AI in Event Planning: Personalisation

AI in Event Planning: Harnessing AI for Tailored Event Experiences

In the first of a new series for 2024 we’ll be examining the huge range of opportunities that exist for artificial intelligence (AI) in event planning. We’re all about helping event planners make better decisions with information, so we’re starting our series by looking how the vast data processing capabilities of AI can be used to provide tailored event experiences, ensuring each attendee’s experience is unique and memorable.

Understanding AI in Event Personalisation

AI personalisation in event management involves using AI technologies to analyse attendee data and preferences and then using the insights to provide a customised experience for each individual, something that has historically been very time-consuming and costly to do. Using AI in this way can range from producing personalised agendas to recommended networking opportunities and providing post-event summaries and recommendations. Using AI for personalisation provides several benefits including: enhanced attendee engagement, increased satisfaction, higher attendance rates, and improved feedback scores.

Gathering and Utilising Attendee Data

 Ai can be used in both the data collection and data analysis of the attendee data to be used for personalisation. AI enabled-tools can gather data through pre-event surveys, social media interactions, and registration information. AI algorithms can then be used to analyse this data, identifying patterns in attendee preferences, interests, and behaviours.

Important: always ensure compliance with data protection regulations and legislation and maintain transparency with attendees about how any data collected will be used, providing opportunities to opt-out if desired.

Personalising Event Content with AI

Once all the data has been collected and analysed, AI can help with better decisions by suggesting personalised session schedules and agendas based on attendee interests. One area that has shown a high level of interest for the future includes using the data to create dynamic content delivery which could utilise AI to adapt presentations or workshop content in real-time, based on live feedback and/or engagement levels.

   How-to Steps:

     1. Select AI tools that integrate with your event management software.

     2. Define key interest areas or tracks for your event.

     3. Enable attendees to input their preferences during registration.

     4. Use AI to match attendees with relevant sessions or activities.

Enhancing Networking Opportunities through AI

AI can also be used for attendee ‘matchmaking’, using AI algorithms to connect attendees with similar interests or complementary professional backgrounds and can then suggest good times and formats for networking events, maximising each attendee’s availability and interests.

How-to Steps:

     1. Choose networking platforms that incorporate AI matchmaking capabilities.

     2. Encourage attendees to create detailed profiles to facilitate accurate matches.

     3. Monitor and adjust AI recommendations to ensure accuracy, based on ongoing attendee feedback.

Personalised Communication and Engagement

AI chatbots, already used in many other industries, can enhance customer service and have the potential to reduce or eliminate the costs of staff tied-up with answering simple repetitive enquiries, freeing them up for more demanding and value-add roles. AI chatbots can provide instant, personalised responses to attendee inquiries, with the same chatbots then being used to provide targeted marketing messages, personalised event updates, schedule changes and information – all based on individual attendee interests.

How-to Steps:

     1. Integrate AI chatbots with your event website and mobile app.

     2. Segment your attendee list based on interests and past behaviour.

     3. Craft personalised messages and updates, leveraging AI for content optimisation.

Post-Event Engagement and Feedback

After the event Ai can be used for personalised follow-up. AI can send customised thank-you messages, content recaps, and suggestions for future events. AI tools can also be used to analyse post-event feedback for the event organisers, generating insights and ideas for future event improvements.

How-to Steps:

     1. Automate post-event communication with personalised AI-driven messages.

     2. Collect and analyse feedback using AI for comprehensive insights.

Where to Go for More Information and Tools

This is a fast-moving area and keeping yourself up-to-date with the technology as it develops will ensure you maintain a  competitive edge. Research companies that specialise in AI for events, consider enrolling in courses related to AI in event management, and attend events focused on technology in event planning to network with experts and discover new AI tools.

AI’s role in personalising event experiences is not just a futuristic idea; it’s happening now and has the potential to completely transform the event planning landscape and help everyone in the events space make better and more informed decisons. By harnessing the power of AI for personalisation, event planners can create highly tailored, uniquely engaging and memorable events. Personalisation always leads to higher satisfaction rates, stronger attendee engagement, and ultimately, more successful events. As the technology continues to evolve, staying informed and flexible and willing to try new tools will be key to leveraging AI effectively in the fast-changing world of event planning and management.

If you would like to find out more about how we could work with you to achieve all your event measurement goals in 2024, get in touch.