In the fast-paced world of event planning, where every detail counts and creating exceptional experiences are the goal, staying ahead of the game is paramount. There’s a ton of buzz in the industry right now around AI but knowing where to even start can be overwhelming.

Here are three simple ways you can start experimenting with AI tools during the planning process, so you can focus your time on the things that matter the most.

Leverage AI During the Planning Process  

1. Use AI to Spark Creativity

We’ve all been there: trying to come up with creative, fresh ideas for an event, but coming up short. But AI can help event planners get the ball rolling — particularly if you're working remotely and can't spontaneously exchange ideas with colleagues. Leverage a tool like ChatGPT for inspiration and idea generation. Try out using different prompts and experiment by asking follow-up questions that provide more details based on what you’re looking for.

2. Use AI to Manage and Optimize Your Calendar

Whether conducting site visits, holding weekly client calls, or planning multiple events at once, juggling a packed calendar can quickly become a mammoth task in and of itself.

With AI-powered scheduling assistants, planners can effortlessly find optimal meeting times, synchronize calendars, and send automated reminders. These tools not only reduce time-consuming back-and-forth of scheduling but also ensure a unified view of all event-related tasks and appointments.

A few tools we’d recommend checking out for appointment scheduling: Reclaim, Calendly and Clara.

3. Use AI to Document Your Meetings

Keeping track of meeting follow-ups, summaries, and action items can quickly become a time-consuming task for event planners, especially with back-to-back calls. This is where AI-powered transcription services can help save the day. Leveraging tools like this help ensure every detail discussed in the meeting is accurately documented and can be saved for future reference.

AI tools can also go a step further to help generate meeting summaries by extracting key points, action items, and decisions made during the meeting. These summaries can then be sent in an automated follow-up to clients to maintain clear communication and next steps.

A few tools we’d recommend checking out to help with meeting documentation/transcription: Otter.ai, Fireflies.ai and Avoma.

While using new technology can be scary, it doesn’t have to be. Experimenting with AI-powered tools can be fun and once you find the right tools that work for you, you can start incorporating them into your daily routine (and save time while doing so)!

Learn how the Cvent AI Writing Assistant can help with your events today.