Can ChatGPT plan your next company event?

Planning

Apr 28

Planning

Can ChatGPT plan your next company event?

Sara Iannacone · 4/28/2023

Illustration of BoomPop Event Planning AI interface

AI tools like ChatGPT are changing how we work, including event planning. How does AI stack up against traditional event management tools and human planners?

The idea of AI playing a role in event planning and management isn’t new; Eventbrite was writing about it back in 2019, well before ChatGPT’s November 2022 launch.

What’s changed today? For one, everyone’s talking about it—and adoption has sped up rapidly. AI is no longer an abstract concept informing how technology is built, it’s an active part of many people’s daily workflow.

Talk of AI has taken over the internet. From articles in every major outlet to endless posts on Twitter and LinkedIn, the business world has been overtaken by speculation, excitement, and even fear over the impact of AI tools, specifically ChatGPT.

As the fastest-growing app ever, ChatGPT reached over 100 million monthly users just two short months after it launched. And the more users it gains, the more content it produces, and the more valuable it becomes for users everywhere.

Event planners and organizers are some of the many professionals testing how this transformational technology can be useful in their day-to-day work. While the jury may still be out on how useful ChatGPT is for the event industry at large, there’s no question that it can provide shortcuts to make the lives of individual event planners much easier.

With that, we wanted to test it out for ourselves to see how it compares to traditional event technology and event management practices.

Our take on using AI during the event planning process

Here are a few insights we gained from experimenting with the use of ChatGPT for event planning:

Even if you put in destination-specific prompts, it won’t typically incorporate your destination into the agenda intuitively. You have to go a step further and ask for destination-based activities, restaurants, and other elements specifically.
The agendas provided by ChatGPT are cookie-cutter and sometimes repetitive—even when you ask for creative and innovative ideas. But it does give you a good structural starting point to expand upon.
The more specific you get, the longer it takes ChatGOT to generate a response. And, despite detailed inputs, you do often get a very similar output.
When you give a guest count and ask for venues that can accommodate that size group, it doesn’t always provide accurate results (specifically with restaurants).
It’s never going to be able to uncover the hidden gems in a destination that only the locals know about or the latest and greatest activities in a new city, especially since ChatGPT’s knowledge stops in 2021. You need a real person to uncover that!
It can be incredibly useful for creating event content and pre-and post-event communications. Much more so than for actual event planning and event management. The email templates and welcome packet content it generates are actually really great and would require very small tweaks!

With those thoughts in mind, we think it can be a great brainstorming tool for those in the event industry. It can be really powerful to help create company event ideas and supporting content. But when it comes to planning a personalized event that’s innovative, creative, and engaging and that is going to provide a stellar attendee experience, it’s lacking. We think you’ll always need a human touch for that.

AI pulls from known information on the internet. It’s hard to be innovative when you’re pulling from things that have already been done before. Plus, the lack of attention to detail leaves room for error. But if you simply need a framework to start building from, it can be an excellent tool.

Enough from us, though. Let’s ask ChatGPT about its own capabilities and limitations so we can hear it directly—then, we’ll walk through some sample inputs and outputs you might find useful when crafting your own.

Can ChatGPT plan a corporate event?

Hi ChatGPT! I have a question for you. Are you able to plan events? I’m asking on behalf of BoomPop’s customers, many of whom are involved in planning and managing corporate events like team offsites, company retreats, sales kickoffs, and more. I’d like to learn about your event planning capabilities. Specifically, I’d like to know some of the best ways to make use of your abilities, and what some of your potential limitations might be. Thanks.

“Hello! As an AI language model, I can provide information, suggestions, and recommendations on event planning, but I am not capable of directly planning or managing events. However, I can assist in certain areas of the event planning process.

One way to make use of my abilities is to provide me with information about your event and your goals, and I can assist with research and provide ideas for venues, activities, and catering options. I can also help with logistics such as scheduling, guest list management, and coordinating with vendors.

However, it's important to note that my capabilities have some limitations. For instance, I don't have the capability to physically visit locations or to oversee event execution in real-time. Therefore, it's recommended that you still consult with human event planners for on-site assistance and management.

In summary, while I can provide valuable assistance in certain areas of the event planning process, it's still important to involve human event planners for a successful event.”

That's a very humble response. Can you give me some examples of the abilities you mentioned related to scheduling, guest list management, and coordination with vendors?

