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Why You Need To Use AI In Event Planning

There’s a quiet shift happening in event planning.

For years, events have been powered by long email threads, spreadsheets, manual updates, and a lot of reactive decision-making. It worked. But it was heavy.

AI is changing that.

Not by replacing planners but by giving them better visibility, faster insight, and the ability to make informed decisions while an event is still unfolding.

In this edition, we’re looking at how AI is moving events from manual coordination to real-time clarity. From smarter forecasting to intelligent onsite experiences and always-on support. This isn’t theory anymore. It’s already reshaping how modern events are delivered.

If you’re planning events in 2026 the same way you did in 2019, you’re working harder than you need to.

Let’s dive in.

- Mike (CEO & Founder)

Read time: 5 minutes

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In case you missed it!

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How AI is Changing the Events Industry

For years, event planning relied on spreadsheets, static reports, and gut instinct. But AI is now enabling a shift from manual coordination to real-time clarity. Here’s what it looks like in practice.

1. Smarter events

AI is enabling a shift from manual coordination to real-time clarity. Instead of reacting to last-minute issues, planners can now:

• Predict pressure points, like overcrowding or low-engagement sessions.

• Model attendee behaviour using live and historical data.

• Make informed decisions while the event is still underway.

2. Intelligent Onsite Experiences

AI-powered facial recognition is increasingly being used for seamless check-in, reducing queues, eliminating badges, and even improving security.

Emerging solutions such as AI-powered robot concierges are also appearing on show floors, providing instant support.

3. Always-on support

For attendees, AI Agents provide real-time assistance via event apps, WhatsApp, or kiosks. For event planners, AI Agents serve as digital event assistants.

This helps streamline planning and the on-site experience for planners and attendees.

Read the full blog for more!

Only Have a Few Minutes? Click These 5 Things!

1. Live events are powering a greener future. Read more here.

2. Wondering which trends will shape events in 2026? Here’s what the experts are saying. 

3. Event organisers are becoming more eco-conscious. Here’s what it means for the industry.

4. There’s been a shift in the most popular food to serve at events! Check it out here.

5. Are you getting enough sleep? Here’s how event planning could be having an impact. 

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