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Remember Rule 42 of the internet? It goes like this: If you can think it, it exists on the internet. I believe there needs to be a similar rule for AI. If you can think it, an AI solution for it probably already exists.
I say that because it’s true. It’s never been easier for event planners and marketers to use AI in events to automate monotonous tasks, create event marketing templates, and much more.
From creating speaker bios and promotional videos to generating customized event schedules and unique event music, you can find a credible AI tool for every use case. In this article, we discuss the most important of these use cases, covering 23 powerful AI recommendations for event planning.
Build an immersive virtual environment and keep your attendees entertained, engaged, and excited with vFairs all-in-one virtual event platform and event management solutions.
Event organizers and marketers are no longer wondering, “Should we use AI in events?” Instead, we’ve moved on to figuring out, “How do we use it right?” There’s no denying it, event AI tools are useful. They help create compelling email marketing strategies, generate promotional content, provide live chat support, and so much more.
However, it’s important to use AI effectively. For example, if you’re typing in very generic, short prompts, you’ll end up with irrelevant and unusable content.
Here are a few more best practices to help you get the most out of AI:
1. Train the bot
When using AI in events, always start by providing the bot with detailed context about your event. At the very least, include the title, date, location, attendees, and what you’re hoping for. Also, feed it examples of content you like. This helps the bot understand your preferences and produce more tailored content.
2. Adapt the tone
Tell your artificial intelligence event tool to adopt a different voice depending on your requirement, such as professional, humorous, motivational, etc. For a corporate event, the bot’s voice might need to be more formal, whereas an art retreat may call for something more playful.
3. Validate
Most AI tools, including ChatGPT, Claude, Perplexity, etc., aren’t completely perfect. There have been instances where they hallucinate and make false statements. So always validate the facts before using any AI-generated content.
4. Customize
While AI can significantly boost your productivity, that doesn’t mean you fully step back. Instead, take control of the last mile by tailoring the final AI output yourself so it better suits your event’s tone and goals.
With the vFairs AI Agenda Builder, you can quickly design a well-structured agenda tailored to your event’s needs. Just enter the event details, add individual sessions, assigned speakers, and timings, and generate a clean, professional agenda in minutes.
Enter the basic information for your event
Review your event agenda and export when ready
Alternatively, try ChatGPT for event planners looking to create quick, customized agendas. Start by training the tool with a dataset of previous agendas. Then provide it with key information, such as the event name, date, location, and topics to be covered. This way, it’ll generate an agenda that’s highly relevant to your event.
Assume there is a conference happening titled ‘Future of Agriculture tech’ conference on June 1st, 2026, at the Marriott Hotel in New York City.
The conference will include sessions on the latest startups working in agriculture tech, the industry’s future, the challenges & limitations, groundbreaking research, how people are increasing crop yield via technology, and how AI plays a role in Agri tech.
Create a table for the agenda of this event with the following columns: Time bracket, session title, and session description.
With AI tools like ChatGPT, planners can generate promotional event emails to reach out to specific demographics. ChatGPT’s contextual understanding and text-generation capabilities will assist you in writing attention-grabbing welcome, post-registration, and reminder emails.
Another tool worth using is Copy.ai. Its Marketing Email Generator simplifies the process of crafting targeted emails. All you do is add the event title, description, goal, and audience demographic information into the form. Copy.ai will do the rest, creating optimized subject lines, email bodies, and calls-to-action that align with your brand voice and objectives.
Create a welcome email for a conference happening on the 3rd of July 2026 in Rome, targeting marketing wizards worldwide. Cover the key speakers and networking opportunities and what the attendees should look forward to.
If a speaker hasn’t submitted a bio, use the vFairs AI Speaker Bio Generator to create one. All you do is fill out a form with the speaker’s information, such as their name, designation, educational background, etc. Then, with a click of a button, you’ll have the speaker bio ready.
As a bonus, the vFairs generator also provides a speaker post, written from the speaker’s own perspective to share their participation. And an organizer post, written from the event host’s perspective, to promote the speaker.
Alternatively, you could also use ChatGPT to create bios. Just use the speaker’s LinkedIn profile to feed their professional background, expertise, and accomplishments into the tool. Then it’ll quickly create a bio showcasing the speaker’s appropriate skills and expertise.
ChatGPT can also generate the speaker’s introduction speech, highlighting their most relevant achievements and why they’re the best speaker for the topic. This saves everyone time and provides a solid first draft to build on if needed.
