Will ChatGPT Change the Way We Plan Events?

Event planning and its associated marketing can be dynamic and demanding. You require a wide range of abilities to succeed in your event planning business. For instance, as an event planner, you should know how to multitask and manage everything from client relations and budget to events planning and arranging.

Following recent developments, event professionals have shown a shift towards virtual events and a renewed focus on in-person engagements. The events planning industry has seen substantial growth, largely due to advancements in technology. One notable innovation is the integration of AI in event planning and marketing, opening up exciting possibilities for the industry.

With the entrance of ChatGPT in the AI arena, you might be wondering what does ChatGPT mean for your business? 

Read on to learn how ChatGPT and other AI tools will influence your events business.

What is ChatGPT?

ChatGPT is an artificial intelligence chatbot that allows engagement in text conversations with AI. Powered by AI, this tool developed by OpenAI can be used by people across different industries to complete various tasks, such as writing recipes in diverse languages, debugging code, and creating content in any industry. 

ChatGPT has become popular in recent months, but it is not the only AI tool in the market that can perform such tasks. There are numerous AI tools in the market, such as YouChat and GPT-3 Playground. It is important to explore the role of ChatGPT and related AI tools in your events business.

How You Can Use ChatGPT for Your Events Business

ChatGPT and other AI are versatile, giving you many ways to leverage such tools to grow your events planning business. So, how can this AI influence events?

Here are a few areas of event planning that will be influenced significantly by ChatGPT and other AI: 

1. Event Concept and Title

ChatGPT can be a valuable tool in helping event professionals find relevant and impactful event topics. It can assist in conducting research and analyzing data to identify trending topics and emerging themes in the industry. This information can then be used to create a list of potential event topics that align with the goals and objectives of the event. ChatGPT can also provide insights and recommendations on how to make the event unique and appealing to the target audience.

Additionally, ChatGPT can assist in developing and shaping the concept of an event. By utilizing its natural language processing capabilities, it can generate ideas and suggestions for different aspects of the event such as the theme, format, activities, and overall experience. ChatGPT can also provide guidance on the event's messaging and narrative, ensuring that it resonates with the target audience and effectively communicates the purpose of the event. With its vast knowledge and ability to process large amounts of data, ChatGPT can provide valuable support in creating a successful and impactful event.

ChatGPT Challenge 1: Event Titles

Can you suggest me 10 webinar topics for marketing professionals that are struggling to prove the success of events based on their event data?

The answer was on point and we got these 10 suggestions from the AI tool:

1. "Measuring Event ROI: How to Prove the Success of Your Marketing Events"

2. "Using Event Data to Optimize Your Marketing Strategy"

3. "Creating a Data-Driven Event Planning Process"

4. "Using Event Analytics to Improve Attendee Engagement"

5. "Maximizing the Impact of Your Marketing Events Through Data Analysis"

6. "Using Event Data to Identify Opportunities for Growth"

7. "Creating a Data-Driven Event Budget"

8. "Using Event Data to Measure Campaign Effectiveness"

9. "Using Event Data to Improve Lead Generation and Qualification"

10. "Analyzing Event Data to Identify Key Performance Indicators (KPIs) for Success"

2. Events Planning and Marketing

Coming up with attractive marketing materials for your events isn't an easy feat. It requires top-notch creativity to develop event descriptions that convince prospects to consider your event planning services. 

At this point, ChatGPT becomes useful in your business. 

With this AI-powered chatbot, you can write compelling marketing materials and event descriptions. For instance, ChatGPT can help you create an email campaign, social media posts, event websites, and other related marketing materials.

ChatGPT Challenge 2: Event Marketing

How can you help me plan and market an event that helps event marketing professionals prove the success of their events based on event data?

This was the answer we got from ChatGPT:

I can help you plan and market an event that helps event marketing professionals prove the success of their events based on event data in the following ways:

1. Research and identify key industry experts in event data analysis and event ROI measurement who can speak at your event.

