Artificial Intelligence has moved beyond the hype cycle and into the hands of event professionals, transforming how we plan, deliver and measure events. No longer just a futuristic concept, AI is now the quiet force driving efficiency, creativity and smarter decision-making behind the scenes.
But as these tools become more accessible, a new question arises…how can event planners harness AI productively without losing the human magic that defines great events?
At the recent BNC Event Show, a panel of industry leaders, Clare Melton (Advent International), Sarah Ison (Stephenson Harwood), Nikki Macmillan (Octopus Energy), Connor Vickery (Cvent) and Edward Poland (Hire Space), came together to explore this shift in the session “Smarter Events: Harnessing AI and Smart Tools for Event Productivity.”
From real-world use cases to honest reflections on AI’s limitations, the panel shared how they’re using smart technology to streamline processes, enhance creativity and refocus on what matters most…. connection.
Here’s a look at the top insights, takeaways and tools shaping the smarter events of tomorrow.
The Rise of the Event Planner’s AI Toolkit
The conversation revealed a growing ecosystem of AI-powered tools designed to simplify complex tasks across every stage of the event lifecycle.
Generative AI & Productivity
ChatGPT, Gemini and Claude were described as “day-to-day workhorses,” helping planners draft content, create running orders, write programme blurbs and even take notes on calls. Microsoft Copilot extends this capability inside familiar apps, summarising and analysing documents in seconds.
Another standout? Glean, an AI-powered internal search engine that helps teams instantly find information buried in shared company documents.
“AI’s biggest gift is time,” one panellist shared. “We’re spending less of it on admin and more of it on creativity.”
Content, Communication & Creativity
AI’s influence is especially strong in content creation. Tools like Wordly and NotebookLM are changing how global event teams communicate by translating captions in multiple languages and even transforming long reports into engaging podcast scripts.
For visual storytelling, platforms like Gamma AI and Canva Magic Studio help teams design stunning presentations and proposals in minutes, while Riverside.fm and Opus Clip automatically cut long-form recordings into short, social-ready clips.
Data, Insights & Onsite Support
When it comes to measuring impact, tools like Ajelix and Snapsite use AI to turn spreadsheet data into meaningful insights, revealing patterns in attendee behaviour or ROI that would otherwise go unnoticed.
Meanwhile, Concierge.bot provides round-the-clock attendee support, answering questions on event websites in real time.
“AI isn’t replacing us,” said one panellist. “It’s allowing us to get back to doing what only humans can do: crafting experiences that move people.”
Practical Wins: Real-World Use Cases
The panellists highlighted how AI is already transforming productivity:
- Table planning that once took a full day now takes under 30 minutes.
- Running orders and schedules can be updated in seconds, even with last-minute speaker swaps.
- Speechwriting and bios are generated and standardised across large-scale events.
- Attendee behaviour data helps optimise schedules and engagement points.
These efficiencies don’t just save time, they create capacity for innovation, connection and better experiences across the board.
The Human Element: Where AI Stops and People Start
While enthusiasm for AI was high, there was a clear consensus on one point. AI is a backstage tool, not the show itself.
Event planners agreed that the “tone” and “vibe” of an event — the emotional intelligence that drives great experiences — still relies on human intuition.
No one on the panel was ready to trust AI with high-stakes work like budget approvals, risk assessments or legal redlining. And when it comes to data privacy, the message was undeniable never upload confidential client information to public tools.
As one panellist put it, “AI is powerful — but it lies. You have to interrogate, interrogate, interrogate.”
The New Role of the Event Professional
AI is shifting the planner’s role from administrative multitasker to creative strategist.
Instead of being bogged down by logistics, event professionals can now focus on magic, curating unique experiences, fostering community and building relationships.
“If companies don’t embrace AI,” one speaker warned, “not only will their people get left behind, but the company will as well.”
Top Tips for Using AI Smarter
- Think of AI as your intern. Give it clear instructions, but always check its work.
- Just start. You don’t need the perfect tool, experimentation is where the learning happens.
- Stay critical. Always verify facts and outputs.
- Protect your creativity. Let AI take the admin load, not the joy of planning events.
Bonus Tools to Try
Otter.ai
Why it's helpful: It automatically transcribes and summarises your virtual or in-person meetings, ensuring you capture every detail from client briefings and vendor calls without manual note-taking.
Midjourney
Why it's helpful: It allows you to generate high-quality, unique images from text descriptions, making it perfect for creating mood boards, event theme concepts, and marketing visuals in minutes.
Jasper
Why it's helpful: It's an AI copywriter that specialises in creating marketing content, helping you write compelling event descriptions, email campaigns, and social media posts that align with your event's brand voice.
Grip
Why it's helpful: This is an AI-powered event platform specifically designed to facilitate networking by recommending relevant people for attendees to meet, helping to increase engagement and connection at your events.
Final Thoughts
AI isn’t here to replace event professionals; it’s here to elevate them. The smartest planners aren’t asking if they should use AI, but how to use it to deliver more memorable, sustainable and strategic events.
By embracing the right tools and keeping the human element front and centre, the events industry can unlock a new era of creativity, productivity and connection.
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Authors
Gemma Baker
Gemma loves all things social media and keeps busy by creating lots of Hire Space content. When she’s not creating content, you'll find her shopping, exploring or at the gym!
Edward Poland
Co-founder of Hire Space. Making event planning a joy with the UK’s leading live venue marketplace.
Clare Melton
Clare is the Executive Director and head of Enterprise Events & Strategic Partnerships at S&P Global, with 23 years of strategic and operational experience.
Sarah Ison
Sarah Harman is an experienced event professional at Stephenson Harwood LLP with over 10 years in event planning and management, delivering both virtual and large-scale in-person events.
Nikki Macmillan
Nikki is the Head of Events at Octopus Energy Group, leading innovative and sustainable experiences that bring the brand’s mission to life.
Connor Vickery
Connor Vickery is Enterprise EMEA at Cvent with over 10 years of experience in the events industry. Passionate about the tech behind events, he shares insights on running successful events and his experiences attending events around the world.
