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The Importance of AI Event Concierge to Deliver Memorable Experiences

The Importance of AI Event Concierge to Deliver Memorable Experiences

This can be a sponsored publish written by Marijana Vukovic, CMO at SpiceFactory. Extra details about Event Supervisor Weblog’s sponsored posts.

This text will take a deep dive into digital concierge service for occasions – AI-powered occasion chatbots – their advantages, and customary use instances, revealing all you want to find out about this know-how and its capabilities.

When individuals hear the time period ‘event concierge,’ they often give it some thought as a premium service that isn’t obtainable to each attendee at each occasion.

And that’s almost definitely the case with a standard human concierge service – an individual, or a group of individuals catering to your exact wants throughout an occasion or a convention.

A high-touch service like that often comes with a hefty price ticket. Nevertheless, issues get far more reasonably priced when the occasion concierge service goes digital.


AI-Powered Chatbot as a Digital Event Concierge

Merely put, chatbot is a pc program that may be educated to have conversations with customers by means of a chat interface. It’s an automatic system for communication with customers that may be built-in into web sites, purposes, or messaging apps like Fb Messenger.

Enabled with AI applied sciences, resembling machine studying and pure language processing (NLP), a chatbot can play a task of an occasion concierge, offering the sensation of a premium service for individuals.

An occasion chatbot that’s educated with area information and that may study from interactions with customers is a invaluable channel for occasions to automate and scale participant communications and help.

That’s the reason increasingly occasion organizers use AI chatbots to reply attendee questions and meet their wants on-demand, 24/7, with out involving their help employees, and with out breaking the financial institution.

And since chatbots stay on the favored messaging platforms like Whatsapp, Viber, and Fb Messenger i.e. the place most customers already spend their time, there isn’t a want for them to obtain a separate app to work together with their occasion concierge.

The advantages of a digital occasion concierge are twofold:

Event planners, convention and assembly organizers handle their full agenda, logistics information, and sponsors’ content material extra simply whereas automating widespread help duties

Members take pleasure in quick access to all of the occasion info that issues to them by way of a device that additionally retains them related and engaged.

Now, let’s dive deeper into the worth that a digital concierge or an occasion chatbot can deliver to occasion planners and their viewers.


  • Out there to Help Attendees 24/7

Event concierge can reply questions or carry out sure duties for attendees 24/7 which reduces strain on occasion employees. And the perfect half is, the extra it’s used the higher it will get at understanding the consumer’s context and sentiment.

To make this potential, an AI chatbot leverages sentiment evaluation to perceive the emotion that the consumer is expressing and use that understanding to present a greater response or a tone of response to them. The finish objective is to present a greater attendee expertise.

Event chatbots can work together with a whole lot or hundreds of attendees on the similar time by way of their most popular messaging channel, be it Fb Messenger, Viber, WhatsApp, or Skype with little to no human interplay.

Professional tip: Ensure to select a closed area AI chatbot that works in your particular area of interest i.e. occasions, conferences, conferences, and that may immediately retrieve a response from a database and probably additionally generate new solutions for the customers. This sort of chatbot is educated with the information particular to the occasion business and can take a pair of days as an alternative of weeks to rise up and operating.


  • Elevated Attendee Engagement

For busy occasion planners, the query of how to successfully maximize attendee engagement is often an afterthought. Enabling a frictionless occasion day expertise takes so much of planning, totally different techniques and instruments, in different phrases, money and time.

With an occasion chatbot, planners can have all of the interactive viewers engagement capabilities they want, comparable to reside Q&A, to get their attendees to actively take part within the subjects they care about.

A chatbot is a wonderful device to drive conversations so attendees can share their concepts and opinions and luxuriate in a extra interactive occasion expertise. And if they want, they will do it anonymously!

Professional tip: Leverage an occasion chatbot to allow your viewers to price periods and ask questions stay to audio system and presenters. Most individuals are extra doubtless to take part in Q&A periods if they will achieve this with out talking right into a mic in entrance of the gang. You possibly can allow your attendees to take part in Q&A anonymously by way of the messaging app they’ve on their telephone. When utilizing a chatbot for Q&A, make certain to have somebody out of your group to average the questions in order that the speaker solely solutions probably the most related and fascinating questions.


With the assistance of a digital occasion concierge, you will get your individuals concerned and discover out what they’re desirous about related subjects with stay polls. A sensible occasion chatbot can join to digital signage shows so you possibly can mechanically share the outcomes together with your viewers.

Plus, with the choice to fee audio system and periods, you’ll see what your viewers thinks concerning the high quality of your convention program, subjects, and audio system.

Typically occasions, occasion organizers don’t have this degree of perception to perceive what sort of content material and what content material particularly resonated with their viewers probably the most.

An occasion chatbot delivers these necessary insights and helps you form your subsequent occasion based mostly on the opinions of individuals who matter – attendees, sponsors, exhibitors, and companions.

Professional tip: Ship your follow-up survey instantly to your attendees Fb Messenger inbox and attain much more individuals than you’d with a typical net survey. Statistics present that Fb Messenger has the most effective engagement fee over different advertising/help channels. For the sake of comparability, it’s value noting that Fb Messenger has an 80% open fee vs. e-mail that has a mean open fee of 21%.   