2. Create a detailed agenda that covers topics such as using event data to optimize marketing strategies, creating a data-driven event planning process, and analyzing event data to identify key performance indicators (KPIs) for success.

3. Develop a comprehensive marketing plan that includes email campaigns, social media promotions, and targeted advertising to reach your target audience.

4. Create engaging and informative content such as blog posts, infographics, and webinars that demonstrate the value of event data analysis and how it can be used to prove the success of events.

5. Provide attendees with the tools and resources they need to effectively analyze and interpret event data, such as templates, worksheets, and case studies.

6. Facilitate networking opportunities for attendees to share best practices, discuss challenges, and build relationships.

7. Follow-up with attendees after the event to gather feedback and measure the event's impact. Use this information to make improvements for future events.

8. Finally, make sure that the event is being tracked and analyzed, you can use this data to measure the success of the event and use it to improve the next one.

3. Generate Content Ideas 

Where content forms a great deal of your marketing strategy – and of course, it is in the events planning business – at times, it becomes challenging to have interesting and fresh content. 

ChatGPT and other AI can help you with content ideas on any topic. If you want to share content on events planning, you could ask the chatbot, "give me ten ideas for articles about event planning."

Once you have the answers from the chatbot, remember to review them to ensure they align with your needs. AI can help boost your creativity around creating content for your business.

ChatGPT Challenge 3: Content Ideas

Can you create some content ideas for this event?

Sure, here are some content ideas for your event on proving the success of events based on event data:

Here are the content ideas from ChatGPT:

1. Keynote presentations by industry experts on the latest trends and best practices in event data analysis and ROI measurement.

2. Interactive workshops on creating a data-driven event planning process and identifying key performance indicators (KPIs) for success.

3. Case studies and success stories from event professionals on how they have used event data to improve their marketing strategies and increase ROI.

4. Panel discussions on the challenges and opportunities of using event data in the event industry.

5. Networking opportunities for attendees to connect with other event professionals and share their own experiences and insights.

6. A dedicated session for attendees to ask questions to the keynote speakers and experts.

7. A pre-event survey for attendees to provide their expectations and preferences, that way you can tailor the event to their needs.

8. A post-event survey for attendees to provide their feedback and suggestions.

9. A dedicated space for exhibitors to showcase their services and products related to event data analysis and ROI measurement.

10. A dedicated resource center with tools, templates, and other materials attendees can use to implement what they learn at the event.

4. Event Itineraries and Agendas

A lot goes into event planning – from creating event agendas to creating itineraries for all the events. You may find such tasks exhausting if you don't have an extra hand. However, ChatGPT can assist you in coming up with event agendas and itineraries with precise activities, places, and dates.

What else would you ask for?

Using AI to generate event agendas and itineraries will save you time, ensuring you prepare for events quickly and seamlessly.

ChatGPT Challenge 4: Event Itineraries and Agendas

Can you create an agenda for this event?

This is what we got from ChatGPT:

Sure, here is a sample agenda for your event on proving the success of events based on event data:

Day 1:

8:00 - 9:00: Registration and networking

9:00 - 9:30: Opening ceremony and welcome address

9:30 - 10:30: Keynote presentation: "The Importance of Event Data Analysis in Measuring ROI" by industry expert

10:30 - 11:00: Break

11:00 - 12:00: Interactive workshop: "Creating a Data-Driven Event Planning Process"

12:00 - 13:00: Lunch break

13:00 - 14:00: Case study presentation: "Using Event Data to Improve Marketing Strategies" by event professional

14:00 - 15:00: Panel discussion: "Challenges and Opportunities of Using Event Data in the Event Industry"

15:00 - 15:30: Break

15:30 - 17:00: Networking session

Day 2:

9:00 - 10:00: Keynote presentation: "Identifying Key Performance Indicators (KPIs) for Event Success" by industry expert

10:00 - 11:00: Interactive workshop: "Analyzing Event Data to Identify KPIs for Success"

11:00 - 12:00: Break

12:00 - 13:00: Success story presentation: "Using Event Data to Increase ROI" by event professional

13:00 - 14:00: Lunch break

14:00 - 15:00: Q&A session with keynote speakers and experts

15:00 - 16:00: Exhibition and resource center

This was the first time ChatGPT was not able to give us a logical answer to our request, as a two-day agenda is not what we were looking for. A webinar is traditionally shorter and more on-point. Therefore we made a more precise request:

The webinar is only 2 hours long and it is a virtual event. Please create an agenda for this.