Create a bio and introduction for Michael Johnson, a Trade Show expert with over ten years of industry expertise. He is the Director of Trade Show Operations for EventPro Corporation, a renowned event management firm in the United States.
He has prior expertise in organizing and managing successful trade shows for leading firms in the United States. His LinkedIn profile is available at www.linkedin.com/michael-johnson-tradeshowexpert.
Writing content for an event’s registration page or landing page can be time-consuming. Especially when it comes to details like the event description, target audience, reasons to attend, and what to expect.
However, it gets easier if you use AI in events. For instance, ChatGPT can speed up the process, helping you create content that successfully communicates the event’s purpose, value, and objectives to potential attendees. It can also assist in developing a FAQ section, providing all the important information participants need.
Create interesting and informative content for a virtual conference’s landing page on the current AI technology advancements. The conference, titled “AI Evolution 2026,” on October 15th, 2026, will target AI professionals and researchers and strives to share insights on the most recent developments and issues in the field. Create sections on why attendees should go, what to expect, and FAQs.
There are multiple AI tools to choose from when it comes to creating social posts for event marketing. Some of the top ones include Claude, Grok, and ChatGPT. Use either of these tools to craft a series of posts for LinkedIn, Twitter, and Facebook that promote your event and encourage registrations.
These posts can highlight important event details, such as the date, venue, and keynote speakers, along with particular event components like workshops or networking opportunities.
Another great tool is Nano Banana, which is currently the gold standard for AI-powered images that are perfect for social posts.
You can also utilize these apps to generate catchy captions to accompany the posts, boosting engagement and visibility.
Write a LinkedIn post about the “Future of Healthcare 2026” conference for healthcare professionals. Assume the conference takes place on November 15th, 2026, focusing on the most recent advances and challenges in medical technology, treatments, and healthcare delivery systems. The post should highlight the conference’s key speakers, networking opportunities, and the importance of attendance for healthcare professionals.
Pro tip:
Try Supermeme.ai, an artificial intelligence meme generator, to produce relatable memes prior to the event and create some event buzz on social media.
ChatGPT can be used as a makeshift AI event designer when it comes to creating event surveys and feedback forms. For example, use it to generate a list of questions for a post-event survey to assess attendee satisfaction, speaker and presentation quality, and networking opportunities.
You can also look at the responses and sum them up, making it easier to find patterns and trends in the data.
Similarly, you can use ChatGPT to construct feedback forms for event features like keynote speakers and the exhibit hall. These forms help you assess what went well and what needs improvement for future events.
Create a detailed survey to collect feedback from Stanford University graduates on the “Stanford University Virtual Graduation Ceremony.” The survey should contain questions about general satisfaction with the event, virtual activities, and the usefulness of networking opportunities. Make the layout simple to comprehend, interesting and tailored to the target demographic of graduates.
Tools like HeyGen provide one of the most exciting new applications of AI in events. The AI platform enables you to create personalized video messages at scale. This means attendees can open the event app and receive a video where the CEO himself greets them by name. Talk about taking personalization to the next level!
As vFairs CEO, Muhammad Younas, puts it:
This level of personalization helps build stronger connections and drives attendee engagement by making them feel valued and guided.
Another great tool is the Synthesia AI Video Generator, which enables you to make high-quality videos with AI avatars and voiceovers. You can produce videos in 140 different languages, offering the benefit of reaching a global audience with content that feels local and personalized.
ChatGPT can create video scripts for teasers and promos, using compelling language that grabs the audience’s attention and generates excitement about the event being advertised. It can also write dialogue and descriptions that accurately match your desired tone and message.
Apart from ChatGPT, there’s another application worth considering: Subscribr.ai. This AI has been trained on the top 1% YouTube videos, making it a good option for YouTube scripts.
Create a 30-second video teaser marketing a new luxury car model that will be unveiled at the next international auto show in Paris. The teaser should highlight the car’s sleek design, advanced technology, and high-performance capabilities while also hinting at the excitement of driving. The intended audience is car enthusiasts, thus keeping the general tone exciting and thrilling.
Gamma is the obvious choice, letting you generate complete, branded presentations from simple text prompts. The AI automatically builds content, structure, layout, and design, saving hours of formatting and design work. You can also import brand elements, such as colours, fonts, and logos, to keep decks on-brand.
Another good AI for event planning is Canva, which over 95% of Fortune 500 companies already use for design help. With Canva’s Magic Design for Presentations feature, you type a prompt and get a full draft of slides with suggested layouts, visuals, and text. You can then refine the initial draft, editing content, adjusting branding, or adding photos and graphics.
