Leveraging ChatGPT in Event Planning: New Ways to Creativity & Efficiency
ChatGPT is more than just a copywriter. AI can help you with event creativity and increase event planning productivity. Here we explore how you can use ChatGPT in your event planning.
Pro Tip: Don’t be afraid to play around with ChatGPT to see what it can do for you.
Introduction to ChatGPT
The event industry is rapidly embracing AI-powered tools like ChatGPT, recognising their potential to revolutionise the planning process. As we step into this new AI era, serious questions arise about the future of the industry: Will automation lead to job losses? How can we maintain uniqueness and creativity? These questions warrant careful consideration as we explore the integration of AI technology in event planning.
At Event Kit, we hold an optimistic view of AI's role. While ChatGPT is already automating certain aspects, it cannot replace the authentic human perspective—unless, of course, you're planning a robot-themed event. In this article we look at how you can make AI your ultimate event and marketing assistant.
Three Ways to Integrate ChatGPT into Event Planning
As the event industry evolves, integrating AI tools like ChatGPT can provide a significant advantage for event planners. By embracing its capabilities, you can your event planning process. We’ve played around with it and found that it works for us as a creative collaborator to spark new ideas, as a marketing assistant and copywriter, and as an event operations assistant.
💡Pro Tip: While ChatGPT can automate certain tasks, it can never replace the authentic human perspective essential for creating memorable and unique events. At Event Kit, we believe in leveraging AI to enhance our capabilities, not to diminish the creativity and personal touch that define our industry.
01. ChatGPT as Creative Collaborator
Research Event Concepts and Format Development
ChatGPT is an invaluable tool for brainstorming and developing event concepts and formats. Use it to research and evaluate the viability of new ideas by instructing it to consider your target audience. You can also ask ChatGPT to suggest a variety of event formats tailored to your concept. These innovative ideas can then be incorporated into your event pitches or proposals for new clients.
How can you do this?
Simply prompt ChatGPT with a request like “Generate three versions of event formats” for a specific target audience, or use broader keywords such as "virtual event trends" or "outdoor event ideas." Start with a general inquiry and refine your instructions to achieve more specific and focused results.
For example, you could start with a prompt like: “Outline 3 event concepts for corporate networking events that are trending with millennials on the East Coast of America.”
Brainstorm Creative Ideas
You can also brainstorm creative event ideas for themes, decorations, and entertainment with ChatGPT. Don’t believe it? We’ve done it! Here’s an example:
Our Prompt: Provide 3 creative event concepts for a gala dinner for my IT client. Gala event is an end of year celebrate with employee awards. 500pax, venue is a converted warehouse. Client has requested 3 creative concepts that celebrate the theme of: "Innovation through creativity".
ChatGPT Response: Within seconds, we received the outline of three solid creative concepts for the event theme, along with suggestions for styling the event, utilising the venue, and structuring the event format. Check out the full ChatGPT response in the image below. Our verdict? The quality was surprisingly good.
While the concepts were not groundbreaking, they were well-designed and highly applicable to our real-world event practice. We can see ChatGPT playing a valuable role in kick-starting our creative brainstorming process for new projects and client proposals.
AI-Rocking the Event Industry?
ChatGPT can also help us to optimise the format of events, such as virtual, hybrid, or in-person events, based on audience preferences and the type of event. Learn about AI-powered tasks for event planning.
02. ChatGPT as Marketing Assistant
Want to make sure your upcoming event gets the attention it deserves? ChatGPT can help you create a strong marketing campaign. Simply input the details of your event, and it will generate a range of marketing materials for you. From social media posts to email templates and other promotional content, ChatGPT has you covered.
The range of marketing materials is as broad as your imagination and can include:
Social media posts across all platforms, from Instagram to LinkedIn
Media releases
Website copy and event listings blurbs
Copywriting for posters, DL flyers, invitations, and more
Event Proposals & Contracts
When you need help writing a winning event proposal or contract for your event clients, ChatGPT can get you started. Instead of spending hours laboring over the right words, simply plug your requirements into ChatGPT and be impressed with the results.
