Smart Event Management: Must-Have AI Gadgets for Organizers

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Posted on October 16, 2023

Smart Event Management: Must-Have AI Gadgets for Organizers

Managing events involves meticulous planning, careful designing, and effective execution of the plans. Thanks to the integration of AI gadgets, the event management industry has witnessed the paradigm change in recent years. There’s no denying that the event management industry encompasses several moving parts. How about having the right smart gadgets in place to streamline your operations? AI innovations have quickly become indispensable tools for event organizers, professionals, and planners.

 The events industry is all set to touch a mammoth $2.1 trillion by 2032. AI is rapidly transforming the industry, tackling complex challenges like attendee engagement and personalizing experiences.

Walking in the shoes of an event management head or planner, it pays to remain abreast with the essential AI gadgets. In this article, we’ll explore how AI-powered technologies can streamline event management.

7 Smart Gadgets That Have Been Transforming Event Management

1.      Voice Assistants

AI-backed voice assistants have already made an impact in event management. The smart technology enables attendees to interact with event services and exchange information using natural language. This does away with the need to work on complex interfaces, while enhancing user-friendliness. Whether through voice-activated kiosks, mobile apps, or smart speakers, attendees can seamlessly access event details.

They can also receive updates in real-time and use voice commands to make inquiries. Check out these use cases of AI voice assistants in the event management industry:

  • Better engagement: The use of voice assistants offers a more interactive and immersive experience. It allows attendees to interact with the organizers in a conversational manner.
  • Delivering information: Voice assistants help event organizers deliver crucial event details like directions, schedules, and other particulars effortlessly. This can reduce the stress on your event staff.
  • Collecting data: AI-powered voice assistants can collect data from event attendees. Thus, they provide insights into their behavior and preferences to shape your future events.

2.      Streamlined Check-ins with Facial Recognition

 Being an event planner, how do you handle traditional challenges like long queues during check-ins? Manual verification processes lead to inherent delays. Thanks to AI-backed facial recognition technology, event planners can scan the faces of attendees and verify them accurately in little time. This goes a long way in reducing waiting time, besides making the check-in experience personalized.

While using the facial recognition tool, you get an opportunity to carry out an initial interaction with the attendees. Besides, this also brings you the opportunity to collect valuable data on their preferences and demographics. Later, planners need to tailor their strategies based on these details.

From major music festivals to corporate conferences, facial recognition technology has revolutionized event management.

3.      Captivating Visuals using Drones

When it comes to event marketing, there’s no scope underplaying the importance of visual content. Drones are transforming the way events are being showcased and captured. Why not market your events with a bird’s-eye view, capturing dynamic footage and aerial shots?

Outdoor event management companies are increasingly deploying drone technology, particularly in sports competitions and destination weddings.

As an event organizer, you have virtually limitless opportunities while using drones. Think of live streaming your events, creating promotional videos, and providing a unique perspective of the event to your attendees.

4.      Robotic Bartenders and Caterers

Regardless of the industry you cater to, food and beverage services are essential in any event. In this context, event planners are turning to robotic bartenders and caterers. AI-powered robotic bartenders and caterers are transforming guest experiences.

For instance, robotic bartenders are programmed to mix drinks with speed and precision. They also add an essence of theatrical flair to the event, delighting the attendees with customized cocktails. Catering with AI-powered robots ensures better consistency and efficiency in food preparation and service.

 Event management companies rely on these automated systems to handle large volumes of orders. In the process, they significantly reduce wait times and take care of the qualitative aspects of the dishes.

5.      Smart Wristbands or Badges For Attendee Engagement

As an event organizer, are you aware of the potential of wearable technology like smart badges or wristbands? Established event planners procure these smart accessories from established eCommerce platforms like Ubuy India.  These AI-powered gadgets offer a plethora of features. From contactless payments to personalized event schedules and location tracking to data collection, leveraging such technology can be rewarding!

Leveraging smart wristbands or badges, you can craft a more immersive experience for attendees, customizing these gadgets to their preferences. These wearables have benefits beyond event management. They help attendees make the most of their event expertise, delivering better satisfaction and increasing their loyalty.

6.      AI-Backed Event Security

Security is paramount at any event, and event planners are counting on AI technologies for bolstering event safety measures. For instance, many event management companies use threat detection systems and predictive analytics to identify potential security loopholes in real-time. This enables them to respond swiftly to these risks and ensure the safety of the attendees and their staff.

Forward-thinking event organizers need to integrate AI-powered security solutions onto their platforms. This would warrant a secure environment without disrupting the overall experience. This way, you can also offer better mental peace to your attendees, as they would be aware of AI systems working in the background to ensure their protection.

7.      Augmented and Virtual Reality

The use of augmented and virtual reality is transforming event experiences. Currently, the global VR market is estimated to be around $22 billion. The annual growth rate is projected to be around 15% till 2030. Event planners are capitalizing on these technologies to the fullest.

  Graph showing the growing VR market in the US

How about introducing VR headsets on-site to offer a better experience to your attendees? Elevate their experience beyond the confines of screens to provide 60-degree videos and interactive data visualizations. Besides, digital attendees can seamlessly join live events. This can replicate the sensation of people attending the event in the physical space.

Vendors and exhibitors are increasingly using AR and VR to themselves from competitors. Attendees simply need to put on a headset after stepping in and enjoy the virtual world.


Event planners and professionals in the event management industry have a new era of efficiency and engagement to cultivate. Incorporating AI to its full potential in event management can transform your operations significantly. Ranging from facial recognition to robotic bartenders, these technologies are redefining how event planners used to organize and execute them. Embrace these innovative technologies to remain competitive as you craft memorable experiences for attendees.

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