For more basic yet compelling slide decks, ChatGPT can help. It can generate text for each slide, write engaging descriptions of the market and brand positioning, and help structure the deck to highlight key points and benefits.
Create a sponsorship deck for a renowned music event that will include emerging independent musicians. The deck should emphasize the concert’s target audience, marketing reach, and recent success, as well as the benefits of sponsorship, such as brand visibility and access to a youthful and engaged audience. Keep the tone professional while reflecting the show’s vibe.
One of the best AI tools for writing long‑form content is Jasper. It’s designed to help you produce high‑quality blog posts, press releases, and articles fast by using templates and customizable options that tailor content to your brand and audience. With Jasper, you can generate ideas, create outlines, and draft complete pieces that sound natural and engaging.
Jasper isn’t the only option, though. Claude is a close second. While maybe not perfect for writing entire articles just yet, Claude does a great job at producing ideas for your articles and composing engaging descriptions of the event, its key speakers, and the expected goals.
Write a short PR for an upcoming business conference on 3rd June in New York focusing on the future of sustainable technology. The conference features keynote speeches from industry leaders, panel discussions, and networking opportunities. Highlight the conference’s focus on sustainability, the key themes that will be discussed, and the expected outcomes of the event.
ChatGPT can assist moderators in drafting thoughtful and engaging questions to ask speakers and panelists. It can create insightful questions related to the event’s topic and theme, which can help steer the conversation.
This saves moderators time and effort in formulating questions, allowing them to focus instead on executing successful interviews or panel discussions.
Create a list of questions for a panel discussion about IT product marketing strategies. The panel will feature product marketing leaders from leading IT firms and will focus on the latest product marketing trends, challenges, and best practices. The questions should be crafted to elicit ideas and viewpoints on critical aspects of product marketing, such as market research, product positioning, and go-to-market strategies.
Attendees always have a million questions. Instead of overburdening your support team, use AI for events to take care of it. Try the vFairs AI Event Assistant, designed to help attendees get real-time responses.
So attendees can ask questions about venue directions, schedule changes, sponsor details, or FAQs, and the AI chatbot can provide instant, accurate answers.
The vFairs AI Reporting Chatbot simplifies event data analysis by providing real-time insights through a user-friendly dashboard. Event organizers just have to ask specific questions, and they’ll receive instant answers on key metrics like attendance, engagement, and booth stats. This eliminates time-consuming manual data analysis, making it easier to adjust strategies quickly.
vFairs can also help in creating post-event reports with its Post Event Report Template Generator. All you do is enter some details about your event, customize what report sections you want to include, and generate a professional report.
The generator compiles key details like event purpose, attendance, audience engagement, feedback, and follow-up actions, giving you a comprehensive document for presentations or record-keeping.
Start New Post Event Report
Essential details required for post event report
Report Sections Selection & Customization
Toggle, customize, and reorder your report sections
Generate Report
Generation typically takes 3-5 seconds
You can draft webinar and session summaries through ChatGPT by providing it with a transcript of the video. If you don’t already have the transcript, try Sonix, a multi-language automated transcription service. It can help you generate audio or video transcripts seamlessly, in over 54 languages.
Draft a summary of the key takeaways and main points covered in a recent webinar on the topic of ‘Pros and Cons of AI.’ Keep it under 300 words and include key quotes and important information from the speakers.
The vFairs Event Name Generator is an invaluable add-on for any AI event designer, helping generate creative and attention-grabbing event names. All you do is provide information about the event and target audience, choose your writing style, and pick how long you want the event name to be. The AI will then create different variations for you.
You could also use ChatGPT to brainstorm event name ideas. Just add details about the event, such as the subject, focus, or objective, and it’ll generate a list of potential event names. ChatGPT can also leverage its knowledge of pop culture and ongoing trends to suggest more time-appropriate and relevant names.
Suggest five catchy names for the annual fiesta at vFairs, happening on 4th March at 8 pm. vFairs is one of the top virtual, hybrid and in-person event platforms available.
With ChatGPT, you can design marketing checklists by providing suggestions and examples of tasks that should be included. The tool can also create explanations or instructions for each checklist task and add extra resources or best practices for completing them successfully.
Build a marketing checklist for a virtual trade show campaign. The trade show will take place on a virtual event platform, and the target audience will be technology experts. Include tasks for marketing the event, engaging guests, and gathering feedback.
With the vFairs smart matchmaking tool, you can enhance networking and maximize the potential for meaningful connections at your event.