  • Enhanced Event Expertise via Gamification

An occasion chatbot allows organizers to incorporate gamification into their occasions, creating memorable occasion experiences via quizzes, treasure hunts, giveaways, and different techniques relying on the occasion theme.

We’ve seen many examples of occasion gamification gone mistaken as a result of occasions typically drive individuals to take part. The key’s in understanding your guests and their pursuits and aligning your recreation to what they’re already doing i.e. their present context.

And that’s the place AI occasion chatbots actually shine by means of – you possibly can time your messages in order that they don’t distract attendees and make it so simple as potential to take part in and benefit from the recreation by way of clean conversational expertise.

Professional tip: Gamification with chatbots is a brand new method to interact attendees at your occasion. Nevertheless, if you would like to successfully combine gaming parts into your occasion chatbot, you’ll want to contemplate your viewers demographics (age, position, and so on.) and psychographics (pursuits, attitudes, and so on.). As well as, search for an AI chatbot that leverages machine studying and sentiment evaluation to detect consumer feelings and supply personalised strategies/experiences.


  • Straightforward Entry to Event Information

An occasion chatbot can ship all of the details about the schedule, audio system, periods, or the logistics of the occasion to your individuals on-demand, proper from the messaging app they already use day by day.

We’ve all heard about this – app fatigue is impacting the occasion business as properly. Individuals are shifting away from downloading apps, particularly if they’re single-purpose apps like occasion purposes.

Now you possibly can ship all of the agenda information your members want on-demand by way of messaging apps they have already got on their telephone. Nothing new to obtain or set up!

Attendees can simply:

  • Discover periods they don’t need to miss
  • Get information about audio system and their talks
  • Get related speak suggestions

Professional tip: Earlier than utilizing a chatbot as a communication and help channel on your occasion, discover out which of the favored messaging apps are extensively utilized by your audience and verify if they permit chatbot integration. By deploying your occasion chatbot on the suitable channel you’ll guarantee higher attain and improve the return on funding in your digital occasion concierge.


  • Deliver Well timed and Related Notifications

Organizers typically have the necessity to ship sure messages to particular segments of their viewers solely. They used to do that by way of e-mail, however now this sort of communications may be completed far more fluently by way of a conversational occasion chatbot.

So, for instance, a chatbot can broadcast a selected message to audio system solely, or ship workshop updates to a phase of the viewers participating in a selected workshop.

One other nice use case for real-time notifications are sudden modifications in schedule or speaker cancellations and everyone knows this could occur last-minute. With an occasion chatbot, you possibly can notify all attendees immediately and assist them maximize the time they spend at your occasion.

Professional tip: An AI occasion chatbot can also be nice for sending scheduled, private reminders to attendees. For instance, you should use it to notify attendees that the session they favorited is about to begin. Your viewers will love this degree of personalised communication that helps them keep organized.


  • Elevated Sponsor Publicity

Sponsorships are the lifeblood of any occasion. With an occasion chatbot, you possibly can maximize the visibility and attain of your sponsors with perfectly-timed bulletins, provides, and emblem placements.

Your sponsors may have one other channel to join together with your viewers (their potential clients) however you gained’t have to sacrifice attendee expertise. Quite the opposite, sponsored content material might be blended seamlessly into their context whereas interacting together with your chatbot.

Professional tip: Use your occasion chatbot to ship well timed notifications to attendees and hype them with cool prizes provided by the occasion sponsors. You can too use this channel to cross-promote an upcoming occasion (when you run a collection of occasions) to attendees based mostly on their pursuits.


  • Conversational Consumer Interfaces (UIs): Textual content + Voice

To date, we mentioned the capabilities of chatbots that use textual content to converse with customers. However what about voice-based conversations and their use for occasions?

AI assistants like Alexa, Google Now, and Siri may be used to assist individuals plan their occasion attendance from the consolation of their house. Including particular gadgets to your calendar by way of a voice assistant, listening to at the moment’s schedule or speaker/speak description could be only one voice command away.

We will anticipate to see motion within the conferences and occasions business towards the voice interface, in addition to the messaging one – they’re fairly complementary. Chatbots will revolutionize the best way organizers information members by means of their occasion expertise, and voice interface is on the forefront of that change.

Professional tip: Whether or not your bot converses with customers by way of textual content or voice, you’ll need to make sure that it’s educated to appropriately talk your model character and voice. Most customers know that the chatbot isn’t an individual, however they nonetheless need to join to their picture of a model they’re interacting with by way of a chatbot.


In Conclusion

As occasion organizers and assembly planners begin to leverage the complete potential of the obtainable AI applied sciences, we’re going to see vital modifications within the occasions business.

With occasion chatbots powered by synthetic intelligence, occasion experiences will turn into extraordinarily personalised, enabling attendees to eat occasion content material in a approach that’s tailor-made to their pursuits and preferences.

Organizers, however, shall be in a position to handle their occasion content material and communications extra simply. They’ll give you the option to collect high quality insights about their individuals’ expertise, serving to them optimize their future occasions.