Event Planning with AI: Pro Tips and Strategies

In today’s digital age, the term “Artificial Intelligence” (AI) has become increasingly popular in discussions across various industries. From healthcare to finance and entertainment to education, AI has the potential to revolutionize the way we live, work, and interact with the world. But how can it be harnessed to enhance event planning? 

Event planning can be a time-consuming and demanding task, especially for individuals who have other full-time responsibilities within their organizations. The good news is that ChatGPT can assist in streamlining and simplifying aspects of event planning especially in situations where you may be short on bandwidth or lack a dedicated team.

Here’s How AI Can Help with Successful Event Execution:

ChatGPT technology offers a wide range of capabilities that can significantly help with event management. Here are some key areas where it can make a substantial impact:

Brainstorming: You can use ChatGPT for idea generation based on your goals and target audience for the event. A few examples:

  • Event name, theme, and design ideas 
  • Creative marketing suggestions for event invitations, programs and promotional materials 
  • SEO tips to help your event landing page rank higher on search engines and gain more exposure
  • Recommended breakout sessions
  • Rough or detailed agenda schedule and logistics (see example)

Vendor Recommendations: 

  • Whether you need catering, photography, or other services, ChatGPT can come up with recommendations per vendor based on your event’s needs and location. If you provide detailed information about the type of event you’re planning such as a nonprofit event, corporate event, or wedding, ChatGPT will provide a list of 3-5 vendors within the area you choose. This comes in handy when the event organizer or company planner is from out of town.  (Just make sure they are reputable by checking online google reviews.)

Budgeting and Cost Optimization:

  • For events with food and beverage, it can help you estimate quantities, and dietary options, and provide tips on working with catering companies
  • Tipping best practices (and who not to tip)
  • Expense forecasting, some AI can even analyze historical event data to help corporations and nonprofits better forecast expenses and allocate budgets effectively
  • Determine a budget based on type of event, location and expected headcount

Content Creation:

  • Copywriting Press Release Content
  • Draft event descriptions, promotional materials, and social media posts to ensure compelling and consistent messaging
  • Help writing email invites with grammar checks
  • Survey creation for pre, during, and post event
  • Generate scripts for presentations, speeches, and event emcee
  • Generate bios and introductions for speakers and event hosts

Identify Potential Sponsors and Partners

  • Finding sponsors and partners that align with your organization’s values and event goals can be a time-consuming task. AI can expedite this process by analyzing potential sponsor profiles, industry trends, and even past sponsorship engagements


  • It can help you consider accessibility requirements for your event, including ADA compliance, and provide ideas for making your event more inclusive including Speech-to-Text Transcription to provide live captions or transcriptions for hearing-impaired attendees


  • Nonprofit Specific* For diverse audiences, Chat GPT can automatically translate auction item descriptions into multiple languages, making the auction items more accessible to a global audience

Key Takeaways:

As technology continues to mature, event organizers have an incredible opportunity to save time, reduce costs, and enhance the overall experience for attendees. However, it’s essential to remember that AI is just a tool, not a replacement for human expertise and creativity. So, whether you’re preparing for a corporate event, a nonprofit fundraiser, with our experience and the support of AI, your next event could be your most successful yet.

Get in touch with us with our event management team to explore the possibilities. https://www.utopiaexperience.com/get-in-touch/ 

If you have questions about audiovisual, video production, streaming, entertainment, etc. we would be happy to answer them and help make your event a success. Call us at 636-532-2777