“Sure, I'd be happy to provide some examples!

Scheduling

I can help with scheduling by providing recommendations for ideal dates and times for your event based on factors such as location, weather, and availability of venues and vendors. I can also create a schedule or agenda for your event, taking into account the various activities and sessions that you want to include, as well as breaks and meal times.

Guest List Management

I can assist with guest list management by creating and managing a list of attendees for your event, including their names, contact information, and any dietary restrictions or special requests they may have. I can also help with sending out invitations, tracking RSVPs, and following up with attendees who haven't responded.

Coordination with Vendors

I can help with coordination with vendors by researching and recommending vendors for services such as catering, AV equipment, transportation, and decorations. I can also assist with negotiating contracts and managing communication with vendors leading up to the event, ensuring that all necessary details are covered and any issues are addressed in a timely manner.

Overall, while I may not have the ability to physically execute an event, I can assist in many areas of the planning process, helping to make the planning process more efficient and effective.

AI event agendas

The following event agendas were generated 100% using ChatGPT, with no edits whatsoever.

We discovered that the key to getting the outputs you desire is getting as specific as possible with your input. You’ll see that we tested a couple of different types of inputs. Some are super vague and high-level, whereas others give specific attendee types, desired activities, and locations. Take a peek at what they spark, and then you can actually use these prompts to help you create event template ideas for your business.

Team offsite agenda generated by AI

Command Input: Plan a one-day team offsite agenda that is geared towards team building and creating relationships.

AI Output: Sure! Here's a sample agenda for a one-day team offsite event that focuses on team building and relationship building:

8:30 AM - 9:00 AM: Welcome breakfast and check-in at the offsite venue
9:00 AM - 10:00 AM: Icebreaker activity to get to know team members better
10:00 AM - 11:30 AM: Team-building activity (e.g., escape room, team problem-solving exercise, or obstacle course)
11:30 AM - 12:30 PM: Group lunch at the offsite venue or nearby restaurant
12:30 PM - 2:00 PM: Interactive workshop on communication and collaboration skills
2:00 PM - 3:30 PM: Group activity (e.g., hiking, kayaking, or group fitness class)
3:30 PM - 4:00 PM: Afternoon break and refreshments
4:00 PM - 5:30 PM: Team-building exercise (e.g., building a tower out of marshmallows and spaghetti, or creating a collaborative artwork)
5:30 PM - 6:00 PM: Closing remarks and reflection on the day's activities
6:00 PM - 7:30 PM: Happy hour and networking event at a nearby bar or restaurant

Client summit agenda generated by AI

Command Input: Create a client summit agenda that is one day long and provides attendees the opportunity to network, show clients new products, and learn from industry experts. The agenda should be fun and creative, not a standard, stuffy, traditional event agenda.

AI Output: Absolutely! Here's a sample agenda for a one-day client summit that combines networking, product showcases, and industry insights in a fun and creative way:

8:30 AM - 9:00 AM: Registration and welcome breakfast with networking activities
9:00 AM - 10:00 AM: Opening keynote with a twist - A creative and interactive presentation by a renowned speaker who will share insights into the latest industry trends and how they relate to the company's products and services.
10:00 AM - 11:30 AM: "Product Showcase and Play" - Attendees get to experience the company's latest products in a fun and interactive way, with games, quizzes, and demos. The showcase area will also feature a coffee bar and a photo booth.
11:30 AM - 12:30 PM: Lunch and networking - Attendees can enjoy a delicious lunch while networking and discussing their experiences with the company's products.
12:30 PM - 2:00 PM: "Roundtable Sessions" - Attendees get to participate in small group discussions on topics of interest, facilitated by industry experts and company executives. Topics could include product roadmaps, best practices, and customer success stories.
2:00 PM - 3:00 PM: "Innovative Ideas Lightning Round" - Attendees get to pitch their innovative ideas related to the company's products in a fast-paced and fun environment. The best ideas will be awarded prizes.
3:00 PM - 3:30 PM: Afternoon break and refreshments
3:30 PM - 4:30 PM: "Inspiring Stories" - A series of short, inspiring talks by industry thought leaders, sharing their experiences and insights on innovation, creativity, and customer experience.
4:30 PM - 5:00 PM: Closing remarks - The company's CEO or other top executive will share closing remarks and insights on the future direction of the company and its products.
5:00 PM - 6:00 PM: "Happy Hour and Games" - Attendees can unwind and socialize with each other over drinks and snacks, and participate in fun games such as trivia or board games.

