18 Apr
Our 10 favorite AI tools for event planning
AI is transforming the event planning industry rapidly, making teams faster, leaner, and more strategic. Used for logistical elements like budgeting + scheduling to attendee engagement and post-event analysis, artificial intelligence offers real-time support in areas where time and resources are often stretched thin.
Consider the following:
- 79% of event planners say they are interested in using AI to improve productivity and reduce workload, according to a 2023 EventMB survey on the future of event technology.
- “AI is helping us turn around proposals and email sequences in minutes, not hours. That time savings means more attention for clients.” Alicia Rivers, Senior Event Consultant, quoted in BizBash’s AI in Events report.
- Event professionals spend nearly 40% of their time on administrative tasks, according to research from PCMA’s Digital Experience Institute.
Especially for lean or tightly budgeted teams, AI tools can serve as support resources or an extra set of hands to lighten the load of event planners, or even to offload entire segments of work. Here are 10 of our favorite AI tools to make event management easier, more efficient, and more strategic:
1. ChatGPT
- What it is: A conversational AI model from OpenAI.
- What you can use it for: Drafting event copy, brainstorming agenda ideas, writing attendee communications, or creating engaging social posts.
- What it replaces: Manual content writing and brainstorming sessions.
2. Otter.ai
- What it is: A voice transcription tool that captures meetings in real-time.
- What you can use it for: Recording planning meetings, stakeholder interviews, or sessions during the event.
- What it replaces: Manual note-taking and meeting recaps.
3. Reclaim.ai
- What it is: A smart calendar assistant that protects time for key tasks.
- What you can use it for: Blocking focused planning time, auto-scheduling tasks, or creating shared team availability.
- What it replaces: Time spent coordinating calendars or losing productivity due to interruptions.
4. ClickUp with AI
- What it is: A project management platform with integrated AI features.
- What you can use it for: Drafting task updates, summarizing timelines, and automating project documentation.
- What it replaces: Manual progress tracking and status reporting.
5. AudioPen
- What it is: A voice-to-text summarizer that converts spoken thoughts into clear notes.
- What you can use it for: Capturing ideas on the go and turning them into polished action items.
- What it replaces: Sticky notes, lost voice memos, or scattered thoughts.
6. Claude
- What it is: An AI assistant by Anthropic with a strong focus on nuance and context.
- What you can use it for: Writing sponsorship emails, creating attendee personas, or summarizing long reports.
- What it replaces: Tedious writing and reading time when managing big-picture planning.
7. Tome
- What it is: An AI-powered presentation builder.
- What you can use it for: Designing quick event briefs, sponsor pitch decks, or wrap-up reports.
- What it replaces: Hours spent building decks manually in PowerPoint or Google Slides.
8. Beautiful.ai
- What it is: A smart presentation design platform.
- What you can use it for: Creating branded event recaps or clean stakeholder updates with minimal design effort.
- What it replaces: Slide design bottlenecks and expensive freelance design work.
9. Notion AI
- What it is: A workspace tool with AI for notes, docs, and task management.
- What you can use it for: Organizing event planning docs, generating recaps, or refining speaker bios.
- What it replaces: Disorganized documentation and time-consuming edits.
10. MonkeyLearn
- What it is: A no-code AI text analysis tool.
- What you can use it for: Analyzing survey responses, segmenting attendee feedback, or identifying sentiment from social comments.
- What it replaces: Manual data review and qualitative analysis of large volumes of feedback.
These tools are especially powerful when combined with RSVPify’s event management features like custom event registration, check-in tools, and attendee data tracking. With the right tech stack, you’ll spend less time on repetitive tasks—and more time making your event memorable and mission-driven.
