AI for Event Planners: Pros & Cons

Artificial Intelligence (AI) is fast becoming an essential tool in the event planning toolkit. From automating time-consuming tasks to offering deep insights into attendee behaviour, AI is reshaping how events are designed, managed and delivered. But as with any emerging technology, it's important to weigh up the benefits and limitations.

In this blog, Chew will look at the key pros and cons of using AI in event planning, and share some useful tools to help you start integrating AI into your business.

The pros of using AI in event planning

Personalisation: AI can analyse attendee behaviour, preferences, and past interactions to deliver tailored recommendations – such as customised agendas or relevant networking suggestions. This not only boosts engagement but helps each attendee feel their experience was crafted just for them.

Example: Tools like Swapcard use AI to match attendees with sessions and people based on shared interests and goals.

Time-saving automation: Many AI tools can take over administrative tasks like registration, reminders, feedback collection, and even email drafting. This frees up valuable time for event planners to focus on planning and creativity.

Example: Otter.ai provides live transcriptions and meeting summaries, saving hours of post-event admin.

Data-driven decision making: AI makes it easier to process and analyse large volumes of event data – from registration stats to session feedback and social media chatter. These insights can help planners fine-tune event content, logistics and marketing in real time or for future improvements.

Example: Eventsforce offers real-time analytics, tracking attendee behaviour and engagement to help planners make informed decisions on the go.

Cost-efficiency: By reducing the need for manual labour and minimising waste (e.g. by avoiding over-catering or printing materials), AI can support better resource allocation and lower overall event costs.

Example: Bizzabo helps cut costs by automating check-ins, reducing staffing needs, and using attendee data to optimise event spend based on real-time engagement.

The cons of using AI in event planning

Implementation: Introducing AI often requires new systems, staff training, and upfront investment. For smaller teams or tighter budgets, this can be a barrier.

Privacy and data concerns: Since AI relies heavily on personal data, event organisers must be particularly mindful of data protection regulations such as GDPR. Ensuring attendee information is stored and used securely is essential.

The human touch still matters: While AI can streamline and optimise many processes, it's important not to lose sight of what makes an event feel special. Over-reliance on automation may risk creating a generic or impersonal experience.

To Summarise

While AI offers powerful benefits for event planners looking to create more engaging, efficient and data-driven experiences. From personalised recommendations to streamlined scheduling, it’s a valuable addition to the modern event planning toolkit. However, it’s not a magic fix. The most memorable events are those that combine smart technology with the creativity and instinct that only human planners can bring. By striking that balance, you can future-proof your events while keeping the personal touch intact.