Conference agenda generated by AI

Command Input: Create a three-day conference agenda for a SaaS company with attendees that include employees, clients, partners, industry peers, etc. The conference will take place in San Francisco, California, and fun local activities should be included, along with learning sessions, roundtables, and more.

AI Output: Sure, here's a sample agenda for a three-day SaaS conference in San Francisco, California:

Day 1:

8:30 AM - 9:30 AM: Registration and welcome breakfast with networking activities.
9:30 AM - 10:30 AM: Keynote Address by the CEO of the company, discussing the company's vision and the future of SaaS.
10:30 AM - 11:00 AM: Morning break and networking activities.
11:00 AM - 12:00 PM: Breakout Sessions (Topic 1) - Attendees will choose from a variety of sessions on topics such as product demos, case studies, and customer success stories.
12:00 PM - 1:00 PM: Lunch and networking activities.
1:00 PM - 2:00 PM: Panel Discussion - Industry experts and thought leaders will discuss the latest trends and challenges in SaaS, and answer audience questions.
2:00 PM - 3:30 PM: Breakout Sessions (Topic 2) - Attendees will choose from a variety of sessions on topics such as marketing strategies, customer retention, and data analytics.
3:30 PM - 4:00 PM: Afternoon break and networking activities.
4:00 PM - 5:30 PM: Roundtable Discussions - Attendees will participate in small-group discussions on a variety of topics, facilitated by industry experts and company executives.
6:00 PM - 9:00 PM: Welcome Reception and Networking Event - Attendees will enjoy a fun and engaging reception with food, drinks, music, and local activities.

Day 2:

9:00 AM - 10:00 AM: Keynote Address by a prominent industry leader, sharing insights on the latest trends and opportunities in SaaS.
10:00 AM - 11:00 AM: Breakout Sessions (Topic 3) - Attendees will choose from a variety of sessions on topics such as user experience design, product development, and innovation.
11:00 AM - 11:30 AM: Morning break and networking activities.
11:30 AM - 12:30 PM: Panel Discussion - Industry experts and thought leaders will discuss the future of SaaS and its impact on business and society, and answer audience questions.
12:30 PM - 1:30 PM: Lunch and networking activities.
1:30 PM - 3:00 PM: Breakout Sessions (Topic 4) - Attendees will choose from a variety of sessions on topics such as customer support, sales strategies, and AI and machine learning.
3:00 PM - 3:30 PM: Afternoon break and networking activities.
3:30 PM - 5:00 PM: Roundtable Discussions - Attendees will participate in small-group discussions on a variety of topics, facilitated by industry experts and company executives.
6:00 PM - 10:00 PM: Dinner and Entertainment - Attendees will enjoy a fun and engaging evening with dinner, drinks, music, and local activities.

Day 3:

9:00 AM - 10:00 AM: Keynote Address by the CTO of the company, sharing insights on the company's technology strategy and innovation roadmap.
10:00 AM - 11:00 AM: Breakout Sessions (Topic 5) - Attendees will choose from a variety of sessions on topics such as security, privacy, and compliance.
11:00 AM - 11:30 AM: Morning break and networking activities.
11:30 AM - 12:30 PM: Panel Discussion

What do you think your attendee experience would be like using these agendas as your event template?

AI hotel, restaurant, and activity recommendations

One of the largest responsibilities of event planners when it comes to planning a corporate event is sourcing hotels, restaurants, and activities. While they traditionally can leverage event planning experts, event management software, or local destination management companies, we wanted to see what AI would share to spark ideas in new destinations.

Hotel recommendations generated by AI

Command input: Can you please recommend hotels to host a company retreat in New York City? Include prices, types of meeting space available, and what makes it unique.

AI output: Certainly, here are some hotel recommendations for hosting a company retreat in New York City:

The Greenwich Hotel: Located in the trendy neighborhood of Tribeca, this hotel offers a range of meeting spaces including a 30-seat screening room and a private dining room for up to 60 guests. Prices start at around $800 per night for a standard room.
The Plaza Hotel: Situated in the heart of Manhattan, this iconic hotel offers a variety of event spaces including ballrooms, boardrooms, and a rooftop terrace with stunning views of the city. Prices start at around $700 per night for a standard room.
The Kimpton Hotel Eventi: Situated in Chelsea, this hotel offers a variety of meeting spaces including a 5,000 square foot ballroom and several smaller breakout rooms. Prices start at around $300 per night for a standard room.

