Artificial Intelligence (AI) isn’t just a buzzword anymore. It’s a practical, accessible tool that’s already helping event professionals work smarter, plan faster, and deliver more personalized experiences. 

This blog was sparked by our Prestige Education Webinar, where we partnered with Tim Altbaum from Vario to explore how AI is reshaping the events industry. Tim shared fantastic, real-world insights and inspired us to share some guidance on tools that are simple, affordable (many are free), and ready to use now. 

Simplify the Stuff That Eats Up Time 

Start here: Look at the things you do repeatedly like writing emails, creating agendas, building presentations, or researching ideas. 

• ChatGPT or Microsoft Copilot can write first drafts of emails, bios, proposals, or FAQs for attendees. 

• Otter.ai can transcribe meetings and calls so you never miss a detail. 

• Notion AI can summarize notes, brainstorm ideas, or help plan content. 

These tools won’t replace your judgment or creativity, but they can save you hours on busy work. 

Personalize the Attendee Experience 

Today’s attendees expect curated, thoughtful experiences—and AI can help you deliver that more efficiently. 

• Cvent IQ uses AI to recommend sessions, connect attendees with similar interests, and personalize event itineraries. 

• Wordly provides real-time translation and captioning, improving accessibility and inclusion. 

Start by exploring whether your event platform includes built-in AI features. You might already have powerful tools waiting to be unlocked. 

Boost Your Marketing Without a Big Team 

Promoting an event can feel like a full-time job, but AI can help you get the word out. 

• InVideo can turn a paragraph of text into a polished promotional video in minutes. 

• Jasper can help write catchy subject lines, social media captions, or speaker intros. 

• Canva Pro’s AI tools can resize, rewrite, or animate your content with a click. 

Start small. Take a marketing task you dread and try an AI tool to help. You’ll be surprised how fast it feels manageable. 

Add Real-Time Support On Site 

AI isn’t just useful before the event. It can improve the experience on show day too. 

• AI chatbots can answer FAQs, assist with directions, or provide quick help to attendees via your event app. 

• Facial recognition tools like Zenus can speed up check-in and improve security. 

• Some venues even use AI to monitor crowd flow and adjust HVAC or lighting in real time for comfort and sustainability. 

You don’t need to implement everything at once but knowing what’s possible can help you prioritize what fits your audience and goals. 

Start Simple 

AI doesn’t require a technical background, big budget, or IT department to get started. Here’s how to ease in: 

1. Pick one tool that solves one pain point. 

1. Try it for one task like drafting an email or writing a LinkedIn post. 

1. Evaluate the results. Did it save time? Did it spark new ideas? 

1. Repeat with a new use case or tool when you’re ready. 

Prestige Is Here to Help You Stay Ahead 

Whether you’re experimenting with AI already or just exploring what’s possible, Prestige is here to help you navigate the evolving landscape of event planning. 

Our recent webinar with Tim Altbaum from Vario offered some incredible takeaways and tool recommendations that inspired this blog. If you missed it, you can still catch the recording here. 

We’re committed to bringing you the latest tools, trends, and real-world insights to help you elevate your events—and we can’t wait to see how you use AI to do just that. 

Stay tuned for more tips in our upcoming webinars and let us know how AI is showing up in your planning world!