March 4th, 2024 | Alex

How AI in Events can Revolutionise your Strategy

AI (Artificial Intelligence) is one of the hottest topics in today’s world.

Every industry is being affected by AI in some way or another. 

Some more positively than others. 

As an events PR company, we can see the changes that AI is making in the live events space.

AI is speeding up processes and making things more efficient when it comes to event planning and organisation.

Will this mean AI will take over human responsibilities in the long term?

It’s still too early to tell but it’s obvious to see that AI is making a huge impact.

In this post, we will look at how AI is being used in the events industry as well as mention some software that is being used. 

ai at events qr code scanning

How to Use AI in Events

Integrating AI into events can enhance efficiency, engagement, and the overall attendee experience. Here are several ways to use AI for live events:

Data Analysis for Planning

AI planning strategy for events

Use AI algorithms to analyse historical data and predict attendance rates, popular sessions, and other trends. 

Utilising data analysis in the planning process for live events has become an integral and transformative aspect of event management. 

By harnessing the power of data, you can make informed decisions that enhance the overall experience for attendees and optimise various operational aspects. 

Data analysis enables you to assess historical attendance patterns, preferences, and demographics, allowing for more accurate event forecasting. 

Analysing social media trends and engagement helps identify popular topics and influencers, aiding in targeted marketing strategies. 

Real-time data during the event, such as crowd flow and participant engagement, allows for quick adjustments to improve the event flow and address any emerging issues. 

Post-event data analysis provides valuable insights for future planning so you can highlight areas of success and opportunities for improvement.

Chatbots and Virtual Assistants

The integration of chatbots and virtual assistants has revolutionised the landscape of live events, offering a seamless and interactive experience for attendees. 

These AI-driven technologies play a crucial role in enhancing event engagement and satisfaction. 

Chatbots can provide real-time assistance, answering queries about event schedules, locations and speakers. 

This reduces the burden on event staff and ensures attendees have instant access to relevant information. 

Virtual assistants go a step further by offering personalised recommendations and guiding participants through the event agenda based on their preferences and interests. 

Chatbots can facilitate event registration, handle ticket inquiries and even assist with troubleshooting common issues.

These AI technologies contribute to a more efficient and enjoyable event experience which leaves attendees with a positive impression of the event you’re running.

Facial Recognition Technology

facial recognition at events

Implement facial recognition technology for streamlined and secure attendee check-ins. 

By deploying facial recognition systems at entry points you can enhance security measures which ensures swift and accurate identification of attendees. 

This not only streamlines the check-in process but also helps in preventing unauthorised access. 

Facial recognition technology enables you to analyse crowd demographics and track attendance patterns

It can even optimise event layouts based on real-time data. 

Attendees can also benefit from personalised experiences, as the technology allows for tailored recommendations and targeted interactions based on their profiles. 

It’s important to remember that you prioritise privacy concerns and implement solid data protection measures to ensure the ethical and responsible use of facial recognition technology in live events.

Robotics and Automation

ai ticketing at events

The integration of robotics and automation into live events has significantly transformed the landscape of event management.

Robots and automated systems play a pivotal role in various aspects of event planning and execution, including:

  • Setting up stages and booths.
  • Managing logistics.
  • Handling labour-intensive tasks.

This helps in reducing the workload on your event staff and ensuring precision. 

Drones can also be used.

Drones equipped with cameras provide dynamic event coverage, capturing unique perspectives and enhancing the overall visual experience for both on-site and virtual attendees. 

Automation streamlines many aspects of an event including:

  • Ticketing.
  • Registration processes.
  • Catering.

This streamlined approach enables you to allocate resources more effectively. 

These technological advancements not only enhance the operational aspects of live events but also contribute to creating lasting experiences for your attendees. 

AI Software for Events

Here are some examples of AI event software and the functionalities they may provide for the live events industry:

  • Bizzabo – an all-in-one event software platform that utilises AI for personalised recommendations, networking suggestions and agenda planning. It also offers analytics to track engagement and gather insights for future events.
  • Cvent – a comprehensive event management platform that integrates AI for tasks such as venue selection, budgeting, and attendee engagement. It uses predictive analytics to help planners make data-driven decisions. Cvent simplifies the event planning process by helping you automate the entire planning process.
  • InEvent – incorporates AI to personalise attendee experiences, recommend relevant content and facilitate networking. The platform also includes virtual event capabilities and analytics tools.
  • Stova – an end-to-end event management platform that helps run any event of any size. It gives you total flexibility as it hosts a full suite of event technology tools and products that help you with all aspects of running events. 
  • Grip – an AI-powered event networking platform that uses machine learning to match attendees based on their profiles, interests and behaviour. Grip facilitates connections and fosters meaningful networking experiences. It helps you establish, maintain and track relationships between participants over multiple events.
  • Eventbrite Boost – is an AI-driven marketing tool that helps you target and reach potential attendees through personalised advertising. It optimises ad campaigns based on attendee behaviour and engagement. It can build social ad campaigns in minutes allowing you to get results faster and track them better.
  • Zenus – utilises facial recognition technology powered by AI for event check-ins, access control and attendee tracking. Zenus also improves event security, streamlines registration processes and provides valuable data insights.

Using AI and PR to Run a Successful Live Event

As you can see, when it comes to planning, running and analysing a live event, AI can be hugely beneficial. 

While AI can help your event succeed, you’ll need more than that to truly maximise the impact of your live event.

That is where we come in.

We’re a PR company that specialises in running PR campaigns specifically for live events. 

Thanks to over 10 years of experience in the industry we have delivered many successful event PR strategies all over the UK for some huge brands.

If you want to know more about how we can help your live event get the attention it deserves then please reach out to us today, we would love to help!