And this is the response we got:

Sure, here is a sample agenda for your 2-hour virtual event on proving the success of events based on event data:

1:00 - 1:10: Welcome and introduction by the host

1:10 - 1:40: Keynote presentation: "The Importance of Event Data Analysis in Measuring ROI" by industry expert

1:40 - 2:00: Interactive session: "Creating a Data-Driven Event Planning Process" with live polls, Q&A and exercises

2:00 - 2:30: Case study presentation: "Using Event Data to Improve Marketing Strategies" by event professional

2:30 - 2:50: Interactive session: "Analyzing Event Data to Identify KPIs for Success" with live polls, Q&A and exercises

2:50 - 3:00: Conclusion and next steps by the host

This agenda is designed to be a 2-hour webinar with a mix of presentations and interactive sessions, making use of live polls, Q&A and exercises to keep the attendees engaged throughout the webinar. The keynote presentation and interactive session are the main focus of the event, with a case study presentation to provide an example of how event data can be used to improve marketing strategies.

5. Write Event Marketing Emails

Your event business cannot thrive without engaging and registering potential attendees. Writer's block can make such communication quite challenging. However, ChatGPT and other AI can help you with this. 

All you need to do is ask the chatbot a question about the email you want to write. For instance: can you help me write a marketing email for this event?

The bot will write an email that you can review and take a few minutes to customize to your liking. Also, you can use ChatGPT for email marketing campaigns such as last-chance to register emails or early-bird pricing emails. 

ChatGPT Challenge 5: Event Marketing Emails

Can you help me write a sequence of 3 event marketing emails for this event?

This is the suggestion by ChatGPT:

Sure, here is a sample sequence of 3 event marketing emails for your event:

Email 1 (Pre-Event):

Subject: Don't Miss the Ultimate Event for Proving Event Success with Data!

Dear [Name],

We are excited to invite you to our upcoming event that will help event marketing professionals like yourself prove the success of your events based on event data.

Our event will feature keynote speakers who are experts in event data analysis and event ROI measurement, as well as interactive workshops and networking opportunities.

You will learn how to use event data to optimize your marketing strategies, create a data-driven event planning process, and analyze event data to identify key performance indicators (KPIs) for success.

Don't miss this opportunity to gain valuable insights and connect with other industry professionals. Register now and save your spot before it's too late!

Date: [Date] Time: [Time] Location: [Location]

Best regards,

[Your Name]

Email 2 (Mid-Event Reminder):

Subject: Only a Few Days Left to Register for the Event of the Year!

Dear [Name],

We hope you're as excited as we are for our upcoming event that will help event marketing professionals like yourself prove the success of your events based on event data.

Don't miss out on the opportunity to hear from industry experts, attend interactive workshops, and network with other professionals in the industry.

Hurry and register now before it's too late! We look forward to seeing you there.

Date: [Date] Time: [Time] Location: [Location]

Best regards,

[Your Name]

Email 3 (Post-Event Follow-Up):

Subject: Thank you for Attending Our Event!

Dear [Name],

We wanted to extend our heartfelt gratitude for your participation in our event that helped event marketing professionals like yourself prove the success of your events based on event data.

We hope you found the event to be informative, interactive, and valuable. We received positive feedback from attendees and hope that you found the keynote speakers, workshops, and networking opportunities to be beneficial.

We would love to hear your feedback on the event and your experience. Please take a few minutes to fill out this survey [insert link to the survey].

Thank you again for your support and we look forward to seeing you at our next event.

Best regards,

[Your Name]

This is just a sample, you can adjust and personalize it to suit your event's needs and goals.

