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As an account executive at Convene Hospitality Group, I’ve had the opportunity to closely observe the UK’s meetings and events industry over the past few years. Artificial Intelligence (AI) is changing the game for event professionals everywhere by automating tedious, manual work and introducing unprecedented efficiency. AI is more than just a buzzword; it’s rapidly becoming an indispensable tool for event planners and event producers.

The technology is helping planners move past spreadsheets and onto more strategic tasks. This pervasive influence necessitates a deeper understanding of AI’s capabilities, so here are some practical uses for event and meeting planning around the globe.

How to use AI tools to enhance events in the UK and beyond

From small corporate meetings to large international conferences, AI is enabling an unprecedented level of efficiency, personalisation, and insight. AI algorithms are revolutionising event management by automating intricate operational processes involved in organising and executing events of all scales.

AI technology is actively reimagining how we plan, execute, and experience events across the industry. Event planners can leverage AI in the following ways to create faster, intuitive, and highly personalised environments for meetings, events, and flexible workspaces. I’m happy to say, the era of tedious, manual tasks is coming to an end.

1. Smart planning and logistics automation with AI

The collective impact of these AI-driven optimisations for event planning is a significant enhancement in overall efficiency and a notable reduction in conflicts. This is particularly vital for large-scale events such as trade shows, which often involve an intricate web of exhibitor arrangements, diverse presentation schedules, and numerous concurrent activities.

One of the primary benefits of AI in this domain is its ability to optimise room scheduling. AI can efficiently allocate the most suitable spaces to prevent overbooking or underutilisation, but also ensure a smooth flow for attendees moving between sessions. AI algorithms also excel at optimising staff scheduling. It can consider individual staff skills, availability, and the specific needs of different event areas (e.g., registration, technical support, catering) to create highly efficient work rosters. This minimizes staff idle time, reduces burnout, and ensures that critical areas are adequately covered, leading to a better experience for both attendees and staff.

Beyond personnel, AI also plays a crucial role in equipment deployment. From audio-visual setups to staging and networking infrastructure, AI can determine the optimal placement and quantity of AV equipment needed for an event. This helps reduce logistical complexities, minimize equipment shortages or surpluses, and ensure that all technical requirements are met precisely when and where they are needed.

2. Predictive AI analytics for more accurate attendance figures

In the pursuit of more efficient event planning, predictive analytics, powered by AI, can analyze historical data, including past attendance figures, registration trends, seasonal variations, and even external factors, such as holidays or local events. AI algorithms can accurately forecast attendance numbers for upcoming events.

This highly accurate forecasting capability allows planners to move beyond educated guesses and instead make data-driven decisions that significantly reduce waste. For instance, knowing with a high degree of certainty how many attendees to expect empowers planners to order precise quantities of catering and prevent over-ordering of event materials, such as brochures, name tags, or promotional items. By avoiding over-ordering, event organizers can significantly reduce costs associated with surplus food, materials, and event staffing.

3. AI optimization for venue selection

Forget endless phone calls and site visits. AI-driven platforms can analyze your event requirements against vast databases of venues, providing tailored recommendations in minutes. This is particularly valuable in a highly competitive and dynamic market like London, where finding the perfect fit can be a challenge — and knowing where to look is only the beginning. These sophisticated systems can analyze a comprehensive set of event requirements, including desired capacity, precise geographical location, specific amenities, and allocated budget.

The ability of AI to sift through countless options, identify optimal matches, and present actionable insights liberates event planners from tedious manual research, allowing them to focus on the more strategic and creative aspects of event execution. This not only streamlines the initial venue selection but also contributes to overall cost savings and a more efficient allocation of resources, ultimately leading to more successful and impactful events.

4. Event programming and content tailored to each attendee

The dramatic shift in post-pandemic preferences has emphasized the need for more engaging and personalized in-person experiences. AI’s capabilities allow for a depth of understanding and a responsiveness that enhance traditional production approaches.

AI has the ability to revolutionise attendee engagement and satisfaction at events. For example, imagine a participant at a UK tech conference receiving a personalised agenda, crafted by AI using their registration data and indicated goals for the event. It could highlight the most relevant sessions and speakers, leading to a more impactful experience.

