ChatGPT – Design this event: Why the human touch is important in event planning

With near-constant news stories about how technology will change the future workforce, it got us thinking about the parts of our event planning process that are intrinsically human. In September 2023, the World Economic Forum looked at the impact of generative AI and large language models on jobs as part of its ‘Jobs of Tomorrow’ series. The report found that roles where AI posed the least threat, were those that involve human interaction and complex thinking skills – sound familiar?

1. Being a critical friend 

Our clients often tell us that one of the things that they like most about working with BeaconHouse Events is our ability to act as an extension of their internal team, offer sound advice based on years of experience in event planning, push back on ideas that don’t add values and be an arm around their shoulder through what can sometimes be a stressful process. By building relationships with our clients we understand them inside out and can form a truly collaborative partnership that goes much deeper than a client/agency transaction.

2. Logistical problem solving 

While Chat GPT has many benefits, we’ve yet to see it solve a last-minute problem with the sound equipment, track down elusive keynote speakers, or collaborate with partner organisations to create a sustainable event programme that doesn’t greenwash. Our clients know that in the lead-up to an event, and on-site, they don’t have to worry about the logistics being taken care of because our team has it covered, instead they can concentrate on speaking to delegates and enjoy the experience.

3. Building relationships 

Event planning doesn’t happen in a silo and we rely on building high-quality relationships with our clients and our network to make sure that we are delivering the best experience possible. Over the years we have worked in tandem with venues, AV teams, photographers, and speakers and built genuine friendships that have seen us through when the going gets tough and allows us to keep developing new ways to bring our client briefs to life.

4. Creative thinking 

Creativity isn’t just the nice fluffy stuff. Strategic creativity is born from client conversations, an appreciation of their brand and vision, and an understanding of what they are trying to achieve through this experience. Crafting innovative and engaging event concepts requires an understanding of our client’s brand, values, and ambitions, and true creativity is born from collaboration. With every new brief, we work with our colleagues, clients, and partner organisations to come up with ideas that surprise and delight delegates and push our clients to be brave and bring personality and purpose to everything from the signage to the snacks. Call us cynical but we don’t think AI is quite there yet.

5. Negotiating contracts 

90% of the work that we deliver goes on at our desks, and while negotiating contracts might not be the most glamorous part of event planning, it is an essential element that needs time, experience, and dedication to do well. By understanding each event brief and client individually we can find the best way forward when it comes to event insurance, venue hire, catering, or speaker fees rather than adopting a one size fits approach.

6. Emotional intelligence 

A big part of event planning is the ability to predict delegates’ wants and needs, how they may feel about certain choices, and how they could interact with different aspects of the event experience. We are experts in making the intangible, and tangible and put people at the heart of every experience – and people are complex creatures!

7. Adapting to the unexpected 

Any event planner worth their salt keeps their cool under pressure – ask any of them and they’ll have an event story that starts with ‘oh you’ll never guess what happened…’ and AI would just not be equipped to handle some of the things we have seen!

Every event and experience that we create is highly tailored and based on months of collaboration, conversations, idea generation, and strategy and despite its sophisticated algorithms, AI has a long way to go before it can navigate the intricacies of human beings that the best event managers have mastered.

At BeaconHouse Events we love to create event experiences that people at the heart. To speak to our team about bringing your next event to life email info@beaconhouse-events.com or call 0191 691 3456