AI can handle a lot these days — creating art, building to-do lists with as much granularity as you need, and rearranging your entire schedule. What about event planning, though?
Setting up and managing an event is a multifaceted project involving many time-consuming — and often repetitive — tasks. Whether it’s a major corporate conference on the horizon or an intimate gathering of teams for a skill-building day, events require a significant time investment. Throw in some back-and-forth negotiations with invitees to figure out which date works best for everyone — and things can get messy quickly.
If you’re wondering if AI can take care of event management, the short answer is — yes.
Scheduling tools exist, but none can take the load off your shoulders more than AI-powered software. This article will show you what an AI event planner can do for your busy schedule and suggest some leading apps worth trying.
What is an AI event planner?
An AI event planner can be defined as a tool that employs artificial intelligence to take care of various aspects of managing an event — namely, real-time analytics, logistics, and event schedule optimization.
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These tools were developed to automate repetitive tasks — which means less room for potential errors and more time for strategic decision-making.
The potential of AI-powered tools in event planning and management is immense:
- Event logistics management
- Improved attendee experience through personalization
- Post-event AI-powered data analytics and actionable insights
A recent global survey on the use of AI in the marketing and events industry clearly shows that marketing professionals have already embraced AI tools. As much as 88% of survey respondents say they’ve already adopted some AI-powered tools — or at least experimented with them.
Level of adoption aside, marketing professionals agree that content creation (44%) and personalization (47%) are the two main marketing strategies where AI has had the most impact.
Furthermore, a 2023 report by Expo Platform has shown that mobile event apps are the most critical technology feature for as much as 63.64% of event organizers. Next, you have AI-powered matchmaking and lead retrieval, both at 50%, followed by 365 Community and floorplans with interactive features, both at 45.45%, as shown below:
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The growing popularity of virtual events further underlines how important it is to give artificial intelligence technology a place at the forefront of event planning.
With these numbers in mind, it should be no surprise that the global event management software market is expected to hit US$18.4 billion by 2029, with a CAGR of 12.9% between 2022 and 2029.
A real-world example of AI in event planning
Sparkmate’s experience with Motion demonstrates AI tools' potential to save time and resources, increase productivity, and streamline collaboration and task management with automation.
The co-founder of tech startup Sparkmate, Morgan Pelissier, used Motion to automate weekly planning, task prioritization, delegation, and time management. He’s found that Motion’s auto-scheduling feature helped his team become more focused and efficient.
Top 4 AI event planner apps to effortlessly organize your time
1. Motion
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Were you aware that only 18% of people — less than one in five people, just to put things in perspective — have a proper time management system? That’s a shockingly low number, considering that time is arguably our most valuable resource.
Besides, the effect of poor time management — or a complete lack thereof — can be devastating.
According to a recent report, as much as 91% of respondents said that good time management played a key role in reducing work-related stress. That’s not all; 90% of those professionals also agree it improves productivity, while 83% report it helps make better, data-driven decisions.
That’s where the impact of artificial intelligence (AI) on productivity becomes clear:
AI-infused technologies could automate most routine work-related tasks that currently take up as much as 60 to 70% of workers’ time. This increase in productivity has massive economic potential, too. Based on recent predictions, it could annually amount to an equivalent of an additional $2.6 trillion to the global economy.
Instead of traditional project management tools, event teams can use Motion — a multifunctional calendar and scheduling software powered by artificial intelligence — to automate repetitive and tedious tasks. The tool is designed to help build to-do lists, rearrange schedules, and track event planning priorities.
Here’s a look at the impact AI is expected to have on project management according to the PMI Annual Global Survey:
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That is to say:
The future of event planning sits on the shoulders of AI technologies.
2. ChatGPT
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According to Gartner’s research, around 37% of CMOs report they’ve had previous work-related experience with AI-powered tools, even before ChatGPT came into the picture. In other words — the event industry is no stranger to AI.
Our goal isn’t to downplay ChatGPT’s impact and its transformative effect on various aspects of event planning.
Instead, the point is to show that artificial intelligence technology has a spot in the event planning business.
In fact, according to a recent study about the adoption of generative AI in marketing, as much as 90% of marketing professionals say that their team is implementing such tools.
