Running an event can be rewarding, but it can also feel like juggling ten different jobs at once.
Between planning, promoting, and making sure everything runs smoothly on the day, there’s always that nagging fear: what if I’ve forgotten something?
Here are three ways AI can help you plan, promote, and follow up after your events with less stress and more impact.
👉 Watch of video here of the three ways demonstrated live:
Why AI Matters for Events
Events are complex. You’ve got to secure a venue, plan a theme, confirm speakers, promote the event, manage RSVPs, deliver on the day, and then follow up afterwards.
Most of us are running events on top of everything else in our jobs and lives, which makes it easy to miss a step.
AI doesn’t take over the job of running events. It centralises your planning, help you keep track of what needs to be done, and free you from repetitive tasks like drafting emails or social media captions.
Used wisely, it can save you hours and give you confidence that nothing major will slip through the cracks.
Step 1: Smarter Planning with AI
One of the most useful ways to begin is by using AI to brainstorm, structure, and map out your event plan. You can feed in the details of your event: the purpose, date, audience, location, and theme, and ask AI to generate a four-week marketing plan.
What comes back is usually a neat table showing milestones, marketing activities, who needs to know what and when, and content ideas for your channels. Doing this manually could take hours, and there’s still the risk of forgetting something. With AI, you get a comprehensive first draft in seconds, which you can then adapt.
I’ve used this approach when hosting panels, creating run sheets, and even writing my speaker notes. The AI pulls together a framework that saves me time, while I add the human judgement and polish.
Here is the prompt that I used:
“You are an expert event marketer working for [Company]. Create a four-week event marketing plan for [type of event] happening on [date] for [audience type and number] at [location: venue and city/suburb]. The aim of the event is to [purpose]. The theme of the event is [theme].
Include:
– Weekly milestones in terms of event planning
– Key marketing activities required
– Who needs to know what and when
– Content ideas for social media, email, and blogs
Present as a table.”
Helpful AI Tools for Event Planning
- ChatGPT helps generate event plans, timelines and content ideas.
- Canva creates branded graphics and visuals for event promotion.
- Trello keeps tasks organised with boards, lists and cards.
- Asana manages projects and assigns responsibilities across your team.
Step 2: Automating Communication
Getting people to register is one thing. Getting them to actually attend is another. On average, about a third of people who register for an event won’t turn up. Often, it’s because they simply forget.
This is where AI-generated email sequences can help. With a simple prompt, you can create:
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A registration confirmation email
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A reminder three days before
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A final reminder the day before
Once written, these can be set up in your email platform to go out automatically. It saves you from having to draft and send each message manually, ensures nobody misses a reminder, and boosts attendance rates.
Of course, it’s important not to over-automate. The human connection matters. Keep the tone friendly and professional, and always be ready to respond personally if someone replies to your emails.
Here is the prompt that I used for this task. You can customise and contextualise this to suit your own needs:
“Write a three-part email sequence for people who register for the same event mentioned previously for [Company]. [Type of event] happening on [date] for [audience type and number] at [location: venue and city/suburb]. The aim of the event is to [purpose]. The theme of the event is [theme].
Email 1: Registration confirmation
Email 2: Event reminder (three days before)
Email 3: Reminder (one day before)
Keep the tone friendly and professional.”
Helpful AI Tools for Automating Communication
- ChatGPT drafts confirmation, reminder and follow-up emails.
- Mailchimp automates the scheduling and delivery of those emails.
Step 3: Post-Event Impact
The event may be over, but the value doesn’t end there. Thanking your attendees, sharing highlights, and keeping the conversation going afterwards are crucial.
AI makes this much easier. For example, you can paste in your event notes and ask for a 300-word blog post summarising the event. From there, you can generate LinkedIn posts, Instagram captions, or Facebook updates that highlight different aspects of the event.
You can also repurpose long recordings into short, engaging clips using tools like Opus Clip, and share these on your social channels to boost visibility for your next event.
The key is to think of your event not as a one-off moment, but as a source of content and connection that continues well beyond the day itself.
Pulling It All Together
Using AI for event marketing and management doesn’t replace your expertise. Instead, it helps you:
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Save time on repetitive tasks
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Keep communication consistent
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Free up your energy for higher-level planning
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Repurpose content into multiple formats
Here is the prompt that I used:
“Write a 300-word blog post summarising my [event name]. Include:
– Key highlights and moments
– Any attendee feedback
– A call to action to join my next event
Then prompt:
Turn this blog post into three LinkedIn posts, three Instagram captions and three Facebook captions.”
The real trick is balance: let AI handle the heavy lifting, but always proof, personalise, and measure your results. That way your audience gets the best of both worlds, efficiency and authenticity.
Helpful Tools for Repurposing Event Content
- ChatGPT writes recaps and repurposes content for social posts.
- Opus Clip turns long recordings into short highlight videos.
- Metricool schedules and tracks performance of your posts.
- Buffer publishes content consistently across multiple platforms.
Next Steps
If you’d like more support in learning how to use AI for your work, you have two great options:
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Join my free Facebook group – AI for Strategic Communication Community. It’s a supportive space where I share live sessions every Friday, the latest AI updates, and exclusive workshop discounts.
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Book a time to chat with me. If you’re ready to explore how I can help you or your organisation use AI more effectively, you can find a time that suits you via my Calendly link.
Happy event planning, with less stress and more impact.