Restaurant recommendations generated by AI

Command input: Please share some restaurants in Napa Valley that can host a private dinner for a group of 50. What makes them unique, and why choose them over another restaurant?

AI output: Certainly, here are some restaurant recommendations in Napa Valley that can host a private dinner for a group of 50:

The French Laundry: Located in Yountville, The French Laundry is one of the most renowned restaurants in the world, known for its inventive cuisine and exceptional service. The restaurant can accommodate private events in several spaces, including the Chef's Table, which seats up to 12 guests, and the Salon, which seats up to 16 guests. The unique experience and exceptional cuisine make this restaurant an excellent choice for a special occasion.
Solbar: Located in Calistoga, Solbar is a contemporary restaurant that offers private dining in several spaces, including the Wine Cave, which seats up to 36 guests, and the Patio, which can accommodate up to 50 guests. The restaurant's focus on fresh, seasonal ingredients and its innovative approach to classic dishes make it a great choice for a group that appreciates modern cuisine.
Farmstead at Long Meadow Ranch: Located in St. Helena, Farmstead at Long Meadow Ranch is a farm-to-table restaurant that offers private dining in several spaces, including the Harvest Room, which seats up to 40 guests, and the outdoor Pavilion, which can accommodate up to 120 guests. The restaurant's commitment to sustainable, locally sourced ingredients and its rustic, elegant ambiance make it a great choice for a group that wants a taste of Napa Valley's farm-to-table cuisine.

Group activity recommendations generated by AI

Command input: Recommend three group activities that would be great for a company retreat in Miami, Florida.

AI output: Sure, here are three group activities that would be great for a company retreat in Miami, Florida:

Water Sports: Miami is known for its beautiful beaches and crystal clear waters, making it an ideal location for water sports. Activities such as paddleboarding, kayaking, and jet skiing can be a fun and exhilarating way for teams to bond while enjoying the natural beauty of Miami.
Art Deco Tour: Miami is famous for its Art Deco architecture, and a guided tour of the city's Art Deco landmarks can be a great way for teams to explore the city while learning about its history and culture. An Art Deco walking tour can be a great option for teams looking to get some exercise while taking in the sights.
Team Building Challenges: There are many team building challenges that can be done in Miami, such as a beach obstacle course, scavenger hunt, or escape room. These activities promote teamwork, communication, and problem-solving skills, while also allowing teams to have fun and enjoy the beautiful weather.

AI event communication and management

An event planners’ job doesn’t end at the logistics. Many are also involved in event marketing and attendee experience management or travel. So, can AI help with that? We think so…

Event invitations and RSVPs generated by AI

Command input: Create an event invitation for a team offsite hosted at The Plaza Hotel in NYC from May 3-5, 2023. Team travel will be organized after you RSVP so please RSVP by April 5 to hr@business.com.

AI output:

Subject: Join us for a Team Offsite at The Plaza Hotel in NYC!

Dear [Name],

We are excited to invite you to our upcoming team offsite, hosted at the iconic Plaza Hotel in New York City from May 3-5, 2023. This event will be an opportunity for our team to come together, collaborate, and brainstorm innovative ideas for the future of our business.

During this offsite, we will be discussing new business strategies, sharing best practices, and participating in team-building activities. We have planned an exciting agenda that will include workshops, presentations, and team-building exercises to help us achieve our goals and strengthen our bonds as a team.

In addition, we will be providing accommodations at The Plaza Hotel for all attendees. We have organized travel arrangements for everyone, so please RSVP by April 5 to confirm your attendance and to provide us with your travel details. You can RSVP by sending an email to hr@business.com.

Please note that space is limited, and we encourage you to RSVP as soon as possible to secure your spot. If you have any questions or concerns, please do not hesitate to reach out to us.

We look forward to seeing you in New York City!

Best regards,

[Your Name]

Event welcome packets and information generated by AI

Command input: Write a 200-word event welcome packet that includes the following information: registration starts at noon in the hotel lobby, breakfast and lunch will be a buffet in the main session room, you can find the event agenda and create a personalized schedule on the event app.

