Generative AI - Your Best Meeting Industry Assistant - Ever!

The latest technologies, like generative AI, are poised to revolutionize the meetings and convention industry. With AI-powered tools, meeting planners can streamline and personalize attendee experiences, from pre-event communications to on-site assistance. Generative AI can assist in creating tailored schedules, suggesting relevant sessions, and even generating real-time language translation for diverse audiences.

That sounds pretty accurate, doesn't it? The only issue is, I didn't write that. ChatGPT did. Can't say that he/she is that far off, though it may be getting a bit ahead of the practical applications for meeting professionals.

Still, the change we are seeing today is rather revolutionary. In less than a year, generative AI has exploded on the scene, impacting all facets of life. Yet, certain industries, such as ours, have been more reticent to embrace it.

So how can/should we use it now? First of all, a bit of explanation. While these days AI and ChatGPT seem synonymous, it is really just one potential tool in the government planners tech toolbox. ChatGPT is a particular brand of chatbot, created by a company named OpenAI. Microsoft is a big investor in OpenAI, so if you go to use their Bing search, ChatGPT is their AI interface.

So whichever one you choose to try, it can do a lot for you. Think of it as your own personal assistant. An assistant that is incredibly smart…though sometimes, gets a bit confused (sounds like me… at least the confused part).

Ask it to come up with ideas for a special event at your upcoming meeting. Or tell it you need some ideas to write the event promo for your mailings and website. Or why not have it explain what type of AV cables you need for your speaker's presentation. Or how about ideas for vegan and gluten free options at your food functions.

You see, these chatbots know a lot about, well, almost everything. But one thing to note is that sometimes they can make mistakes (sounds like us, doesn't it?). You'll hear people use the word hallucinations when referring to this. Often those occur if you don't ask the question (called “prompting” in AI parlance) clearly enough. Effective prompting is a huge part of getting good information from your new assistant.

How about being really daring using ChatGPT? Ask it to plan an entire program for you. That's right. Tell it your theme, and a few details (be as specific as possible) about the event and see what it provides. I doubt it will be perfect, but it very well gives you some creative ideas and suggestions. And isn't that what a good assistant is about?

So now that you've gotten the hang of these chatbots, and have determined which one is your fave (personally, I'm still partial to ChatGPT), you know all there is you need to know, right?

Actually, you're at the very beginning of your journey. So, what's next to explore? How about creating images for your event promotion using some amazing text to image tools. Some names you should become familiar with include DALL-e, Midjourney and Leonardo.ai. Enter a text description of the image you want to create, and wait a few seconds for the magic to happen. And these images are (currently) royalty-free for you to use.

And wait a minute. I'm running out of space, and I forgot to mention text to video, or building a website in under a minute, or condensing a huge video to its key elements and bullet points, and…

One thing to note is that these tools won't replace the amazing talents of the meeting professional. At best, they will become your partner. They can make mistakes. The human interface is required to ensure accuracy of information. And these chatbots can't fly to your event destination to do a site inspection. Or speak with your boss to ask for a raise (hmmm, maybe that'll be in the next version)

Most of the tools are free or very inexpensive to use, too. The meeting planner’s tech toolbox has never before been as rich with tools that can support your work. And these tools are just in the early stages. Maybe I should ask ChatGPT about what to expect moving forward.

Get ready for an exciting ride in the world of generative AI for meeting professionals! As AI continues to advance, you can expect AI-powered tools to transform how meetings are organized and conducted. Imagine AI-generated summaries and transcripts that capture every detail with lightning speed, enabling efficient decision-making. These tools could also assist in drafting reports and recommendations, saving valuable time. Just remember, while the future looks bright, it's essential to ensure that these AI solutions are transparent, accountable, and aligned with ethical guidelines. So buckle up for a future where generative AI enhances efficiency and collaboration in government meetings like never before!

I couldn't have said it better myself.