How to use AI for event planners and venues to work smarter

For decades, event professionals have run their businesses manually, spending hours on admin and logistics each week. But AI is changing the industry, allowing professionals to spend less time on tasks like budgeting and scheduling meetings. 

If you take pride in tailoring your events for your clients, you might be wary of using AI for fear of coming off as impersonal. But many pros are already using AI for event planning and venues in ways that reduce menial tasks while still allowing them to make creative decisions and maintain a personal touch. 

Why event pros are leaning into AI

AI technology is no longer a novelty in the events industry; event planners and venue managers often use AI throughout their businesses to stay competitive. 

The role of AI in modern event planning is that of a diligent assistant. AI can automate many repetitive, time-consuming tasks, helping you work faster and take on more clients without compromising service quality. AI tools can also provide business insights you might have missed on your own. 

HoneyBook now has built-in AI tools created with event planners and venues in mind. Additionally, HoneyBook is one of 16 plugins in ChatGPT’s selection of extensions for small businesses. That means you can connect your HoneyBook account within ChatGPT, and the AI chatbot can provide answers based on your account data rather than general advice.

How event planners are using AI

Event planners often need to manage multiple projects simultaneously. AI helps you stay organized and on schedule so you can successfully provide memorable client experiences. 

These are some common ways to use AI for event planning: 

• Client communications: Event planners can use automated workflows to create and send follow-up messages to clients. 
• Personalized agendas and budgets: Planners sometimes use generative AI to create first drafts of event agendas and budgets. AI tools can draw from existing information about the client, venue, and attendees. 
• AI chatbots for attendee support: Planners can place AI chatbots on event websites to answer attendee questions and help with registration and check-in. This reduces pressure on event organizers to respond to inquiries.
• Event marketing and content creation: Planners use generative AI to create first drafts of social media posts, email newsletters, blogs, and other marketing materials. AI-powered analytics also help planners find the best time to post for maximum engagement. 
• Post-event insights: After an event ends, planners can use AI to analyze attendance, attendee spend patterns, survey results, and other key metrics. 

How venues are using AI

Venue teams are also using AI. In venue management, AI can help with tasks like event marketing, post-event analysis, and customer support. Some AI tools can also help with venue-specific tasks like document generation and resource management. 

Here are more details on the ways event venues are using AI: 

• Floor plans and layouts: AI-powered diagramming tools help venue teams generate floor plans in minutes. Drag-and-drop editing tools reduce the need for manual drafting. 
• BEO generation: Venue teams can create banquet event orders (BEOs) automatically based on existing information from catering and AV teams. HoneyBook now has built-in floor plan and BEO generation, so you can create these documents with AI on the platform.
• Demand forecasting: AI can estimate future client demand based on past booking patterns. This information helps venue teams plan staffing levels ahead. 
• Inventory management: AI can track inventory and automatically alert teams when they don’t have the required equipment for an upcoming event. 
• AI-powered lead scoring and RFPs: When venues receive an inquiry, AI can assess the request to see if it’s a good fit, then generate appropriate follow-up messages. AI can also respond to requests for proposals as soon as they’re available to increase the chances of securing the job. 

How to avoid downsides of AI in event planning

AI tools can make you more efficient, but it comes with potential risks to be aware of. Careful planning and oversight help you avoid pitfalls.

When communicating with clients, be transparent about when and how you’re using AI. Let them know before the project starts to ensure everyone’s on the same page. 

Some clients may prefer not to share their data with public AI models, and be sure to respect their preferences if that’s the case. You should keep track of data privacy regulations in your area. Some laws limit how you can use and share third-party attendee data. Staying aware of regulations can help you avoid legal action. 

In event planning, you can use your own judgment for creative decisions rather than letting AI fully take over. While AI can provide helpful support, make sure you’re still in control every step of the way to avoid compromising on the client experience. HoneyBook’s AI features are all designed to support, not replace, event professionals. 

How to use AI without losing your human touch

If you’re interested in using AI for events but don’t know where to start, focus on areas of your business where AI can make the most impact. Here’s how to make the transition: 

• Start with one task: Identify your most repetitive, time-consuming task to hand off to AI, like drafting follow-up emails or BEOs. Once you’re comfortable automating the first task, you can expand to automate others. 
• Include human review: Make sure someone on your team reviews all AI-generated content before using it, especially if it’s client-facing. 
• Use connected tools: When you use separate AI tools for every task, you waste time switching back and forth between platforms. Instead, opt for a platform like HoneyBook that offers built-in AI features and event-specific integrations. 

The future of AI-powered events

Whether you’re an event planner or venue manager, AI can help you make the most of your skills and knowledge. With the right tools, you can spend less time on repetitive tasks and more time creating stunning events and strengthening your client relationships. 

HoneyBook gives event professionals the tools to manage every event in one place. You can access templates specifically for event professionals, with AI tools that generate email drafts in your tone, take notes during meetings, and help prioritize your tasks. 

Try HoneyBook free today to see how each feature can benefit your events business. 

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