How many AI agents can your team take?
A personal appearance by Taylor Swift, seaweed and insect protein canapes, and driverless car transportation will get your event noticed. But your innovative spirit and abundant investment will be totally in vain if your event administration fails.
In events, as in life, it’s the apparently boring, mundane processes and tasks that keep our worlds turning. In the dynamic, time-sensitive, process dependent world of events, planning and administration are beyond critical. Event administrators have to grapple with a whirlwind of challenges. From managing countless registrations to coordinating complex logistics, the workload can feel overwhelming. But now AI delivers an ingenious solution in the form of AI agents.
AI agents are an event administrator’s dream come true. And, unlike a fan cohort of Taylor Swift’s Swifties, they only answer back when you ask them to, however mundane the assignment. These innovative tools are currently revolutionising event administration, streamlining processes, reducing errors, and enabling seamless participant experiences.
At Shelton Fleming, we fully embraced the use of AI agents and their expert knowledge atour recent event for KPMG at Workday Rising in Amsterdam in December 2024.
Embracing your inner perfectionist with AI agents
At a basic level, AI agents are autonomous programs designed to execute repetitive tasks. But their extended applications are vast and their talents multi-faceted. They range from simple, rule-based systems to complex models that evolve with the data they process.
Think of them as perfectionist digital assistants, adept at handling diverse tasks and ultimately making them more efficient. Because, unlike traditional software, AI agents use machine learning to adapt to new information, learning and automating tasks, and constantly improving their performance over time. They can interact with users through natural language processing, making them accessible and easy to use. And because they’re so flexible, they can be deployed across a multitude of tasks for a huge variety of clients in different sectors.
Simplifying a multitude of administrative tasks
AI Agents make light work of all the jobs event administrators dread. They simplify a multitude of tasks, like managing participant registration, sending confirmations, and handling enquiries, saving event administrators hours of laborious work. They can even create tailored communications for different participant groups and analyse data to generate insights for future events. And if you like, they can even schedule speakers, book venues, and coordinate logistics. This automation frees up valuable time, allowing you to work strategically and creatively.
Enhancing the individual attendee experience
By automating registration, personalising communication, and providing real time support, AI Agents enable a smooth and friendly experience. Participants receive prompt, relevant information, making them feel more valued and engaged throughout the event. Again, tailoring communications to different groups ensures that individuals receive information relevant to their interests and needs. In turn, this personalisation boosts satisfaction and engagement, nurturing a sense of connection.
Integrating AI agents transforms event administration
Time savings: Automation of repetitive tasks frees up event administrators to focus on more strategic and creative input.
Cost savings: By automating tasks and optimising resource allocation, AI agents can help reduce overall event costs.
Process efficiency: AI agents are less prone to human errors, ensuring accuracy in critical tasks such as registration and scheduling.
Enhanced participant experience: Personalised communication and real time support contribute to a more satisfying and engaging experience for attendees.
AI agents that behave as responsive, collaborative, digital assistants are no longer the stuff of sci-fi movies, but a tangible solution reshaping our events and experience industry. As AI technology advances, we anticipate ever more sophisticated and innovative applications in event administration and planning. At Shelton Fleming, we’re actively embracing new AI technologies that enhance cost, time, and process efficiencies, while delivering seamless, highly personalised, intelligent experiences.
Author: Christopher Joyce, senior writer at Shelton Fleming, who elevates the conversation with insights on trends impacting business transformation, events and experiential marketing.
