Event planning has long been a complex endeavour, demanding meticulous organisation, creative ingenuity, and seamless coordination. From managing guest lists to orchestrating marketing campaigns, the process can quickly become overwhelming. However, in recent years, artificial intelligence has emerged as a transformative force, streamlining tasks, enhancing engagement, and enabling event planners to operate with unprecedented efficiency.
This robust article explores 10 of the most remarkable AI tools that save time and optimise event management, highlighting their key features and practical use cases.
1. Eventbrite + AI Integrations
Functionality: Eventbrite, a well-established event management platform, now incorporates AI-driven features to streamline registration, ticketing, and attendee engagement. Its AI modules can analyse historical attendance data to suggest optimal event dates and marketing strategies.
Use Cases:
- Predicting peak attendance periods for maximum turnout.
- Automating personalised reminders and follow-ups.
- Generating analytical reports to inform future event planning.
2. Zkipster
Functionality: Zkipster is designed for professional guest management and seating logistics. Its AI capabilities facilitate real-time check-ins, automatic guest categorisation, and smart seating arrangements based on attendee profiles and preferences.
Use Cases:
- Managing VIP guests and high-profile attendees efficiently.
- Streamline on-site registration to avoid delays.
- Ensuring optimal seating layouts for conferences and formal events.
3. Calendly with AI Assistance
Functionality: Calendly leverages AI to manage scheduling by suggesting meeting times that avoid conflicts and automatically adjusting for different time zones. Its integration with email and calendar systems reduces administrative workload.
Use Cases:
- Scheduling stakeholder meetings during event planning.
- Coordinating multi-day workshops with multiple speakers.
- Minimising scheduling conflicts in hybrid or international events.
4. Jasper AI (Content Generation)
Functionality: Jasper AI assists in creating marketing content, social media posts, and email campaigns. By analysing event objectives and audience demographics, it produces persuasive and relevant copy quickly.
Use Cases:
- Writing compelling event descriptions for online platforms.
- Drafting promotional emails tailored to segmented audiences.
- Generating social media posts optimised for engagement and reach.
5. Canva AI
Functionality: Canva’s AI tools support the rapid creation of high-quality visual content. Templates for flyers, banners, and social media posts are enhanced by AI suggestions, enabling designers and planners to produce professional visuals with minimal effort.
Use Cases:
- Designing branding materials for conferences and exhibitions.
- Creating visually appealing invitations for corporate or social events.
- Producing consistent and engaging graphics for multi-platform promotion.
6. Lumen5
Functionality: Lumen5 is an AI-powered video creation platform. It transforms written content or event details into visually engaging video promotions, significantly reducing production time.
Use Cases:
- Promoting upcoming events through short, shareable videos.
- Summarising event highlights post-event for marketing or archival purposes.
- Enhancing engagement on social media channels with dynamic video content.
7. Grip
Functionality: Grip is a networking platform that uses AI to match event attendees based on professional interests, goals, and schedules. Its recommendation engine increases meaningful interactions and maximises networking opportunities.
Use Cases:
- Facilitating personalised networking during conferences and trade shows.
- Automating introductions between attendees with shared interests.
- Tracking interactions to improve future event targeting.
8. Whova
Functionality: Whova combines event management with attendee engagement. AI features suggest relevant sessions, facilitate Q&A interactions, and provide insights into attendee behaviour.
Use Cases:
- Enhancing participant engagement in workshops and seminars.
- Guiding attendees to sessions most aligned with their interests.
- Capturing actionable feedback through AI analytics.
9. Otter.ai
Functionality: Otter.ai delivers real-time transcription and summarisation for meetings, webinars, and conferences. Its AI ensures accurate documentation, enabling planners to focus on content delivery rather than note-taking.
Use Cases:
- Providing live captions for hybrid or virtual events.
- Creating searchable event transcripts for reference or training.
- Streamlining post-event reporting and content dissemination.
10. Hubilo Analytics
Functionality: Hubilo offers AI-driven analytics that track engagement, session attendance, and ROI metrics. Its insights help organisers make informed decisions about event strategy and content planning.
Use Cases:
- Measuring attendee engagement for workshops and training programmes.
- Analysing the effectiveness of promotional campaigns.
- Informing strategic improvements for subsequent events.
Economic and Societal Impact
AI tools in event planning extend beyond operational efficiency. In Nigeria and across Africa, their adoption has implications for the economy, education, and employment. Event management firms can deliver high-quality services at reduced costs, increasing competitiveness and market reach. Educational institutions and professional training providers can use AI for virtual conferences and workshops, enhancing accessibility for students nationwide. Additionally, AI reduces reliance on manual labour, shifting workforce demands toward digital literacy and proficiency in AI.
Despite the benefits, several challenges exist:
- Limited internet infrastructure-In certain regions, poor connectivity can hamper the functionality of AI tools.
- High cost of premium AI subscriptions-Smaller event-planning businesses may struggle to afford advanced AI solutions.
- Awareness and training gaps-Many planners are not fully utilising AI technologies due to a lack of knowledge or skills.
Addressing these constraints requires investment in digital infrastructure, affordable access models, and comprehensive capacity-building initiatives.
Pathways to Enhanced Event Planning
For meaningful progress, event planners and institutions must adopt AI literacy and integrate these tools into their strategies and operations. Collaborations with technology providers and regulatory support ensure access to advanced functionalities while maintaining compliance. When responsibly applied, AI can significantly elevate event planning in Nigeria and across Africa to global standards, enhancing efficiency, creativity, and the attendee experience.
Senior Reporter/Editor
Bio: Ugochukwu is a freelance journalist and Editor at AIbase.ng, with a strong professional focus on investigative reporting. He holds a degree in Mass Communication and brings extensive experience in news gathering, reporting, and editorial writing. With over a decade of active engagement across diverse news outlets, he contributes in-depth analytical, practical, and expository articles exploring artificial intelligence and its real-world impact. His seasoned newsroom experience and well-established information networks provide AIbase.ng with credible, timely, and high-quality coverage of emerging AI developments.