6 pro tips to get you feeling comfortable using AI for meeting planning
AI is the talk of the town. And maybe AI has become a gamechanger in the world of meeting planning? Making the process faster, more efficient, and personalized. If you’re new to using AI for planning events, it can feel overwhelming, but don’t worry—here are six pro tips to help you feel confident and comfortable harnessing the power of AI to enhance your next meeting.
1. Start small with simple tasks
Ease into AI by using it for smaller, routine tasks before tackling more complex ones. Start with scheduling assistance, automating reminders, or managing RSVPs. AI tools like scheduling assistants can seamlessly handle back-and-forth communications and time zone challenges, leaving you with more time to focus on the strategic aspects of your event.
Pro Tip: Use AI-powered scheduling tools like Calendly or Clara to quickly find the best meeting times for large groups across different time zones.
2. Use AI for smart marketing
AI can play a crucial role in marketing your meeting or event, helping you target the right audience with the right messages at the right time. With AI, you can automate email campaigns, create personalized content for different attendee segments, and even predict the success of your marketing efforts by analyzing past campaign data. AI can help you increase registration numbers and engagement by ensuring that your marketing is always relevant and impactful.
Pro Tip: Utilize AI-driven marketing platforms like HubSpot or Mailchimp to personalize and automate email campaigns, track performance metrics, and retarget potential attendees with relevant content to boost your event’s visibility.
3. Leverage AI for data-driven decisions
AI can analyze patterns and suggest optimal choices based on data, helping you make informed decisions. Whether it’s choosing the best date based on past attendee behavior or identifying the most engaging content based on historical preferences, AI helps take the guesswork out of planning.
Pro Tip: Utilize AI tools that analyze attendee feedback and engagement data to tailor your meeting’s content and format for maximum impact.
4. Customize attendee experiences
One of AI’s biggest advantages is its ability to personalize experiences for attendees. AI can help customize agendas, suggest relevant breakout sessions, and even recommend networking opportunities based on participants’ profiles and interests. This tailored approach can make your meetings more engaging and impactful.
Pro Tip: Try AI-powered event apps that recommend sessions, speakers, or attendees to connect with based on each participant’s preferences, making the event more meaningful for everyone.
5. Embrace AI for budget optimization
AI doesn’t just save time—it can also help save money. By analyzing various vendors and pricing models, AI can suggest cost-effective solutions for venues, catering, and other meeting expenses. At destinations like The Habitat, which already offers competitive pricing, AI can further optimize your budget while still delivering a highquality experience.
Pro Tip: Use AI tools that compare venue and vendor costs to ensure you’re getting the best value for your budget without sacrificing quality.
6. Trust AI for real-time adjustments
One of AI’s strengths is its ability to adapt and respond in real-time. If something changes during the event—like a last-minute cancellation or unexpected requests— AI can help you adjust on the fly. It can reassign speakers, alter schedules, or send immediate notifications to attendees, ensuring everything runs smoothly without causing you additional stress.
Pro Tip: Use AI-powered chatbots or virtual assistants to handle attendee inquiries and changes during the event, so you can focus on higher-level coordination.