6. Further Marketing Email Types

Emails are such a powerful marketing tool - we could not just leave it with the three suggested options. Therefore, we asked the tool to suggest us further useful email types.

ChatGPT Challenge 6: Further Marketing Email Types

What other email types would you recommend me to add to this sequence to increase registrations?

This was the answer we received:

Here are a few additional email types that you could add to your sequence to increase registrations:

1. Early bird registration email: Send an email to your target audience offering a limited-time special deal or discount for those who register early. This creates a sense of urgency and encourages people to register sooner rather than later.

2. Testimonial email: Send an email featuring testimonials from previous attendees or industry experts who have spoken at your event in the past. This can help to build trust and credibility, and encourage potential attendees to register.

3. Social proof email: Send an email highlighting the number of attendees who have already registered for your event. This can create a sense of excitement and help to build momentum for your event.

4. Reminder email: Send an email to those who have registered for your event as a reminder of the upcoming date and time. This will help to ensure that attendees don't forget about the event.

5. Follow-up email: Send an email to those who have expressed interest in your event but have not yet registered. Follow-up with them and remind them of the benefits and opportunities that your event provides.

6. Referral email: Send an email to your attendees asking them to refer their friends and colleagues to your event. Make sure to include a referral link that makes it easy for them to do so.

7. Thank you email: Send an email to those who have registered for your event, thanking them for their support and reminding them of the key details of the event.

8. Pre-event survey email: Send an email to attendees before the event, asking them to complete a survey to help you understand their expectations and preferences.

9. Post-event survey email: Send an email to attendees after the event, asking them to complete a survey to help you understand their experience and feedback.

10. By adding these types of emails to your sequence, you can increase engagement and encourage more people to register for your event.

7. Find Event Speakers

ChatGPT can play a significant role in finding the right speakers for events and webinars. By analyzing the event goals, target audience, and theme, ChatGPT can generate a list of potential speakers based on their expertise, experience, and relevance to the event. It can also provide background information on each speaker, including their professional achievements, speaking history, and areas of expertise, allowing event planners to make informed decisions about who would be the best fit for the event.

Moreover, ChatGPT can assist in reaching out to potential speakers and managing the speaker selection process. It can generate personalized and professional email templates for reaching out to speakers, and track responses and follow-up tasks. This can save event planners significant time and effort in finding and engaging with the right speakers for their events and webinars. Additionally, ChatGPT can provide support in negotiating speaker fees and contracts, ensuring that the event's budget and requirements are met. With its ability to streamline and automate the speaker selection process, ChatGPT can be a valuable asset in finding and securing the best speakers for events and webinars.

ChatGPT Challenge 7: Find Speakers

Can you suggest 3 speakers that can speak at this webinar?

Sure, here are three potential speakers for your webinar on proving the success of events based on event data:

1. John Smith, a leading industry expert and consultant in event data analysis and ROI measurement. He has worked with numerous event organizers and has presented at several conferences on the topic. He has written a book and several articles on the subject matter.

2. Sarah Johnson, an experienced event professional who has led data-driven event planning and marketing efforts for a major event management company. She has a wealth of experience in using event data to improve marketing strategies and increase ROI.

3. Mark Brown, an experienced data analyst who specializes in event data analysis. He has worked with several event organizers to help them understand and use their event data to improve their marketing efforts and increase ROI.

All of these speakers have relevant experience in the field of event data analysis and ROI measurement, and could provide valuable insights and best practices for attendees of your webinar.

8. Event Venue Sourcing

Figuring out the best place to host your next event isn't as easy as it may appear. Numerous event venues across the globe were shut down following the pandemic, and still, new others have come up. 

Google Maps, listicles, and Yelp are great resources when searching for the most appropriate event venues. However, ChatGPT can save you all the energy, so this AI tool can make your event venue sourcing a seamless affair instead of combing through all these platforms.

You only need to ask ChatGPT a related question. Make sure you are as detailed as possible. For instance, mention the town you intend to host the event expected number of attendees, and the event's theme. This way, you are guaranteed the most relevant outcome.

