In this article, we’ll cover:
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5 practical AI prompts you can start using in your event planning today.
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How to simplify communication, content, and decision-making with AI.
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A bonus tip for transforming post-event feedback into your roadmap for next year.
5 AI Prompts Every Event Organizer Should Be Using Right Now
Save time, streamline workflows, and elevate your attendee experience.
Event Organizers juggle a lot of moving pieces, from vendors, to marketing, to schedules, budgets, and all the curveballs that come our way. So it’s a big win when we can use AI to save time on everyday tasks, increase efficiency, or improve our workflows. Still, with all the hype around AI revolutionizing the lives of event pros, it’s not always clear where or how to best implement these tools into our actual processes.
The good news: you don’t need a new tech stack or a major shift in how you already do things to benefit!
We’ve put together a list of 5 high-impact, practical AI prompts that every event organizer should try right now. Just hop onto ChatGPT, Claude, Gemini, or similar, and give these a whirl. Plus we threw in a BONUS prompt at the end (for a post-event win). Here’s our list of the Top 5 AI Prompts Every Event Planner Should Be Using Right Now:
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1. Researching + Shortlisting Venues and Vendors
Venue selection is one of the biggest decisions in event planning, and researching options can quickly become a rabbit hole of tabs, PDFs, pricing worksheets, reviews, and back-and-forth emails. It’s time-consuming and tricky to compare options clearly.
AI can help you quickly narrow down a qualified shortlist with organized details, estimated costs, layout considerations, and more, so you can make decisions faster and with greater confidence.
Try This Prompt:
“Research 6–10 venue options in [City] suitable for a [Event Type + Estimated Attendance] in [Month/Season]. For each, include: capacity and layout notes; estimated rental or F&B minimum; catering/AV policies; notable restrictions; accessibility considerations; and 2–3 review highlights with 1 potential drawback. Present results in a comparison table.”
📍 Follow-Up:
Once you have your shortlist, ask AI to: Help narrow to the top 2–3 based on your priorities (budget, location, style); Suggest alternative venues (including non-traditional event venues if that might fit your event); and even provide clarifying questions or outreach email drafts to venue managers.
💡 Pro Tip:
You can use this same approach to build curated shortlists of vendors (think local caterers, AV support, photographers, on-site badge printing companies, décor providers, and more). Same prompt structure, different categories.
2. Drafting Attendee Welcome + Reminder Email Sequences
Clear and timely communication is a key part of attendee confidence, satisfaction, and a smooth check-in and on-site experience. But drafting emails for every stage of the attendee journey — from ticket confirmation, to registration and badge logistics, to reminders, session info, and CE tracking details — takes a lot of time, and can sometimes lead to gaps or missing details.
AI can help you create a polished, consistent email sequence that keeps attendees informed and excited.
Try This Prompt:
“Draft a 4-part email sequence for attendees of [Event Name] based on the information at [Event URL]. Include Subject lines and body copy. The sequence should consist of: (1) Registration Confirmation, (2) Know-Before-You-Go Overview, (3) 72-Hour Reminder, and (4) Day-before Event Hype Reminder/Check-In Instructions. Tone should be warm, professional, and helpful, with concise bullets for information like parking, timing, and accessing the event schedule if applicable.”
Note: if your event website isn’t up and running with all your info yet, upload a doc that outlines all the pertinent information (this can be rudimentary and does not need to be perfectly formatted, as AI can comb through it for the details). Then replace “at [Event URL]” with “in the doc I uploaded.”
👩🏻💻 Follow-Up:
Once the sequence is drafted, you can ask AI to: shorten or expand tone based on your audience; rewrite for social posts or mobile app notifications; or create versions tailored to VIPs, speakers, or sponsors.
⚡ Pro Tip:
Professional event tech companies, like Expo Pass, provide automated pre-event emails, with options like QR codes for quick scan-in at the event check-in and badge printing area, and magic link access to mobile event apps, plus allow you to customize the messaging in the emails (copy + paste from your ChatGPT output — after human edits/approval of course!).
3. Creating Event FAQs + Support Resources
A strong FAQ can significantly reduce pre-event inbox volume and on-site confusion. But building one from scratch (or updating last year’s version) can be tedious.
AI can help you organize information into clear categories and responses, plus come up with additional relevant questions attendees are most likely to ask.
