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Since ChatGPT was first released in November 2022, AI madness has swept the planet. Parents use AI to compose bedtime stories and entrepreneurs use it to brainstorm business ideas. Teachers, marketers, and even doctors are finding ways to incorporate it into their work.
But for event professionals, AI tools like Gemini, Copilot, and ChatGPT offer unique opportunities to streamline planning, spark creativity, and improve client communication. You might’ve already used AI for some day-to-day-tasks yourself, like answering emails or writing Instagram posts.
But what’s the best way to use AI for your event business?
We asked the events community how they’re using it, and here’s what they said.
1. Writing Blogs, Website Copy, and Social Media Posts
For many event professionals, creating online content is an ongoing need — whether it’s for blog posts, product descriptions, social media, or website copy. It’s how they get the word out about their business offerings, appear in search more often, and make a strong impression on potential customers.
When time is stretched thin, AI can give you a head start on generating ideas, drafting descriptions, and even writing entire blog sections. This is especially useful if writing isn’t your strong suit or if you’re juggling lots of other priorities.
💡 Idea: Use ChatGPT to quickly draft the initial versions of blog posts or Instagram captions. It can also help you refine messaging by suggesting variations for headlines, taglines, or even hashtags. Just remember to review everything to keep your brand voice intact.
2. Offering New Photo and Video Experiences
Event attendees love unique, memorable experiences, and you can make creative use of AI to enhance those experiences.
Some event businesses are experimenting with AI-generated photo backdrops, interactive video effects, and even custom themes for photo booths. This is particularly popular for events like weddings or corporate gatherings, where personalized touches make a big impact.
3. Creating Logos
Logos and branding materials are essential for making a strong professional impression, so clients remember and recommend you years down the line.
AI can help by generating initial ideas, concepts, or even mood boards for visual assets like logos, event signage, and printed materials. It’s not quite a replacement for a designer — at least not yet — but can be an excellent brainstorming aid. ChatGPT even has its own built-in logo designer.
💡 Idea: Ask ChatGPT to generate visual concepts for different event themes or logo ideas based on keywords and styles you provide. Then, use these ideas to share with a designer for further development.
4. Composing Hard-to-Write Emails
Need to break up with a client or delicately negotiate a contract change? ChatGPT is a helpful starting point for emails that require that careful touch. It can draft email templates that are clear, courteous, and professional, so you can get your message across while making the best possible impression.
Using AI can save you from potential miscommunications and make challenging conversations more manageable, whether you’re responding to special requests or adjusting project timelines.
Of course, you’ll likely need to tweak the language to fit your brand voice, but it’s a great starting point.
5. Checking Contracts for Mistakes
Legal language can be tricky. Using AI as a second set of “eyes” to check for errors or missing elements can help give you confidence before sending it off.
While AI isn’t a replacement for legal advice, it can be a valuable extra layer of review before a formal contract review by a legal professional. The tool can highlight potential gaps or inconsistencies in contracts, pointing out where terms are unclear and ensuring all necessary points are covered — especially if you feed it a checklist of key contract points beforehand.
Check out the 10 dos and don'ts of contract negotiations
6. Building Business Documents & SOPs
From timelines to training manuals, standard operating procedures (SOPs) are essential for event businesses that operate like a well-oiled machine. Key SOPs for things like quote-building, delivery and pickup protocols, and new hire training, help teams stay consistent, efficient, and even prepared for the unexpected.
You can also prompt ChatGPT to create documents like:
- Employee disciplinary action forms
- Marketing strategies
- Inclement weather plans
- External communication guidelines
- Employee interview questions
- Event setup and teardown checklists
By staying on top of template creation and document organization, you and your team can follow a consistent process every time — not to mention look like total pros in front of clients. When an outdoor event gets moved inside or a last-minute time change comes up, everyone knows exactly what to do.
7. Brainstorming Ideas
Brainstorming can be time-consuming creative work and difficult to fit into your daily schedule. But ChatGPT can instantly generate creative ideas for everything from event themes to menu suggestions.
Ask it to suggest decor ideas based on a theme, season, or color palette. Or try prompting it to come up with activity suggestions for your next event. Who knows, it might even unlock new creative directions you wouldn’t have considered otherwise.
A Word of Caution on AI
While AI is a helpful tool, it’s not a replacement for human creativity or judgment. Your insights, personal connections, and deep understanding of your clients’ vision are irreplaceable elements.
And creative rights are a hot debate, especially following recent lawsuits from authors claiming their books were used to train ChatGPT’s language models without their consent. Heidi Hiller, CEO of Innovative Party Planners, noted, “We have to use [AI] responsibly, starting with respect for creators’ rights.”
Remember that AI is best used as a supportive tool, with the final touches coming from your unique expertise and style — after all, that’s what your clients pay you for.
How Are You Using ChatGPT?
Can AI take over all client communications and run the entire backend of your business? Probably not, or at least not yet. But AI like ChatGPT can help you run your business more efficiently so you can focus more on bringing client visions to life. In fact, it’s so useful that we used it when writing this article.
So now we’re curious: how else are you using AI?
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