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The Best AI Tools for Meeting and Event Planners

Jessica Welch
Thursday, Oct 26, 2023
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Artificial intelligence (AI) is rapidly transforming the way we work, and the meeting planning industry is no exception. AI tools are now available to help meeting and event planners with a variety of tasks, from scheduling meetings to taking notes, creating agendas, and much more.

With AI as your sidekick, you can increase accuracy with word-for-word meeting notes, improve efficiency with automated tasks and scheduling, and enhance productivity with time management software. Not to mention, AI can provide clearer insights to help drive better decision-making and ignite creativity. 

Here are a few of the best AI tools for busy planners:

  • DALL-E 2 is a generative AI model developed by OpenAI. It can be used to create realistic images from text descriptions. Event planners can use DALL-E 2 to create visuals for their events, such as promotional images, speaker images, and event banners.
  • Synthesia is an AI-powered video generator that enables you to create stunning videos in just 15 minutes. It uses artificial intelligence to generate realistic videos with an AI avatar and text-to-speech voiceover. Event planners can use Synthesia to create videos for their events, such as speaker introductions, event recaps, and marketing videos.
  • CrowdComm is an AI-powered event management platform that helps event planners manage attendee engagement, collect feedback, and track ROI. CrowdComm can be used to create surveys, polls, and Q&A sessions for attendees, as well as to collect feedback on the event.
  • PlannerZen is an event planning software that helps event planners manage their events from start to finish. PlannerZen can be used to create event schedules, track budgets, manage vendors, and communicate with attendees.
  • Otter is an AI transcription tool that can automatically transcribe audio and video recordings of meetings. This can save you hours of time that would otherwise be spent taking notes, pulling out key objectives, and important details you may have missed. Otter also includes speaker identification, so you can easily see who said what.
  • Fireflies is another AI transcription tool that offers a number of features that are specifically designed for meeting planners. For example, Fireflies can create meeting summaries, identify key talking points, and even generate action items.
  • ChatGPT has the ability to source millions of data points to make many tedious tasks irrelevant. In an instant, ChatGPT can create meeting agendas on the fly or source venue particulars.
  • Meeting Owl is an AI-powered video conferencing device that can automatically pan and zoom to keep all participants in view. Meeting Owl also includes a number of features that can help you improve the quality of your video conferencing calls, such as noise cancellation and background blur.
  • Timely is an app that allows for easier tracking of your time management. The powerful AI-driven app will help you become more productive by intelligently tracking your time and providing ways you can manage your tasks more efficiently.

These are just a few of the many AI tools that are available to meeting and event planners that will reshape the way you work. 

In addition to the above tools, there are a number of other AI tools that are constantly coming out each day. It may be helpful as a meeting planner to keep an eye out for tools that allow for easier tasks. These include:

  • AI scheduling assistants that can help you find available meeting times and book rooms like 
  • AI task management tools that can help you keep track of your to-do list and ensure that tasks are completed on time like 
  • AI email assistants that can help you manage your inbox and send out personalized emails.
  • AI social media tools that can help you create and share content on social media.

By using these AI tools, you can free up your time and focus on the things that matter most. 

How to Choose the Right AI Tools for Your Needs

When choosing AI tools for your meeting and event planning needs, there are a few factors to consider:

  • Your specific needs: What tasks do you need the tools to help you with?
  • The features offered: Make sure the tools have the features you need, such as transcription, summarization, and action item generation.
  • The ease of use: The tools should be easy to use, even if you're not familiar with AI. If it seems difficult to understand it’s probably in the infancy stage, and you should look elsewhere.
  • The cost: The cost of the tools should be within your budget. Most tools offer free trials — take advantage of them! 

How to Get the Most Out of AI Tools

Once you've chosen the right AI tools for your needs, it's important to get the most out of them. Here are a few tips:

  • Take the time to learn how to use the tools. Don't just try to wing it. Take the time to learn. There are always hidden features that make your life easier. Don’t be afraid to reach out to a representative for guidance. 
  • Customize the tools to your needs. Most AI tools offer some degree of customization. Take the time to customize the tools to your specific needs so that they work best for you. Again, a representative from the company can be a big help in laying out the customization options. 
  • Be patient. AI tools are still under development, so they may not be perfect. Be patient and willing to experiment until you find the tools that work best for you.

If you are a meeting and event planner, it’s time to utilize AI to save time, improve efficiency, and simply get more done.


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