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The Smarter Event Marketer’s Guide to ChatGPT (Without Sounding Like a Robot)

In the past year, ChatGPT and its AI kin have exploded onto the marketing scene — and event marketing is no exception. Even savvy B2B and B2C event marketers who once scoffed at generic “AI hype” are starting to take notice.  


The key is to use it as a secret weapon, not a billboard. In other words, let ChatGPT handle the heavy lifting quietly in the background while you add the final human polish. This post explains what ChatGPT can (and can’t) do, and how to seamlessly integrate it into your event workflows without sounding like a robot. 


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AI's Double-Edged Sword: What You Need to Know

The upside: ChatGPT is lightning-fast at munching through information and spitting out text. It can turn hours of slog into minutes – crafting dozens of social posts, email drafts, or headlines in one session. Think of it like a tireless intern that never sleeps, suggesting creative angles and doing grunt work (from keyword research to press release drafts). It’s great for overcoming the blank page syndrome and ensuring you never miss a publishing deadline.


But the catch: AI is almost too good at sounding polished — which means everything it generates can start to blend together. Using the exact same AI text as competitors can dilute your brand’s unique voice and hurt engagement.


Also, remember that ChatGPT doesn’t fact-check itself. Always proofread and verify outputs.


And be aware that using AI carelessly can backfire with your audience and the algorithms. Google prioritises content written for humans, not keyword-stuffed spam. ChatGPT’s drafts should always be the start — never the final word.


ChatGPT: Your Behind-the-Scenes Creative

ChatGPT isn’t your flashy keynote speaker — it’s your behind-the-scenes creative assistant. Think of it as your ultra-efficient brainstorming buddy and first-draft machine. It helps you move from concept to copy faster than ever, especially when you're juggling multiple event tasks.


Here’s where it shines:

  • Content Ideation: Generate fresh angles for event themes, keynote titles, marketing hooks, or email subject lines.

  • Content Drafting: Pull together first drafts of social posts, speaker emails, press releases, or landing page blurbs.

  • Content Repurposing: Take a blog post and turn it into a LinkedIn carousel, email teaser, or Instagram caption series.

  • Summarisation: Condense lengthy reports, speaker bios, or attendee feedback into digestible insights.


You can also ask it to:

  • Draft tailored speaker bios based on job title and session theme.

  • Adapt tone and messaging to fit different audience segments.

  • Rewrite promotional copy to match your brand voice.

  • Write session blurbs or descriptions based on agenda themes.

  • Turn speaker quotes or transcripts into social media posts or blog snippets.

  • Summarise exhibitor or partner onboarding documents into FAQs.

  • Create copy variations for A/B testing across channels (e.g. social ads or subject lines).

  • Draft thank-you notes, onboarding emails, or reminder messages at different event stages.


Let it handle the groundwork — freeing up your time for creative direction, high-impact decisions, and real human engagement. It’s not here to replace you. It’s here to make you faster, sharper, and more strategic.


From Bots to Brand: Mastering AI’s Human Touch

Let’s face it — most AI-generated content reads like it was written by a well-meaning robot at a networking event. It’s overly polite, unnaturally polished, and full of generic phrases or awkward emoji overloads. That’s why using ChatGPT effectively means treating it like a bright but junior copywriter: you direct, refine, and elevate the output. 


Here’s how to get more human (and more brand-aligned) content: 

  • Be specific with tone instructions: Prompt it with details like, “Write this like a witty, confident event host welcoming an audience.” 

  • Inject personality manually: Add local references, light humour, or team insights to ground the content. 

  • Cut the clichés: Ditch lines like “Unforgettable experience!” or “Unlock your potential!” unless they genuinely suit your tone. 

  • Use emojis sparingly: Don’t let AI decorate every sentence. A single, well-placed emoji works better than five. 

  • Give it your brand’s context: Include a description of your voice: playful, authoritative, inclusive, etc. 

  • Iterate with intent: Don’t settle for version one. Ask ChatGPT to “Make it warmer,” “Add a short anecdote,” or “Rephrase with more energy.” 


AI can’t fully capture your brand’s personality — but it can get close with your guidance. Treat its output as a rough draft, then layer in your unique voice, real-world stories, and the authenticity your audience craves. 


