AI in Event Management: How ChatGPT and AI tools are helping planners with RSVP tracking, floor plans, and creative briefs.

A Little Boost, a Big Help: How ChatGPT Prompts Can Lighten a Planner’s Load

A problem shared is a problem halved, and with planners busier than ever, it makes sense to seek out practical solutions that can help to lift a heavy workload. When deployed with thought and care, generative AI offers a savvy means of managing both common planning tasks and problems as they arise.

In fact, here at Eventsforce, we know that many planners are already relying on ChatGPT (or CoPilot, Gemini, Claude, or Meta, etc.) for help and assistance throughout the event planning process. Without a doubt, this is a solution that has the potential to bring calm, efficiency, and creativity to all parts of an event. But with generative AI — as with so many things in life — you get out what you put in, which is why we’re here to explore how, with just the right prompt, a planner can ease their load while elevating their event.

Leaning on ChatGPT for Event Planning

As an AI language model, ChatGPT can be used by planners to generate ideas, draft copy, organise plans, and quickly answer the kind of difficult questions that inevitably occur during the course of any event. So — whether you’re short on time or creativity — here’s how ChatGPT can give you the lift you need when undertaking some of the most common planning tasks:

1. Brainstorming themes and concepts
   Struggling to come up with unique event themes or formats? ChatGPT can generate creative suggestions tailored to your target audience, occasion, and budget.
   Example prompt: I’m organising an event for healthcare professionals. It’s an annual summit and can at times feel a little conservative. I’d like to create a compelling theme that will create some excitement for our delegates before they’ve even arrived. What do you suggest?

2. Crafting communication materials
   From save-the-date emails to social media posts, ChatGPT can help to draft clear, engaging messages that resonate with your audience.
   Example prompt: I now need to create some social media posts targeted at my healthcare audience. With the theme of X, can you help me create six different social posts for the run up to my event? These posts need to compel people to register for the event.

3. Creating timelines and checklists
   Need a detailed run sheet? Ask ChatGPT to outline step-by-step timelines of your event, thus ensuring that everything runs like clockwork.
   Example prompt: Please look at my current sessions, speakers, and timings. Please create a running order based off of this list that I can share with the other organisers to ensure everything runs smoothly.

4. Managing logistics
   ChatGPT can also aid in managing the logistics of your event, even helping to craft vendor negotiation scripts to secure the best deals.
   Example prompt: I’m an event planner trying to negotiate the best possible deal with an AV supplier. Can you create a plan that addresses the top five points I need to cover during the negotiation process?

5. Handling on-the-spot problems
   Unexpected issue pop up during the course of your event? Lean on ChatGPT to quickly brainstorm solutions or draft contingency plans.

Example prompt: One of my speakers — whose session covered the importance of communication in the healthcare industry — has dropped out due to illness. Their session was 30 minutes; can you please help me create a 30-minute session that can easily be covered by an alternative speaker?

From quality input to output with caveats: what to consider when leaning on ChatGPT for help

Like we said earlier, when it comes to using ChatGPT, you get in what you put out. This means that the quality of response generated from ChatGPT is likewise based on the overall quality of the prompts it is fed.

It’s in those busiest moments that you’ll probably find yourself leaning hardest on ChatGPT, but — if you want to get optimum results from the platform — it pays to pause for a moment, step back, and consider your prompt. Is yours as good as it should be to get the quality of output you want? Or could it be better? Optimum results likewise require an optimum prompt, which is why — when creating yours — it’s worth considering the following points:

• Be specific: Clearly state the event type, goals, and any key details to get a tailored response from ChatGPT.
• Provide context: Include relevant background, target audience, and budget info for planning ideas that will truly resonate.
• Ask for a step-by-step breakdown: Break complex tasks into smaller questions for detailed, actionable responses.

On that note, once you have a response to your prompt — and this is something that’s worth bearing in mind particularly for any written copy — read back any generated replies to check for sense, context, and syntax, as well as to verify any facts, statements, or figures. Finally, as many veteran users of this kind of technology already know, the copy generated by ChatGPT can be stilted, biased, repetitive, or just sound plain “off.” This being the case, it might require some smoothing or editing, which is why it’s worth thinking of the text provided by the platform as a rough draft rather than a perfectly polished final copy.

Cut and paste or slice and dice: 10 prompts to help every planner

But if you’re truly pressed for time and just need some quick prompts to jumpstart your use of ChatGPT, we’re here to help. The following 10 prompts can be fed into ChatGPT (or any other AI platform) as is or adapted and edited to suit the unique needs of your event:

• “Create a disaster recovery plan for a large two-day conference taking place at a London hotel.”
• “Write a professional yet warm save-the-date email for a scientific conference in October.”
• “Create a detailed timeline for a one-day conference including setup, registration, breaks, and teardown.”
• “Generate a packing checklist for an awards evening.”
• “Draft a social media post promoting early bird tickets for a charity gala.”
• “List vendor questions to ask when hiring a caterer for a 150-person event.”
• “Write a polite email template to follow up with vendors after an event.”
• “Give me 10 creative icebreaker activities suitable for a networking event.”
• “Outline a contingency plan for bad weather at an outdoor event.”
• “Suggest ways a dedicated mobile event app could help engage attendees at a product launch event.”

No matter your needs, no matter your problem, these prompts — and this blog — show that generative AI can be a powerful instrument in any event professional’s arsenal. Whatever platform you rely on — be it ChatGPT, CoPilot, Meta, or any of the other many applications now available — with just a few words and a little thought, a planner can effortlessly ease their load and elevate the success of any occasion.