AI for Events: Affiliate marketing disclosure: affiliate links are utilized in this post, and we may receive a small commission if you click and register with our affiliate partners.
You should use AI for automated event task reminders for collaborative project management
Choose project management software wisely. The right software allows you to add multiple users, create tasks with deadlines, and send automated reminders. If you are a project manager, this makes your job much easier. Teams can delegate and track progress without manually checking timelines or following up on deadlines every day. Hire an events manager who uses automation to reduce costs and increase efficiency.
For event planning, Gatherwise is a newer platform and AI tool with an exceptional interface tailored for event teams. Beyond managing multiple events and duplicating templates, it sends automated task reminders via email. It also includes integrated features like forms, invoicing, and contact management to streamline the entire planning process.
Use our referral code: DHMECLLC50 for 50% off your first month. Explore the Gatherwise platform here. They offer a free trial — test it out!
You should use AI for guest pre-event and post-event communications
Using AI for pre- and post-event guest communications is an easy win. With our advice, elevate the attendee experience, scale your business model, and maximize event potential.
Beyond delivering essential logistics like parking, security, and dress code expectations, automated messaging keeps momentum going. You can easily leverage these touchpoints to build pre-event excitement, incentivize ticket upgrades, and drive referral sales. Simply collect attendee emails during registration to trigger an automated sequence that handles your communications with minimal oversight. Consistent, timely updates transform the entire event experience while boosting overall guest satisfaction and ticket revenue.
Because ticketing platforms vary in their integration capabilities, be sure to research which option best fits your setup. Our preferred platform, Posh VIP, syncs seamlessly with Mailchimp. Alternatively, you can build custom drip campaigns in Google Workspace by routing registration data into a Google Sheet paired with Google Apps Script and Gmail templates.
Ready to harness the power of automated email campaigns for your event registration? Schedule a call with us or create your Posh VIP profile here to get started.
You should use AI for spatial design
AI is now advanced enough to transform your notes, sketches, schemas, and reference images into realistic mockups and renderings. Known as “spatial AI,” this technology helps bring your vision to life by giving you compelling visuals to persuade clients, align stakeholders, or power your promotional campaigns.
However, for complex or high-stakes projects, human expertise still holds the edge. Professional 3D designers face far fewer creative limits than AI platforms, which can be restricted by preloaded layouts and often struggle to model custom, complex installations.
Prismm could be a great spatial design technology for local event planners and venues.
You should not use AI for vendor sourcing or contracting
While AI can crawl the web to recommend vendors, its output is strictly limited by prompt quality and online data structure. Humans still lead the charge in deep research by leveraging social media, vendor directories, and personal networks to find truly reputable and reliable partners.
Instead, leverage AI where it excels most:
- Setting Direction: Ask questions like “What type of vendor solves X problem?” to refine your search criteria before doing manual outreach.
- Analyzing Proposals: Feed vendor quotes and contract details into AI to uncover hidden risks, trade-offs, or possibilities you might otherwise miss.
A Critical Warning on Legal Contracts: Never use standard AI to draft legally binding contracts. While it works well for pitches and proposals, generative AI is not a legal advisor and cannot ensure documents adhere to your specific jurisdiction or hold up in court. Specialized legal AI platforms exist, but standard tools should never replace established legal services like RocketLawyer, LegalZoom, or qualified legal counsel.
You should not use AI for event flyers or graphic design
Generative AI is simply not ready for marketing visuals. While AI works well for drafting documents or outlining presentations, using it for flyers and promotional artwork often backfires. AI-generated graphics and animations can look unnatural and unappealing, which ultimately hurts your event’s visibility and undermines brand credibility.
Furthermore, AI art remains a sensitive topic, so many potential attendees will actively disengage if they feel an event lacks authentic, human-designed branding. Established graphic design tools like Canva or Adobe remain the gold standard for crafting high-quality event flyers and graphics.
Don’t be afraid to use AI to make events work for you, but be cautious about cutting corners or playing with fire. Contact us to talk about using AI for event planning.