Power User Tips: Advanced Tools & Integrations

Once you’re more comfortable with ChatGPT, the real power lies in combining its features with your workflow. These tools go beyond shortcuts — they can streamline every stage of the event lifecycle, from planning to reporting.


Prompt Chaining

Break complex tasks into a sequence of prompts to build richer, more tailored outputs:

  1. “Summarise this session feedback.”

  2. “List 3 improvements based on that feedback.”

  3. “Write a follow-up email addressing those issues.”

This allows for better control, context retention, and more tailored outputs.


Custom Instructions & Personas

Use custom instructions (Pro accounts) to set your tone, audience, and priorities — e.g., “Write in a bold, inclusive, insight-led brand voice.”


You can also simulate personas:

  • “Act as a senior event strategist writing for C-suite sponsors,”

  • “Respond as a friendly event concierge.”


Code Interpreter (Advanced Data Analysis)

This tool lets you upload spreadsheets (ticket sales, surveys, budgets) and turn data into insights, fast by asking ChatGPT to:

  • Clean data, find patterns, or calculate metrics

  • Generate visual reports for post-event insights

Always cross-check key figures — but this tool is a game-changer for turning data into stories


Vision Inputs

With GPT-4, you can upload images or PDFs and ask:

  • “Does this poster match the event theme?”

  • “What’s missing from this floorplan?”

  • “Summarise these feedback charts.”

This visual intelligence is perfect for marketing, design, or logistics reviews.


Integrations (Zapier, Slack, Notion, Trello)

ChatGPT becomes even more powerful when connected to your workflow tools:

  • Zapier: Generate summaries from Typeform responses

  • Slack: Summarise channel feedback or push writing prompts

  • Notion: Auto-populate bios, content calendars, meeting notes

  • Trello or Asana: Create task cards from agenda items or campaign stages.


These automations reduce repetitive admin and keep your team focused on delivery.


The Prompting Power Guide to ChatGPT

To get stronge results from ChatGPT, clarity is everything. Vague prompts lead to vague outputs. The more precise you are, the better your results.


What Every Prompt Should Include:

  • Tone of voice: Describe your brand style clearly (e.g. friendly, sharp, premium, playful).

  • Audience: Who is this for? (e.g. early-career engineers, C-suite execs, sustainability leaders)

  • Format or output type: Do you need a tweet? A speaker bio? A 200-word blog intro?

  • Key event details: Always include the name, date, venue, and goal of your event.


Plug-and-play structure:

“I’m running an event called [event name] on [date] at [venue]. The goal is to [goal]. Please write [type of content] in a [tone] tone for [target audience]. The purpose on this asset is to [objective]”


Ready-Made Prompt Examples:

  • "I'm running an event called FutureTech Summit on 15 September at the London Science Museum. The goal is to inspire IT leaders to drive digital transformation. Please write an email subject line for a last-chance ticket promo in an urgent, professional tone for mid-senior tech decision makers."

  • "We’re launching AI+Finance Forum on July 10 at the NYC Innovation Hub. The aim is to explore how finance leaders can adopt AI tools safely. Please write a LinkedIn post announcing the event in a confident, thought-leadership tone aimed at CFOs and risk analysts."


Treat ChatGPT like you would a copywriter — the more context you give, the closer it gets to your vision.


Real-Time Event Support

Event week moves fast — and ChatGPT can help you keep up. Whether you’re writing under pressure, managing last-minute changes, or fielding constant requests, AI can be your on-site sidekick. 


Here are some ways to use it live on-site: 

Content & Comms on the Fly 

  • Draft speaker intros, MC notes, or award scripts in seconds.

  • Summarise live polls, feedback, or social chatter for daily updates.

  • Create thank-you messages or push notifications for sponsor shout-outs.

  • Send quick reminders via email, app, or signage. 

Prompt example: "Write a push notification: 'Coffee now open in the Networking Lounge, sponsored by [Brand]. Drop by before the next session!'" 


Signage & Logistics 

  • Create emergency signage messages (e.g. "Room change: Session moved to Hall C"). 

  • Translate signage into multiple languages quickly. 

  • Summarise session changes or shuttle timings for attendee updates. 

Prompt example: "Draft a clear and friendly app alert informing attendees that 'Panel B3' has been moved from Room 5 to Room 8." 


Social Media & On-the-Ground Content 

  • Generate real-time LinkedIn or Instagram captions from live photos. 

  • Write quick recaps of sessions for story slides or Twitter threads. 

