Event Marketing
Top AI Tools for Event Marketing + 10 ChatGPT Prompts for Events
Discover the best AI tools — and ChatGPT prompts — for event organizers to stay ahead of the curve and amp up your marketing strategy.
As an event organizer, it’s essential to capitalize on new trends. Artificial intelligence (AI) is exactly that: a new, exciting way to approach your event marketing and stay ahead of the curve. Many marketers are already jumping on board, and, according to Influencer Marketing Hub, 61.4% of marketers are already using AI in their campaigns.
And it doesn’t stop there: Mailchimp found that 88% of marketers believe they should amp up their use of AI, both to meet customer expectations and to stay competitive. From automating tedious tasks to enhancing performance analytics, using AI tools to shape marketing decisions is on the rise, and it’s easy to see why.
In this guide, discover the best AI tools for event organizers — and the best ChatGPT prompts — to inspire your marketing strategy.
Key takeaways
AI tools allow event organizers to save time on admin and logistical tasks — such as data analysis and venue research — and allocate more time to creative strategy and big-picture thinking
There are a number of tools — such as ChatGPT for text generation, DALL-E for image creation, and Beautiful.ai for presentation design — that offer unique features to amp up your event marketing
Before adopting AI tools into your marketing workflow, make sure to allocate sufficient time to train your team, allowing for blockers and fixes as you adapt to a new process
Why AI tools are essential for event planning
Event organizers are multitasking superheroes. With so many elements of event planning to juggle — from conducting data analysis to creating a detailed event budget — it’s easy to spend most of your time on admin, and less time on big-picture thinking. This is where AI can step in, helping you with:
Basic content creation tasks for emails, social media and event listings
Data collection and analysis for feedback and surveys
Providing event program schedules
Summarizing event meeting notes
Designing event budgets
Organizing attendee registration
With AI able to take on the bulk of admin, logistical, and data-crunching tasks, you’re free to concentrate on the creative elements of your event. It’s no wonder that one study found that 19.2% of marketers spent more than 40% of their marketing budget on AI-driven campaigns.
In short, AI tools can be a game-changer in helping you to spend more time on the parts of event planning you love: creative direction, for instance, or building meaningful relationships with sponsors and attendees.
Top AI tools for event planners
From ChatGPT to Lumen5, AI event tools are your ultimate event management sidekick: they can help you create compelling copy for your social posts, transform text into engaging video, and design streamlined event programs. Here, discover some of the best AI tools for every event organizer’s toolkit.
1. ChatGPT
Imagine having a personal assistant who can generate compelling text for various event materials, saving you time and resources. That’s exactly what ChatGPT, an AI language model developed by OpenAI, offers.
From answering questions to conducting research, and composing emails to engaging in conversations, ChatGPT can help to streamline and automate a variety of tasks for event organizers.
2. DALL-E
Visual content is a crucial component of any event. DALL-E, also developed by OpenAI, is a tool that generates images from text captions, making it an invaluable asset for event organizers.
Whether you need a unique logo for your event, designs for advertising campaigns, or eye-catching visuals for your social media posts, DALL-E can streamline your visual content creation.
3. Beautiful.ai
Need to create a striking event sponsorship pitch deck? Creating visually stunning presentations for your event can be a daunting task, but not with Beautiful.ai.
This AI-powered tool streamlines the process of generating visual content, offering pre-made layouts and templates for event marketing material — so you can create your next stakeholder presentation with ease.
4. Lumen5
The secret to good storytelling? High-quality event video. Enter Lumen5, an AI video creation tool that transforms your text into engaging videos.
It uses AI to condense blog posts and pair each scene with suitable stock footage, ensuring that each video perfectly encapsulates your event. Whether you’re creating a teaser trailer or a highlight reel, Lumen5 makes the process seamless.
5. Soundraw
Music sets the mood for any event — but finding the right tracks can be a challenge. Soundraw, an AI music generator, comes to the rescue, allowing you to create custom music tracks for your events without the need for music licensing.
All tracks are original and royalty-free — and you can specify parameters like mood, genre, and instruments to align with your event’s theme and delight your attendees.
6. Jasper
Need snappy copy for your next email campaign? Jasper, an AI writing assistant, offers a solution.
