Event planners are increasingly turning to artificial intelligence to streamline the planning of conferences, trade shows, and company gatherings. Below, we highlight a few of the perfect AI-powered tools for event planning, each offering unique capabilities to reinforce efficiency and attendee experience. These tools range from specialized event management platforms to general AI assistants that might be applied to event workflows. Each entry includes an outline of its strengths and applications, followed by key AI-driven features that profit event professionals.
1. Grip
Grip is an AI-powered event networking platform designed to facilitate meaningful business connections at events. It uses advanced machine learning algorithms to match conference attendees, exhibitors, and sponsors based on their interests and goals. The platform repeatedly learns from billions of interactions across events to enhance its matchmaking suggestions, helping participants at major conferences (like SXSW and others) find probably the most relevant people to fulfill. Grip’s AI recommendations significantly enhance networking ROI by ensuring that attendees connect with those that align with their objectives, thereby driving more business opportunities and partnerships at B2B events.
One other strength of Grip is its end-to-end event engagement solution. The AI matchmaking engine is integrated right into a user-friendly mobile event app, through which participants receive personalized session and meeting suggestions. Organizers can leverage Grip to spice up attendee engagement and satisfaction, because the algorithm delivers over 70 million personalized recommendations per 12 months based on attendee behavior and profile data. By automating the strategy of scheduling one-on-one meetings and suggesting networking matches, Grip frees up event planners from manual matchmaking tasks and provides real-time insights into networking activity. This makes it a robust tool for trade shows and company events focused on constructing business relationships.
Key features of Grip:
- AI-driven matchmaking algorithm – Uses machine learning algorithms on billions of knowledge points to recommend probably the most relevant people to fulfill.
- Personalized meeting schedules – Robotically suggests and schedules one-on-one meetings between attendees with mutual interests.
- Continuous learning – Improves recommendations over multiple events, leveraging cross-event data to refine match quality.
- Mobile event app integration – Delivers real-time networking suggestions and meeting reminders through an award-winning app for in-person, virtual, or hybrid events.
- Analytics and ROI tracking – Provides organizers with insights into connections made and engagement levels, helping show networking ROI for sponsors and stakeholders.
2. Brella
Brella is one other leading event platform that uses AI to maximise networking at conferences and exhibitions. It employs an AI-powered matchmaking algorithm to suggest the perfect connections and meetings. Participants input their skilled interests and goals, and Brella’s system analyzes a whole bunch of knowledge points to seek out highly relevant matches for everybody. This ensures that each attendee – whether at a big trade show or a company summit – can efficiently meet those that align with their business objectives, leading to more priceless interactions.
Brella’s AI also streamlines the strategy of scheduling those meetings. Once a match is identified, the platform’s smart scheduling tool helps attendees book a gathering at a mutually convenient time, often even suggesting optimal time slots in the course of the event. The user experience is easy: attendees receive personalized suggestions of individuals to network with and might send/accept meeting requests through the app. Brella’s concentrate on smart networking has made it a trusted solution for 1000’s of event organizers aiming to spice up engagement.
Key features of Brella:
- Intelligent matchmaking – AI algorithm recommends probably the most relevant people to fulfill, based on attendees’ interests and event-specific categories.
- Automated meeting booking – Simplifies scheduling by enabling one-click meeting arrangements at mutually available times once a match is made.
- Personalized recommendations – Tailors networking suggestions for every attendee, enhancing engagement for each first-time and veteran event-goers.
- Sponsor and exhibitor matchmaking – Includes features to drive traffic to sponsor booths by matching sponsors with interested attendees, increasing sponsor ROI.
- Data-driven improvement – Learns from past attendee behavior and decisions (when applicable) to refine future matchmaking accuracy, resulting in repeatedly improving networking outcomes.
3. ClickUp
ClickUp is a well-liked project management platform, and its built-in AI assistant has features tailored specifically for event planners. ClickUp AI comes with a whole bunch of role-specific prompts and tools, effectively functioning as a sensible co-pilot for organizing events. Inside an event planning workspace, you may ask the AI to assist generate task lists, timelines, and even creative ideas. For example, should you need assistance finding a keynote speaker or brainstorming session topics for a conference, ClickUp AI can produce suggestions by analyzing the context you provide. This integration of AI means you may manage your to-do list and concurrently get intelligent assistance without switching platforms.
One in every of ClickUp AI’s strengths is how well it integrates with the general project management workflow. All AI-generated tasks or content might be immediately became ClickUp tasks, assigned to team members, and tracked on dashboards. This creates a seamless loop from AI suggestion to execution. Event planners can use ClickUp AI to draft event plans, write promotional emails, and even utilize event-specific templates that the platform provides. The result’s a more efficient planning process – mundane or time-consuming tasks (like writing copy or making checklists) are accelerated by AI, allowing the human planners to concentrate on higher-level decisions.