  • Draft quotes from speakers based on transcripts or live notes. 

Prompt example: "Create a LinkedIn post summarising this session: '[insert bullet points or rough notes]', written in an informative, professional tone." 


Team Support 

  • Summarise incoming speaker bios for quick reference. 

  • Draft briefing sheets for staff or volunteers. 

  • Write short internal updates or announcements. 


With just a few details, ChatGPT can help you produce polished, real-time content — so you can stay focused on the live experience.


Sponsorships, Sales & Smarter Scripts 

ChatGPT can be a powerful ally for your sales and sponsorship team — speeding up content creation, follow-ups, and lead personalisation when time is tight.


Use ChatGPT to: 

  • Write tailored outreach emails for potential sponsors.

  • Create compelling brochures, one-pagers, or benefit tables.

  • Summarise discovery calls and draft proposal recaps.

  • Generate post-event ROI reports from activation data.

  • Write cold LinkedIn messages or email follow-ups.

  • Draft scripts to handle common sponsor objections .

Ready-Made Prompt Templates: 

  • "I’m running an event called [event name] on [date] at [venue]. Our goal is to [goal]. Write a short, persuasive email inviting [sponsor name] to become a headline sponsor. Highlight the audience profile and their opportunity to position as a thought leader." 

  • "Write a sponsor package comparison table for a [industry] conference with three tiers: Gold, Silver, Bronze. Include benefits like logo placement, speaking slots, booth presence, and lead access." 

  • "Create a follow-up email to send after a sponsorship discovery call with [company]. Summarise the benefits discussed, restate the pricing, and include next steps to close the deal." 


Example Outputs: 

Outreach Email Example: 

Subject: Position [Company Name] as a Leader at [Event Name] 

Hi [First Name], 


We’d love to invite [Company Name] to become a headline sponsor at [Event Name], taking place on [Date] at [Venue]. With over [X] attendees expected — including [audience type, e.g. tech directors, procurement heads] — this is a powerful opportunity to showcase your expertise. 


We offer tailored packages with stage presence, lead capture, and high-impact brand visibility. I’d love to share what’s possible. 


Would you be open to a quick call this week? 


Best, [Your Name] 

Sponsor Package Table Output:

Tier 

Logo Placement 

Speaking Slot 

Booth 

Lead Access 

Passes 

Gold

Homepage, banners 

Keynote or panel 

Premium booth 

Full list with contact info 

10

Silver

Website + agenda 

Breakout slot 

Standard booth 

Partial list 

5

Bronze

Website only 

N/A 

Shared table 

N/A 

2

By generating core materials with AI, your sales team can move faster, respond quicker, and stay consistent — while you focus on building meaningful relationships with sponsors. 


ChatGPT for Agenda Planning 

Planning a compelling agenda takes time, coordination, and creative thinking. ChatGPT can help speed up the process, especially in the early planning stages, by generating content ideas, mapping themes, and supporting speaker outreach.

 

Use it to: 

  • Brainstorm content tracks and session themes based on industry trends. 

  • Group incoming speaker submissions or abstracts by topic or audience type. 

  • Draft engaging and tailored speaker outreach messages. 

  • Write strong session titles and engaging panel descriptions. 

  • Generate questions or discussion prompts for panels and fireside chats. 

  • Create workshop titles and outcomes. 

  • Draft event day agendas based on a rough session list. 


Prompt Examples: 

  • "Give me 5 panel topics for a climate tech conference aimed at investors. Keep them relevant, current, and investment-focused." 

  • "Draft a speaker outreach email inviting [Name] to lead a keynote on supply chain resilience at our logistics summit in March 2025." 

  • "Group these 12 submitted session titles into 3 content tracks: AI, Energy Transition, and Talent Development." 

  • "Write 3 open-ended panel questions for a discussion on the future of green hydrogen." 

  • "Create a proposed agenda for a one-day marketing summit with 3 keynote sessions, 2 tracks, and a networking lunch." 


