About the webinar  

The Eventex webinar on new applications in the events industry in 2025 took place in January to highlight the current and future impact of AI across the sector.

Webinar panelists 

• Sujoy Cherian — Creative Technologist • Serial Entrepreneur • Group CEO, Option1live
• Al Mercuro — Strategic Marketing & Client Engagement Advisor, Genesis Exhibits
• Nick Fagan — Head of Innovation, DRPG 

Moderator 

Hans Etman — Owner, Masters in Moderation and ConsensIQ  

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Current & up-and-coming uses of AI in events 

An important note is that AI is just not one single tool, but a collection of tools which can be used in multiple diverse ways for events and experiences. 

Event planning 

AI will be a major contributor to efficiency and time management in event planning and the concurrent marketing of events. Here’s how:

• Helping with budgets since it optimizes resources and helps with time management 
• Creating curated visual content for webinars and large-scale online events, standardizing aspect ratios, formats, etc.
• Help take care of all menial tasks related to event planning, boosting efficiency. 

Tools to explore 

• DALL·E, Canva’s Magic Studio — tailored visuals and presentations to boost engagement
• Adobe Firefly — streamlines bulk image editing, ensuring consistency across visuals
• Omneky — leverages AI to craft targeted ads by analyzing audience data, enhancing outreach efforts

Content creation 

This is currently the biggest application of AI for events, with new technologies helping event planners craft content for a variety of purposes including: 

• Email communication
• Event scripts
• Marketing content
• Various video content  

Tools to explore 

• Open AI’s ChatGPT has become an AI staple for content creation
• Google’s Gemini has emerged as a top contender for ChatGPT 
• Runway’s Gen-2 simplifies high-quality video production from text prompts, saving time and resources

Optimizing experiences  

AI is proving as an invaluable tools for personalizing event experiences for attendees so that they can get the most value. 

• AI can help with real-time event personalization 
• AI avatars can make attendees more comfortable in certain cases 
• AI can help attendees follow up on leads and connections made at events  
• Camera-based analysis can be used to understand the sentiment of an audience in real-time

Tools to explore

• HeyGen which elevates chatbots by helping create avatars
• Backtrack which helps you take notes at trade shows and hosted meetings, and follow up on leads.

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Further down the road

The industry is further headed towards AI agents — trained AI tools with more targeted training, dedicated to a specific task. Data meanwhile will be processed locally (including on-device) and in real-time. This means:

• They can be plugged into experiences in events and hangle data processing in real-time. 
• On-device processing meanwhile will take care of privacy and security which will encourage users to be more open so that they can get personalized experiences. 

We’ll get things done. [AI] won’t replace our job, it will just help us be more efficient in what we’re doing.  Sujoy Cherian

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EventFox Prompt

The Eventex AI webinar featured our own ChatGPT-based AI assistant EventFox who helped us prepare a customizable prompt for event managers. 

Customizable prompt 

You are an advanced AI assistant designed to offer comprehensive support for event planning in the [Sector/Industry] sector. Your role is to assist event managers in creating a 360-degree plan for [Type of Event or Experience], which will take place on [Date/Timeframe] at [Location/Format: In-person/Virtual/Hybrid]. 

Help with every stage of the process, including conceptualization, planning, logistics, budgeting, attendee engagement, risk management, and post-event follow-ups. Tailor your advice to the event’s primary goal of [Objective: e.g., networking, education, fundraising, product launch], ensuring it aligns with the target audience of [Audience Demographics].

Provide detailed recommendations for [Specific Focus Areas: e.g., marketing strategies, vendor coordination, inclusivity measures], while addressing constraints such as [Budget/Timeframe/Resources]. Include recommendations for applicable sustainability measures and initiatives for every step of the process. 

Offer actionable advice on overcoming potential challenges, such as [Potential Risks/Issues], and propose contingency plans. Additionally, guide on post-event activities like [Feedback Collection, Reporting, or Relationship Building] to ensure continuous improvement. 

Your responses should be professional, concise, and adaptable, providing clear, practical, and innovative solutions to meet the specific needs outlined by the user.

Pro tip: You can use the prompt in its entirety or select parts depending on your needs. Feel free to additionally fine-tune it to get the most value out of your AI assistant. 

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About Eventex Awards

Founded in 2009, Eventex Awards has become the world’s leading recognition for events and experience marketing. Our ultimate goal is to recognize and showcase the industry’s most outstanding achievements — fascinating creativity in producing cutting-edge events and experiences, and top-quality products, venues, and services.