AI for the Event Industry: reduce manual work across planning and operations
Common challenges
- Last-minute changes, fragmented tools, manual coordination
- High support load before events
- Staffing and logistics complexity
Use cases
- Automated customer support (FAQ + booking changes)
- Vendor & logistics coordination assistant
- Staffing planning and shift optimization
- Contract and invoice extraction + reconciliation
- Post-event insights: sentiment, NPS themes, cost drivers
- Internal knowledge assistant (policies, venues, checklists)
KPIs we impact
Time-to-planSupport response timeStaffing accuracyCost overrunsNPS
Case studies
Customer SupportAutomationMultilingual
Automated Support for Nordic Conference Series
Nordic Events Group · Conference organizer (5,000+ attendees/year)
The support team was overwhelmed with repetitive questions before each event—ticket changes, venue directions, schedule inquiries. Response times exceeded 48 hours during peak periods, leading to frustrated attendees and stressed staff.
73%
of inquiries handled automatically
<5 min
average response time (from 48h)
2 FTE
support capacity freed up for VIP handling
StaffingPredictive AnalyticsOperations
AI-Powered Staffing for Summer Festival
Scandinavian Festival Co · Music festival (30,000 attendees)
Manual staffing planning took weeks and still resulted in overstaffing some areas while leaving others understaffed. Last-minute changes caused chaos, and historical data was scattered across spreadsheets.
22%
reduction in staffing costs
85%
faster planning cycle (weeks to days)
0
critical understaffing incidents (vs 12 previous year)
Security & GDPR
- Attendee data requires GDPR-compliant handling
- Local models can be used for sensitive information
- Anonymization of feedback and support data
- Clear data policy for AI assistants interacting with customers
- Audit trail for automated decisions