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Should AI be Part of Your Event Planning Process? (Here's What We Know)

MD: AI in event planning, is it a miss, a diss, or a pass? Find out what we think about using AI to plan events, and our tips on how to do it right. The Brain

Intro:

Right now, in the events world, "AI" isn't a buzzword anymore. It's part of the day-to-day, and if you have been observant, it has been causing quite a battle on LinkedIn and X.

But why is this happening? And why now? Well, we're glad you asked because this article aims to address just that.

We'll dive into the numbers to see just how many planners are into AI use, what tasks they handle with AI, and why you should also tap into it confidently.

Let's begin!

The Numbers, Facts, and Shifts The Brain

According to industry surveys, more than 90% of planners are already using AI in some way, whether directly or indirectly. And if you've been in this field for decades, you've had a front row seat to this shift.

Yes, spreadsheets, endless calls for minor changes, and late-night edits haven't entirely disappeared, but tools are starting to shoulder some of that load.

Drafting speaker bios, updating schedules, answering the same attendee questions over and over; AI can do that now.

And no, it doesn't mean the human side of planning disappears. From our viewpoint, what it really does is open up space. Space for planners to lean into creativity, connection, and strategy while the tech takes care of the grind.

And that's why AI keeps showing up on every list of the most transformative trends in events today, because it's not just efficiency, it's personalization at a scale we couldn't imagine even five years ago.

The Why

AI is here to stay! You either adapt and learn, or watch it 'replace you'.

With that said, here's why AI should be part of your planning process:

1. Personalization Isn't Optional AnymoreAttendees don't want a generic event.

They want a program that feels like it was designed for them, and AI makes that possible.

By pulling from registration data and behavior, platforms can recommend sessions, surface the right speakers, and even introduce the right people to each other.

Think about it: matchmaking used to take hours of manual sorting or pure chance. Now, algorithms can connect two attendees with shared goals before they've even stepped into the room.

AI tools, such as Mingloft's integration, can transform bullet points into polished descriptions in multiple languages, and chatbots can respond in real-time, so attendees feel seen and heard.

The end result? People don't just attend the event, they experience it in a way that feels custom-built.

You see, that's the kind of engagement that drives satisfaction and, just as important, keeps them coming back.

2. AI Can Take On the Repetitive StuffIf there's one thing AI is really good at, it's tackling the repetitive, low-value tasks that eat into planning time.

Speaker bios, post-event recaps, session abstracts, or the constant "what time is lunch?" questions, AI can handle those in minutes.

This isn't just about convenience. One study found that teams utilizing AI were 25% faster and 40% more accurate in delivering solutions compared to those who didn't.

And that time for events adds up quickly.

Suddenly, instead of firefighting or chasing details, teams can invest more energy into the human side of events: building relationships, managing vendors, and solving problems only a planner's eye can catch.

3. AI Provides Insights You Can Actually UseAnother place AI is reshaping planning is in data. Events generate vast amounts of it, and most of it used to go underutilized.Now, AI tools can crunch numbers on attendance, session popularity, engagement, and even food-and-beverage consumption.Imagine forecasting catering needs so precisely that you reduce waste while still meeting demand.Or analyzing which sessions truly resonated, so next year's program is sharper.That's why we see around 37% of planners already using AI for post-event analytics, and that number is only going up. Eyes are opening and there's never less need for data.The more data you can turn into insight, the less guesswork you have to rely on.

The Skeptic's Point of ViewAround 41% of planners say they don't see an immediate need for AI. And that hesitation makes sense, especially for veterans who've seen tech trends come and go.Training, cost, and trust are all real barriers. Nobody wants to hand over their event's reputation to a black box.But here's the thing: AI isn't a takeover. It's a tool. A co-pilot.Used strategically, it enhances the human connections that are at the heart of every successful event.So start small.Test it with a chatbot or a content assistant.Watch how it works, keep control, and scale from there.

So, Should AI Be Part of Your Planning Process?The short answer: yes, but on your terms.Nearly half of corporate meeting planners already plan to use AI tools this year, and momentum is only building. The smart play is to lean in thoughtfully.Use AI to personalize experiences, automate repetitive tasks, and extract insights that guide strategy.Keep the human touch for what truly matters: relationships, creativity, and judgment calls.Done right, AI won't replace the craft of event planning. It will sharpen it, amplify it, and free you to focus on the work only humans can do.That's the balance planners are striving for, and it's the reason AI is here to stay in this industry.

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