AI for your industry / Other services
AI for live events and event management companies
Event companies produce many documents for each event: proposals, budgets, run sheets, risk assessments, supplier briefs and delegate emails. AI drafts these from the brief and keeps them in step as plans change, while producers and safety leads make the calls.
Start with proposals and run sheets, which take the most senior time.
905 UK firms in conference and trade show organising have 5 to 249 staff, out of 3,995 in total. Source: ONS, UK business: activity, size and location 2026.
Where AI pays back first
More revenue
Respond to more briefs with stronger proposals.
Lower costs
Reduce planning hours per event.
Time back
Keep documents updated as details change.
Jobs worth looking at
| Job | How it often runs now | Where AI can help | What a person still checks |
|---|---|---|---|
| Proposals and budgets | Built from old decks and spreadsheets for each brief. | Draft concepts, timelines and budget outlines from the brief. | Directors check feasibility, margin and price. |
| Run sheets | Updated by hand every time timings change. | Rebuild run sheets and cue lists from the master plan. | Producers confirm timings with suppliers. |
| Event risk assessments | Copied from past events and edited. | Draft risks and controls from the venue, crowd size and activities. | A competent person reviews and signs off. |
| Supplier briefs | Briefs are written per supplier. | Draft briefs from the plan for AV, catering and security. | Producers approve. |
| Delegate communication | Emails and FAQs written per event. | Draft joining instructions and FAQs. | Staff approve before sending. |
Firms use event platforms such as Cvent, Eventbrite or Bizzabo, plus project tools. AI features are common.
Different firms, different starting points
Event agencies
Pitches and production. AI helps proposals and run sheets.
Conference organisers
Delegates and speakers. AI helps comms and content.
Production and AV companies
Technical plans and crew. AI helps briefs and schedules.
Worked example
An event agency that keeps documents in sync
An agency running about 40 corporate events a year loses hours updating run sheets and supplier briefs every time the client changes the plan.
The team keeps one master plan. AI rebuilds the run sheet and supplier briefs from it after each change.
Producers check each version before it goes out. The agency tracks planning hours per event.
Illustrative example with made-up details.
Try a practical task
Find your first job to fix
Paste this into a business AI account. Fill in the brackets. It asks you questions first, then suggests one job to test.
Try this in your AI app
ChatGPT
Claude
Gemini
CodexUsing Gemini? The button copies the prompt. Paste it into the new chat.
You are helping a UK events company find its first AI use. Ask me one question at a time.
Ask about our events, team and where planning time goes.
Look at proposals, run sheets, supplier briefs and event risk assessments. For each idea, say what the producer or a competent safety person must still sign off.
Suggest three ideas ranked by revenue first, then cost, then time, and say what a person must still check for each.
Finish with a short test plan for the best idea and how we will measure it.
Rules that shape the work
HSE guidance on event safety covers planning and managing risks at events.
Read the source: HSE: event safety
The Terrorism (Protection of Premises) Act 2025 adds duties for some venues and events.
Read the source: GOV.UK: Martyn's Law
Shadow AI
Freelancers may use their own tools. Set rules for client data.
Keeping data safe
Use business or enterprise AI accounts with model training turned off and a data processing agreement signed. Delegate lists contain personal data.
What each leader should do first
Managing director
Start with proposals to win more briefs.
Head of production
Test run sheets and risk assessment drafts with competent review.
Questions owners ask
How is AI used in event planning?
For proposals, budgets, run sheets, supplier briefs, risk assessment drafts and delegate emails.
Can AI write an event risk assessment?
It can draft one from the venue and activities. A competent person must review it and sign it off.
Will AI replace event planners?
AI cuts admin. Client relationships, creative ideas and live delivery stay with people.
What event software uses AI?
Most major platforms, including Cvent and Bizzabo, now add AI for content and attendee help.