Try This Prompt:
“Using the event details below, create an attendee-facing FAQ organized into relevant categories. Keep answers concise, direct, and reassuring.
[Paste event URL with venue/agenda details]”
🤓 Follow-Up:
After reviewing the initial output, ask AI to refine the categories based on your event, and review any agenda items to ensure the info is correct. Once you’ve got a good set of FAQs, you can even ask AI to convert them into formats you might need, like code you can paste into your website, or a printable PDF.
🙌 Pro Tip:
You can also lean on AI to draft email response templates to common questions, such as event check-in logistics, last-minute registration changes, or refunds. Having responses to frequent questions on-hand can help save a ton of time and stress for when the emails start rolling in during the busy days leading up to your event.
4. Developing Speaker Bios + Session Descriptions
Speaker-submitted bios and session descriptions can vary widely in tone, length, or professionalism, which can result in your website and printed materials feeling inconsistent and unclear. Or worse, your speakers may drag their feet on submitting their bios altogether.
AI can help you standardize format and clarity while also researching and summarizing key points around your speakers and organizations.
Try This Prompt:
“Write a ~75 word speaker bio for [Person’s Name], [Position/Title] at [Company Name] that is professional but engaging. [Optional: Include a relevant summary/description of the Company]
[Paste bio if provided]”
For sessions:
“Rewrite this session description to be ~100 words with a clear value statement and 3 bullet takeaways.
[Paste description or rough topic outline]”
➡️ Follow-Up:
Ask AI to adjust the tone to fit your brand, create alternate length versions (50 words, 200 words, etc.) depending on where they’ll be used, or write promotional versions you can use on socials or in emails.
☝ Pro Tip:
If speakers are slow to submit bios, ask AI to draft a first version using their LinkedIn profile or company website, then send it to the speaker for approval. People are more likely to edit/approve faster than they write from scratch.
5. Summarizing Session Transcripts + Writing Recaps
Session recordings and transcripts from in-person, virtual, and hybrid events, are extremely valuable, and in the past it would take a lot of time to process them into attendee recaps, CEU summaries, or post-event marketing content.
Now, AI can help you pull out key takeaways quickly and convert them into clean summaries.
Try This Prompt:
“Summarize this session transcript for attendees in a clear, professional tone. Include: General session overview and themes, 4-6 key insights, 1-2 notable quotes, and a wrap-up/conclusion with recommended next steps.
[Paste transcript or audio-to-text output]”
✅ Follow-Up:
Always double-check the summaries and quotes to ensure AI represents everything correctly, as it can sometimes paraphrase or reword things in unintended ways. Once verified, you can also ask AI to convert the summary into: a blog post, a speaker spotlight, a slideshow recap, or a shareable social post.
✨ Pro Tip:
Posting to your sites and emailing attendees follow-up summaries, takeaways, and spotlights can be a great way to extend engagement, build on captured leads, and add value beyond your event.
Bonus: Post-Event Survey Review + Action Plan
Gathering event and session survey feedback is essential to improving upon our events year over year, and ensuring ROI. But combing through open-text comments is time-consuming and tricky to organize. AI can help you quickly identify themes and translate them into action.
Try This Prompt:
“Analyze the following post-event survey responses and organize findings into: What We Did Well, Opportunities for Improvement, and Recommendations for Next Year. Make the recommendations actionable and prioritized.
[Paste anonymized survey results]”
🎯 Follow-Up:
Ask AI to generate: a board/leadership summary, presentation slides, or a one-page internal debrief report.
💡 Pro Tip:
Closing the loop builds trust. Sending attendees a quick “We heard you” message after the event is a great way to reinforce that feedback shapes the event, strengthening loyalty and encouraging repeat attendance and participation.
Wrapping It Up
AI isn’t here to replace the thoughtful planning, hospitality, and expertise that make your events great. But it can take time-consuming tasks off your plate, help you work faster, communicate clearer, and stay on top of all the moving pieces that make your event a success.
Even just a few well-structured prompts can streamline research, attendee communication, speaker coordination, session content, and post-event review — and make your planning life a little easier.
Ready to Make Your Next Event Run Smoother?
If you’re looking for event technology that makes everything easier, from registration to on-site check-in and on-demand badge printing, to mobile event apps and post-event analytics, Expo Pass is here to help!
👉 Reach out to learn more and get a personalized walkthrough.