The same study also revealed that marketers consider generative AI tools most useful in content creation and copywriting.
That brings us to the role that language models like ChatGPT could play in your event marketing strategy:
It can streamline your content creation process, which, in turn, can save you a lot of time without compromising on the quality of your content.
Granted, OpenAI’s ChatGPT isn’t an actual event management tool — or a conversational tool, for that matter.
However, it can be used to generate a wide range of event content, including schedules, speaker bios, marketing materials — like social media posts, promotional emails, and subject lines — and event descriptions. Plus, it can be used to overcome language barriers.
In short, it can help you attract more potential attendees.
In that sense, it deserves a spot among your event planning business’s go-to productivity tools.
3. Marketing Copilot AI
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Marketing CoPilot is built on ChatGPT and designed for B2B, adding a marketing-centric layer suitable for handling funnel creation, event promotion, and attendee data processing.
However, it’s not focused on actual event planning and time management:
Marketing CoPilot is a powerful tool that leverages the capabilities of ChatGPT and can improve visibility through event marketing. But it’s just as important for corporate event planners to supplement it with dedicated time and event management tools for seamless execution.
Integrating specialized event planning software can ensure efficient coordination, logistics, and scheduling, complementing Marketing CoPilot's strengths in funnel creation and promotion. Businesses and individuals can achieve a holistic approach to event management and marketing by doing so.
Here’s something to keep in mind:
Merely 17% of the buyer's journey is influenced by a salesperson, leaving the remaining 83% in the hands of your online presence. That underscores your web presence's crucial role in shaping your target audience’s perceptions and decisions.
At the same time, 78% of event planners have increased their reliance on event technology in the post-pandemic landscape — demonstrating a proactive approach to pushing the boundaries and enhancing control over their event marketing strategies.
This shift highlights technology's pivotal role in reshaping the events industry and driving continuous improvement.
Let’s not forget that, in 2021, the artificial intelligence (AI) market in marketing was valued at an estimated $15.84 billion. Projections indicate a substantial growth trajectory, with the market expected to reach over $107.5 billion by 2028.
As businesses increasingly embrace AI-powered tools and solutions to enhance customer engagement, personalize content, and streamline marketing processes, the market is set to expand over the next several years.
4. Schedule CC
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People tend to waste an average of 91 minutes during the typical workday on tasks that aren’t important to their role. The reason behind this is simple — complete lack of time management at work.
So, how do you manage your time and priorities?
Nearly 35% of people say they use to-do lists to manage their time and priorities — which, as it turns out, aren’t as effective when ensuring you get things done.
In the hustle and bustle of the modern world, switching to AI-driven models that offer dynamic and intelligent solutions for efficient task management is becoming increasingly important. That is where tools like Schedule CC enter the picture:
The AI-enabled personal assistant optimizes the user’s schedule by considering their preferred meeting times, making coordinating with colleagues and potential clients easier.
However, certain ethical implications must be considered here — data privacy being one of them.
Our goal isn’t to single out Schedule CC when discussing privacy concerns. As of 2022, nearly six million apps were available in leading app stores, like Google Play and Apple’s App Store — so Schedule CC is definitely not alone in this.
The issue is that most of these apps — including tools for event management and scheduling apps like Schedule CC — will need additional permissions to run and may also track and collect data, including sensitive information.
A recent examination of the data safety section on Google Play revealed that 55.2% of apps disclose their intention to share user data. Free apps, on average, will share seven times more data points than their paid counterparts.
These data-sharing practices, especially among free apps, raise important privacy concerns for users:
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As more individuals rely on mobile apps, understanding the extent of data exposure becomes crucial for making informed choices and safeguarding personal information online.
Conclusion
Getting caught up in different aspects of event planning can take valuable time from other tasks — and there’s more to life than just a series of dates, times, events, and plans. AI isn’t here to replace human expertise but to complement it. While we firmly believe that the creativity of event professionals will always be the key to successful event planning, we also know how hard it is to keep up without the help of AI-powered solutions.
With an AI event planner tool like Motion, you no longer waste time reconfiguring your schedule and coordinating with others. Artificial intelligence can do it for you. Try Motion for free with a 7-day trial.