Top features of Clickup AI:
- Event-specific prompts – Includes an intensive library of prompts and templates designed for event planning tasks (finding vendors, drafting agendas, etc.).
- Task generation – Robotically generates to-do lists and schedules in ClickUp based in your event details, helping ensure all planning tasks are accounted for.
- Content creation – Assists in writing event content similar to emails, proposals, or marketing materials directly inside the platform, guided by AI to avoid wasting time.
- Seamless integration – AI suggestions might be converted into ClickUp tasks and tracked on real-time dashboards, keeping the planning workflow in a single place.
- Template library – Offers pre-built event management templates (timelines, budgets, etc.) that the AI can assist populate and customize, accelerating the setup of event projects.
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4. Spark
Spark is a generative AI platform created for event professionals, born from a collaboration between event tech company Gevme and the Skilled Convention Management Association (PCMA). Officially launched in late 2023, Spark was trained on data from 1000’s of event planners, venues, and destinations, giving it a wealthy foundation of industry-specific knowledge. Its primary purpose is to reinforce event experiences and analytics through AI-generated content and insights. For instance, at conferences, Spark can provide real-time session summaries and key takeaways. A feature called Spark Takeaways analyzes live presentation content and distills the important thing insights in real time, displaying summary points and even “idea clouds” of the major themes for attendees as a session concludes. This helps attendees quickly digest information and remember essential content without waiting for post-event reports.
Beyond live summarization, Spark aids planners in capturing and repurposing event content. It may possibly robotically generate post-event recaps, translate insights into multiple languages, or create personalized highlights for various attendee segments. By processing qualitative data like session feedback and Q&A discussions, Spark’s AI uncovers trends and preferences that might be time-consuming to discover manually. All of this allows event organizers to show value to stakeholders: they will easily show which content resonated most or provide sponsors with easy analytics on attendee engagement.
Key features of Spark:
- Live session summarization – Analyzes presentations in real time and generates concise summaries and key takeaways for attendees on the spot.
- “Idea Cloud” visuals – Creates visual representations of recurring themes and concepts from sessions, helping attendees visualize and connect key concepts.
- Industry-trained AI – Built on data from 2,000+ event professionals and venues, giving its suggestions and content a relevant, industry-specific context.
- Post-event analytics – Transforms raw event data (feedback, session rankings, attendee behavior) into meaningful insights, highlighting what worked well and areas to enhance.
- Content generation – Assists with creating event content like agendas, speaker bios, or marketing copy by leveraging its understanding of past events and best practices (as trained on its extensive dataset).
5. Vendelux
(Source: Vendelux)
Vendelux is an AI-powered event intelligence platform that helps corporate event planners and marketers make data-driven decisions about which events to host, sponsor, or attend. It aggregates an enormous database of over 200,000 global B2B events and tens of millions of attendee data points, then uses AI to extract insights and predictions. For instance, Vendelux can predict attendee decision-making patterns and forecast the potential ROI of participating in specific conferences. This implies should you are deciding which trade show will yield the perfect leads or which industry conference your sales team should sponsor, Vendelux can provide data-backed recommendations fairly than leaving the alternative to gut feeling.
One in every of Vendelux’s strengths is the way it personalizes event recommendations to an organization’s audience and goals. The platform can discover the highest industry events that attract your required customer profile, helping you prioritize where to take a position your event budget. It also monitors event sign-ups; as an example, you may be notified if a serious client or competitor is attending a specific event, which could influence your plans. By measuring and comparing attendee demographics, engagement levels, and past outcomes, Vendelux enables planners to maximise the worth of events. Essentially, it ensures you might be present at the appropriate events and helps you tailor your personal event strategy for higher ROI. This makes it a priceless AI tool for event marketers juggling a packed events calendar.
Key features of Vendelux:
- Extensive event database – Access to a proprietary database of 200,000+ global conferences and their attendee profiles, fueling its AI insights.
- AI-driven event recommendations – Predicts which events are most worthwhile in your organization to attend or sponsor based on fit with audience and expected ROI.
- Attendee behavior predictions – Uses data to forecast attendee decision-making and engagement, helping estimate how much exposure or leads an event might generate.
- Competitive intelligence – Alerts you when competitors or clients register for certain events and helps compare sponsorship packages to get the perfect value.