Sample Output: 

Panel Topics (Climate Tech + Investors): 

  • "Scaling Carbon Markets: What Investors Want in 2025" 

  • "The ROI of Resilience: Funding Climate Adaptation Startups" 

  • "Next-Gen Climate Tech: Where the Smart Capital Is Going" 

  • "From Seed to Series C: Investor Lessons from CleanTech Growth Stories" 

  • "ESG or Bust? Navigating the Real Risk Appetite in Climate Finance" 


Speaker Outreach Sample: 

Subject: Speaking Opportunity at GreenFuture Summit 2026 

Hi [Name], 


We’d love to invite you to speak at GreenFuture Summit, taking place in Amsterdam on March 12, 2026. The event gathers 600+ climate tech founders, investors, and policy leaders to shape the future of green innovation. 


Your leadership in [topic area] would be a fantastic addition to our agenda, particularly in a keynote session focused on [theme]. Would you be open to a short call to explore this? 

Best regards, [Your Name] 

Using ChatGPT in this way means you can scale up your planning process — generating dozens of strong content ideas and speaker interactions in a fraction of the usual time. 


Post-Event Content & Reporting 

You’ve wrapped the event — now it’s time to squeeze every ounce of value from what you’ve built. ChatGPT can help you quickly repurpose, report, and reflect with speed and polish. 

Use it to: 

  • Turn talks into blogs or newsletters: Paste session summaries or bullet notes and ask ChatGPT to create digestible articles, quotes, or recaps. 

  • Write thank-you emails or NPS surveys: Generate warm, on-brand messages for speakers, sponsors, and attendees. 

  • Summarise survey insights into sponsor reports: Upload CSV survey data and ask for key takeaways and visual-friendly summaries. 

  • Repurpose feedback into testimonial quotes: Turn open-form praise from attendees into usable website or sales copy. 

  • Draft internal debrief notes: Summarise what worked, what didn’t, and next steps — ready to share with senior leadership. 

  • Create post-event LinkedIn posts: Wrap up highlights or learnings from the event in an inspiring, digestible format. 

  • Automate follow-up sequences: Draft reminder emails for recorded content, CPD certificates, or rebook campaigns. 

Prompt Examples: 

  • "Summarise this speaker session into a 300-word blog with 3 key takeaways." 

  • "Create a sponsor report summarising audience data, booth traffic, and survey feedback for Bronze-tier partners." 

  • "Write three thank-you emails: one for speakers, one for attendees, and one for internal staff." 

  • "Pull testimonial-style quotes from this survey text for use on our website and sales deck." 


Sample Output: 

Testimonial Conversion Example: 

“I loved the mix of technical depth and networking – it’s the only conference I attend every year.” 

Converted for website: 

“An unmissable event — the perfect blend of insight and networking. I attend every year.” - 2025 Attendee 

With just a few prompts and light edits, ChatGPT lets you scale your post-event content and follow-up without burning out your team. It’s how you keep momentum going long after the last session ends. 


Custom GPTs for Events 

One of the most powerful and underused features for event professionals is the ability to build Custom GPTs. Think of these like tailored AI tools built specifically for your workflows. You can train these models using your brand’s tone of voice, event-specific details, and internal resources — then use them repeatedly across your team. 


Here are a few examples of internal tools you can create: 

1. FAQ Bot (for Team or Attendees) 

Create a custom GPT trained on your event’s FAQ content, venue logistics, timings, policies, and contact info. 

  • Use Case: Onboard new team members faster or help attendees navigate common queries. 

  • Prompt Example: "What’s the dress code for [Event Name]?" or "What time does registration open on Day 2?" 

2. Speaker Assistant 

Train a GPT with your speaker guidelines, bio templates, and typical communications. 

  • Use Case: Automatically draft speaker bios, reminder emails, or pre-event checklists. 

  • Prompt Example: "Write a speaker reminder email for Jane Smith, who is doing a panel at 2 PM titled ‘Innovating Net Zero’." 

3. Social Media Coach 

Feed in your brand tone of voice and key event themes. 

  • Use Case: Rewrite team-drafted content to better fit your tone. 

  • Prompt Example: "Rewrite this LinkedIn post to sound more engaging and on-brand for a sustainability audience." 

4. Sponsor Q&A Assistant 

Train a GPT on your sponsor packs, FAQs, and benefits. 

  • Use Case: Answer questions from sponsors or generate templated responses quickly. 

  • Prompt Example: "What’s included in the Silver Tier package for [Event Name]?" 

5. Event Concierge Bot (Advanced) 

Create a GPT that simulates a concierge-style assistant for attendees. 

  • Use Case: Answer questions in live chat or help users navigate agendas. 

