Event planning can feel like a marathon and a sprint all at once. From organizing schedules to managing vendors, responding to attendees, and overseeing a dozen moving parts, it’s easy to get overwhelmed. Thankfully, artificial intelligence (AI) has become the ultimate assistant, helping event planners like you streamline processes, cut down on manual work, and create events that wow attendees.
At Canapii, we’re all about equipping event managers with smart tools that take the stress out of planning. Here are 7 amazing AI tools that will make your job easier, from handling logistics to keeping attendees engaged and satisfied.
1. Grammarly: For polished, professional communication
Let’s be honest: no one wants to send out an email with a glaring typo or awkward phrasing. Grammarly is an AI writing assistant that ensures your communication is always polished and professional, helping you maintain a strong reputation with sponsors, attendees, and vendors.
Why it’s invaluable:
Error detection: Grammarly catches spelling, grammar, and punctuation mistakes instantly.
Tone suggestions: Whether you’re drafting a formal invitation or a fun social media post, it helps you strike the right tone for your audience.
Consistency checks: Keeps your messaging on-brand across different platforms and materials.
From emails and press releases to social posts and event descriptions, Grammarly makes your writing clear and impactful
2. Canva Pro: Stunning visuals without a designer
Visuals are a huge part of any successful event, from promotional banners to attendee guides. Canva Pro makes it easy to create professional designs, even if you’re not a graphic design whiz.
Why Canva is perfect for event planners:
Templates galore: Choose from thousands of customizable templates for flyers, social media posts, or email headers.
AI design suggestions: Get instant recommendations for fonts, layouts, and colors to make your designs pop.
Brand kits: Keep your branding consistent across all materials with pre-set logos, fonts, and color schemes.
For event planners who want to stand out without breaking the bank, Canva Pro is an essential tool.
3. AI event chatbot: Your attendee experience superhero
Picture this: it’s event day, and the questions are rolling in. “Where’s the registration desk?” “How do I join the live stream?” “Is lunch included?” Instead of scrambling for answers, imagine having an AI-powered chatbot that handles it all for you. That’s exactly what Canapii’s event chatbot Fero does—it’s like having a 24/7 customer service team, minus the extra staffing costs.
Why event managers love it:
Immediate support: The chatbot answers attendees’ most common questions instantly, ensuring they get the help they need without waiting.
Personalized recommendations: It learns attendee preferences and suggests sessions, activities, or networking opportunities tailored to their interests.
Live navigation: For hybrid or in-person events, it can provide real-time directions to session rooms, booths, or other key locations.
Fero also integrates seamlessly with other Canapii tools, making it an indispensable part of your event tech stack. By reducing the number of repetitive queries your team has to answer, it frees you up to focus on what truly matters—delivering an unforgettable event experience.
4. ChatGPT and alternatives: Writing magic for all your needs
When it comes to crafting compelling content, ChatGPT is a go-to solution for many event managers. Whether you’re brainstorming catchy email subject lines, drafting promotional blog posts, or writing speaker introductions, this AI-powered tool is like having a writer on speed dial.
How ChatGPT helps event planners:
Email campaigns: Create attention-grabbing invites, follow-ups, and reminders that resonate with your audience.
Social media content: Generate posts that boost engagement and drive sign-ups.
On-the-spot ideas: Need fresh concepts for breakout sessions or themes? Just ask ChatGPT.
However, it’s worth exploring alternatives tailored to specific writing needs:
Jasper.ai: Ideal for SEO-optimized content and marketing materials, Jasper shines in creating high-conversion copy.
➡️ Learn more about JasperWritesonic: A great choice for short-form content like ads, taglines, and product descriptions.
➡️ Try Writesonic here
These tools save hours on writing and editing, leaving you more time to focus on logistics and creativity.
5. Otter.ai: The ultimate meeting assistant
Taking notes during planning meetings or brainstorming sessions is a hassle, especially when you’re trying to stay engaged in the conversation. Enter Otter.ai, a tool that transcribes conferences and presentations in real time, so you don’t miss a single detail.
How it helps event managers:
Real-time transcription: Capture every word from virtual or in-person meetings.
Session recordings: Transcribe keynote speeches or panel discussions for attendees to access post-event.
Searchable notes: Quickly locate key points or action items using Otter’s search functionality.
Whether you’re hashing out contracts with vendors or planning a timeline with your team, Otter.ai keeps you organized and ensures nothing falls through the cracks.
6. Trello: Stay organized without breaking a sweat
Keeping your team on track and your deadlines in check is a breeze with Trello. Its simple boards and AI automation make project management effortless.
Why event managers love it:
Automates repetitive tasks like setting due dates and sending reminders.
Lets you create reusable templates for processes like vendor checklists or speaker outreach.
Provides a clear visual of your event timeline and to-dos.
If you want a different flavor of project management, try:
Asana for detailed timelines and team collaboration.
➡️ Explore Asana hereMonday.com for advanced customization and visual workflows.
➡️ Discover Monday.com
7. Canapii: Your event management command center
When it comes to all-in-one event management, Canapii is the ultimate solution. With tools to handle everything from registrations to post-event analytics, Canapii ensures nothing falls through the cracks.
What sets it apart:
AI scheduling: Avoid double bookings with smart conflict detection.
Event translation: Canapii’s platform automatically translates the whole platform to the attendee’s chosen language, the agenda, sessions and all text within the event, is automatically translated instantly to one of 72 languages of the attendee’s choosing.
Attendee insights: Use real-time analytics to fine-tune engagement strategies.
Event planning doesn’t have to be so overwhelming. With these AI tools, you can tackle everything from attendee engagement to logistics with confidence. Whether you’re leaning on Canapii’s powerful chatbot, Canva Pro’s design magic, or Trello’s organizational ease, these tools ensure you’ll deliver memorable, stress-free events.
Ready to transform how you plan events? Check out Canapii and see the difference for yourself.
