How to use AI in event planning and execution. A step-by-step guide.

Artificial intelligence is a hot topic these days, yet many still shy away from using it. Some have already tried integrating AI into work tasks, but the initial results weren't impressive enough to see any real value and continue experimenting. This is normal: for AI to be a useful tool, it's important to understand how to work with it and what tasks it can truly enhance.

In this article, we'll explore the basic principles of using AI in event planning and show you where it can be a practical and effective assistant. Perhaps these examples will inspire you to take a fresh look at technology and find your own ways to apply it in your work and life.

Какие ИИ-сервисы подойдут новичку

You can use both free and paid AI tools for event management. They operate on similar principles, but differ in the depth of analysis and the quality of their recommendations.

Free and freemium services:

• ChatGPT Free (OpenAI) — suitable for basic queries, ideas, and list generation. 
• Google Gemini Free — produces structured lists and solution ideas well. 
• YandexGPT / YaLM — convenient for quick communication in Russian.

Paid services (more accurate and reliable):

• ChatGPT Plus (GPT-4.1/4.2) is the best option for analysis, timing, platform selection, and complex scenarios. 
• Claude Pro perfectly structures text, creates neat tables, and provides insightful conclusions.

You can freely change services on the fly—the prompt format and workflow remain the same.

1. AI can help with choosing the concept and format of an event

Начало подготовки всегда самое хаотичное: десятки идей, ограничения по бюджету, пожелания заказчика, особенности аудитории. Задача ИИ — превратить это в структурированную основу, от которой можно уверенно двигаться дальше.

1.1 Find a suitable topic for your task

AI helps match the event's goal, audience type, and desired atmosphere, then suggests topical solutions.

How to work with AI:

• Briefly describe the event's purpose (e.g., introduce teams, present a product, build brand trust). 
• Specify the format (offline/online/hybrid), duration, and key constraints. 
• Ask the AI ​​for a topic that will enhance your goal.

Example prompt: "We're holding an offline meeting for our development team. The goal is to improve internal communications and create a friendly atmosphere. Suggest five topic options and explain why each one fits this goal."

1.2 Choose a design style that suits the concept

AI can generate visual style ideas: color palettes, mood, atmosphere, and decorative elements.

How to work with AI:

• Convey your chosen theme or goal. 
• Specify whether you want minimalism, vibrancy, austerity, or something immersive. 
• Ask for examples of visual solutions or references.

Example prompt: "The event theme is 'Future Technologies in Teamwork.' Desired style: minimalism and austerity. Generate three design style options: color palette, mood, and key decorative elements."

1.3 Match the audience and the format of the event

AI helps assess how well a format will work for the desired type of guest.

How to work with AI:

• Describe the audience: age, professional level, expectations. 
• State the purpose of the event. 
• Ask the AI ​​to suggest the most appropriate format.

Example prompt: "The audience is department heads, aged 30-45. The goal is to share experiences and have informal conversations. Suggest which formats would be best suited and why."

1.4 Form technical and organizational requirements

This is especially useful for those who don't always know exactly what needs to be included in the venue or contractor specifications.

How to work with AI:

• Describe the chosen concept, the expected number of guests, and the type of activity. 
• Ask for a list of technical requirements. 
• Specify what you need: sound, lighting, a podium, registration areas, logistics, etc.

Example of a technical specification: "I'm hosting a corporate event for 120 people in the 'city of the future' theme. I need a list of technical and organizational requirements for the venue: sound, lighting, bar, registration, lounge area, stage, logistics, etc.

2. AI can help choose a venue for an event

Choosing a location is one of the most challenging stages of planning. Planners often have dozens of requirements in mind: capacity, accessibility, atmosphere, budget, hall configuration, etc. Here, AI becomes a powerful tool, helping to structure parameters, validate their suitability for the task, and even suggest scenario options.

• Event Type: AI helps understand how a specific venue fits the format of your event. It compares the event's goals with the venue's capabilities and explains which types of spaces are best suited for a conference, banquet, training, presentation, or corporate event. If you describe your scenario, AI can suggest which hall features will be advantageous and which may create limitations. 
• Capacity and Configuration: Even venues of identical size may be inconvenient or ideal—it all depends on the layout. AI helps consider the number of guests, possible seating arrangements, ease of movement of furniture within the hall, and the presence of separate areas for networking, catering, or activities. It can suggest how comfortable the audience will be and what alternative solutions are available (for example, mixed seating or transformable zones). 
• Technical equipment. The list of technical requirements is often long and scattered. AI helps compile everything into a single, structured list: sound, lighting, screens, projectors, microphones, internet, cabling requirements, and even acoustics. It can also suggest which elements are critical for your specific format, so you don't overpay for unnecessary options. 
• Location. Here, AI helps consider logistics: how easy it is to get to the venue, whether there is a metro station or parking nearby, and how guests traveling from out of town will feel. AI can suggest criteria for assessing transport accessibility and suggest which factors most often create inconvenience for guests (for example, traffic jams at certain times or poor navigation). 
• Atmosphere. To ensure the atmosphere matches the purpose of the event, AI helps evaluate the interior and style of the venue. You can describe the mood you want to convey, and the AI ​​will match it with space types: formal, cozy, technological, creative, or multimedia. It can suggest how the chosen aesthetic will impact the event's perception and how well it aligns with your scenario. 
• Additional services. The AI ​​helps you check everything related to the service in advance: catering, the possibility of using your own vendors, the availability of hostesses, equipment, cloakroom, meeting rooms, and accommodation options. It also indicates which services are best clarified with the venue manager and which may be hidden (for example, equipment rental fees or time restrictions).