  • Prompt Example: "Find all networking events related to AI on Day 1." 


How to Build One: 

  • Go to https://chat.openai.com/gpts (ChatGPT Pro account required). 

  • Click “Create a GPT”. 

  • Use the wizard to upload documents (FAQs, brand guidelines, emails). 

  • Set your GPT’s tone, knowledge limits, and restrictions. 


Best Practices: 

  • Keep training data clean and accurate. 

  • Test with a few team members first. 

  • Use clear naming (e.g. “GreenFuture Speaker Assistant”). 


Custom GPTs save time, reduce inconsistencies, and give everyone access to the same high-quality support — especially handy during busy event periods. 


Workflow Automation Ideas 

Integrating ChatGPT into your daily event tools (Zapier, Make.com, Slack, Notion, Google Sheets, or Trello) can save hours and keep your team focused on strategy instead of admin. Automations help ChatGPT support your event end-to-end — from planning to post-show wrap-up.


Here are a few real-world examples to inspire your automations: 

Notion: AI-Powered Event Workspace 

Use Notion AI and ChatGPT integrations to manage your team’s ideas and content pipeline. 

  • Auto-draft speaker bios from form submissions. 

  • Generate blog titles or social media content based on upcoming agenda items. 

  • Create content calendars and auto-populate based on campaign goals. 

Prompt Example: “When a new speaker fills out our form, generate a short, punchy bio for the event website in a confident tone.” 


Zapier: Connect Your Tools with AI 

Zapier can connect your lead capture forms, CRMs, and content tools with ChatGPT to automate messaging, data summarisation, and content creation. 

  • After a speaker submission, auto-draft a thank-you message and post the bio to Google Docs. 

  • When a lead fills out a sponsor interest form, generate a personalised follow-up email. 

  • Summarise post-event feedback and email the summary to your team or Slack. 

Zap Flow Example: 

Typeform → Zapier → ChatGPT → Gmail 

Prompt Example: “Write a personalised response to this sponsor form submission. Mention their industry [industry], reference the ‘Gold Tier’ package, and suggest a 15-min intro call.” 


Slack: Keep the Team in the Loop 

Bring ChatGPT directly into your team comms. 

  • Auto-summarise attendee feedback from a Google Form and post to the #debrief channel. 

  • Draft speaker intro copy and deliver it to the MC via Slack the day before their session. 

  • Turn a messy Slack thread into a summary and action list. 

Prompt Example: “Summarise this Slack thread into a 3-point update and include any outstanding questions.” 


Trello or Asana: Automate Content & Task Management 

Use ChatGPT to build and populate campaign task boards.

  • Create cards for each email with subject line suggestions

  • Generate social post ideas by event phase

  • Recommend formats (carousel, Q&A, video) by session 

Prompt Example: “Create a Trello task list for a 6-week event promo campaign including emails, social posts, and blog content. Include suggested dates.” 


Google Sheets: Automate Data Crunching 

Pair Google Sheets with ChatGPT’s Code Interpreter (Advanced Data Analysis) to turn raw data into insights. 

Use Cases: 

  • Upload attendee feedback and ask ChatGPT to identify top themes. 

  • Turn session feedback into ranking tables or quote cards. 

  • Track which content types drove the most engagement pre-event. 

Prompt Example: “From this CSV of session ratings, identify the top 5 sessions and write 1-line testimonials from audience comments.” 


Getting Started: 

  • Start with one flow (e.g. speaker form → bio → Notion page). 

  • Test internally before sponsor/attendee rollout. 

  • Always build in human QA for anything public-facing. 

  • Label clearly (e.g. “2025 Gold Sponsor Auto-Followup”). 

With even simple automations, you’ll reduce admin, maintain consistency, and give your team more time to focus on the creative and strategic parts of event delivery. Let AI do the grunt work — and let your people shine where it matters most.  


Playing It Safe: Ethics & AI 

As powerful as ChatGPT is, it’s crucial to remember that it’s a third-party tool — not a secure vault. Event marketers often handle sensitive information, and misuse can expose your business to legal, reputational, or security risks. 

Avoid Pasting Sensitive Data 

Do not paste anything confidential or proprietary into ChatGPT, including: 

  • Attendee lists (names, emails, job titles, etc.) 