Whether you need to write a blog post, draft an email, or create catchy marketing copy, Jasper has over fifty content generation templates to create copy in seconds. You can amend the tool’s tone of voice and upload relevant documents to generate on-brand content for your events.
7. LiveChat
Customer support can be a demanding task during events. LiveChat, an AI tool with chatbot functionality and live agent support, provides an automated solution for attendee interaction.
In addition to its chat function, LiveChat offers live polling, Q&A features, and an event app with attendee tracking — so you can facilitate smooth communication during your events.
8. Marketing Copilot
Did you know that 90% of leading marketers say personalization significantly contributes to business profitability?
Creating personalized content for your audience, then, is crucial — yet it can often be time-consuming. Marketing Copilot does the hard work for you: it generates personalized content, makes text suggestions aligned with your input, and helps you connect with your audience on a deeper level.
9. Vossle
The future of events is immersive, and Vossle is here to make that future a reality. Vossle enables event organizers to create web-based augmented reality (AR) experiences, including gamification features and plugins for popular platforms, like Shopify and WooCommerce.
With a range of features — including virtual try-ons for products, like clothes or footwear — Vossle is a great way to create immersive retail events.
How to leverage AI tools for successful events
From generating event agendas with ChatGPT to creating web-based AR experiences with Vossle, there are countless ways to incorporate AI and big data into your event planning. The tools you use will vary depending on the type of event you’re creating, but you might want to consider the following:
Time: Consider the tasks you and your team spend the most time on — and focus your energies on tools that help you streamline those tasks. For instance, if you spend a lot of time creating programs and researching speaker bios for different parts of your conference, you might be able to outsource these tasks to AI.
Talent: Is your team missing a particular talent — for instance, a graphic designer, videographer, or social media manager? If so, you may be able to outsource specific tasks, like social post scheduling or video creation, to an AI tool while you begin searching for human talent.
Cost: Does the AI tool you’re thinking of incorporating fit into your overall marketing budget? It’s important to research the cost of different tools to consider whether this will result in a positive return on investment (ROI).
Chat GPT prompts for event planners
Need to get your inspiration flowing? ChatGPT can be a valuable way to kick-start your creative thinking — from generating marketing campaign ideas to writing speaker bios for your event. The secret to using ChatGPT effectively lies in creating a clear prompt.
Make sure to include clear context (for instance, ‘I am an event planner and my event is [xyz] for [target audience description]’), a problem to solve, and instructions on what you’re looking for.
For the best results, use natural, specific language and provide examples where possible. You can also refine your prompts as you go — and the tool will often ask follow-up questions to create better responses — so you can generate high-quality content that resonates with your audience. Here are ten ChatGPT prompts below to get you started:
Prompt to kick-start your marketing campaign: I am looking to promote [event description] to [target audience]. Please suggest creative ways to create a successful marketing campaign to encourage my audience to buy tickets.
Prompt to create compelling event email copy: Please review my event invitation email below. Make it as clear and engaging as possible and suggest ways to make it more compelling for potential attendees [paste your event invitation].
Prompt to create an event run sheet: Please prepare an event agenda that includes all sessions, speakers, and activities included here: [detail these here].
Prompt to write social media marketing copy: Can you create an Instagram post that encourages followers to buy tickets to my event? [describe event]
Prompt to find the perfect event venue: Please find a suitable venue for my event that meets my requirements: [detail your requirements here – such as capacity, location, amenities, and costs].
Prompt to write a bio for the performers at your event: Please create a bio of around 50 words for each of the following speakers/performers/musicians I can use in my marketing to encourage people to attend this event. [list speakers here]
Prompt to refine a sponsorship pitch: Please review my proposal for event sponsorship below. Suggest ways to improve it to make it as clear and compelling as possible for sponsors.
Prompt to maximize engagement at a virtual event: Please suggest strategies to maximize engagement at a virtual event [describe event here] to encourage attendee participation.
Prompt to create a successful networking event: Can you provide some fun icebreaker activities for a successful networking event for creative professionals?
Prompt to create a marketing tagline: Please create a marketing tagline of no more than 20 words for [event name and description].