Universal prompt for site selection

"I need to choose a venue for an event. Here are my initial requirements: Event type: [describe]. Number of guests: [number]. Objective: [describe]. Audience: [who will be attending]. Atmosphere: [desired mood]. Technical requirements: [what exactly must be there]. Location: [city/district]. Budget/constraints: [if any].

Please provide:

• a detailed list of criteria for selecting a venue,
•  an assessment of which types of venues would suit my parameters, 
• potential risks and weaknesses,
•  a list of questions to clarify with the venue, 
• a summary recommendation to help me make a decision,
•  mandatory expenses and areas where savings can be made, 
• and a list of aspects I may have missed based on my initial requirements.

Make your answer as practical and structured as possible."

What to do if AI is producing nonsense

Sometimes AI responses may seem superficial, overly general, or simply not meet your expectations—this is a normal part of the process. More often than not, the problem isn't with the tool itself, but with a lack of context in the request. To improve results, simply clarify details: audience type, venue constraints, event format, time of day, or budget. The more precise your input, the more useful the response. If the AI ​​still suggests something inappropriate, continue the dialogue: ask for clarification, additional reasoning, or an alternative approach. This guides the model and helps it better understand your task.

AI can be customized to your way of perceiving information. You can ask it to present its response as a table, list, summary, or full text—the format is easily changed during the conversation. If needed, the AI ​​can provide multiple versions of the same material so you can choose the most convenient one. This flexible approach helps you quickly compare venues, highlight key parameters, and obtain information in the format that best suits your needs.

The main thing to remember is that working with AI is always a dialogue, and clarifications significantly improve the result.

3. AI can help with the event script and program

Once the idea has been formulated and the venue selected, the detailed planning stage begins. Everything is important here: timing, activity sequence, travel logistics, breaks, speeches, and guest interaction.

AI helps:

• create a complete event plan with a breakdown by time, 
• suggest interactive activities, themed blocks, 
• create additional scenarios for changes, 
• and adapt the program to the age, interests, and format of the audience.

In addition to the main scenario, AI can assist with additional preparation tasks: menu planning, music selection, creating contests and quizzes for entertaining formats. It can also suggest ideas for engaging the audience.

It analyzes the event structure and suggests where to add a break, which blocks might be too intense, and where, conversely, the dynamism needs to be enhanced. This ensures that the finished program is well-thought-out, smooth, and convenient for all participants.

To avoid losing valuable insights, it's convenient to save the AI's responses in one place: in a cloud document, phone notes, a text file, or even a printed copy—whatever works best for you. You can also ask the AI ​​to analyze and improve its previous responses, gradually refining the script and adapting it to new inputs.

A universal tool for creating an event script and program

Help me create a well-thought-out event scenario. Here are the input data: Event format: [specify]. Objective: [what you want to achieve]. Audience: [age, interests, professional level]. Number of guests: [number]. Event duration: [time]. Venue/space: [describe if already selected]. Desired atmosphere: [formal, informal, festive, technological, etc.]. Constraints: [if any – budget, time, location specifics].

Please create:

• A complete event plan with detailed timings, 
• a logical sequence of activities taking into account the dynamics and energy levels,
• interactive options, thematic blocks and activities tailored to my audience, 
• a separate, simplified scenario in case of changes (fewer guests, time delays, etc.), 
• recommendations for logistics and breaks, ideas for menus, music, contests, or quizzes, if appropriate, 
• a brief section on how to increase guest engagement, 
• a list of program risks and ways to prevent them.

Make the program structured, easy to read and navigate. If you need additional information, please inquire.

4. During the event: real-time support

Even a perfectly prepared program rarely goes exactly according to plan. Guests may be late, a technical section may run long, the host may need clarification, and certain activities may not work. In these situations, AI assistants become a fast and convenient tool for immediate support.

An AI assistant is a pre-configured tool (usually in the form of a separate chat or mini-bot) that "remembers" the context of your event: goals, program, venue, key blocks, and audience characteristics. Unlike a typical AI conversation, the assistant doesn't need to be retrained each time—you input the data once, and it works with it throughout the event.

