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Intro to AI Webinar

The name of the game for most associations is the same - to improve member experience by delivering exceptional value. Associations have long recognized the role that conferences play in meeting this goal. Industry conferences are platforms for the type of knowledge sharing, networking, and professional development members have come to expect.   

Continuing to meet, and exceed, these member expectations is essential, but the organization and management of conferences is a complex undertaking. The meticulous planning, resource allocation, and personalized engagement required to prepare for these events takes a significant amount of time and resources, but this load can be lightened by implementing the correct tools. This is where AI comes into play, offering associations a range of tools and capabilities to streamline processes, personalize interactions, and gain data-driven insights to help improve educational offerings over time. 

In this article, we will explore the various ways associations can leverage AI to improve member conferences. From event planning and speaker selection to marketing campaigns and personalized recommendations, AI has the potential to transform every aspect of the conference experience.

Streamline Submission Review and Speaker Selection with AI 

Associations often receive a large number of proposals for their conferences. Reviewing and evaluating each proposal manually can be time-consuming and subjective. AI can streamline this process by analyzing the content of speaker proposals, identifying key themes, and ranking them based on relevance and quality. This helps associations efficiently identify the most promising proposals and shortlist potential speakers. 

AI can also evaluate the speakers who have submitted proposals. By examining their history with the association, references, citations, and even LinkedIn profiles, AI can compile relevant information to rank the proposals. This saves time for reviewers and helps identify novel and complete proposals. In the context of Diversity Equity and Inclusion (DEI), AI can analyze the speaker composition of the entire pool of proposals and provide insights into speaker backgrounds and the diversity of their ideas. This helps committees make more informed decisions and avoid unintentional biases that may arise from human judgment. 

It's important to note that while AI can assist with speaker selection, the final decision should still involve human judgment. AI should be seen as a tool to support and enhance the decision-making process, rather than replacing human expertise and intuition. 

Maximize Conference Success with AI-Assisted Resource Allocation

AI can help to support conference planning by analyzing historical data, attendee preferences, and market trends to provide accurate forecasts for registration numbers. This helps associations better allocate resources, plan logistics, and maximize the success of their conferences. 

Increase Conference Attendance with AI-Empowered Marketing Campaigns 

AI can manage the entire process of building marketing campaigns for conferences, including copywriting, image generation, landing page design, and more. This streamlines the marketing efforts and ensures consistent messaging across different channels. 

  • Audience Segmentation and Personalization: AI can analyze data from various sources, such as registration forms, past attendee behavior, and demographic information, to segment the association's audience into distinct groups. By understanding the unique characteristics and preferences of each segment, associations can tailor their marketing messages and content to resonate with specific audience segments, increasing the likelihood of engagement and conversion. 
  • Campaign Creation: AI can manage the entire process of building marketing campaigns for conferences, from copywriting to image generation and landing page design. AI-powered tools like or Canva can generate compelling copy and design visually appealing images, ensuring consistent messaging and branding across different marketing channels. This streamlines the marketing efforts and saves time for association professionals, allowing them to focus on other strategic tasks. 
  • Automated Campaign Management: AI-powered marketing automation platforms can handle various aspects of campaign management, such as scheduling, A/B testing, and performance tracking. These platforms can automatically optimize campaign elements based on real-time data, such as email subject lines, ad placements, or social media content. By leveraging AI automation, associations can ensure that their marketing campaigns are continuously optimized for maximum effectiveness and engagement.   

By leveraging AI in event marketing, associations can drive higher attendee engagement, increase registration rates, and ultimately boost conference attendance all while reducing the workload on association staff. 

Improve Member Engagement Through Personalized Recommendations

AI can analyze attendee behavior, preferences, and interactions to provide personalized recommendations for sessions, networking opportunities, and exhibitors to ensure that each attendee gets the most out of their conference experience. 

  • Session Recommendations: Using an AI-powered event matchmaking platform, associations can provide personalized session recommendations by analyzing factors like session attendance history, past session ratings, and attendee profiles to help attendees discover sessions that are most likely to resonate with them, increasing their engagement and satisfaction. 
  • Networking Recommendations: By using an AI-powered networking platform to analyze factors like interests and networking history, associations can facilitate meaningful connections. By recommending potential connections based on shared interests or professional backgrounds, associations can help attendees make valuable connections. 
  • Exhibitor Recommendations: Associations can feed attendee data like job titles, industry, and interests into an AI-powered event app to pair attendees with the most relevant exhibitors. This provides value to attendees who are actively looking for solutions as well as to your event sponsors. 

By tailoring the conference experience to each individual attendee, associations can increase engagement, satisfaction, and the overall value attendees derive from the event. It's important for associations to explore different AI tools and platforms to find the ones that align with their specific conference goals and attendee needs. 

Use AI to Provide a Better Member Experience at Your Association’s Conference 

AI presents a tremendous opportunity for associations to provide a better attendee experience while also streamlining the behind-the-scenes processes that go into event planning while also providing a better member experience for attendees. By leveraging AI-powered tools and platforms, associations can improve the speaker selection process, increase attendance, and provide a more personalized and engaging experience for their members. 

However, it's important for associations to approach AI implementation thoughtfully and consider potential challenges. Privacy concerns, bias, and the risk of alienating members who prefer human interaction are important considerations. To address these concerns, associations should prioritize transparency in their data practices, use diverse data sets to avoid bias, and provide options for members who prefer human interaction to connect with real staff members. By navigating these challenges and embracing the opportunities presented by AI, associations can improve the membership experience, drive member engagement, and achieve their goals of delivering valuable and impactful events. AI is not a replacement for human expertise, but rather a powerful tool that, when used strategically, can help associations thrive in the digital age. 

Julia DeBell
Post by Julia DeBell
October 1, 2023
Julia DeBell is a Marketing Specialist and former Sidecar employee. She is passionate about creating value through content from a data driven perspective.