Video summary

AI for Event Planning: Live Demo | Attendee Support, Event Insights & Content Creation

Main summary

Key takeaways

Technology

Summary of technological concepts & product features (Events Air AI demo)

Core AI strategy (CTO perspective)

  • “No AI for AI’s sake.” AI features must solve real event-planning problems rather than add gimmicks.
  • The company grounded its AI roadmap in research across the event management/planning industry to identify:
    • day-to-day planner pain points, and
    • how planners actually adopt AI (including variation across the AI hype cycle).
  • AI is embedded within the platform to reduce the burden on planners—so they don’t need to act like developers or security engineers.

Key event-planner pain points addressed

  1. Staff shortage / limited capacity

    • AI helps planners work faster and more efficiently.
    • Examples:
      • Quick, high-quality communications
      • Assistant-driven workflows (Comms Assistant / Planner Assistant)

  2. Lower budgets / higher costs + ROI pressure

    • AI supports revenue growth and better campaign/registration performance.
    • Example: using previous-year trends to decide when/how to launch marketing and registration campaigns for stronger traction.

  3. Attendee expectations and overwhelm

    • AI enables personalized agendas and networking so attendees don’t manually sift through large programs.
    • Direction: planners can “tick a box,” and AI handles hyper-personalization.

Data security, governance, and privacy (major adoption blocker)

  • Events Air addresses planners’ concerns about security/privacy and risks around AI training and data usage.
  • The approach: embed AI into the platform with built-in governance, privacy, and security—aiming to make AI safer and easier for non-technical users.

Live demo: “AI suite” and its three assistants

1) Planner Assistant (agentic AI on top of Events Air)

What it is: A new agentic AI-powered assistant that sits on top of the Events Air event management platform and lets users interact using natural language.

What it can do (shown via demo):

  • Year-over-year registration analysis

    • Example: use registrations from “last year’s event” to recommend the registration structure for the current event.
    • Pulls data such as registration volumes, timing, and cancellations.
    • Produces actionable recommendations, such as:
      • launching registration earlier
      • adjusting incentives/discounts

  • Survey-driven program/agenda recommendations

    • Ingests survey data and recommends agenda/program changes.
    • Example insight: strong presenter ratings but weaker content depth, suggesting adding an advanced stream.

Real-time / within-event iteration value (important feature):

  • The Planner Assistant can be used during the event, not just after.
  • Example workflow:
    • After Day 1, it reviews day-one survey + check-in data to recommend improvements for Day 2, reducing the annual-only feedback loop.

Key “next phase” for Planner Assistant (Renee / VP Product):

  • Move from insights → action.
  • Example:
    • If registration analysis shows a decline for a group (e.g., medical professionals), it could combine:
      • previous survey results (what they liked, what sessions worked),
      • and help craft a strategy to re-engage that group.
  • It can draft emails and support planning communications timing (e.g., schedule and send via planned communications).
  • During-event operational improvements:
    • Use day-one survey/Q&A feedback to adjust the agenda, such as:
      • adding an end-of-day Q&A session, or
      • shortening sessions and reallocating time.

Event setup assistance:

  • Helps reduce time and complexity when configuring events (e.g., multiple registration options).
  • Can create registration configurations in bulk from provided option details instead of manual entry.

2) Attendee Assistant (AI chatbot inside the attendee app)

What it is: An AI-powered tool embedded in the attendee app that lets attendees ask questions via chat.

Problem it solves:

  • Attendee apps contain lots of information (agenda, speakers, sponsors, attendee lists, etc.), but users often can’t quickly find what they need.

Demo examples:

  • “Tell me about the opening keynote” → assistant locates agenda details and answers.
  • “Any sessions on AI?” → assistant filters/recommends sessions based on interests.
  • Operational questions (e.g., Wi‑Fi password) → assistant retrieves and presents the information.
  • Questions about speakers, sponsors, and other attendees.

Next phase (personalization / hyper-personalization):

  • Recommend who to meet based on attendee interests and goals.
  • Recommend which sessions to attend in large agendas to reduce overwhelm.
  • Expected extension: help sponsors/exhibitors identify likely high-value connections based on attendee profiles.

3) Content Assistant (AI writing & brand-consistent communications)

What it is: An AI writing tool for creating and refining front-facing event content—including emails, landing pages, surveys, and registration-related copy.

Capabilities demonstrated:

  • Generate and revise text with actions such as:
    • summarize, improve, simplify, expand
  • Translate content into multiple languages while maintaining the same brand/tone guidance.
  • Maintain brand voice through a configuration/setup panel:
    • tone/style settings
    • target audience
    • event type summary/context

Goal: Reduce time spent drafting emails/copy while keeping consistency across communications.

Future vision / evolution

  • The suite will continue evolving as AI advances quickly and as customer feedback reveals what event teams need next.
  • Roadmap emphasis:
    • Attendee hyper-personalization
    • Planner “insights → actions” (including scheduling/sending communications and adjusting agendas in-session)
    • Ongoing improvements while maintaining security and governance expectations.

Main speakers / sources

  • Kelly Harvey — CMO, Events Air (host of the live demo)
  • Medie (subtitles: “Medie Killy”) — CTO, Events Air (AI strategy and pain-point research approach)
  • Tom Gray — AI Transformation Lead, Events Air (demo of Planner Assistant, Attendee Assistant, Content Assistant)
  • Renee Elliot — VP of Product, Events Air (future roadmap: personalization and actioning insights)

Original video