  • Sponsorship contracts or budgets 

  • Internal documents or emails 

  • Unaired speaker content or scripts 

  • Personal data covered by GDPR or CCPA 

ChatGPT (in the standard web app) is not built to process or store sensitive business data securely. OpenAI may retain inputs to improve model performance unless you're using enterprise-grade services. 

Do This Instead 

1. Use Placeholders: Instead of actual names or figures, say: “[Insert keynote speaker name here]” or “[Summarise feedback from VIP sponsors]” 

2. Summarise Key Info Manually: If you're working with private content (like internal emails or sponsor forms), extract the main points yourself and feed those into ChatGPT — not the raw document. 

3. Use Enterprise Tools When Needed: If your organisation has access to ChatGPT Enterprise, Microsoft Copilot, or Azure OpenAI, use those platforms for sensitive tasks. They offer enhanced privacy, encryption, and zero data retention. 

4. Disclose AI Use When Appropriate: For high-stakes content like speaker bios, award citations, or press quotes, it may be appropriate to inform contributors that AI-assisted tools were used (and reviewed by humans). This maintains trust and transparency. 


Best Practices Summary 

Do

Avoid

Use anonymised prompts 

Pasting raw attendee or sponsor data 

Apply human review to all outputs 

Sharing proprietary docs with public AI

Train your team on what’s safe

Assuming all AI tools are GDPR-compliant 

Use secure, enterprise tools for sensitive tasks

Letting AI generate high-risk, unreviewed comms

Think of ChatGPT as a helpful assistant — not a legal advisor or data processor. If you wouldn’t say it to a freelancer outside your company, don’t paste it into AI. With thoughtful guardrails, you can harness AI without compromising compliance or trust. 


AI for Accessibility & Inclusivity 

ChatGPT can play a key role in making your event communications more accessible and inclusive. From simplifying text to suggesting inclusive language, it helps ensure your content is clear, welcoming, and usable by a wider range of audiences.

 

Simplify Complex Text for Neurodivergent or ESL Audiences 

Many event communications — especially T&Cs, schedules, or speaker abstracts — are written in dense, jargon-heavy formats. Use ChatGPT to rewrite these into clear, digestible language suitable for: 

  • Neurodivergent audiences (e.g. those with ADHD, dyslexia, autism) 

  • English as a Second Language (ESL) participants 

  • Busy professionals skimming for key details 

Prompt Example: “Rewrite this speaker description in plain English for an audience with mixed reading abilities. Use shorter sentences, no jargon, and an professional tone.” 


Translate Event Information into Multiple Languages 

Use ChatGPT to draft or translate: 

  • Invitations 

  • FAQs 

  • On-site signage or app alerts 

  • Basic customer service responses 

Prompt Example: “Translate this paragraph into Spanish and French for our bilingual attendees. Keep a friendly and professional tone.” 


Always have a native speaker review translations for nuance, especially when publishing externally. 


Draft Alt Text and Accessible Descriptions for Visual Content 

Alt text is essential for visually impaired users and required for WCAG compliance. ChatGPT can help draft alt text for: 

  • Website images and speaker headshots 

  • Floorplans or maps 

  • Social media graphics 

Prompt Example: “Write a concise alt text for an image showing a busy networking reception at a tech conference with booths and branded banners.” 


Whilst you’re at it, why not get ChatGPT to help write other on-page technical SEO content like meta titles, descriptions, and your focus keywords/phrases for each web page. 


Reformat Content in Plain Language or Different Reading Levels 

You can ask ChatGPT to rewrite content to match a specific reading level or accessibility need. 

Prompt Example: “Reword this event summary for a Year 8 reading level in UK English. Remove buzzwords and explain all acronyms.” 


Additional Accessibility Tasks ChatGPT Can Support: 

  • Convert bullet lists into structured text for screen readers. 

  • Create closed captioning scripts from video transcripts. 

  • Draft accessibility statements for your website or event app. 

  • Suggest design improvements for accessible UX (when using Vision input). 


Inclusion Beyond Text 

Inclusivity is more than readability — it’s about representation, relatability, and removing barriers. Ask ChatGPT to: 

  • Recommend inclusive panel topics or diverse speaker suggestions. 

  • Flag culturally insensitive phrasing or biases in drafted copy. 

  • Rewrite registration form questions to be more gender-inclusive. 

Prompt Example: “Suggest 3 ways to make our speaker onboarding form more inclusive for LGBTQ+ and neurodiverse participants.”

