AI Tools Event Planners Are Actually Using (and Ditching) in 2025
AI simply has to be part of your game. It’s how top event pros in New York are planning faster, cutting costs, and pulling off events that feel effortless. The difference is knowing which tools to trust and which event tech shiny objects to skip. Here’s what’s delivering real results for planners heading into 2026.
Kicking Manual Work to the Curb
Tools like Cvent’s AI suite and Sched are streamlining the stuff no one has time for. They build schedules, handle speaker bios, draft outreach emails, and flag double bookings before you do. The time saved goes straight back into creative production, not admin chaos.
Smarter Networking, Less Guesswork
Platforms such as Grip and Brella are changing how networking works at conferences and galas. They analyze attendee data and suggest matches based on interests, industries, or even conversational tone. No more awkward "so what do you do?" openers because AI makes sure every handshake has purpose.
Marketing That Writes Itself
Planners are using ChatGPT, Jasper, and Copy.ai to generate email sequences, captions, and event descriptions in minutes. The trick isn’t to let it write for you but to let it draft with you. Most teams are building their own prompts and libraries so every message sounds like their brand, not a robot.
Personalization in Real Time
Swapcard and Hubilo are leading the charge in personal event experiences. These tools track attendee engagement and adjust recommendations as the event unfolds. Guests get session or exhibitor suggestions that actually fit their interests, and sponsors get analytics they can brag about.
Visual Planning That Saves Money
AI-driven design tools like Canva Magic Studio, Designify, and Interior AI are helping planners visualize floor plans, stage setups, and mood boards before they spend a dime. Event producers can now test ideas in minutes instead of waiting for renderings.
Chatbots That Actually Help
AI assistants are finally doing more than spitting out FAQs. Systems like Drift and ManyChat are being used at registration desks, trade show booths, and live events to guide attendees, handle check-ins, and collect feedback. The payoff is smaller teams running smoother events without losing the human touch.
Data That Speaks Your Language
Post-event analysis is where many planners are leaning hard into AI. Notion AI and ClickUp Brain summarize feedback, spot engagement trends, and surface insights in natural language with no spreadsheet digging required. The best teams use that intel to refine layouts, timing, and marketing for the next event.
What’s Getting Dropped
Planners are walking away from clunky, one-size-fits-all AI platforms that don’t integrate cleanly with registration systems or CRMs. Anything that spits out generic copy or overcomplicates a simple workflow is getting the boot. The trend is clear: use AI that solves your pain points, not someone else’s dream of automation.
Where It’s Headed Next
Expect AI to blend deeper into every tool you already use, including event software, social media ads, design platforms, and even lighting and sound controls. In 2026, the winning planners will be the ones who know how to train and direct these systems to work for them, not around them.
If you want to see what that future looks like up close, get in the room with the best of the best at The Event Planner Expo 2025. Network with top event pros, explore the newest AI tools, and see what technologies will define 2026’s most unforgettable events. Get your tickets while you still have time.
