AI adoption in the events industry has surged in 2025, and it’s clear this technology is becoming a staple rather than a short-term trend. About 50% of event organizers now use AI tools to improve operations and deliver more personalized attendee experiences—up significantly from last year.
If you’ve been on the fence about AI, you’re not alone. It can feel risky to invest in a new tool or trend without knowing the payoff.
But when it comes to events, AI is proving its worth. From boosting participation to driving engagement, it’s becoming a powerful partner for planners.
To help you get started, we’ve rounded up six practical ways you can bring AI into your next corporate event.
1. AI photo booth.
On the hunt for that "picture-perfect" touch for your upcoming virtual or in-person event?
We understand the desire to craft an unforgettable experience for your event guests. Yet, finding that "wow factor" to transform your vision into something attendees will enjoy can be challenging.
Companies like Keshot! have pioneered creative AI solutions for event attendees through personalized photo and video experiences.
Using any smart device, attendees can create their own unique selfies or GIFs, click a button, and upload them to any social media platform.
The result? You’ll turn any aspect of your event into the perfect, shareable photo op (and create moments your attendees will remember for years to come).
2. AI budgeting.
Tired of wrestling with those Excel spreadsheets? Us too.
You'd rather spend less time crunching numbers and more time planning the logistics of your corporate event.
As reported by Forbes, 30% of businesses have already embraced AI in their accounting practices.
And there's a good reason: AI brings undeniable budgeting benefits to the table. For event managers, AI serves as your numerical sidekick, offering helpful predictions and insights.
By incorporating AI into your budgeting processes, you can enhance your productivity and precision.
The result? More efficient workflows and valuable time reclaimed.
Tools like ChatGPT can be a great resource to kickstart your budgeting outline, and then you can leverage additional tools such as Clickup or Smartsheet to develop a comprehensive event budget.
Let AI handle the heavy lifting, taking some of the stress off your plate (at least when it comes to budgeting).
3. AI chatbots.
According to Forbes, 73% of businesses use or plan to use AI-powered chatbots for instant messaging in 2024.
AI chatbots can improve your live event customer service, reducing workload and costs with automated responses to simple queries. They can also help in the registration process to answer registrant questions.
Your event attendees can benefit from instant responses tailored to their needs before and during the event. Say goodbye to those never-ending lines and the constant email refresh game.
AI can also act as a helpful concierge for event attendees. Imagine being able to ask a bot how to get to your next session. Or to provide you with a summary of a concluded session or a suggested list of people to meet with. Cool, right?
4. Virtual reality product demos.
Looking to elevate your product launch strategy?
Incorporating virtual product demos, exhibits, and VR-enhanced presentations can be a game-changer for your next product launch event.
VR demos can immerse your guests in a simulated environment, allowing them to interact with a product as if it were physically present. Your event guests can try on VR headsets to explore and experience the product's features in a realistic, 3D setting.
A great example of this is Adidas's TERREX Vertical Reality Experience. Outdoor enthusiasts are transported into the shoes of professional climbers to take on one of the hardest climbs of the Bavella mountain range in Corsica, with the help of Virtual Reality.
Stuart Wells, Global Director of Brand Marketing for Adidas TERREX, said “With immersive technologies like VR, we’re able to replicate outdoor sports experiences that customers might not consider otherwise. With this, we’re able to introduce how exhilarating outdoor climbing can be, and help them make informed choices about our products.”
This VR product demo not only increased attendee engagement but also Adidas’ brand awareness efforts.
5. AI-language translation.
A recent study by Forbes revealed that a significant majority (65%) of US companies encounter language barriers, leading to challenges in collaboration and reduced productivity.
This concern becomes especially relevant at corporate events held in diverse and multilingual settings.
Imagine if we could wave a wand and make language barriers disappear at events, allowing more attendees to connect. How cool would that be?
Companies like Microsoft have utilized AI language translation in events such as product launches and conferences to provide real-time translation services for speakers and attendees.
The best part? It's not just about smoother communication; it's a surefire way to ramp up attendee engagement and participation.
And it doesn’t have to be difficult to incorporate. We’ve leveraged tablets at previous events to translate in real-time, or you could suggest attendees download an app to be able to translate while having conversations.
6. AI check-in.
We've all felt the headache of event check-ins.
Ever picture yourself sidestepping those never-ending lines altogether?
With AI-powered check-in systems, the registration process becomes a breeze, slashing those long wait times.
Attendees can swiftly check into your event by using facial recognition, QR codes, or other AI-driven methods, leading to a smoother and more efficient entry experience.
Companies like Cisco, IBM, and Salesforce are already on the same page. They've ditched the old-school hassle and embraced AI-driven check-in at their events, turning registration into a quick and painless affair for everyone.
Keep in mind, not every attendee might be comfortable with this, so you’ll want to make sure you include old-school ways of checking in as well. And make sure everyone is aware that they may be recorded by having signage available throughout the event reminding them.
Other ways to use AI.
“The first thing to remember is that [AI] it’s a tool—not the answer itself,” said Brian Kellerman, CEO of GoGather, in an article by Prevue Meetings + Incentives. “We’ve developed our own version of ChatGPT, trained on our SOPs and standard contractual language. It helps our team answer questions, navigate challenges, and even analyze attendee feedback—both before and after an event. Whether it’s understanding what attendees want to experience or digging into post-event survey data, it’s become a smart support system for our strategic meeting planning.”
You can also use AI in your event marketing. Our Director of Marketing and Business Development, Katie Stuck Moser, shared in an interview with Prevue Meetings:
“We use ChatGPT for internal tasks like synthesizing notes from team meetings, generating action items, and organizing ideas into a content plan. Those steps can be very time-consuming, and AI helps streamline the process.”
Conclusion
We understand that as event managers, you handle a lot of moving parts. As the saying goes, you’re only human (which we would argue is a benefit, not a drawback).
So, why not let Artificial Intelligence (AI) take on some of the heavy lifting for you?
Whether it's incorporating some fun into your event to engage attendees or streamlining those tedious tasks, AI is a valuable tool you can and should leverage.
The AI era is here, and we're excited to see the innovative twists and turns it brings to the event industry. Let’s chat about how you can start to incorporate these technologies into your own event.
FAQs.
What is artificial intelligence (AI)?
Artificial Intelligence (AI) can be described as the simulation of human intelligence into machines that are programmed to think and learn like humans.
The goal of AI is to develop systems that can perform tasks that typically require human intelligence, such as decision-making and problem-solving.
How many companies are using AI?
According to IBM, 34% of companies currently use Artificial Intelligence (AI), and an additional 42% are exploring AI.
More and more people are jumping on the AI train, and it seems like it's going to bring some impressive changes to the event industry and beyond.
Where is AI being used now?
Chances are, you have probably come across several AI applications in your day-to-day activities.
AI has become deeply integrated into various aspects of our daily lives, often working behind the scenes to enhance efficiency, convenience, and overall user experience.
For example, many online platforms, including streaming services (Netflix, Hulu, Amazon Prime Video), e-commerce sites (Amazon, eBay), and social media (Facebook, Instagram), use AI to analyze your behavior to provide you with personalized recommendations.
Ever wondered how Netflix nails the recommendation game, suggesting the perfect show after you've breezed through all 10 seasons of Friends? It's the magic of AI, assisting you in discovering content or products that align with your interests.
