The VIBE Agency strongly believes artificial intelligence enhances the impact of our corporate events.
Tools like ChatGPT, Claude, and Gamma can sort ideas and find patterns in a fraction of the time as a human.
While that can be intimidating to some people, event planners should look at AI as a way to make their events even more successful.
“Humans are brilliant, but we miss things,” says VIBE Founder Valerie Bihet. “AI can reduce friction, amplify relevance, and help us make smarter decisions faster.”
Utilizing AI tools helps you to design an experience that enables your attendees to find those magical moments when they forge strong connections and build long-lasting business relationships during events.
Here are some ways to use AI while maintaining the human touch that’s so necessary for successful events.
Train Your AI to Generate On-Brand Content
Attendees are seeking out authenticity from brands more than ever before, particularly as AI has become mainstream. Messaging that comes across as too polished or generalized is often the result of someone trusting AI to do all of the work for them.
Event planners provide the creativity and make the final decisions. To make AI work the way you want it to, you need to train these tools to perform their tasks the way you would personally do it.
“You need to educate your AI,” says Valerie. “It needs to use your brand’s voice, tone, and cultural nuances. The goal is for you to train your AI to sound like a real human with a real point of view.”
How do you do this? Start by uploading human-created documents, brand guides, and clear directives to the tool just as if you are training a new hire who joined the team. Tell it to review the details, summarize its findings and then provide feedback on tweaks to nail the right voice & audience.
Then when using ChatGPT or Claude to create PowerPoints, speeches, or other content, think of the product it provides as a first draft. The AI can get you a good part of the way, but it’s up to you to put the human touch on the final product.
Bring Attendees Together Through Customized Scheduling
You can feel an event’s energy soar when even the shyest attendees are engaging in meaningful conversations and visibly having a good time.
It’s a planner’s job to make sure your participants are in the right place with the right people so the event flows naturally.
“If some sessions are packed and others feel empty, it will impact the energy and impact of the event,” says Valerie. “You don’t want any dead zones.”
At a multitrack event for a client last June, VIBE used AI to analyze the attendee list and create preferences based on roles, seniority, job skills, and the region of the country where they work so we could intentionally distribute attendees.
The AI helped us pick the right times to hold sessions and write impactful titles to attract the desired attendees.
With the time gained by using AI, planners can use their creativity to add structure to networking events that facilitate curated connections between targeted individuals.
“The difference will be measurable: More qualified conversations and stronger momentum after the event,” says Valerie. “You will have a clearer ROI.”
Build Out Talk Triggers to Prompt On-Site Discussions
Even in a room with your company’s sharpest minds, no one wants to be the first one to ask a question.
To help break the ice, VIBE used AI at a L’Occitane event last year to help draft a script for the executive on stage.
We outlined the session’s objectives and uploaded examples of his work to capture the right voice. The draft dropped in some questions to keep the audience engaged.
Our team then took that and polished it up and sharpened the dialogue. The result was a “10 out of 10” because VIBE worked with the AI to bring the content to life.
Read the Room in Real Time
VIBE first utilized AI-powered technology in 2021 to scan attendees’ facial expressions and gauge their emotional responses to the content being shared on stage.
In today’s world of using every data point possible, now is the perfect time for corporate events to use these tools to create even more tailored event experiences.
We are encouraging all of our clients to study reactions to keynotes and other sessions in real-time to understand what the audience is thinking.
If certain phrases or topics spark concern or questions, you can revisit them later in the event to put out any potential fires quickly. A follow-up presentation or Q&A is often enough to ensure attendees’ feelings are addressed and that they understand the company’s path forward.
Final Thoughts: Trust Your Instincts
AI is part of our lives and the sooner planners embrace these emerging tools, the better off your events and clients will be.
The more free time you have to devote to building an agenda and event design, the more impactful your meeting will be.
Instead of taking away your intuition, AI is giving you a chance to use your instincts in the most productive manner.
“Humans can do everything AI can, but not at the same speed or scale,” says Valerie. “AI is giving us time to work on what matters most: creative vision and human connection.”
VIBE is ready to assist you in your journey into using AI to your maximum advantage.
