future-ready conferences: AI tooling to revolutionise the conference experience
the challenge
Our client, an international media firm that runs large-scale conferences and publishes an industry leading magazine, came to us with a question: how can AI be used to enhance the event experience for attendees?
They wanted to understand how advanced technology could be applied to track, manage and improve engagement before during and after events, and to identify opportunities where AI could create value for both attendees and organisers.
the results
Through our discovery work, we identified the opportunity to introduce a chatbot solution and apply AI powered voice to text translation and sentiment analysis tools to enhance the conference experience.
The chatbot engaged attendees from the moment they registered - collecting insights to personalise the event, shaping content, building anticipation, and answering questions about the event. During the conference, we deployed reliable live transcription and sentiment analysis tools to capture real time discussion, provide instant feedback, and strengthen post event content development.
Together, these solutions helped the event exceed attendance targets, boost pre-event engagement, and deliver a 15% uplift in positive attendee feedback.
the process
We took a participant‑back approach, mapping the full attendee journey to pinpoint key pain points and the moments where AI could add the most value. Together with the client, we prioritised opportunities based on impact, feasibility and budget.
To ensure successful delivery:
We kept the solution practical and focused, choosing only the AI capabilities that delivered clear value without adding unnecessary cost or complexity to the participant experience
We co‑designed the experience with the client, ensuring every element aligned with the intended attendee journey
We integrated the tools seamlessly into existing event channels, so they became a natural part of the participant experience rather than a standalone addition
We tested early and iteratively through pilots and small internal events, refining the approach and ensuring the final solution performed reliably and delivered the outcomes the client expected on the day
This structured, collaborative approach enabled the client to introduce AI in a focused, effective way - improving the attendee experience while laying the groundwork for future innovation.