This algorithm-driven matchmaking system connects individuals with shared interests, making it an essential feature for events focused on networking. So attendees can share exciting ideas, engage in productive discussions, or simply enjoy some casual chit-chat.
Create eye-catching, one-of-a-kind visuals for your event’s website, promotional materials, stage design, and more using Dall-E 2. All you do is provide descriptions in natural language, and the AI tool translates them into a high-resolution image or artwork.
Similarly, there’s Stable Diffusion that generates detailed and customizable images. It’s known for its flexibility, allowing you to refine visuals based on specific styles, color palettes, and themes.
Another good text-to-image AI is Midjourney. Preferred by graphic designers and artists, it stands out for its ability to produce surreal and visually impactful illustrations.
Is there a particular song you’d like to have played at your event? Beatoven is an excellent tool for creating original music. With cutting-edge AI music-generating techniques, Beatoven can create original, mood-based music to accompany any scene in your video or podcast.
There’s also Suno, which generates custom music for receptions, virtual galas, and video content. No licensing headaches since they’re original soundtracks, so they’re royalty-free and unique.
Looka is an AI-powered platform that can help you create a logo that truly captures your event’s essence. Just enter your event name, add keywords related to it, and you’ll have hundreds of options to choose from. You can even tweak the AI designs until you land on one you like.
Need help finding the right platforms for your event? Instead of taking dozens of demos for each solution, try the vFairs Event Tech Planner.
It offers a quick, interactive quiz to help you discover the perfect tech stack for your event. By answering a few simple questions, you’ll receive personalized recommendations based on your event format, goals, and audience.
Takes about 3 minutes
Personalized analysis
Expert recommendations
What is your event format?
How many attendees do you usually cater to?
Select the type of events you frequently organize
What is your budget range for event technology?
Which aspect of event management is most challenging for you?
Which event features are most important to you?
How tech-savvy is your event team?
How often do you hold events?
What's your primary goal for implementing new event technology?
How do you prefer your audience to interact during the event?
What level of post-event analytics do you need?
Relay is a useful tool that simplifies event networking. The tool analyzes attendee profiles and sends personalized high-value matches before the event even begins, creating curated networking experiences powered by AI in events.
As soon as attendees register, the system identifies key connections for them to make. Both parties receive an email with the suggestion, and if they agree, they can accept the meeting invite.
Finally, the last of our AI in events applications is Clay. The tool builds a targeted sponsor list based on key parameters such as company size, demographics, and competitive data. This allows you to identify the best-fit sponsors, setting you up for stronger partnerships and greater event value.
You’ve covered all the key use cases needed to implement AI in events. All that’s left now is to leave you with the next steps in an attempt to answer the age-old question, “How can I use AI?”
Yes, there are multiple event AI tools perfect for event planning. There’s the vFairs AI Agenda Builder that helps create customized event agendas and Copy.ai for generating event marketing emails. Then you have Nano Banana and Gamma for creating eye-catching social posts to boost event engagement. Lastly, there’s ChatGPT for event planners who need help creating marketing checklists, speaker bios, landing page content, and more.
There is no one best event AI tool that does it all. ChatGPT is one of the best for producing event content. It can create content for promotional posts and video scripts, speaker introductions and speeches, marketing emails, and more. For event graphics, the best would be Dall-E 2. Whereas for event presentation decks, you can benefit greatly from Gamma. In short, the best AI tools for event planning depend on your needs.
AI for event planning helps marketers automate repetitive tasks like creating promotional emails and social media posts. Event AI tools can also analyze attendee data to provide insights, helping optimize marketing strategies and enhance engagement.
Predicting event attendance with AI involves analyzing historical event data, attendee demographics, marketing efforts, and other external factors to build predictive models. Event planning AI algorithms can then use this data to forecast attendance based on patterns and trends.
An AI photo booth offers personalized experiences, high-quality photos, instant sharing, and valuable analytics. This makes it a valuable AI solution for events, since it improves attendee engagement and adds a layer of excitement. A photo booth is also a good use of AI for event marketing, because it provides branding opportunities through customizable backdrops and sponsored prints.
Artificial Intelligence (AI) refers to the simulation of human-like intelligence in machines. It enables machines to perform tasks that historically required human input, such as learning, problem-solving, language understanding, and decision-making. AI systems are designed to imitate and reproduce cognitive abilities, equipping them to process information, gain insights from it, and subsequently make well-informed decisions or predictions.
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Amna Bajwa
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