From our experimentation, we can already see that ChatGPT will be our trusty sidekick for drafting new event proposals and contracts. In just a few seconds, we had text ready to paste into our event contract and proposal templates.
Of course, you must always remember to proofread the text before hitting send, and it’s a good idea to have legal documents checked by legal professionals.
Event Collateral Copywriter
ChatGPT is an excellent instant copywriter. Gone are the days of needing to engage an expensive copywriter for every invitation or promotional flyer. You no longer need to spend hours thinking up the right wording for your event manuals.
How does it work? Simply input the details of the event (including top-line details such as what, when, where, and why, event format and theme, target audience) and ChatGPT will generate tailored copy that you can cut and paste into your documents.
Using the creative event concept generated by ChatGPT earlier, we asked for a promotional blurb based on our chosen concept. Check out the full ChatGPT response in the image below. As you’ll see, the results were impressive and perfectly aligned with our event's needs.
Again, we put it to the test! Check out this example:
Our Prompt: We will proceed with an event theme based on the concept of Tech-Inspired Wonderland. Please provide a paragraph of promotional copy for use on the website event listing, promotional poster and social media posts. Add the event date: 10 March 2025. Add the event location: Urban Warehouse. Request that all staff RSVP by: 10 January 2025.
ChatGPT Response: Within seconds we got a promotional blurb for the event that we can use on the website, event listings and social media. Read the full ChatGPT response in the image below.
03. ChatGPT as Event Operations Assistant
Personalised Event Itineraries
Creating event itineraries can be a tedious task, often involving repetitive data and extensive manual entry. Without advanced event software, this process can be a significant time sink.
Our run sheet and event programming templates help streamline the process, but imagine if you could eliminate the guesswork in filling them out? With ChatGPT, simply input your event details and receive a personalised itinerary that includes all essential information such as the event schedule, speaker bios, and location details. Within seconds, you can review, edit as needed, and paste the results directly into our ready-to-use templates!
Event Registration & Ticketing
Streamlining the event registration and ticketing process is crucial for efficiency. ChatGPT can assist by automating the creation of registration forms and ticketing workflows, incorporating all necessary information and options.
We envision using ChatGPT to handle responses to ticket inquiries, refund requests, and various ticketing questions. This automated approach means you can manage ticket transactions and bookings internally for smaller events, reducing costs and eliminating the need for external ticket providers.
Real-Time Customer Support
Ensuring a seamless attendee experience often requires real-time support. ChatGPT can play a pivotal role here by providing instant, personalized responses to attendee queries.
By integrating ChatGPT into your email systems, you can input questions from attendees and receive natural, human-like responses with all necessary details. This capability can significantly free up your time and mental resources, ensuring that your attendees receive timely and accurate support.
Post-Event Surveys
Gathering feedback after an event is essential for continuous improvement. ChatGPT simplifies this process by generating personalized text for post-event surveys, including questions about the event, attendee experiences, and feedback.
After collecting responses, ChatGPT can analyze the data and generate comprehensive reports. It can even automate the workflow for sending individualised follow-up messages to each participant based on their feedback.
Customised Instructions
Providing clear and customised instructions for event attendees and staff is crucial for a smooth operation. ChatGPT can generate natural-sounding text for handbooks and briefings, ensuring that all necessary information is communicated effectively.
Simply input your prompt, and ChatGPT will produce tailored instructions for your event manual, including schedules, speaker information, and specific details for attendees or staff. It can also create personalised arrival instructions for each participant, staff member, contractor, and vendor.
Wrap Up
ChatGPT truly opens up a world of exciting possibilities for event planning. Its ability to generate innovative ideas, streamline processes, and save valuable time makes it like having a dedicated marketing and events assistant right at your fingertips.
The integration of AI-powered tools like ChatGPT into the event planning landscape offers immense potential. While these tools can’t replace the authentic human touch, they stand as invaluable partners in enhancing efficiency and creativity.
The team here at Event Kit is enthusiastic about the transformative impact ChatGPT will continue to have on the industry and look forward to the innovations that lie ahead!
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