- Event ROI evaluation – Provides tools to measure and compare the impact of events in your pipeline or sales, so you may concentrate on high-ROI opportunities and optimize your event marketing strategy.
6. Zenus
Zenus offers an revolutionary option to gauge attendee engagement at events through AI-powered facial evaluation. Dubbed “ethical facial evaluation,” the technology works via cameras at event venues to anonymously measure audience reactions and demographics in real time. Importantly, Zenus is designed with privacy in mind – it doesn’t store personal data or discover individuals. As an alternative, it aggregates metrics just like the variety of impressions (views) a booth or session receives, the approximate age group and gender breakdown of attendees, and even the sentiment (positive/negative expressions) of the group. These live analytics give event organizers immediate feedback on what’s capturing attendees’ interest.
The strength of Zenus lies in replacing or augmenting traditional post-event surveys with real-time behavioral data. Reasonably than relying solely on attendees filling out feedback forms about what they enjoyed, organizers can see engagement levels moment-to-moment. For instance, a spike in positive sentiment and dwell time in front of a specific exhibit can indicate strong interest, allowing organizers or exhibitors to take note immediately. This data is priceless for making on-the-fly improvements (like adjusting content if people look disengaged) and for post-event evaluation to point out sponsors their true exposure. By integrating with digital signage and other on-site tech, Zenus also can display aggregate engagement stats or trigger content changes.
Key features of Zenus:
- Real-time sentiment evaluation – Uses AI vision to detect facial cues (smiles, etc.) and gauge audience sentiment (positive or neutral) during sessions or at booths.
- Impression and dwell tracking – Counts how many individuals pass by or take a look at a given area and for a way long, providing metrics on booth traffic and session attendance without manual counts.
- Demographic insights – Estimates demographics (age groups, gender mix) of attendees engaging with various event areas, helping tailor content or understand audience segments.
- Privacy-preserving tech – Analyzes facial data without storing identifiable information, ensuring attendee privacy while collecting useful engagement data.
- Quick feedback for ROI – Gives exhibitors and organizers live dashboards on engagement, enabling immediate insight into which attractions or presentations are best (far faster than waiting for survey results).
7. Nowadays
Nowadays is an AI-driven platform that acts as a virtual event planner, specializing in corporate events. Launched by a Y Combinator-backed startup, it guarantees to eliminate much of the effort in organizing events, particularly the time-consuming task of venue sourcing. With Nowadays, planners input their event requirements – similar to date, city, variety of attendees, and preferences – and the AI will robotically reach out to acceptable venues on their behalf. Remarkably, the platform actually contacts venues and handles the initial stages of negotiation (availability checks, price quotes), functioning like an AI-powered venue broker. This will compress weeks of emails and phone calls right into a much shorter exchange handled by the AI assistant.
The platform adapts to an organization’s unique tastes and wishes, learning from past events to tailor more personalized suggestions over time. For instance, if an organization prefers boutique hotels for retreats or has specific A/V requirements, Nowadays will incorporate those preferences when suggesting venues and vendors. It operates with quick response times and boasts an “unlimited reach,” meaning it could actually scour a wide selection of options beyond the immediate locale. In actual fact, Nowadays has even obtained IATA certification to operate as a travel agency, which means it could actually assist with booking group travel or accommodations as a part of the event planning process. This all-in-one approach (venue + travel logistics) makes it a robust AI co-pilot for corporate event managers.
Top features of Nowadays:
- Automated venue sourcing – AI agent finds venues matching your criteria and contacts them to envision availability and pricing, drastically reducing manual outreach.
- AI negotiations – Goes beyond sourcing by negotiating with venues (via email/phone) to get the perfect rates and terms, acting like an in-house event planner that may lower your expenses.
- Personalized planning – Learns your organization’s event preferences (e.g., kind of venue, catering needs) and repeatedly adapts its recommendations for a tailored planning experience.
- Integrated travel booking – Operates as an IATA-certified travel agent, meaning it could actually help book flights and hotels for events, aligning travel plans with the event itinerary.
- Rapid turnaround – Provides quick responses and solutions, significantly speeding up the planning cycle from venue search to confirmation, which is particularly priceless for fast-approaching corporate events.
8. ChatGPT
(Source: Alex McFarland/Unite AI)
OpenAI’s ChatGPT is a flexible AI tool that, while not built exclusively for events, has turn out to be indispensable for a lot of event planners. Debuted in late 2022, ChatGPT is a conversational AI model that may generate human-like text based on the prompts given. For event professionals, this implies it could actually assist with a wide selection of text-based tasks: brainstorming creative themes or session titles, drafting emails and promotional material, creating initial versions of agendas, and more. For example, should you provide ChatGPT with details about your upcoming conference (audience profile, industry, key topics) and ask for session ideas or speaker suggestions, it’s going to produce a listing of ideas to kickstart your planning process.
