Last updated: March 27, 2025
ChatGPT has become the default AI assistant for brainstorming event ideas, creating content, and solving planning problems on the fly. But just because it’s everywhere and 49% of companies use it (according to masterofcode.com), doesn’t mean it’s the best AI event planning tool.
Relying on ChatGPT to manage your entire AI event organization process is like asking your keynote speaker to simultaneously handle registration, create an event website, and assign exhibitors to booths. Maybe not such a great idea?
Although it has valuable strengths, it isn’t designed to be your all-in-one event solution. So, let’s discuss the best ChatGPT alternatives for event planning.
What Are the Benefits and Disadvantages of Using ChatGPT for Event Organization?
ChatGPT works well for text-based tasks like brainstorming ideas, creating content, and planning logistics, but its capabilities are limited for more complex event planning tasks.
Benefits
- Brainstorm Ideas: Quickly generate creative ideas for themes, venues, and activities, as well as attendee engagement strategies.
- Create Content: Draft event descriptions, invitations, and social media posts.
- Logistics Planning: Generate event schedules and timelines in no time.
Disadvantages
- Integration Complexity: Additional plugins may be needed for tasks like managing RSVPs, tracking attendee engagement, or integrating with event software.
- Lack of Originality: Generic prompts generate generic text. If everyone uses ChatGPT, we’ll all be the same—boring, predictable, and forgettable.
- Robotic Language: Responses can sound automated and lack the warmth of human interaction.
- Inaccurate Information: May not always understand the specific context or provide up-to-date information.
- Privacy Concerns: Potential issues with data collection and privacy.
Things to Look For When Finding An Alternative to ChatGPT
Given ChatGPTs limitations, specialized event planning software can offer better value, with targeted features that understand the complex ecosystem of event management,
Key functionalities to look out for in ChatGPT alternatives include:
- All-in-One Event Planning: A good event planning platform will be able to offer a variety of event features that all integrate with each other. Find a platform that has an event app, registration and more that all update when one feature is changed.
- Event Marketing: Can the platform assist with event invitations, social media posts and creating an event website? A good event tool excels at creative promotion that sells event tickets.
- Attendee Engagement Tools: Features tools that enhance interaction, such as personalized recommendations or Q&A sessions. For instance, an event platform like Whova offers 1:1 meeting scheduling.
- Data Analysis: Ability to analyze attendee feedback and provide insights for future events. Precise analytics reveal which speakers resonated most, which topics generated the most interest, and where you can optimize future event experiences.
- Automation of Routine Tasks: Can automate scheduling, reminders, and RSVP management tasks. The goal is to free up your team’s time, reduce manual errors, and create a seamless planning experience from start to finish.
- Integration with Other Tools: Compatibility with event management software like Zoom, Salesforce, and Google Workspace.
Finding alternatives is easier with review platforms like G2 and Capterra, which offer candid insights from professionals who’ve tested these AI event planning tools. You should also use free trials to validate marketing hype and compare pricing models. Pro tip: focus on value over cost – the right tool will save you hours of manual work.
Best Event Planning Alternatives to ChatGPT
Popular AI event organization alternatives you can use instead of ChatGPT.
Whova
Whova is built specifically to manage every part of your event. Features integrate with each other and include an event app, event registration, event website and more.
Want your event app to feel like yours? You can personalize branding. Need to juggle hybrid events? Our platform lets in-person and remote attendees access the same features from mobile and desktop.
Better yet, attendees get real-time updates, maps that make sense of complex venues, and engagement tools like virtual polling and 1:1 meeting scheduling that works. With AI assistance, we help you create events where everyone stays engaged.
A corporate event planner organizing a three-day industry conference with 500+ attendees can use Whova to manage complex scheduling across multiple rooms, automate check-ins, and facilitate networking between professionals.
After your event, use our AI Event Summary instead of ChatGPT to take hours of post-event reporting in just a few clicks, pulling together the highlights and numbers that your stakeholders want to see.
Whova is ideal for large-scale conferences where organizers struggle with attendee check-in bottlenecks, hybrid events where teams need to connect virtual and in-person participants, and multi-track programs where schedule conflicts create confusion.
Event planners who need comprehensive post-event ROI data will benefit from our automated analytics and reporting features.
Cvent
Image credit to Cvent
Cvent joins the ranks of event management platforms that harness AI but with its own distinctive approach. Their AI Writing Assistant eliminates the tedious back-and-forth with generic AI tools by generating event communications that sound like a human wrote it.
