by Angela Zaltsman
There is no escaping AI and evolving technology. Artificial intelligence is not something on the horizon—it is already embedded in our everyday lives. From AI-generated answers appearing at the top of online searches to personalized social media feeds shaped by algorithms, we interact with AI constantly often without realizing it.
Given this reality, when it comes to meetings and events, the question is no longer if AI should be used, but how it should be integrated thoughtfully and responsibly.
In the events industry, AI is rapidly becoming a powerful support tool for planners and organizers. Used correctly, it can enhance efficiency, creativity, and personalization while freeing up valuable time. For example, AI can assist with drafting proposals, responding to RFPs, building questionnaires, and even predicting budgets based on historical data. These applications help planners work smarter, not harder, in an industry where deadlines are tight and expectations are high.
AI is also an excellent brainstorming partner. When planning a themed event or searching for fresh ideas, AI tools can quickly generate concepts, session topics, décor inspiration, or engagement strategies. This doesn’t replace creativity—it accelerates it. By handling the heavy lifting of research and ideation, AI allows planners to refine ideas through their own experience and understanding of client needs.
During live meetings and events, AI can improve the attendee experience in meaningful ways. From personalized session recommendations to smarter networking matches based on shared interests, AI helps events feel more relevant and tailored. Post-event, AI can assist with data analysis, surveys, and insights, giving planners clearer visibility into what worked and where improvements can be made.
However, as with any technology, there are important considerations and limitations. One of the most significant concerns is privacy and data gathering. AI systems rely on large amounts of data, and event professionals must be transparent and cautious about how attendee information is collected, stored, and used. Trust is critical in this industry, and mishandling data can quickly damage relationships and reputations.
Accuracy is another concern. AI generates content based on what others have already input, meaning it can reflect biases, outdated information, or inaccuracies. Anything produced by AI—whether it’s written copy, schedules, or recommendations—must be carefully reviewed. AI can draft and suggest, but it should never be treated as a final authority. After all, clients are paying for a planner’s expertise, not an online tool’s.
Despite its pros and cons, it’s important to remind ourselves that AI cannot replace the human elements that define successful meetings and events. AI will never be a human event planner: it cannot build genuine relationships, read the room, or rely on intuition developed through years of experience.
People do business with people they know, trust, and like. Attendees don’t want to work with a robot—they want to connect over food and drink, share ideas face-to-face, and experience the energy of a well-designed space.
AI also lacks emotional intelligence and empathy, two qualities that are essential when managing clients, speakers, and attendees. Understanding unspoken concerns, adapting on the fly, and creating moments that feel authentic are things only humans can do.
Ultimately, AI will not replace event professionals—it will act as a partner. By handling administrative tasks and data-driven processes, AI gives planners more time to focus on relationships, creativity, and strategy. The events profession will continue to evolve, but it will remain fundamentally human-centred. Technology may enhance the experience, but it is people who create the connections that make events truly special.
*AI was used to assist a human in the writing of this article – a testament to the tool’s ability to provide administrative support.
Angela Zaltsman, CMP, is principal of A to Z Event Management. A to Z delivers complete event management services for corporate clients who desire the finest in service, quality and venues.