 

Final Tips: 

  • Use ChatGPT to check, not define, your accessibility approach. 

  • Always pair AI support with lived experience and DEI consultation. 

  • Build inclusivity into content planning, not as an afterthought. 


With a few thoughtful prompts, ChatGPT becomes a practical ally in building events that are welcoming, readable, and accessible to everyone. 


What Not to Use ChatGPT For 

While ChatGPT is incredibly powerful, it isn’t suitable for everything — and misusing it can lead to legal risks, brand damage, or deeply impersonal communication. Here’s an extensive list of scenarios where human oversight, subject-matter expertise, or secure platforms should always take priority. 


Avoid using ChatGPT for: 

Sensitive or Regulated Information 

Avoid using ChatGPT to handle or generate anything involving: 

  • Financial forecasting or budgeting (e.g. “Estimate our ROI for this sponsor package.”) → ChatGPT doesn’t access real-time data or understand your financial model. 

  • Legal disclaimers or terms & conditions → AI can’t provide legal advice or guarantee compliance with specific laws (GDPR, ADA, etc.). 

  • Health and safety protocols → Especially for events in highly regulated sectors (pharma, public health, etc.), only vetted and approved language should be used. 

  • Crisis communications or sensitive statements → In times of public controversy, complaints, or emergency, tone, timing, and nuance are critical. These require human empathy, senior sign-off, and precision. 


Personal, Emotional or Conflict-Based Conversations 

AI lacks emotional intelligence and social nuance. Avoid using it for: 

  • Customer complaints or escalations (e.g. upset attendees, accessibility issues, lost items, or pricing disputes) 

  • Internal team feedback or HR communications → Always handle with care, empathy, and human judgment. 

  • Speaker or sponsor rejections or feedback → Difficult conversations should be personal and respectful — never AI-generated. 


Finalised Brand Messaging or External Publishing 

ChatGPT should never be your final voice for high-stakes, public-facing copy. 

Avoid publishing raw or unedited AI content for: 

  • Keynote addresses or closing remarks → These moments represent your brand’s heart. They require real emotion, vision, and leadership. 

  • Sensitive sponsor content (e.g. deliverables, ROI data, exclusivity rights, etc.) → Ensure these are approved by legal, ops, or partnerships before sending. 

  • Award citations or recognition → AI often produces generic, vague praise — always humanise and personalise award content. 

  • Press releases or media statements → Journalists can spot AI fluff — and it can harm credibility. 

  • Web content that affects SEO performance → Search engines penalise low-quality, spammy, or overly generic AI-generated pages. 


Misleading Use Cases or Assumptions 

AI is not “smart” in the human sense — it doesn’t understand facts, ethics, or cause and effect. Don’t rely on ChatGPT for: 

  • Fact-checking or verification → It may confidently hallucinate incorrect statistics, names, or dates. 

  • Personalised event advice based on live data → ChatGPT can't access your CRM, registration system, or real-time analytics (unless connected via custom tools and APIs). 

  • Creating accessible or inclusive content without review → AI-generated content should always be reviewed by people with lived experience or DEI experts. 


Don’t Treat ChatGPT As: 

  • A replacement for your marketing team → It should be a support tool — not the strategist, copywriter, or spokesperson. 

  • A stand-in for interpersonal connection → AI can’t replace trust built through human relationships. 

  • A one-click solution → Good content still needs creative direction, editing, proofreading, and approval cycles. 


Final Rule of Thumb: 

If the content involves legal, emotional, reputational, or relational risk — it’s not a job for ChatGPT. Use it to support, never replace, your judgement, your processes, or your people. 


41 Smart Prompts for Event Marketers 

Use these ready-to-adapt prompts to save time, beat blank-page syndrome, and get your campaigns moving faster. Just update the fields like [Event Name], [goal], [audience segment], and [tone] to make them your own. 


Campaign & Content Creation 

  1. “Draft 5 email subject lines promoting [goal] in an [tone] tone.” 

  2. “Write 3 social captions promoting [Event Name] for [audience segment].” 

  3. “Turn this speaker session summary into a LinkedIn post for [job role] attendees.” 

  4. “List 10 blog title ideas for [Event Name], targeting [segment] interested in [topic].” 

  5. “Generate a 3-post carousel for Instagram announcing [theme or milestone].” 