AI output: Welcome to our upcoming event! We are thrilled to have you join us for what promises to be an exciting and informative event. Here is some important information that you will need to know to make the most of your experience:

Registration: Registration for the event will begin at noon in the hotel lobby. Please make sure to bring a valid ID and your registration confirmation email to check-in. Our friendly staff will be on hand to assist you with any questions or concerns you may have.
Meals: Breakfast and lunch will be provided for attendees as a buffet in the main session room. Vegetarian and gluten-free options will be available. If you have any other dietary restrictions, please let us know as soon as possible so we can accommodate your needs.
Event App: To make planning your schedule easier, we have created an event app that includes the full event agenda and allows you to create a personalized schedule. You can access the app by downloading it from the App Store or Google Play and searching for our event. The app will also provide important event updates and information, so make sure to keep it handy throughout the event.

We hope you find this information helpful, and we look forward to seeing you soon. If you have any further questions, please do not hesitate to contact us. Thank you for your participation and we can't wait to welcome you to our event!

Event feedback forms and follow-up generated by AI

Command input: Create an event follow-up email to thank attendees and ask for feedback on a two-day client summit. With that, create five post-event survey questions that you can ask in a feedback form.

AI output:

Email:

Subject: Thank You for Attending Our Client Summit!

Dear [Attendee Name],

On behalf of the team at [Company Name], I wanted to extend a sincere thank you for attending our two-day client summit. We hope that you found the event informative, engaging, and valuable. We appreciate your time and contribution to making the summit a success.

We would love to hear your feedback on the event. Your input will help us improve our future events and ensure that we are meeting your needs as our client. We have created a post-event survey which will only take a few minutes to complete. Your responses will be kept confidential and will be used to improve future events.

Please take a moment to complete the survey, and let us know how we can improve for next time. We appreciate your time and look forward to hearing from you.

Thank you again for your participation, and we hope to see you soon.

Best regards,

[Your Name]

Post-Event Survey Questions:

How would you rate the overall quality of the summit?
Did the summit meet your expectations? If not, please specify.
What did you find most valuable about the summit?
What could we have done to improve your experience at the summit?
Would you attend another event hosted by [Company Name]? Why or why not?

AI event content and materials

Currently, event marketers spend hours upon hours creating session concepts, speaker presentations, and session descriptions. Can employing ChatGPT take some of that burden away and save time? Let’s see.

Event meeting and session ideas generated by AI

Command input: We're hosting a meeting at an upcoming event for employees in the streaming business, what are a couple ideas for sessions during the meeting?

AI output: Sure, here are a couple of ideas for sessions during the meeting for employees in the streaming business:

Industry Trends and Insights: One session idea could be focused on industry trends and insights, where experts in the streaming business can share their experiences and observations on the current state of the industry, and where it is heading. This session could include topics such as new streaming technologies, emerging markets and audiences, and evolving business models. Attendees can gain valuable insights into the industry and learn about new opportunities and challenges that they can leverage.
Customer Experience and Engagement: Another session idea could be focused on customer experience and engagement, where attendees can learn about how to create a great streaming experience for their customers. This session could include topics such as user interface design, content discovery, personalized recommendations, and customer support. The session can be designed to encourage attendees to share their own experiences and insights, and to learn from others in the industry who have successfully built great customer experiences.

These session ideas are all designed to help attendees learn about new trends, technologies, and opportunities in the streaming business, as well as to inspire them to develop new products and services that will engage and delight their customers.

Event goals generated by AI

Command input: Can you create two event goals for a team offsite event?

AI output:

Strengthening team relationships and building camaraderie: One important goal of a team offsite event is to help team members connect with one another on a more personal level. Activities and exercises that encourage collaboration and teamwork can help foster stronger relationships among team members, which can ultimately lead to better performance and increased job satisfaction.

Developing new skills or knowledge: Another possible goal for a team offsite event is to help team members learn new skills or gain new knowledge that can be applied in their work. This might involve workshops, training sessions, or other educational activities that are relevant to the team's goals or the organization's overall mission.

AI can’t cut it? Get human help for your event.

No matter how much AI can speed up the process, a human planner will always have value in our eyes.

If you want more innovative corporate event inspiration from real event planners and event professionals, explore our BoomPop event planning resources to spark some ideas (and get some done-for-you event templates AI couldn’t create).