How to plan an event with AI

Whether you’re hosting a family gathering or a conference for your office, take guesswork out of the organizing process with AI for every step of event planning.

How to use AI for planning an event

No matter the size or theme of your event, organizing an event can be challenging. Use AI tools to support your planning efforts and streamline time-consuming tasks. Here are some of the steps to consider adding to your event planning checklist, along with ways AI automates key tasks:

Make a guest list: Use AI to organize the list of attendees who you plan to invite, emphasizing important guests such as keynote speakers or honorees. For example, ask AI to create a list of potential invitees and their roles or relationships. Ask to order the guests by how vital their presence is to your event.
Schedule a date: When you reach out to guests, include a link to an AI-powered tool that collects days and times your guests are available. Finalize your event date by choosing the day and time with the most availability.
Send invitations and track RSVPs: Once you have your date and guests organized, it’s time to send out invitations and save-the-dates. Turn to generative AI tools for invitation design, from standout images to intriguing wording. Save more time by letting AI event or scheduling platforms track responses and send out reminders and follow-ups.
Record with AI: If the event includes a speech or presentation, consider recording it so those who can’t make it won’t miss out. The latest AI-powered recording tools offer advanced features such as automatic transcriptions, video smoothing, audio enhancements, and simple compressing and online sharing.

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Get event planning ideas by homing in on details

With guest list, dates, and invitations finalized, you’ve now established the groundwork for your event. AI simplifies the next steps as you home in on the details. For example, ask search AI to provide a list of local venues, catering companies, and decorations that fit your budget and goals. AI tools provide real-time assistance for inquiries, such as the availability and scheduling of event spaces or costs per guest for food. Also ask generative AI for event planning ideas for themes, decorations, activities tailored to your audience as well as personalized gift recommendations, customized itineraries, and seating arrangements.

“AI tools provide real-time assistance for inquiries, such as the availability and scheduling of event spaces or costs per guest for food.”

AI event planning prompts

Try AI prompts like these to start planning your event:

Can you design invitations for a surprise birthday party?
What categories of this event budget can be reduced?
Suggest hors-d’oeuvres I can easily make in advance on the same day of this event.
Create a playlist of lively entrance music that makes an impact when I go on stage.
What are nearby restaurants in my area that can host a work happy hour on the following dates?
Suggest team-building exercises for my department meeting to serve as an icebreaker.
Summarize the following text into slides that can be used for a keynote presentation.
Where do I buy party favors for 300-400 people for an event being hosted next week?

From meaningful life events like weddings to important work meetings or birthday bashes, AI tools support every aspect of event planning. See more ways to incorporate AI tools into your everyday tasks.