An AI assistant helps:

• Answer quick questions directly during the event. Free versions are suitable for simple prompts and clarifications, for example, quickly formulating an announcement or suggesting how to rearrange a block. 
• Suggesting how to adjust the schedule. Paid versions (ChatGPT Plus, Claude Pro) perform better—they analyze the event structure and suggest optimal options for rescheduling or shortening sections. 
• Offer alternatives if something doesn't go according to plan. Free models provide basic ideas, but paid versions can offer more logical and realistic options for replacing activities or restructuring the script.
• Assist with announcements and guest messaging. Any version can handle short messages, but paid versions make the wording more precise and professional. 
• Act as a chatbot for guests. Free solutions are suitable for FAQs and simple clarifications ("where is the venue," "when does it start"). Paid tools allow you to configure a smarter and more flexible assistant that can provide comprehensive and on-brand responses.

This real-time support helps reduce stress, make quick decisions, and maintain control of the program even when the plan changes mid-event.

A universal tool for creating an AI assistant for an event

"I want you to become an AI assistant to support the event in real time. Remember the data and use it in all subsequent responses. Event format: [description]. Program: [main blocks]. Venue: [data]. Audience type: [who]. Key features: [important details]. Potential risks: [if any].

During the event, you should help:

• Adjust timing and suggest safe rescheduling,
• formulate short announcements, 
• suggest alternatives if a block isn't going according to plan, 
• provide quick recommendations for resolving unexpected issues, 
• and maintain the style and tone of the event in all responses.

Confirm that you are ready to work in this mode, and clarify what other data you need."

5. AI can help after the event (analysis and improvement)

Analysis is key to making every event stronger than the last. AI helps quickly collect and structure feedback, identify patterns, and draw conclusions that can be used when planning future events.

AI helps:

• Collect guest feedback into a single document. AI processes messages from chats, questionnaires, or surveys and compiles them into a convenient form—a list, table, or summary. 
• Highlight recurring comments and frequently asked questions. It recognizes recurring themes, issues, and requests that are difficult to spot manually. 
• Determine which program elements worked best. AI analyzes which activities generated the most response and which performed less well. 
• Create a final report. Paid versions (ChatGPT Plus, Claude Pro) generate professional reports with conclusions, structure, key metrics, and recommendations. 
• Suggest improvements and ideas for developing the concept. Based on analysis, AI suggests what can be optimized, which formats should be strengthened, and what to try next time.

The results are easy to use, just like at other stages: save them in a cloud document, notes, or as a file, and, if necessary, ask the AI ​​to refine the report, improve its structure, or tailor the findings to the objectives of future events.

A universal prompt for event analysis

"I need to analyze an event that has already taken place. Here's the data: Event format: [describe]. Objective: [what you wanted to achieve]. Program: [briefly list the sections]. Guest feedback: [insert text or key quotes]. Results: [what went well / what caused difficulties].

Please:

• structure the feedback, 
• highlight recurring comments and key insights, 
• indicate which program elements worked best, 
• describe what can be improved and why, 
• offer specific recommendations and steps for application at future events, 
• and create a short final report in a convenient format (table + list of conclusions).

If you need additional information, please inquire."

6. Where to start

The first step is to clarify your expectations and the purpose of the event. After that, you can integrate artificial intelligence and gradually transform the idea into a structured plan.

A step-by-step start might look like this:

• Define the purpose and style of the event: business, celebratory, educational, or intimate. 
• Formulate key requirements: number of guests, atmosphere, and technical requirements. 
• Use AI to refine the concept and get recommendations for choosing a venue. 
• Compare Willing's hall options and choose the most suitable one. 
• Create a program, add interactive activities and relaxation areas. 
• Prepare guest support tools—a chatbot or a simple communication channel. 
• Consider how you will collect feedback after the event.

This is how, step by step, the idea turns into a fully operational event.

7. Why Willing Hotel venues are the perfect choice

The venue plays a vital role, making the Willing Hotel a comfortable choice for a wide range of formats. The spaces are designed to ensure guests feel at ease and organizers can easily manage the process.

Willing Hotel advantages:

• Several halls of varying sizes, suitable for business and festive events, 
• modern equipment, 
• stylish spaces that can easily be adapted to various concepts, 
• a convenient hotel location with accessible parking, 
• a professional team ready to assist at every stage of preparation, 
• and the option of accommodating guests directly at the hotel.

Using AI during the planning stage, you can quickly understand which hall is best suited to your needs, what parameters are important for your format, and how to optimally organize the work in the chosen space. Technology helps structure ideas, and Willing's venues help bring them to life.

Ready to choose a hall and book a date? Contact the Willing Hotel team, and we'll help make your event perfect.