AI has officially entered the event chat—and no, we don’t mean clunky robots roaming your conference floor (yet). But we’re big fans of any tech that actually helps the people behind it shine. From immersive livestreams that adapt in real time to fully customized virtual conferences and productions, artificial intelligence has the potential to reshape how we plan, produce, edit and personalize experiences. But what does “using AI in events” really mean?
At Revent, we often work with customers who are relatively new to AI and not quite sure where to start. So here are a few real-world ways you can use AI today to upgrade your events without breaking your brain or budget, along with tools to try and tips to keep things human. Because nothing kills good vibes faster than a chatbot that calls your VIP speaker by the wrong name.
1. Let ChatGPT Power a Smarter Event Assistant
Say goodbye to repetitive attendee emails like “What time does the keynote start?” and “Where’s the coffee?” AI tools like ChatGPT (via OpenAI API or through platforms like Intercom, HubSpot, or Tidio) can be trained on your event FAQs, schedule, speaker bios, and even venue maps to answer real-time questions in a natural, conversational tone on your website, in your app, or even in a Zoom chat. It’s a great tool for first line support, and will free up your staff to focus on the more difficult questions and pressing issues.
⚡Use Case: Set up a chatbot on your event website or app that handles logistics questions ("Where’s parking?" or "What time is the fireside chat?") so your team can focus on the curveballs.
💡Helpful Tip: Don’t just drop a generic chatbot in and hope for the best. Use your own content to train it, and always test thoroughly, especially if it’s answering attendee questions or interacting on livestream platforms like YouTube or Twitch.
2. Sora + Scripting = Video Magic for Short-Form Content
Creating compelling video content doesn’t always require long hours in the weeds of video editing software (but hey, that’s what we’re here for). Just need a quick promo video or session recap? AI video tools like Sora, a text-to-video generator in active development, and similar programs such as Runway, Synthesia, or Pictory can take a written prompt and turn it into a visual asset. While it can seem like magic, just don’t expect it to generate a virtual copy of your CEO or replicate every detail of your style guide—yet.
⚡Use Case: Let’s say you need a teaser video for your hybrid conference. Instead of scrambling to shoot B-roll, you can use AI tools to generate clips based on a script or create an animated explainer video for navigating your event platform.
💡Helpful Tip: These tools are great for early-stage concepts, placeholder visuals, and short-form marketing content, but they’re not quite ready to replace live footage or professional edits. Use them for speed and ideation, not your main stage sizzle reel.
3. Create Personalized Experiences with AI-Powered Platforms
There are no shortage of options when it comes to choosing a virtual event platform, and AI powered personalization features can be a meaningful differentiator when choosing your event home. Platforms like Swapcard, Brella, or Grip use machine learning to recommend which sessions to attend based on interests, suggest networking matches or even adjust closed captioning to suit individual learning styles, while also adapting in real time as it takes in new information. It’s like browsing Netflix, but for conferences.
⚡Use Case: During a multi-day virtual summit, attendees get customized agendas and meetups based on their job title, past sessions viewed, selected keywords or questions they ask in chats.
💡Helpful Tip: Be transparent. Let users know their preferences are being used to improve their experience, not sold to the highest bidder. Also, give people a way to opt out or reset recommendations if they feel too boxed in.
4. Predictive Analytics for Smarter Planning and Post-Event Insights
AI doesn’t just help during the event—it can shine before and after, too. Using predictive analytics, AI tools can sift through past registration data, social trends, and even email click-throughs to help you figure out what’s going to work next time. Tools like Hubilo, Bizzabo, and Google Analytics with AI-powered insights help you predict attendance trends, ideal session times, and high-interest topics before you finalize the agenda.
⚡Use Case: You can run predictive models to forecast which marketing emails will convert best, which session titles will boost signups, or which speakers are likely to drive the most engagement based on past data.
💡Helpful Tip: AI insights are just that—insights. Use them as a guide, not gospel. Combine data with your on-the-ground experience and knowledge of your audience to make the final call.
5. Make Your Event More Accessible with AI Transcription and Voice Tools
Want to reach an even broader audience and enhance your event’s inclusivity? AI-powered transcription and text-to-speech tools like Otter.ai, Descript, Trint, and ElevenLabs makes it easier than ever to enhance the way guests can watch and review their sessions. With their help you can caption livestreams or create transcripts in real time, turn spoken content into searchable text, or even generate human-like voiceovers with just a few clicks.
⚡Use Case: Livestream a keynote and automatically generate live captions. After the event, offer downloadable transcripts for SEO or accessibility, or use AI voice tools to produce multilingual audio recaps.
💡Helpful Tip: Choose tools that support custom vocabulary, especially for names, acronyms, or industry-specific terms, to avoid awkward mispronunciations. And don’t forget to proofread auto-transcripts before publishing, just to be sure the machines did their job right.
6. Turn Hours Into Highlights For Your Social Media Posts
You crushed your event. But now you’ve got hours (and hours) of footage sitting on a hard drive and your social team is already asking, “Can we get some clips for Instagram by tomorrow?” Luckily, you don’t need to camp out in your editing suite all night anymore to make that happen.
AI-powered editing tools like Veed.io, Wisecut, Opus Clip, and Munch use machine learning to automatically detect highlight moments based on engagement cues like speech tone, facial expression, and keyword emphasis. Then once you’re happy with the content, they frame, cut, caption, and resize them for your favorite platforms. Instagram Reels, TikTok, LinkedIn, YouTube Shorts—it’ll handle them all, in far less time it would take to create each clip individually.
⚡Use Case: Upload your full session recording, select your preferred vibe (motivational, educational, punchy, etc.), and let the platform do its thing. In a few minutes, you’ll have multiple clips to review without lifting a single editing finger.
💡Helpful Tip: AI can have run into trouble with niche jokes and inside references, so always give final clips a human once-over or generate more options if you aren’t happy with the initial results. Also utilize any branding presets available (logos, fonts, lower thirds) so your clips still feel on-brand and polished.
and finally…
Don’t Let AI Run the Whole Show—Know Its Limits!
AI is a powerful tool for crunching numbers, creating content out of thin air, and speeding up repetitive tasks, but it doesn’t always understand nuance or context, and may even force itself to provide definitive answers that don’t exist instead of simply saying “I don’t know.” Over-relying on it can lead to robotic content, incorrect information, misfires in guest communication, and even trust issues if you don’t disclose how you’re using it.
For example, a fully AI-generated event agenda might sound efficient, but it could result in sessions that lack thematic cohesion, contain minor errors, or feature speakers and sessions that don’t serve your specific event goals. As a rule of thumb, utilize AI driven tools to assist, not to automate. Try to be as descriptive as possible when prompting, refine your results, and always review what you generate, from session titles to on-screen graphics, to make sure nothing inhuman falls through the cracks.
So… What’s Next?
To start growing more comfortable with what these tools can do for you, a good suggestion is getting some hands on experience with any recently added AI features in the applications you’re already using and familiar with. Zoom, Microsoft 365, Google Workspace and Adobe Creative Suite have all introduced powerful new capabilities that are worth playing around in. But success starts with using these tools intentionally, with real goals and thoughtful design behind them.
AI isn’t just a trend, it’s quickly becoming a foundational tool across the event industry. And as the technology continues to improve, its potential for impact grows as well. At Revent, we’re helping clients navigate this new frontier by blending the benefits of AI with the creativity, polish, and expertise that planners, staff, presenters and producers bring to the table.
Want to explore how AI can fit into your next production? 👉 Let’s talk about custom solutions for integrating smart tools into your event workflow—without losing the human magic.
