Introduction: When Humans Meet Machines – A Hands-On Perspective
Jana Kulhavy: Together with you, we want to dive into the world of Artificial Intelligence and explore how it can be used in event planning, preparation, execution, and follow-up. Can you think of a recent event you attended where AI was successfully used?
Roger Basler de Roca: I attend a lot of events—both as a speaker and a guest. One particularly well-orchestrated event was the “Umsetzungskongress.” Many processes were automated, yet the human touch and emotional connection were still clearly present. That blend of people and technology is exactly what makes the difference.
AI in Event Planning: When and Where to Start?
Jana Kulhavy: When I start planning an event, at what point—or in what context—should I begin integrating AI as a digital event assistant?
Roger Basler de Roca: Wherever there are repetitive processes. If you often work with planning documents in Excel or Word, today you can use tools like Microsoft Copilot to connect, analyze, and automate those documents. You get smart assistance directly within the file.
Evolving Recurring Event Formats with AI
Jana Kulhavy: Many companies host recurring event formats—like our #nxtKNOWLEDGE Forum, for example. Can AI help us bring in new ideas?
Roger Basler de Roca: Absolutely. With custom GPTs—like those available in ChatGPT—you can upload and analyze your own data, such as past event documents or website content. Then you simply prompt: “Put yourself in the shoes of our target audience and develop a new, innovative one-day event format.” This often generates creative ideas based on solid insights.
Boosting Attendance with AI: More Efficient and Personalized
Jana Kulhavy: One of the biggest challenges is often attracting attendees. What AI-driven options are available here?
Roger Basler de Roca: Automating and personalizing communication is key. Email marketing is especially powerful—you can track who’s attended before and tailor messages accordingly. Tools like Canva also use AI to quickly create professional-looking social media posts and newsletters.
Running Events: AI as an On-Site Assistant
Jana Kulhavy: The big day is here—the event begins. What ways can AI support us on-site?
Roger Basler de Roca: Let’s start with check-in. Instead of printed badges, you can use QR codes or NFC stickers. Virtual avatars or interactive chatbots are also great—they help with navigation, matchmaking, and provide real value to guests.
AI Tools for Interaction and Live Translation
Jana Kulhavy: What tools are especially effective for engaging with the audience?
Roger Basler de Roca: Chatbots integrated into event apps are super useful. They offer real-time answers and improve constantly through machine learning. Personalized content—like workshop recommendations based on user behavior—can boost engagement. For international events, tools like Interprefy offer real-time translations, making the experience more inclusive.
Post-Event Follow-Up with AI: Smart and Targeted
Jana Kulhavy: As they say, “After the event is before the event.” How can we work effectively with AI after an event?
Roger Basler de Roca: That’s where data analysis and CRM tools come in. Attendee data can be analyzed and segmented into personalized email journeys. Who attended? Who didn’t? Who’s a returning guest? You can craft customized follow-ups—efficiently and with high impact.
Three Key Questions for Event Organizers
Jana Kulhavy: What are the three most important questions I should ask myself as an event planner when considering the use of AI?
Roger Basler de Roca:
What processes do I repeat regularly?
Where can I relieve my team to create more space for creativity and experiences?
Where am I lacking ideas or time—and how can AI serve as my creative sparring partner?
I recommend mapping out your event phases and identifying specific points where AI can assist.
Conclusion: AI as Your Co-Pilot for Modern Event Planning
Jana Kulhavy: Thank you so much for this inspiring exchange, Roger!
Roger Basler de Roca: It's crucial to keep guests informed, entertained, and inspired for as long as they’re within the microcosm of your event. That’s exactly where AI can be a real game changer.
