Last-Minute Event Planning: How AI Can Be Your Time-Saving Sidekick

Promoting an event can feel overwhelming, especially when you're juggling a hundred different tasks. 

But with the help of AI, promoting your event just got a lot easier! 

In this blog post, we'll show you simple ways to use AI to boost your event promotion efforts. No tech skills required—just practical tips that can save you time and get people excited about your event.

1. Automate Social Media Posts with AI

Social media is one of the best ways to promote your event, but writing posts can feel like a lot of work. AI tools like Hootsuite's AI Writer or Canva's Magic Write can quickly generate engaging social media content. Simply input the event details and let the AI create posts that sound natural and interesting. Here’s a quick example:

"Get ready for an unforgettable evening of networking and learning! Join us on June 5th for our exclusive Startup Success Summit. Don’t miss out—register today! #StartupEvent #Networking"

You can generate a week’s worth of posts in minutes, making sure your event stays on everyone’s feed. This saves you time while ensuring consistent and engaging promotion. With so many events happening, it's easy to fall behind—so automating your social media can give you a crucial edge.

2. Use AI to Write Email Invitations and Reminders

Emails are a fantastic way to remind people about your event and get them to register. AI tools like Claude AI can help you create a series of emails for your event. You might need one email for announcing the event, another as a reminder, and a final one to create urgency as the date approaches.

For example, your first email could say:

"Hey there! We're thrilled to announce our [Event Name] happening on [Date]. It’s going to be full of [key benefits of attending]. Secure your spot now!"

These AI-generated emails can help you keep in touch with your audience and increase attendance, without spending hours writing. The key here is consistency—those who stay top-of-mind are more likely to get the registrations. Don’t let others outshine your event simply because they’ve been better at staying in touch.

3. Design Eye-Catching Graphics Instantly

To promote your event, you'll need visuals that stand out. AI tools like Canva’s AI design assistant can help you create event banners, social media graphics, or fliers without spending hours on design. Simply tell Canva what kind of design you need, and it will provide you with several customisable options.

For example, if you’re hosting a cooking class, just input "Cooking Class Event Flyer" and Canva will instantly provide you with a well-designed template, ready for you to personalise.

In today's competitive environment, eye-catching visuals can mean the difference between someone scrolling past or clicking on your event. Don’t let a lack of design skills hold you back—AI makes it easy to create visuals that capture attention.

4. Generate Engaging Blog Posts or Event Descriptions

If you need a blog post or event description to promote your event, AI tools like Claude AI or Writesonic can quickly generate content that highlights the event's main features and benefits. Just input the details, and let the AI generate something compelling that you can tweak as needed.

For example:

"Join us for an exciting evening filled with insights from top industry leaders. Whether you're a professional or just starting, our Marketing Mastery Event will help you grow your skills and network with like-minded individuals. Don’t miss out on this opportunity—sign up today!"

Creating engaging content can feel daunting, but AI helps you get it done in minutes, ensuring your event doesn’t fall behind in the crowded event landscape. Remember, the more compelling your content, the more likely people are to take action.

5. Add AI Chatbots to Your Event Page

Adding a chatbot to your event page is much easier than you might think, and it can significantly enhance your attendees' experience. Tools like ManyChat or Chatbase are very user-friendly and require no advanced tech skills to set up. These chatbots can handle common questions about ticket pricing, event schedules, or what to bring—all on autopilot. This helps build excitement and keeps people informed without you needing to manually respond to every question. Setting up a chatbot can be done in just a few simple steps, and you’ll quickly see how much time it saves!

For example, if someone asks, "Is parking available at the event?", your chatbot can instantly provide the answer, making the whole process smoother and more efficient for your attendees.

Don’t underestimate the power of instant responses—people are used to getting information quickly, and a chatbot ensures they aren’t left waiting. If your competitors provide instant answers and you don’t, you risk losing out.

6. Use AI for Personalised Event Reminders

Getting people to actually show up is a major part of event promotion. You can use AI to personalise reminders through email or SMS. AI tools can segment your audience based on their interest level (e.g., if they’ve clicked links in your emails) and send tailored reminders.

An example reminder could be:

"Hey [Name], just a quick reminder—our event [Event Name] is coming up in two days! We can't wait to see you there. Click here for details: [link]"

Personalised reminders make people feel valued and more likely to attend your event. In a world where people have numerous commitments, making someone feel special can make all the difference. Don’t let your event be the one they forget.

Wrapping Up

Using AI to promote your event doesn’t have to be complicated. These tools are here to make things easier and save you time so you can focus on creating a memorable experience for your attendees. From automating social media posts to personalising event reminders, AI offers simple, effective ways to boost your event promotion.

In today’s fast-paced world, staying ahead requires adopting tools that work smarter, not harder. If you’re not using AI to promote your events, you might be missing out on the opportunity to maximise your impact and fill those seats.

Try out these AI tips today and watch your event promotion take off effortlessly!

For more in-depth guidance on using AI to promote events, check out AI for Events by the Institute of AI Studies.

Have you used AI to promote an event? We’d love to hear how it worked for you! Drop a comment below and share your experience.

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