Mastering AI for Event Success in 2025: Insights, Challenges, and Opportunities

AI has transformed the way we approach workflows, especially in industries as dynamic as event planning. It’s not just a technological tool—it’s a game-changer.

In my own experience, AI has helped me streamline my podcasting workflow through a custom GPT app I built from scratch. (Yes, I had to learn Python first, using ChatGPT as my tutor!) This private podcast app automates my guest intake process—scheduling, collecting bios, and preparing personalized interview questions—saving me an impressive 59 minutes out of every hour. That’s time I can now invest in higher-value tasks like deepening conversations and producing better-quality episodes.

But AI’s potential extends far beyond podcasting.

During a discussion with the head of programming at SXSW, I learned about their private chatbot designed to process and categorize attendee surveys. What once took their team three months is now completed in mere minutes. This transformation allows them to focus on improving attendee experiences by turning feedback into actionable changes at record speed.

This is where AI excels: automating repetitive, time-consuming tasks so we can focus on elevating what truly matters.

In the world of event planning, AI offers numerous opportunities to innovate. While chatbots are often seen as a solution for attendee engagement by providing instant responses to queries, I must admit that I find their effectiveness overhyped.

A human touch is still essential to creating truly seamless experiences.

More compelling applications of AI include AI-powered analytics that track engagement levels during sessions and offer actionable insights to optimize future events. Additionally, AI tools are making strides in sustainability by measuring and managing waste, helping planners minimize environmental impact without compromising event quality.

One of the most exciting uses I’ve seen is leveraging AI to create hyper-personalized attendee journeys. Imagine an event platform that dynamically adjusts schedules, recommends sessions, and facilitates meaningful networking connections in real time—all tailored to individual preferences. This level of personalization, once a dream, is quickly becoming a reality, promising not just higher engagement but a more memorable event experience for attendees. However, integrating AI isn’t without challenges.

One of the common misconceptions is treating AI as a "one-size-fits-all" solution.

AI can’t fix broken processes—it only amplifies what’s already there. For disorganized workflows, AI might even exacerbate the problem. In addition to that, here’s often a steep learning curve with some tools, alongside ethical and privacy concerns. Ensuring data security is non-negotiable when leveraging AI in any event workflow.

Another concern is over-reliance on AI.

Much like how many of us depend on GPS to navigate even familiar routes, we risk letting AI dictate too much of our creative and strategic decisions. The term "AI slop" has been coined for content that’s fast, generic, and ultimately forgettable. It’s vital to ensure authenticity remains at the core of our work, using AI as a tool to enhance, not replace, human ingenuity.

Crafting meaningful event experiences, requires originality, domain expertise, and a personal touch—qualities no algorithm can replicate.

Looking ahead, hyper-personalization is poised to become the norm by 2025. AI won’t just recommend sessions based on attendee preferences; it will adjust schedules and suggest connections in real time, creating dynamic, tailored experiences. Sustainability is another area where AI will shine, providing insights on reducing environmental impact through carbon tracking and waste optimization. In addition, AI analytics will elevate event debriefs, offering detailed insights into attendee engagement to inform future event design.

The pace of AI adoption, however, varies.

Independent planners and smaller agencies often embrace these tools more quickly, experimenting with AI tools, chatbots, and different AI platforms. Larger organizations, constrained by compliance and risk management concerns, tend to proceed cautiously.

The challenge for 2025 will be creating a balance between innovation and regulation, fostering a mindset shift across the industry to embrace AI responsibly.

The event planning industry still has ground to cover compared to tech and e-commerce sectors. While the pandemic accelerated technology adoption, AI-specific tools remain in the "figuring it out" phase for many planners.

Success lies in identifying where AI genuinely fits—whether it’s simplifying registration workflows or analyzing post-event data—and experimenting with purpose.

Ultimately, AI isn’t about replacing human creativity; it’s about amplifying it.

The most successful professionals will be those who see AI as a collaborative partner, using it to free up time for what they do best:

• innovating,
• connecting, and
• creating memorable experiences.

As the AI landscape continues to evolve, cultivating a mindset of curiosity and adaptability will be the key to thriving in this new era of event planning.

So, how can you start leveraging AI today?

Begin with small, actionable steps. Explore tools like ChatGPT, Co-pilot, Claude, etc for content creation or Perplexity for research, or Domo and TurnoutNow for tracking analytics and engagement across events. Engage in our free AI workshops and webinars to deepen your understanding of AI applications for events.

Experimentation is key with AI —allow yourself room to test and iterate without expecting immediate perfection.

As we integrate AI into our workflows, let’s remember that technology is only as effective as the human touch guiding it. Together, we can harness its potential to create more meaningful, impactful events while keeping our creativity and ingenuity at the forefront.

Are you ready to take your events to the next level with AI? Join me for an upcoming AI workshop in 2025, or reach out for a consultation. Let’s explore how these tools can work for you, turning your challenges into opportunities and your ideas into reality.