Planning an event is a demanding and time-consuming ordeal. Whether you’re putting on an industry-specific conference, hosting a trade show exhibit, or presenting a series of corporate workshops, it’s not an easy feat to project manage these types of events. Because of all the prep work and labor, the last thing you want is to have empty seats. 

Before artificial intelligence (AI) and new technology, it was hard to know just how many people to expect at a specific event. If you selected a venue that was too large, you were left with less profit than expected. But if you undervalued the excitement of the event and booked a small space, then you lost dollars because you weren’t able to fulfill the demand for ticket sales. And even those who purchased tickets may have lost interest on the day of and opted out of the corporate event. 

For event planners, AI is transforming event ROI for the better. Read on to learn how AI is solving the no-show problem through predictive analytics, personalized reminders and recommendations, chatbot support, and even last-minute seat management.    

Predictive Analytics is Boosting Event Commitment 

You book a ticket, feeling excited and energized about the corporate event. You think about how this will advance your career, allow you to meet like-minded individuals, or even put you at the center of innovative advancements and news. However, a day or two before the event, you start to get second thoughts. Taking time off to go to the event may put you behind at work, and those feelings of excitement are replaced with obligation. The next morning, you decide not to attend and instead focus on your work at hand. 

Thanks to AI, event planners can be part of the process leading up to the event — helping those who may be jumping ship as the day comes into view. Through predictive analytics and AI behavioral analytics, planners are moving from a reactive, guesswork-driven strategy to a more proactive, data-driven approach. AI can help identify relevant audience segments that are most likely to be excited about your event. This can help with content customization, allowing planners to shape the event agenda to directly align with audience preferences. This, of course, can make the event even more appealing and lead to improved engagement and satisfaction. 

Personalize the Experience via Reminders and Recommendations   

A one-size-fits-all event isn’t going to meet everyone’s expectations. This is particularly true when a diverse group of people gathers for a corporate-driven experience. Finding what resonates with specific attendee groups is essential to ensuring guests leave feeling that the event was well worth their time and energy.

AI is able to analyze attendee interest, allowing event planners to send personalized emails and SMS messages about the event based on historical data. After all, someone who is a marketer will likely be excited about different panelists’ tracks as opposed to a designer or even an engineer. This doesn’t mean the same conference can’t apply to everyone; rather, it’s all about announcing the various panels, workshops, and breakout discussions that will be most applicable to different professional groups. Additionally, AI can take it a step further and recommend specific sessions to different groups, ensuring that the event is more valuable and also increasing the likelihood of attendance.    

Keep Attendees Engaged with Chatbot Support

Nobody wants to feel like another number in the room. But event planners and coordinators can only do so much the week and days leading up to the event. They will be responsible for ensuring the venue is set, speakers have what they need, and support staff understand their day-of responsibilities. Answering attendee questions isn’t something they have the bandwidth for, but it can make all the difference in ensuring they have the best possible experience. 

AI-powered chatbots can fill this gap by providing 24/7 instant support. They can answer FAQs, such as parking instructions and schedules, while also handling last-minute ticket purchases and assisting with registration needs. Instead of a customer support person handling one inquiry at a time, chatbots can support thousands of people simultaneously across brand websites and events. This can be a cost-effective strategy to support attendees in the lead-up to and during the event day.

Fill Every Seat with Last-Minute Seat Management

No matter how hard you try, those last-minute cancellations are bound to occur. Someone’s plane is canceled, or an illness prevents them from attending. To maximize revenue and occupancy, AI can assist with filling any potential empty seats. Through different AI tools, the technology can predict attendance trends and manage seat inventory. This can be anything from regular general admission tickets to filling VIP tables and booths. 

When a person cancels their ticket online, AI can quickly send out a marketing campaign or message to attendees on a waitlist. It can specifically target those who are most likely to convert quickly. Once again, this enables event planners and coordinators to focus on making the event an out-of-the-park experience, rather than worrying about whether every seat in the house will be filled. 

Conclusion: AI is a Smart Investment for Corporate Events

Putting on a corporate event is a huge undertaking, both logistically and financially. You could have the most stellar lineup of speakers and engaging, informative sessions, but if the right people don’t know about it or if you have the wrong attendees in the room, then it could be a waste of resources. 

AI is revolutionizing the no-show problem in corporate events by proactively engaging with individuals who would benefit from attendance, creating personalized recommendations, and assisting them with their needs prior to and during the registration process. With this, fewer seats will be empty, and those that are can be quickly filled with last-minute seat management. The result is less time spent worrying about attendance and more time focused on delivering an amazing event.