One in every of ChatGPT’s strengths is concept generation and overcoming author’s block. Planners often use it to stipulate content similar to invitation letters, social media posts, or press releases for events. While the AI won’t at all times be perfect on the primary try, with iterative prompting you may refine the output until it is helpful. It is usually helpful for problem-solving; you may ask questions like “How can I increase attendee engagement for a virtual event?” and get a variety of suggestions to think about. ChatGPT’s knowledge includes vast event-related information, from technical production tricks to marketing strategies.
Top features of ChatGPT:
- Idea brainstorming – Generates creative ideas for event themes, session topics, icebreakers, or venue décor if you provide some context, helping spark inspiration.
- Content generation – Drafts event content like emails, invitations, program descriptions, and social media updates in seconds, which you’ll then edit and customize as needed.
- Planning assistance – Can outline schedules or planning checklists (e.g., a timeline for planning a trade show) when asked, ensuring you don’t forget key steps in the method.
- Attendee communication – Helps in writing FAQs, attendee guides, and even chatbot scripts for common questions, leveraging its natural language abilities to supply reader-friendly text.
- Problem-solving Q&A – Answers questions and provides suggestions on logistical challenges or engagement strategies (for instance, the way to boost registration or improve survey responses), drawing from general knowledge and best practices.
9. Cvent Video Tools
Cvent Video Tools is one a part of Cvent’s comprehensive event planning solution. It’s designed to reinforce the video production and engagement facets of events. Tailored specifically for event organizers, it uses AI to simplify the creation, editing, and distribution of event videos. From capturing key moments to producing highlight reels and live streaming sessions, Cvent helps streamline the complete process, making it easier to share event experiences with a broader audience. This tool is especially priceless for corporate events and conferences where high-quality video content can significantly boost brand presence and attendee engagement.
Along with video creation, Cvent provides robust analytics and optimization features. Event planners can track viewer engagement, monitor performance metrics, and gain insights into audience behavior, allowing them to refine future video content for optimum impact. With seamless integration into event management workflows, the tool ensures that video production becomes a natural extension of the general event strategy. Its AI-driven features help reduce manual editing time and improve content quality, ultimately making event video production more efficient and effective.
Key features of Cvent:
- Automated editing – Uses AI to streamline video editing processes, reducing post-production time.
- Live streaming integration – Supports real-time broadcasting of sessions and keynotes.
- Engagement analytics – Provides insights on viewer metrics and audience behavior during playback.
- Content optimization – Enhances video quality with AI-driven adjustments for lighting, sound, and transitions.
- Seamless integration – Easily integrates with other event management tools to consolidate event content.
10. Beautiful.ai
Beautiful.ai is an revolutionary presentation design platform that uses AI to create visually stunning and skilled slides. The tool helps users craft presentations quickly by robotically adjusting layouts, color schemes, and design elements, ensuring consistency and aesthetic appeal throughout. Its AI-driven approach allows event planners to supply pitch decks, event proposals, and keynote presentations that capture attention and convey messages effectively. This platform is particularly useful for business events and company meetings where high-quality visual communication is crucial.
Along with its design automation, Beautiful.ai offers collaborative features that streamline the presentation creation process. Teams can work together in real time, share feedback, and make adjustments on the fly, ensuring that the ultimate product meets the strategic objectives of the event. The platform’s intuitive interface and vast library of templates and design assets make it accessible to each design professionals and beginners.
Top features of Beautiful.ai:
- Automated design adjustments – AI-driven engine robotically formats slides for visual consistency.
- Template library – Offers a wide selection of customizable templates for various presentation needs.
- Real-time collaboration – Allows multiple team members to edit and supply feedback concurrently.
- Intuitive interface – User-friendly design tools that simplify the creation of skilled presentations.
- Brand consistency – Ensures that each one slides adhere to brand guidelines and visual standards.
The Bottom Line
Each of those AI tools offers distinct benefits for event planning. By combining specialized event AI platforms with general AI assistants, planners can automate routine tasks, gain data-driven insights, and ultimately create more engaging and successful events. Whether it’s matching people at a networking event or crunching data to decide on the perfect conference to attend, AI is already a vital ally within the business events industry. Using the appropriate mixture of tools from the list above can assist event professionals save time, reduce costs, and deliver memorable experiences backed by intelligent technology.
The post 10 Best AI Tools for Event Planning (February 2025) appeared first on Unite.AI.
