Are there benefits to using AI and ChatGPT in Meetings and Events Operations?

June 12, 2024

In today's interconnected world, AI's (Artificial Intelligence) significance has soared, holding the potential to revolutionize industries across the board. That notion isn't just theoretical— it's increasingly being accepted globally. “Generative AI is going to usher in massive productivity gains and improved cost structures for businesses of all types,” says Jill Chase, Partner at CapitalG, in a Forbes article. The question of AI integration is top of mind for many professionals and businesses. So, is it time to start weaving AI into your meetings and events operations? If yes, where to begin?

As the Meetings & Events (M&E) industry constantly searches for innovative ways to enhance engagement and streamline processes, ChatGPT (Chat Generative Pre-trained Transformer), a large language model-based chatbot, stands out.

What is ChatGPT and why does it matter?

ChatGPT is a state-of-the-art artificial intelligence model developed by OpenAI, designed to understand, and instantly generate human-like text, based on the prompts it receives. Examples include its ability to craft a range of written materials, from articles and social media posts, to essays, code, and emails. By signing up, users can access the free GPT-3.5 version, while the advanced GPT-4 version and priority features are available to "ChatGPT Plus" paid subscribers.

In a study posted via SSRN (Social Science Research Network) in March 2023, researchers tested the version GPT-4, an AI model, on the UBE (Uniform Bar Examination) —examinations “designed to test knowledge and skills that every lawyer should be able to demonstrate prior to becoming licensed to practice law”. This AI model not only aced the multiple-choice questions but also performed impressively on the essay and practical sections. In fact, GPT-4 outperformed older AI models and even did better than humans. (So, if ChatGPT-4 was a person, it would have passed the lawyer's test with a good score.) This accomplishment underscores a pivotal shift in our technological era.

Despite outperforming humans in most of the subject areas in the UBE, it's crucial to understand that the rise of AI doesn't signify a replacement of human efforts; rather, it enhances them. The true paradigm shift lies in this: AI will not replace you, people using AI will.

This breakthrough highlights the benefit of AI across various sectors. For the Meetings & Events (M&E) industry, where efficiency, service and attendee engagement are important, integrating AI tools like ChatGPT becomes essential for event planning and execution.

Use cases for ChatGPT in Meetings & Events

Content creation for meetings and events

In the fast-paced landscape of meetings and events, content has a key role in shaping the experience, from initial promotions to post-event follow-ups. Content creation, however, can be a time-consuming task.

This is where ChatGPT comes in handy, an AI tool capable of generating diverse content tailored to the specific needs of any industry. With its advanced natural language processing abilities, ChatGPT streamlines the content creation process.

Below are 7 ways meetings and events professionals can use ChatGPT to create content:

1. Talking Points: ChatGPT can help craft talking points for speakers ensuring engaging presentations which flow.

image shows a screenshot of Chatgpt interface

2. Social Media Posts: ChatGPT can generate human-like text tailored to specific contexts, such as social media posts, based on the input and guidelines provided. This saves meetings and events professionals a lot of time and resources, as ChatGPT can create engaging posts that captivate audiences and promote events effectively.  

image shows a screenshot of Chatgpt interface

3. E-mails: From newsletters to event reminders, ChatGPT can automate and personalize email content for various attendee touchpoints. Moreover, it has the capability to tailor content specifically to each recipient, ensuring that the message resonates with individual interests, just like the personal invites shown in the screenshot below. This means higher engagement and a more personalized experience for your attendees.

three images each displaying an email to different recipients drafted by Chatgpt

4. Schedules and itinerary: Crafting a unique event schedule can be a challenge. ChatGPT, when provided with specific requirements, can suggest potential schedules. For example, if you're organizing a one-day conference with networking and specific attendee needs, ChatGPT can help draft an itinerary with timings that caters to these constraints.

image shows a screenshot of Chatgpt interface - prompt is to create a schedule/itinerary

5. Attendee communication and event updates: ChatGPT can help create enticing content when communicating with attendees to keep them engaged prior to and during the event. When event dynamics change, ChatGPT can assist in generating appropriate messages or content to communicate these changes. For example, if a session is rescheduled or a speaker changes, organizers can use ChatGPT to quickly draft emails or notifications.

6. Marketing Material: By inputting event details, ChatGPT can draft other marketing content such as press releases and brochures. ChatGPT can generate creative content that aligns with the event's theme and goals.

7. Job Postings: Whether it's for event staff or full-time positions, ChatGPT can help craft postings that attract the right candidates. Simply input the role's requirements and desired qualifications.

Translate content to multiple languages for global attendees

Seamless communication is vital for event success. Perhaps all attendees do not speak the same language so ensuring that information is accessible to everyone is crucial. ChatGPT can assist by translating content into multiple languages. This capability is beneficial, especially for international conferences or events with a diverse attendee base.