Forget complex spreadsheets; their predictive tools can tell you who’s coming and when, saving you from registration guesswork. And what about the attendee experience? Well, Cvent handles that, too, with summaries and recaps that capture the essence of each session.
Venue hunting becomes a natural conversation instead of a tedious keyword search – simply tell Cvent what you’re looking for in plain language. Cvent delivers tools that make life easier, events more personal, and teamwork smoother throughout the planning journey.
However Cvent is limited for some event tools including and some organizers looking for an all-in-one event solution may prefer another option.
Cvent is best suited for those event planners who are invested in the venue their event will be held at, event teams drowning in repetitive tasks that steal creative planning time, and planners looking for a longer term event solution with a contract.
Google Gemini
Image credit to Gemini
Google Gemini joins the AI assistant landscape as another chat-based tool where you type in what you need and get AI-generated responses. Unlike event-specific platforms, it wasn’t built with the event industry in mind, so you’ll likely need to craft specific prompts to get useful event-planning information.
That said, powered by Google’s extensive knowledge base, Gemini can answer many queries beyond events alone, making it a valuable all-purpose assistant for planners seeking help with everything from content creation to research.
Event professionals who need versatile assistance with both event-specific and general business questions will benefit using Gemini’s broad knowledge base and ability to handle diverse queries from a single interface, though they’ll need to develop effective prompting skills to maximize its value for specialized event applications.
Bizzabo
Image credit to Bizzabo
Bizzabo, an event management platform, offers its own AI Copilot that works alongside you in real-time, providing guidance and automating tasks as you navigate its system. Simply click the book icon, and it immediately understands what you’re working on, offering relevant guidance without requiring you to explain the basics.
The co-pilot is trained specifically on Bizzabo’s knowledge base, videos, and platform details, which means it avoids “hallucination” problems that plague general AI assistants when tackling specialized tasks. As the platform evolves, so does Copilot, which automatically updates with new features and information without you having to relearn how to use it.
Event professionals who struggle with technology adoption or need ongoing guidance will enjoy using Bizzabo’s context-aware AI Copilot that provides relevant, accurate support precisely when needed without requiring extensive platform expertise or repetitive explanations.
However, Bizzabo may lack features in their event platform as a whole so it’s a good idea to research what they offer before choosing to use them.
Bing Chat
Image credit to Bing
Bing Chat is Microsoft’s version of ChatGPT, integrated directly into the Bing search engine. It gives event planners a conversational interface for researching venues, generating content ideas, and exploring logistics while leveraging Microsoft’s search capabilities. Similar to Google Gemini, it wasn’t built with the event industry in mind, so you’ll likely need to customize prompts more.
It has three conversation styles: creative for brainstorming event concepts, balanced for planning questions, and precise for logistics. For teams using Microsoft products, Bing Chat allows research to flow directly into existing planning documents and workflows.
Event managers who regularly toggle between creative brainstorming and precise logistics planning will benefit using Bing Chat’s specialized conversation modes that adapt to different planning phases while maintaining continuity within their Microsoft-based workflow.
The Future of AI and Event Planning
Event planning is changing fast, but don’t worry – AI isn’t coming for your job. Instead, it’s becoming the extension of the expertise you’ve always needed, like having a super-powered assistant who handles the data so you can direct your focus on building stakeholder and vendor relationships.
Logistics will get easier as AI systems identify potential scheduling conflicts (another tip: Whova already has an Agenda Conflict Report), but you’ll still be the decision-maker determining what takes precedence.
Regardless of the tools you decide to use, you should always research alternatives, and stay knowledgeable about industry trends. Beyond platform functionality and marketing promises we recommend you assess:
- ROI: Request case studies with measurable outcomes for events similar to yours in size, audience, and objectives.
- Implementation timeline: Understand the realistic onboarding period needed to fully integrate AI systems into your existing workflow.
- Ownership rights: Clarify who retains rights to attendee data and behaviour patterns AI collects during your events.
- Adaptability: The true test of AI isn’t automation but intelligent adaptation to unexpected scenarios.
Conclusion: Use an All-in-one Event Management Platform
While ChatGPT, a leading chatbot, streamlines planning and execution, it’s not flawless, and its outputs can lack event-specific depth or precision. Information often doesn’t transfer seamlessly between systems, leading to duplicated efforts and potential inconsistencies.
Rather consider alternatives tailored to your specific event planning needs that integrate more naturally with your existing tech stack.
All-in-one-platforms like Whova, built for events, excel at generating detailed schedules, attendee engagement features, or targeted promotional content, such as a session-by-session agenda or a branded invite for a 200-person conference. Exploring these options ensures your planning aligns with the practical demands of your event.
