There is a lot of buzz about AI’s abilities and its limits, but one thing we all agree on: an AI tool is only as powerful as the prompts you give it. The better the prompt, the sharper the insight, the faster the solution, and the more time you reclaim for strategy and creativity.
For event planners, this means AI can help uncover blind spots, summarize data, generate fresh ideas, and personalize experiences at scale.
If you’re heading to IMEX America and want to join the Skift Meetings [AI] Innovation Lab, you’ll get hands-on experience with advanced use cases. Before that workshop, use these prompts to sharpen your AI instincts and arrive ready to go deeper.
1. Turn Notes into Marketing Copy
Prompt: “Here are raw notes from an event, including session descriptions, speakers, key themes, and general observations. [Insert raw session notes, speakers, observations].
Using this information, create three types of content:
- Short social media post: punchy, 40-60 words, witty but professional, optimized for engagement. Include key phrases from the event.
- Email announcement: 150-200 words, concise, approachable, with clear call-to-action. Highlight main sessions, key takeaways, and next steps for attendees.
- Website blurb: 100–150 words, SEO-friendly, capturing the event’s essence and audience appeal.
Style preferences: Use clever, concise phrasing and a forward-thinking voice.
Please produce content that is energetic, engaging, and tailored to the audience while reflecting the event’s unique highlights. Provide 2–3 creative variations for the social post.”
Expected Output: Drafts of text in correct tone and structure, not final graphics.
This will help you save time converting raw notes into multiple marketing formats, providing a solid starting point for editing and scheduling posts.
2. Summarize Post-Event Survey Data
Prompt: “I have survey data collected from [insert stakeholders, e.g., attendees, speakers, sponsors].
Using this data, please:
- Summarize 3–5 key trends: Identify patterns, insights, and recurring themes from the responses. Include both positive highlights and areas of concern.
- Suggest 3 actionable improvements: Provide practical recommendations that the event organizers could implement for future events.
Survey data: [Insert raw survey responses or aggregated data]
Please ensure the summary is clear, structured, and easy to act on, emphasizing trends and actionable recommendations that can meaningfully improve future events.”
Expected Output: Bulleted summary highlighting patterns, concerns, and improvement ideas.
Planners can quickly identify insights without manually combing through hundreds of responses, helping focus on actionable changes for future events.
3. Identify Hidden Risks in Event Plans
Prompt: “Here’s an event plan including schedule, staffing, budget, and vendors.
[Insert schedule, staffing, budget, vendor information, or other relevant notes].
Using this information, please:
- Identify potential risks: Consider operational, financial, logistical, staffing, and vendor-related risks. Include both obvious and less obvious risks that could impact the event’s success.
- Suggest mitigation strategies: Provide practical, actionable recommendations to reduce or prevent each identified risk.
Prioritize risks by likelihood and potential impact. Offer solutions that are feasible and actionable within typical event constraints. Please provide a structured summary highlighting key risks and corresponding mitigation strategies to help ensure the event runs smoothly.”
Expected Output: A list of likely blind spots with basic mitigation suggestions.
This prompt can help you get a second perspective to spot issues that might have been overlooked, supporting better contingency planning.
4. Automate Routine Event Communications
Prompt: “I have an event schedule and FAQ for [insert event name]. Using this information, please:
Draft chatbot responses: Provide concise, friendly, and helpful responses for FAQs, including questions about:
- Event schedule and session times
- Speakers and topics
- Venue, parking, and accessibility
- Registration or ticketing issues
Style/Voice: Friendly, professional, and helpful. Responses should be short, conversational, and easy to understand.
Event details: [Insert schedule and FAQ content]
Please produce structured outputs with placeholders for dates, times, and links so they can be easily customized and deployed.”
Expected Output: Text drafts ready for review and minor editing.
An effective way to reduce repetitive writing tasks and give planners a base for automated messaging without writing from scratch.
5. Benchmark Competitor Events
Prompt: “Here are competitor agendas and marketing summaries: [Insert agendas, marketing summaries, and other relevant information]
Using this information, please:
- Identify gaps: Highlight content, features, or strategies competitors are missing or underdeveloped. Focus on areas that are relevant to our audience and market.
- Suggest 3 opportunities for differentiation: Recommend ways our event or offering can stand out, including unique sessions, innovative marketing approaches, or added value for participants.
Please provide a structured summary highlighting gaps and actionable differentiation strategies, with reasoning for why each opportunity is valuable.”
Expected Output: Text-based comparison highlighting areas where your event can stand out.
Get insight into competitive positioning quickly without extensive manual research.
6. Synthesize Sustainability & Social Impact Insights
Prompt: “I have data on previous sustainability initiatives for [event name], including results and outcomes.
Using this information, please:
- Summarize what worked: Highlight initiatives that were successful, including measurable outcomes and positive impacts.
- Summarize what didn’t work: Identify initiatives that fell short, including challenges or unintended consequences.
- Propose 3 realistic improvements: Recommend actionable initiatives aligned with relevant Sustainable Development Goals (SDGs) to enhance future sustainability efforts.
Data: [Insert previous sustainability initiatives and results]
Please provide a structured summary that clearly separates successes, failures, and recommended improvements, with reasoning for each improvement.”
Expected Output: Concise report-style summary with suggested initiatives.
This prompt helps integrate ESG goals into planning with measurable ideas and avoids repeating ineffective strategies.
7. Build Scenario-Driven Budget Summaries
Prompt: “Based on the financial information I provide, including costs, revenue, and expected attendance, generate 3 budget scenarios.
Create:
- Conservative: Prioritizing cost control and minimal risk.
- Growth: Supporting moderate investment for increased impact and revenue.
- Experimental: Allowing for innovative initiatives with higher potential upside.
Highlight key areas for spend flexibility: Identify line items or categories where adjustments could be made to optimize outcomes in each scenario. Focus on decision-making insights and risk management.
Financial data: [Insert costs, revenue, and expected attendance]
Please provide a structured summary with each scenario clearly outlined, including rationale for allocations and suggestions for flexible spending areas.”
Expected Output: Table or summary highlighting trade-offs and opportunities for budget allocation.
Helps planners quickly visualize financial scenarios and make informed decisions about priorities and ROI.
Why This Matters Before
These prompts are designed for planners who already know the basics. They push AI beyond task automation and into decision-making, risk management, and innovation.
At the [AI] Innovation Lab, you’ll explore even more prompts, refine your skills in real time, and test ideas alongside peers during the AI Prompt World Cup.
Seats are capped at 100 participants, so if you want a pre-show experience that positions you as an AI leader, this is the one to prioritize.
What You’ll Gain in the Lab
- Frameworks to champion AI responsibly and ethically
- Real-world examples of what actually works in event planning
- Peer-driven insights from planners experimenting in the field
- Hands-on practice building prompts that save hours and unlock innovation
You bring curiosity and your laptop. You leave with practical skills, confidence, and a strategy you can use immediately.
Further Reading: 4 AI Use Cases for Event Planners