AI is Changing Event Delivery - Are You Ready?

Written By Krista

Have you ever wondered why attendees leave some conferences energized and ready to use what they learned the minute they return to work, and others do not?  You aren’t alone.  I used to think it was that specialized content, the composition of attendees, or the keynote speaker that made that difference, but I’ve learned that those events that resonated the highest were those that delivered at a personal level with each attendee.

Once upon a time, designing a meeting meant picking a venue, building an agenda, and hoping the coffee was strong enough to keep people awake. Fast forward to today, and the game has changed —dramatically. Artificial intelligence (AI) has evolved experiential meeting design from a static checklist into a dynamic, data-driven, human-centered customized engagement. 

We’re no longer just planning events.  We are curating experiences that adapt, respond, and resonate with attendees individually and keep them returning year after year. 

Here Are Three Ways AI Is Raising the Bar on Meeting Expectations:

  1. Tailored Agendas

  2. Hyper-Personalization-the New Norm

  3. Real-Time Responsiveness Based on Live Feedback

Tailored Agendas

AI tools function like a crystal ball, building smarter, more appealing agendas. AI can recommend optimal session lengths, topics, and formats by analyzing historical attendance data, engagement levels, and even keyword trends from previous events. Not sure whether to run that breakout as a panel or a hands-on workshop? AI can make evidence-based suggestions that align with attendees’ learning styles and attention spans.  AI can also analyze past event data and look for themes and patterns in content and activities.  This allows planners to set agendas crafted specifically for the things that attendees want.  For more tips on building tailored agendas, check out this article by the American Speaker’s Bureau.

Hyper-Personalization-the New Norm

AI makes it possible to treat attendees like individuals, not headcounts. AI allows the customization of personalized experiential learning tracks with each attendee in mind.  It allows for differing connection and information absorption styles, creating individual-focused outcomes versus majority “group” needs. Imagine walking into a session and receiving a customized handout based on your role, interests, or past participation. That’s not sci-fi—that’s AI, and as a result, attendees get what they want, when they want it, and how they want to engage!

Real-Time Responsiveness Based on Live Feedback

Meetings don’t have to follow a rigid schedule anymore.

AI can monitor live sentiment through audience polling, facial recognition, or engagement analytics to make on-demand adjustments. If energy is dropping, the system can cue a break or suggest reordering content. If interest in a topic spikes, you can extend a session or add related resources on the fly. AI can even capture key discussion themes and distribute a summary to attendees to ensure that attendees can fully participate in the dialogue, versus taking notes.  

An Example of AI in Action

When a client needed to create an event agenda that responded to the needs of attendees at various stages of their career, Steele Roar used AI to help design an agenda that allowed each attendee to select sessions on the same topic presented in different learning designs.  This small customization empowered attendees to choose how they engage the topic and offered them the flexibility to meet the topic where they were in their learning journey.  By supplementing the agenda with AI, the facilitator could adapt discussions in real time to the individual needs of the participants in the room and capture these salient discussions easily and efficiently with an AI notetaker.  Eventible shares more examples of AI in action in The Rise of AI in Events: How Artificial Intelligence is Reshaping the Industry.  

Final Thoughts: Don’t Lose the Human Factor

Despite all the tech wizardry, the heart of experiential learning and meeting design remains human. AI can’t replace creativity, empathy, connection, or intuition—it enhances it. By tailoring agendas, customizing engagement, and surfacing data-driven insights, AI empowers educators, facilitators, and planners to focus on what matters: crafting meaningful, memorable experiences.  AI is a tool in the arsenal to ensure attendees get the best event possible that ignites their curiosity, presents them with new ideas and concepts, and encourages post-event action. 

Krista

Krista Ferrell is an accomplished leader in the procurement and advising sectors, currently serving as the CEO of Sterling Advising, where she leverages her extensive expertise to support organizations in achieving strategic growth and operational excellence. Prior to this, Krista held the role of Executive Director at the National Association of Educational Procurement, where she was instrumental in advancing procurement best practices within higher education. She also served as Assistant Executive Director for the National Association of State Procurement Officials, driving initiatives that enhanced procurement standards and collaboration across state agencies.

With a solid foundation in public sector procurement, Krista spent a decade with the West Virginia State Purchasing Division, where she progressed to Buyer Supervisor, managing critical procurement processes and supervising procurement activities to ensure efficient operations. Her career is marked by a commitment to innovation, operational integrity, and fostering collaboration across various sectors.

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