  6. “Summarise this event agenda into a paragraph for our landing page.” 

  7. “Write teaser copy for a post-launch email announcing [number] new speakers.” 

Strategy & Planning Support 

  1. “Suggest 5 event content themes relevant to [industry] professionals in 2025.” 

  2. “Draft a 6-week marketing content plan for [Event Name] with weekly email, blog and social ideas.” 

  3. “Outline a pre-event nurture campaign for [segment] who’ve registered but not booked a meeting.” 

  4. “Create a sample agenda structure for a 1-day event focused on [topic] with 200 attendees.” 

  5. “Suggest ideas to increase FOMO in late-stage promo for [goal].” 

Sponsorship & Sales Enablement 

  1. “Draft a sponsor benefits overview for the [Gold Tier] package at [Event Name].” 

  2. “Write a personalised follow-up email for [Company Name] after they downloaded the sponsor pack.” 

  3. “Compare Bronze, Silver, and Gold packages in a benefit table format.” 

  4. “Summarise key audience data (job titles, regions, interests) for a sponsor pitch deck.” 

  5. “Create a sponsor thank-you email that includes highlights and click stats post-event.” 

Speaker & Agenda Support 

  1. “Write a speaker invite email to [First Name], a [job title] known for [area of expertise].” 

  2. “Suggest 5 session titles for [Event Name] that explore [theme].” 

  3. “Draft an on-stage intro for [Speaker Name] who’s leading a keynote on [topic].” 

  4. “Group these abstracts into 3 potential content tracks: [insert list].” 

  5. “Create 5 open-ended panel questions on [topic] for a mixed-level audience.” 

Personalisation & Segmentation 

  1. “Tailor this email to appeal to [job title] working in [industry].” 

  2. “Rewrite this event description to better engage [segment] with a focus on [value].” 

  3. “Write two versions of a tweet — one for early-career attendees, one for C-suite decision makers.” 

  4. “Create a landing page headline variation for [goal] targeting [audience segment].” 

Operational & Internal Support 

  1. “Create a checklist for on-site registration team at [Event Name].” 

  2. “Summarise this internal event briefing into key bullet points for new staff.” 

  3. “Draft a speaker briefing sheet with arrival info, tech support, and contact details.” 

  4. “Write an FAQ for the event app, covering agenda, networking and support access.” 

  5. “Generate a list of ‘in case of emergency’ scripts for MCs.” 

Repurposing & Reuse 

  1. “Turn this blog post into 3 Instagram captions for [Event Name].” 

  2. “Convert this speaker transcript into a shareable quote card.” 

  3. “Reformat these session notes into a webinar script.” 

  4. “Extract 5 tweetable quotes from this speaker’s bio.” 

  5. “Summarise this feedback into a testimonial to use in next year’s promo.” 

Post-Event Wrap-Up 

  1. “Summarise key takeaways from [session title] to include in the post-event newsletter.” 

  2. “Draft a thank-you message for attendees with a link to the NPS survey.” 

  3. “Write 5 testimonial-style quotes based on this feedback data.” 

  4. “Create a one-pager summarising post-event stats for [Sponsor Name].” 

  5. “List 3 content repurposing ideas using the session recordings from [Event Name].”


Your AI Co-Pilot: A Final Word 

ChatGPT isn’t here to replace event marketers — it’s here to amplify them. 


Used wisely, it becomes your always-on, behind-the-scenes co-pilot. It helps you draft faster, ideate better, summarise quicker, and repurpose with ease. But it still needs a pilot — a human who understands nuance, voice, timing, and the bigger picture of your brand and your audience. 


Let AI handle the groundwork: brainstorming ideas, writing first drafts, pulling out insights. You bring the final judgement — the emotion, humour, empathy, and spark that only a human marketer can provide. 


When used as a backstage partner, ChatGPT helps you do more of what makes live events so powerful: connecting with people, building experiences, and telling meaningful stories. 


And would you believe me if I told you that AI helped write this blog? 


It did — but it doesn’t hit “publish” on its own. 


Ready to Elevate Your Events (Without the Obvious AI)?

We can help you intelligently integrate AI into your marketing, whether that's for your next event, SEO discoverability or social content creation.


Get in touch to check our availability. Let’s boost your impact while keeping your brand voice authentically human. 

The Smarter Event Marketer’s Guide to ChatGPT (Without Sounding Like a Robot)

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