Hey Event Planners!
Unless you’ve been living under a rock – which we don’t recommend, btw – you’ve no doubt been hearing everywhere how Artificial Intelligence (AI) is changing everything. But as an event professional, you might not be sure how exactly that applies to what you do.
According to the 13th annual Global Meetings and Events Forecast from American Express Global Business Travel, AI will be key to accelerating growth in the meetings and events industry in 2025. But how?
You’re an event planner – your life often revolves around people management, attention to detail, and creativity. The advent of AI tools like ChatGPT, Jasper, and the latest darling: DeepSeek, means it’s simpler than ever before to implement advanced technology to help handle problem-solving, guide your decision-making, and streamline time-sucking tasks.
So let’s look at how people in the event industry are using these tools to improve their events in 2025, along with some helpful examples and innovative new solutions you can easily onboard!
Streamlining Event Planning & Management with AI
These days, event industry professionals have started using AI to help with everything from managing schedules, to finding the best speakers and staff, to budgeting, automating registration and attendee signups, and organizing their planning steps and scheduling along the way. AI-powered scheduling Tools can even propose the best meeting times, automate reminders, and send automated notifications to attendees.
In past articles, we’ve touched on some of the most widely adopted tools out there, like ChatGPT, and how planners are integrating these generative chatbots and language learning models into their workflows. And those technologies we covered (here’s a link if you need it) definitely still apply today, if you haven’t tried them already, whether you’re using ChatGPT, Google Gemini, DeepSeek, or others!
Pro tip: Did you download a copy of our Guide of ChatGPT Prompts for Event Planners? If not, get it!
Beyond that, here are a few cutting edge event planning AI solutions to try in 2025:
- Galaxy AI Event Planner provides Budget Optimization and Smart Scheduling generating detailed timelines based on preferences, Vendor Recommendations, and more. It’s a comprehensive tool that takes the typical Event Management Platform a step further than ever before.
- Taskade AI Event Planning Generators help with everything from event layout and seating charts and agendas and Event Registration.
Other AI scheduling tools available in 2025 include HubSpot, Trevor, Motion, Scheduler AI and SkedPal.
Event Branding in the Generative AI Age
AI is a great tool for event branding, website design, and creative social channels. Whether it’s a single company launching a new product or a convention bringing together leaders in an industry, AI can help you very quickly create a menu of creative collateral and event marketing materials.
For example, at many trade shows and conferences, the event name badge is an attendee’s calling card. And with the help of new generative AI tools, event organizers can quickly create and iterate unforgettable and unique conference name badge designs. This can be a huge win for your brand, since these name badges are often a keepsake of the event.
Here are a few AI tools for 2025 that event planners should know about when it comes to generative design:
- Image generation tools like DALL-E, Midjourney, and Google Gemini can help you up your game when it comes to creative visuals for everything from event logos, to marketing collateral, digital posters, and more.
- Beautiful.ai can help with everything from event sponsorship pitch decks to stunning presentations and other visual content. The tool offers pre-made templates and layouts making it easy for everything from printed schedules to on site badge printing.
- Lumen5 offers high-quality AI video creation that easily transforms text into engaging videos that perfectly encapsulate an event.
- Opus Clip is another powerful AI video tool that event planners can harness to leverage video assets from past events, or create videos post-event to leverage as social proof. Their interface makes it easy to take your content and iterate multiple engaging social videos from the same source material.
AI to Help Boost and Track Attendee Engagement
After all the hard work you put in as an event planner, lack of engagement at your event can be devastating – especially as you strive to build meaningful relationships with your attendees and create memorable experiences. AI tools exist that can help you to enhance interaction so that when your attendees check in, they don’t immediately check out! These include AI-Powered Engagement and Feedback tools, Networking tools that match attendees based on shared interests for networking opportunities, Interactive AI Games that encourage participation and collaboration, even AI-powered photo booths that generate fun and personalized photos through AI-generated filters and effects.
Beyond that, here are some innovative AI tech solutions aiming to empower event organizers with even more ways to keep audiences engaged:
- Zenus is peak AI. It uses ethical facial analysis without collecting personal data to measure “impressions, demographics, positive sentiment, and more” in real-time rather than relying on traditional post-event satisfaction surveys.
- Sales Accelerator by Map Your Show is similar as it uses AI to analyze attendee behavior and then generates personalized messages for exhibitors to improve engagement.
- QueryPal is an AI chatbot that answers questions linked to event data, texts, websites, and databases.
Post Event AI Data Insights & Solutions
Wrapping up an event is not the end of the story. Companies want to know if their conference or launch or coming together of like minded industry leaders was a success – and trying to quantify that Return on Investment (ROI), Return on Relationships (ROR), and general attendee and brand sentiment can be difficult. AI solutions exist that help analyze post-event data and analytics, and make recommendations on how to use that data. There are also AI tools out there that help save time when it comes to recapping the event, utilizing the data for future marketing, and making sure the follow-up process is efficient and personalized.
For instance, utilize AI to transcribe and analyze event materials, data, and event recordings to provide detailed summaries and highlight key discussions. This can be super valuable to attendees, providing a recap and resources they can go back to and have a clear understanding of what was discussed and the next steps.
AI solutions can also help manage and optimize post-event marketing efforts (which as event organizers, we all know can be a huge undertaking!). Tools out there include AI automation of followup emails, gathering feedback, even segmenting attendee lists based on engagement level.
Again, prompting ChatGPT, Google Gemini, or DeepSeek for help with this is a great start. If you want to take it a step further, take a look at tools like Spark, aimed at helping event planners encapsulate and analyze data to paint a clear picture of success or predict future engagement
Wrapping It Up – AI Tools in 2025 and Beyond
According to Markletic, 78 percent of event planners who have used AI in their planning, report a higher return on investment. While AI is a powerful tool for event planners in 2025 – it’s important to think of this technology as a complement to your skillset and creativity, and not something that can replace what you do.
Streamlining tasks and improving efficiency can help take the burden off the tired shoulder of an event planner, but relying too much on this tech can open the door to inaccuracies or generic content. So always make sure the outputs align with your values and goals to find just the right balance, resulting in events that are both truly unique and successful!
