AI in Event Planning: What’s Real, What’s Hype, and What You Can Use Now
San Francisco, CA | Updated: 05/06/2025
This article is part of our ongoing AI in Event Planning series, where we explore how artificial intelligence is changing the way events are imagined, marketed, and executed. As the landscape continues to evolve in 2025, we’re focusing this update on what’s working right now, what’s still mostly hype, and how planners can start using AI practically—today.
The Shift: From Curiosity to Practicality
In earlier installments of our series, we covered the exciting promise of AI for attendee engagement and logistics. Now, we’re seeing planners shift from experimentation to execution. The question isn’t “Should I be using AI?”—it’s “Which tools are actually saving me time or improving my events?”
What’s Real—and Already Helping Planners
Here are AI applications you can confidently use today to streamline planning and deliver smarter experiences:
- AI-generated content for emails, invites, and social posts: Tools like ChatGPT, Jasper, and GrammarlyGO are helping planners write faster and better—from agenda titles to speaker intros to post-event thank-yous.
- Smart scheduling assistants: Platforms like Clockwise or Reclaim.ai coordinate meetings across time zones and calendars, making it easier to manage multiple speakers, vendors, or breakout sessions.
- Attendee matchmaking + smart networking: Tools like Grip and Brella pair attendees based on interests, behavior, and goals—elevating the value of in-person connection.
- Event chatbots + live FAQ agents: AI-driven chat on your registration page or event app can answer common questions, reduce inbox volume, and even direct attendees to the right onsite support.
- AI-powered recaps + reporting: Tools like Otter.ai and Zoom’s AI Companion can transcribe sessions, generate summaries, and provide keyword-rich reports for post-event wrap-ups.
What’s Still Hype (For Now)
There’s a lot of buzz around AI—but not every tool is ready for primetime. These may be promising, but we don’t recommend relying on them just yet:
- Emotion detection at live events: The idea of AI reading your crowd’s mood through facial expressions or tone is still experimental—and brings ethical and privacy concerns.
- Fully AI-run event planning platforms: While AI can help with components, full-service planning still requires human nuance, vision, and decision-making.
- AI-generated speakers or avatars: Novel in virtual event demos, but not a fit for most corporate, high-touch, or culture-driven environments.
How to Start Using AI in Your Workflow
Here’s how to integrate AI without needing to overhaul your process:
- Get quick drafts for content: Use AI to brainstorm event titles, write announcements, or polish email campaigns.
- Create timelines and checklists: Tools like Notion AI can help generate step-by-step planning guides based on your inputs.
- Automate follow-ups: After the event, use AI to summarize survey results, generate personalized thank-yous, or produce recap decks.
For a deeper dive on AI-powered logistics, see our article on AI for Event Logistics and Operations.
Use AI as a Tool—Not a Replacement
AI is best when it enhances what you already do well—not when it replaces strategy or creativity. The planners who see the biggest gains use AI to accelerate routine tasks so they can focus on the moments that matter. And always consider data privacy and transparency when using AI tools with attendees or clients.
How The Midway Is Using AI
Internally, we’re using AI for content generation, marketing strategy, and operations scheduling. We’re also working with clients who bring AI tools into their activations, live events, and even culinary experiences. The goal? To streamline effort and amplify impact—without losing the personal, creative edge that makes events unforgettable.
AI That Works Now (and What’s Next)
AI in event planning is no longer experimental—it’s here, and it’s practical. The key is knowing which tools support your process and which ones are still hype. As we continue to explore new technologies at The Midway, we’ll keep sharing what’s working and how to apply it in real-world planning.
Reach out to our team if you’re planning an AI-enhanced event—or just want a venue that understands what’s next.
Looking for Event Space in San Francisco?
Let us know how we can help with your organization’s event needs. The Midway customizes events of all types and sizes with our versatile spaces, culinary options, and technological know-how for maximum impact and a successful experience.
Whether you are in early planning stages or interested in discussing specifics, please contact us for more info.
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