:
- Chatbot for attendees – answers frequently asked questions before and during the event (Or an AI assistant located at your event — yes, they're available to rent from us as well)
- AI design tools – quick visualizations of set design and room layouts (which we know clients really like)
- Automatic translation – if you have an international audience (we've tried several and they impressed both us and our clients)
Limits and ethics
AI can process data and propose solutions, but emotion, creative vision and the context of an event remain in the human domain. In addition, it's important to protect privacy and transparently communicate how participant data is used.
AI is like a good technician at an event — unseen, but keeping everything running smoothly. Those who integrate it intelligently free time for what matters most: creating experiences that are remembered.