Here's a sample question:

We're planning an event in Saint Louis. Help me find the best venue to accommodate around 3,000 event planning professionals.

9. ChatGPT and Other AI for Social Media

One success element of any event planning business is having a strong online presence. Social media platforms can help you achieve this easily, especially by promoting your business online. 

Nevertheless, you will find it time-consuming and energy-draining to craft tons of social media posts and focus on the attendees' experience simultaneously. This is what ChatGPT comes in.

The chatbot can help you jumpstart your social media post creation process suitable for the various social media platforms. This way, you have less time to create social media posts and more time to focus on other aspects of your business. However, it is advisable to use this tool for brainstorming and fine-tuninge every post to keep them error-free, accurate, and in line with your event theme.

The Final Test

So after creating all assets for our webinar on event ROI and data, we wanted to give ChatGPT the chance to promote itself. This was our final request:

Can you please write a 900-word blog article about how ChatGPT and other AI will change the way events are organized, taking my last requests into consideration?

So this is how ChatGPT would have written this article:

Artificial intelligence (AI) is revolutionizing the way events are organized and managed. The use of AI-powered tools such as ChatGPT can help event organizers improve the overall experience for attendees, increase efficiency and save costs.

One of the major ways in which AI is changing the event industry is through the use of chatbots. ChatGPT is a cutting-edge chatbot technology that uses natural language processing (NLP) to understand and respond to user inquiries. This technology can be used to automate many tasks that are typically handled by human staff, such as answering frequently asked questions, providing event information, and even processing registration and ticketing.

One of the key benefits of using ChatGPT and other AI-powered chatbots is the ability to provide 24/7 customer service to attendees. This is especially important for virtual events, where attendees may have questions or concerns at any time. Chatbots can also be used to provide personalized recommendations and suggestions to attendees based on their interests and preferences.

Another way in which AI is changing the event industry is through the use of data analysis and predictive modeling. AI-powered tools can help event organizers to better understand their attendees and make data-driven decisions. For example, AI can be used to analyze event data, such as ticket sales and attendance, to identify patterns and trends. This information can then be used to optimize marketing campaigns, improve event planning, and increase ROI.

AI can also be used to predict future trends and demand, which can help event organizers to plan and allocate resources more effectively. For example, AI can be used to predict the number of attendees, the type of attendees, and the type of content and activities that will be most popular. This information can be used to create a more customized and personalized event experience, which can lead to higher satisfaction and engagement among attendees.

Another important aspect of events that can be improved by AI is the registration and ticketing process. AI-powered tools can automate the registration process and make it more efficient and user-friendly. For example, AI can be used to verify the identity of attendees, process payments, and issue tickets in real-time. This can save time and reduce costs for event organizers, and also provide a more seamless and convenient experience for attendees.

AI can also be used to improve the overall experience of virtual events. For example, AI-powered tools can be used to create more interactive and engaging virtual environments. This can include features such as virtual reality, gamification, and personalization. AI can also be used to analyze data from virtual events, such as engagement and participation levels, to optimize the experience and improve future virtual events.

In conclusion, AI and specifically the use of ChatGPT is changing the way events are organized and managed. The ability to automate tasks, provide 24/7 customer service, analyze data and predict future trends, improve the registration process, and create more interactive and personalized experiences are some of the key benefits that AI-powered tools such as ChatGPT can bring to the event industry. With the use of AI tools, event organizers can improve the overall experience for attendees, increase efficiency and save costs, which can lead to a more successful event.

Get Started Automating Your Events' Time-consuming Tasks

ChatGPT's significance in the event planning business is apparent and not limited to the use cases we have listed here. You can use this AI-powered chatbot to help improve your business' productivity and growth. 

ChatGPT is a great tool for your content creation and marketing, but you cannot afford to neglect the human element. Our digital guest management tool and virtual event platform will help you make your event business more efficient and successful.

We at Sweap are working hard to integrate AI tools into our platform in the future. Interested? Request a demo today to learn how we can help your events succeed.