AI tools for post-event analysis
Analyzing your event is one of the most effective ways to determine what went well — and what didn’t. Whether you’re gathering attendee feedback or analyzing ticket sale revenue, post-event analysis is crucial, but it can often be time-consuming.
The good news is that AI tools can speed up this post-event process, providing detailed insights that help you measure the success of your event marketing — so you can make data-driven decisions for future improvements. Here are some ideas on using AI for post-event processes:
Survey analysis: AI can analyze data across your post-event surveys, providing you with accurate summaries and key takeaways by identifying patterns and statistics in your feedback — helping you improve your next event.
Marketing insights: Whether you’re assessing the success of an influencer marketing campaign or your email subject lines, AI can be a great way to crunch the data from your campaigns and provide insights into your performance.
Ticket sales: Need to run some analysis on your ticket sales? Whether you’re looking for the source of your sales or insights on customer spending patterns, AI can do the heavy lifting for your post-event ticket analysis.
Overcoming challenges with AI in event planning
Whether you’re weighing up the cost or the time needed to integrate AI tools into your marketing campaigns, there are a number of challenges that come with switching to automation. Discover the key challenges of using AI in event planning here and how to overcome them.
Feedback
In order to get the most from your AI tool, you’ll likely need to spend some time on training. It’s important to consider that AI will gain accuracy over time, and tools need to be fed the correct data sets to be accurate.
AI models learn from user feedback and continuously develop their algorithms to improve their accuracy — so it’s important to take this feedback loop into account. Whether you’re spending time creating clear prompts for ChatGPT or writing text documents to upload to Lumen5, make sure to allocate sufficient time to creating and feeding data to the tool.
Changes to workflows
When adopting a new tool into your workflow, make sure to factor in this adoption time to your marketing schedules. While AI can speed things up and improve accuracy long-term, in the short term you will need to allocate time to team training and content reviews.
It’s essential to ring-fence sufficient time to overcome any blockers you might encounter — for instance, reviewing data accuracy or refining content prompts — while you adapt to a new process.
Balancing cost
One of the challenges of integrating AI tools into your marketing workflow is balancing its cost and benefit to ensure a good return on investment.
To measure your ROI, make sure to focus on the cost of the tool itself and the value of the time your team will get back. Will the cost of outsourcing data tasks (and spending your time elsewhere, such as on strategic thinking or creative decisions) generate more revenue?
The future of AI in events
AI is continuously evolving, as is its potential for transforming event marketing. According to research by Statista, as more and more marketers are adopting AI, the AI market has a current market value of nearly 100 billion dollars — and is expected to grow twentyfold by 2030, up to almost 2 trillion dollars.
The benefits of using AI in event management are plentiful. With significant advancements in AI, organizers can improve their marketing with:
Improved personalization through predictive analytics
Increased integration of virtual reality (VR) and augmented reality (AR)
More effective resource allocation
Streamlined event setup and management procedures
Increased content production efficiency
Enhanced data analysis to improve marketing campaigns
More precise audience targeting with AI-powered insights
Whether you’re using ChatGPT to craft compelling speaker bios for your conference, or Beautiful.ai to create an engaging pitch deck, AI is a great marketing assistant. As well as providing great inspiration and content for your next campaign, it can help you reduce your time spent on admin-heavy tasks — and free up valuable time for creative thinking.
From streamlining admin processes to providing valuable insights for post-event analysis, AI is an indispensable tool in an event marketer’s toolbox.
Frequently Asked Questions
How can AI be used in event management?
AI can be utilized in event marketing to analyze attendee data, predict needs, and customize marketing strategies. Additionally, automated registration and ticketing powered by AI can streamline tasks and improve attendee satisfaction.
What are the best AI tools for event planners?
Whether you’re looking to analyze attendee data, customize follow-up communications, or gather data for future enhancements, the best AI tools for event planners include ChatGPT, Soundraw, Jasper, Lumen5, and Marketing Copilot. These tools help you save valuable resources and allocate more time to creative strategy.
How can I use AI in conference planning?
You can use AI in conference planning to streamline event management tasks such as data entry, as well as writing speaker bios and creating conference agendas. Additionally, AI-powered assistants can help you access and manage conference-related information and resources, including registration, travel, accommodation, expenses, and navigating the venue.