Event professionals can translate important content such as event details, important information or promotional materials, into various languages. For instance, imagine you're hosting an international conference where the official language is English, but you want to ensure that attendees from different regions can access information in their native languages. By inputting the English content into ChatGPT and specifying the desired target language, you can immediately obtain translations. This empowers events professionals to break language barriers and create an inclusive environment where participants from diverse linguistic backgrounds feel engaged and informed. This leads to a more personalised experience and successful events.

image shows a screenshot of Chatgpt interface - prompt is to translate text to German and another to Cantonese

Analyse event feedback to improve future events

Comprehending event feedback and data is essential for continuous improvement and repeat business. ChatGPT offers text analysis capabilities that can extract meaningful insights from written content, streamlining the process of understanding attendee feedback and event performance. For example, say you received feedback like, "The conference could benefit from more diverse speaker representation to cover a broader range of industry-specific topics”, you can use ChatGPT to identify key action points from such feedback. Action points could be uncovered as enhancing speaker diversity, refining content delivery, and strengthening attendee engagement.

Additionally, ChatGPT's text analysis can go beyond feedback interpretation to categorize sentiments. For example, it can create a table that lists positive and negative words found in event-related discussions. This not only provides meetings and events professionals with a snapshot of public sentiment but also assists in identifying areas of success and opportunities for improvement. For instance, let’s say you receive feedback about the venue being overcrowded, text analysis can highlight the negative sentiment associated with the venue's capacity. This equips event professionals with the insights they need to fine-tune strategies and improve future events.

image shows a screenshot of Chatgpt interface - a table analysing event feedback and highlighting positive and negative words

Integrate ChatGPT into your own application
image explains api integration

ChatGPT offers a range of integration possibilities for diverse applications. This is useful to quickly generate content directly in your own app or software. Whether you're considering coding interactions with its API in a web app or utilizing it within software to automate content generation, the potential uses are proving to be vast.

image is of chatgpt chat - screen displays request for chatgpt to write code

Qondor is in the development of an invite only beta in using ChatGPT directly from the Qondor user interface to enhance users’ experience, and further increase their efficiency in meetings and events operations.

❗Use ChatGPT for things you know how to evaluate

When incorporating ChatGPT into your meetings and events operations, consider using it for tasks where you can verify the accuracy of the information provided. Remember, while ChatGPT is adept at providing responses aligned with your input, its insights should always be balanced with facts. ChatGPT acknowledges this in its own disclaimer: ‘ChatGPT may produce inaccurate information about people, places, or facts.’  Note that the current version also has a knowledge cut-off date of September 2021. (OpenAI is said to be working on a more up-to-date version). Currently, anything after that date is not within its knowledge base.

Put simply, you should be able to verify that any factual output is accurate. ChatGPT is an expert in churning out what YOU want to hear, not always what is necessarily correct.

Data privacy in ChatGPT: what you need to know

Be mindful when using ChatGPT - always avoid sharing personal or sensitive information. While ChatGPT integrated into other applications does not use your conversations for training, interactions on will. Remember, while you own the output of the conversations, they could potentially be a part of the training process when conducted on Prioritize privacy and discretion in all your interactions with ChatGPT.

Final thoughts

In the dynamic world of Meetings & Events, staying ahead means embracing tools that offer both efficiency and innovation. ChatGPT presents a unique opportunity for meetings and events professionals to redefine their operations. As we've explored, its applications within the meetings and events sector are vast and varied, from content creation to insightful data analysis. However, like any tool, its effectiveness hinges on thoughtful and informed usage. By understanding its strengths, potential applications, and being mindful of privacy considerations, meetings and events agencies can benefit from utilizing ChatGPT. As the landscape of event planning and execution evolves, those equipped with the knowledge and tools like ChatGPT look to lead the way.

To reiterate: AI Will Not Replace You, People Using AI Will.


How AI is Changing the Future of Work, Forbes

Uniform Bar Examination, NCBEX

GPT-4 Passes the Bar Exam, SSRN

Commonly asked questions about ChatGPT, OpenAI

Using Gen AI to Supercharge Your Meetings & Events Operations

Our COO of Qondor, Nils, led this most-attended session at IBTM World 2023, 'Using Gen AI to Supercharge Your Meetings & Events Operations,' focusing on the role of ChatGPT and AI in the meetings and events industry. He shared up-to-date knowledge and answered audience questions on how Generative AI can be leveraged in the Meetings and Events space, watch the full talk below:


Thousands of meetings and events professionals are boosting their efficiency and business with the meetings and events software, Qondor. Want to experience the time-saving advantage they're leveraging? Book a demo today.