5. AI-powered chatbots for round-the-clock assistance

AI-powered question-and-answer tools offer immediate assistance to attendees by answering frequently asked questions regarding venue directions, session schedules, or local transportation options in real-time.  Its role is becoming increasingly indispensable in crafting tailored journeys that move beyond generic interactions to create impactful meetings, events, and gatherings. This allows human staff to concentrate on more intricate, personalized interactions.

6. Goal-driven networking backed by data

AI algorithms offer a solution for enhancing the networking potential of corporate conferences and larger meetings. By intelligently matching attendees, these algorithms transcend the limitations of traditional, often random, networking methods. They analyze professional profiles, including areas of expertise, company affiliations, roles, and even specific project interests, alongside stated professional objectives for attending the event.

This data-driven approach allows for the creation of highly relevant pairings, connecting individuals who share common goals, complementary skills, or potential for synergistic collaboration. The result is a more meaningful and productive networking experience, moving beyond superficial introductions to foster genuine connections.

For organizations, this translates into increased opportunities for deal-making, knowledge exchange, and the formation of strategic partnerships that might otherwise remain undiscovered. The strategic application of AI for measuring a return on investment when event planning transforms large, potentially overwhelming gatherings into highly efficient networking ecosystems, maximizing the return on investment for both attendees and organizers.

7. Smarter energy management in event spaces

The integration of intelligent technologies can make spaces more efficient, sustainable, and user-friendly. AI-powered systems can monitor and control lighting, heating, and cooling based on real-time occupancy levels. Using real-time occupancy levels, these systems can dynamically adjust building conditions, ensuring optimal comfort while minimizing wasted resources. This leads to significant energy savings and reduced operational costs, aligning perfectly with the UK’s growing focus on sustainability.

For instance, in a large office building, AI can detect when a conference room is empty and automatically dim the lights and reduce the HVAC output for that specific zone. Conversely, as people enter and the room becomes occupied, the system can seamlessly restore the lighting and climate to a comfortable level. This granular control, based on actual usage rather than rigid schedules, leads to significant energy savings.

8. Inclusivity and Accessibility with real-time translation

AI-driven translation tools are facilitating seamless communication at international conferences. This real-time language translation capability is crucial for overcoming language barriers for both attendees and speakers. AI tools can translate speakers in real time or allow attendees to speak one-on-one when language barriers persist. While tools still have a way to go to eliminate awkward delays, many companies are pioneering faster and more reliable translation tools with each passing year.

AI also enhances accessibility for attendees with hearing impairments or those who prefer to review content after a demonstration. It can generate instant captions for live presentations and comprehensive transcripts of sessions without adding tasks for event planners to perform.

Challenges around using AI for event planning

Implementing AI isn’t without hurdles, as I have seen firsthand when planning events in the UK. Here are some of the top challenges when using AI for event planning.

• Protecting brand and client privacy: GDPR compliance for businesses is a strict requirement in the UK. At CHG, we approach handling attendee data with AI with robust security protocols and transparent data usage policies. Trust is paramount.
• Alleviating fears around job security: While AI automates certain mundane tasks, it also creates new roles requiring different skill sets. Event planners and businesses alike should focus on upskilling teams to increase efficiency and expand capabilities that might have been too costly or time-consuming if performed manually. 
• Brexit Implications for UK events: Navigating data flow and other potential complexities is essential for tech providers based outside the UK when international events are hosted there. Nevertheless, AI can streamline cross-border collaboration and communication, effectively bridging these gaps.

Using AI as a partner starts wth event planners

As part of CHG, I am optimistic about how AI could benefit the meetings and events industry. CHG is acutely aware of the necessity to protect the privacy and security of our brand and clients while the reach of AI tools continues to expand and adapt. I believe AI is not a replacement for the human touch but a tool to support and challenge.

I’ve witnessed how CHG is committed to exploring AI-powered solutions that empower our clients to increase efficiency, deliver unparalleled experiences, and gain actionable insights. I’ve already leveraged CRM tools with built-in AI to better understand client needs and streamline my outreach. This firsthand adoption gives my team insight into the practical benefits and considerations for our clients.

The future of meetings, events, and conferences in the UK is undeniably intertwined with AI. As a member of the events industry, I believe embracing this technology isn’t just about staying competitive; it’s about unlocking new levels of creativity, efficiency, and impact. I’m committed to building events that are smarter, more engaging, and leave a truly lasting impression.