cyborg depitction of artificial intelligenceThe incorporation of Artificial Intelligence or AI in organizing dynamic events, is now the latest major trend in using data to adjust event activities toward enhancement of attendee experience all in real time. Moreover, the application of AI algorithms in crowd management can help organizers improve safety through the prediction of peak times that could establish optimal pathways for managing crowd flow.
Event organizers’ use of AI in analyzing attendee profiles and decorums in past events, can also help in personalizing attendee schedules as well as identify networking opportunities.

What Exactly is Artificial Intelligence

Artificial intelligence is a science-based technology of processing large amounts of data in ways that will enable data analysis and recognition of patterns way beyond the capability of ordinary humans. That way, humans can apply AI as a tool for making sound evaluations to devise strategies and in arriving at informed decisions.

However the use of AI albeit designed as a way to give support to humans in making smart decisions must pay heed to suggested best practices. Integrating AI in action plans like event organizing is data driven, involving the collection, analyses and storage of great amounts of data. Inappropriate use, improper handling and faulty storage, could inadvertently lead to breach of privacy leading to far-reaching, damaging consequences.

Known Best Practices in the Integration of AI in Event Planning

events planners working as a teamAdherence to Data Minimization PrincipleEvent planners must strictly collect only the necessary data to use for a specific and clearly defined purpose. Collecting excessive data not only increases risks of breaching privacy but also adds unnecessary burdens to data storage and management.

Maintain Transparency with Event Attendees – It’s incumbent for organizers to clearly convey to attendees the usage policies observed by event planners. Such policies must primarily state the kind of data collected, and the person/s authorized to access and use data for event planning purposes.

Ensure Security of Data Handling and Storage – Management of event planning companies must ensure that robust security measures are in place to protect the data collected. Examples of such security measures include encryption of data, establishment of rigid access controls and incorporation of data storage solutions, especially in protecting sensitive information.

Conducting Regular Audits of Data Privacy Practices – Periodic audits of privacy practices must be conducted regularly not only to ensure compliance with existing and latest laws. Regular reviews of actual privacy practices can also aid in identifying potential vulnerabilities from data collection, to handling and storage, up to the deletion process.

Best Practices in the Application of AI in Event Planning