Leveraging AI in Conference and Meeting Design
Leveraging AI in meeting design - 16 practical ideas for inspiration
On September 25, 2025 a group of event professionals and meeting designers gathered in Copenhagen to share best practice and inspiration on how AI can be leveraged in meeting design and large events. This is a summary of 16 inspiring ideas from the discussions.
'Front stage' application - Ideas to leverage AI as a explicit part of the participant experience
AI concierge
A branded AI assistant (via event app or kiosk) answers questions, guides participants, and provides live updates on sessions and logistics.
Personalised networking recommendation
An AI engine matches participants based on shared interests, goals, or complementary skills—suggesting people to meet or tables to join.
Capturing and consolidating workshop insights
Participant insights are collected (either through text input, visual capture of handwritten notes or voice capture) and summarised by AI in real-time so that the input can be visualised and commented on from stage.
Generative art or data visualisation
AI tools create live visualisations—turning speeches, participant input, or event data into evolving images or motion graphics.
Avatar interviews
AI allows participants to interview and have meaningful conversations with customised “avatars”. A highly engaging way to get deeper understanding of customers, patients or end-users.
Multilingual voice companion
Real-time translation via earphones or app allows participants from different countries to follow and speak naturally.
Post-event highlights
After the event, each participant receives an AI-generated “personal summary” — key sessions attended, people met, and themes most relevant to them.
AI learning coach
After the event, an app-based AI will support learning and behavioural change as a nudging and accountability partner. A great example is ‘Thrive with IMD’.
'Back stage' use of AI - Using AI behind the scenes to boost efficiency and seamless event execution
Participant profiling & agenda tailoring
Use AI to analyse registration data, past attendance, and professional interests to create personalised agendas and recommend breakout sessions.
Speaker–topic matching
AI can scan abstracts, speaker bios, and session descriptions to ensure coherent programme curation and thematic balance.
Dynamic scheduling optimisation
AI tools can simulate attendee flow and automatically generate timetables that minimise bottlenecks and room changes.
Predictive attendance modelling
Machine learning can forecast no-shows or session popularity, allowing for smarter catering, seating, and staffing.
Content summarisation and insight extraction
AI can process slides, abstracts, and pre-event materials to generate summaries, hashtags, and highlight reels for communications teams.
Brand voice consistency
AI can proofread and rewrite session descriptions, signage, and invitations to maintain consistent tone of voice and brand style.
Behavioural insight mapping
AI can analyse movement patterns (e.g., from Wi-Fi or badge scans) to identify popular zones or under-used spaces, informing future event design
Environmental footprint optimisation
AI-driven tools can calculate and reduce carbon impact by simulating transport, food waste, and energy use, and suggesting greener alternatives.
Curious to hear more? Contact Per Ankaer: per.ankaer@wearemci.com + 4561702410
