Best AI tools for event planning to organize events of any scale

Organizing successful events is a responsible and time-consuming job that requires lots of coordination and attention to detail. Whether you're planning a private party or organizing a big professional event, this article will present you with tools that can help with managing events of any scale.

Modern event technology can drastically save time by automating mundane tasks, which is why we have focused on tools that include AI functionality to automate your workflows.

Let's dive in!

Weavely - AI tool for event registration and attendee tracking

The first real interaction your guests have with your event is the sign-up process. While many event organizers still default to Google Forms for online registration, such forms usually lack the professional polish your event deserves.

Weavely is a free AI form builder that acts as a flexible event planning assistant to solve this exact problem. You can simply describe your event, and Weavely will instantly generate an event registration form that looks stylish and includes all the necessary questions. It intelligently ensures you don't forget any important details, such as:

• Automated conditional logic that shows relevant follow-up questions based on user's responses
• Menu preferences and dietary restrictions to keep your catering team happy
• Emergency contacts or accessibility needs for a safer event environment
• Unlimited form submissions

In addition, if you have your event details or questions outlined in a PDF or a Google Doc, you can feed that document into Weavely to turn it into a functional event sign-up form. You can even use AI to set up answer piping to personalize the form.  

Finally, make it look "pretty" by uploading your logo. The AI extracts the brand colors and fonts for you. And once the sign-ups roll in, you can easily manage your attendee lists. Download them as a CSV or PDF, or send them directly into event planning software like Airtable natively.

Pricing

Weavely offers most of its functionality for free and allows you to collect unlimited responses. If you want to use custom domain or remove Weavely banner from the form, you can upgrade to a pro plan at $20/month.

Airtable - AI-powered connected workspace

Airtable is a powerful event planning tool for teams who find standard spreadsheets too limiting for complex projects. For example, using Airtable you can:

• Connect all the parts of your event in one place so that your guest list, your caterer's contact info, and your payment deadlines are all linked.
• Track your money in real-time by setting up a budget that does the math for you.
• Connect your email marketing platform to send post-event emails automatically

In addition, Airtable has released AI agent designed to create content and build workflows from scratch. With the help of AI, you can automate the most tedious parts of event management, such as attendee research, content creation, and coordination. For instance, you can ask the agent to sync with your Google Calendar or Outlook, or task it with analyzing your attendee lists.

The platform also offers a comprehensive event planning template that handles everything from scheduling sessions to tracking budgets. This is part of a larger library of 12 free templates, including dedicated trackers for event marketing and budgets.

Pricing

Airtable offers a free plan (up to 5 editors). Paid tiers start at $20/seat per month (Team) and $45/seat per month (Business) when billed annually, which unlock higher record limits and significant AI credits.

Eventbrite - for ticket sales and event discovery

If your goal is to reach a new audience and sell tickets, you need a platform that not only allows ticket sale but also enables discoverability. Eventbrite acts as a massive marketplace where millions of people go to find their next experience.

Its high domain authority helps your event rank well in organic search results. Therefore, publishing your event on the platform can give you a boost in marketing without extra manual effort.

To ensure your event runs smoothly regardless of the format, the platform includes:

• All-in-one ticketing: establish your own ticketing system and sell tickets for events of any size
• Virtual event integration: specialized tools for hosting interactive online experiences that connect seamlessly with platforms like Zoom, Facebook Live, and YouTube
• Optimized checkout: high-quality event pages designed to provide a frictionless and secure purchase journey

Eventbrite has also released AI-powered tools to help creators launch campaigns faster and reach more people. For example, you can simply provide the basics like title and date, and the AI generates descriptions, summaries, and images while automatically categorizing the event for better marketplace discovery.

Pricing

Marketing your event on Eventbrite comes with a price tag. Although the platform doesn't charge fees for free events, for paid tickets Eventbrite takes 3.7% + $1.79 service fee per ticket and an additional 2.9% payment processing fee per order which is paid by ticket buyers.

Whova - the engagement specialist

Whova is an all-in-one event management software. It is the go-to choice for associations, mid-sized conferences, and organizers who are looking for a user-friendly solution to plan in-person, hybrid, or virtual events and includes such features like:

• Online registration forms
• Interactive agendas
• Digital badge generation
• AI-driven matchmaking

Whova is designed for fast setup (often ready in a few days) and focuses heavily on the attendee experience. It offers a social-network-style mobile app that encourages guests to network through community boards and gamification.

The software uses AI to suggest professional matches for attendees based on their shared interests, helping them coordinate 1:1 meetings long before the keynote starts. During the event, you can keep engagement high with live polls and personalized agendas that guests can customize on their phones.

Pricing

Whova uses a per-event model tailored to your specific needs. A custom quote must be requested for your specific event size and features.

Cvent - enterprise-level event management platform

When you are managing thousands of attendees across multiple venues, you need to turn to comprehensive event software such as Cvent. It is designed for complex, large-scale events and covers all stages of event management — before, during and after the event. From event registration and speaker management, to check-in and badging, and post-event surveys.

The platform provides AI-powered event management suitable for enterprise-level summits and professional conferences that involve numerous stakeholders and require complex event logistics, strict security, and deep data reporting.

Cvent offers advanced features such as:

• Find hotels and venues: Access a global database of venues with specialized tools to help you source the perfect location for your needs
• Plan and promote your event: Use integrated tools to design your event experience and drive registrations through professional marketing features
• Secure payment processing that handles complex, international transactions
• Engage your attendees: Keep your audience involved throughout the event with interactive features designed to enhance the guest experience
• Capture leads and track ROI: Securely gather attendee data and use deep analytics to provide stakeholders with a clear view of the event's impact

Pricing

As an enterprise-grade modular system, Cvent pricing is tailored to large-scale organizational needs. You will need to request a personalized quote.

Frequently asked questions

What is the best event management software?

This largely depends on your event’s scale, goals, and complexity. For example, if you are managing massive, multi-day events with complex logistics, Cvent may be one of the best enterprise-level options. For data-heavy planning where you need to track a thousand moving parts, Airtable is a superior choice to Excel of Google Sheets. And if you just need to collect sign-ups without the overhead of a full database, an AI form builder like Weavely is more than enough.

What is the best way to create an online event registration form?

You can try an AI-powered tool like Weavely, which offers affers a dedicated free event registration form generator. While many professional event suites like Whova or Cvent include built-in form builders, a dedicated tool like Weavely often provides more creative flexibility and connects more easily to the other productivity apps your team is already using.

How do I make sure people actually show up?

Consistency is key. Send a "Save the Date" as soon as you have a venue, followed by a formal invite, and then a final reminder a few days before the event. If your event is free, remember that "no-shows" are common; it’s a good rule of thumb to register about 20-30% more people than your venue’s actual capacity to ensure a full house.

How do I handle catering for people with different diets?

The simplest way is to ask early. Include a "Dietary Requirements" field in your registration form so you can give your caterer exact numbers for vegetarian, vegan, or gluten-free meals well in advance.

How do I know if the event was a success?

After the event, send a quick "Thank You" note and ask for one thing your attendees loved and one thing they would change. Their feedback is the best tool you have for making your next event even better. Need a feedback form? Weavely offers a free feedback form generator with no limit on response volume.

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