An Event Planner’s Guide to GenAI Prompts

By: Mike Loving, General Manager, Florida

Generative AI (or, GenAI for short) refers to artificial intelligence (AI) technology that can create content or gather information from sources across the web. The GenAI poster child is, without a doubt, ChatGPT which took the internet by storm with its groundbreaking debut in 2022. Since then, tons of free and paid tools have been introduced including DALL-E, Claude, and Bard. AI has also made its way into a lot of the technologies we already use from project management software to search engines like Google and Bing. There’s no doubt—we are officially in the era of AI.

Everyone is looking for ways to use AI prompts to make their lives easier, and event planners are no exception! The most important thing to remember when using GenAI is that you get back what you put in. That means that the more detailed and clear your AI prompts are, the better the response will be. So, our team decided to put together some ready-made prompts that you can use in any AI tool to boost your creativity and add some much-needed time back into your day.

1.   First Things First, Some Guidance

I know, you’re wondering, “When will we get to the prompts???” Soon, we promise. In case you’re new to AI, we just wanted to share a few pointers before you dive in. While GenAI is powerful, it is far from perfect. Here are a few things to keep in mind:

• It can plagiarize or just plain make things up. That’s why it’s very important to carefully read, fact-check, and edit any content it produces before you use it. You should also approach your chat as a conversation with a real person—provide the tool feedback on what it generates until it gives you something that’s the perfect fit!
• Sometimes, it can do math…and other times, not so much. You can ask for a paragraph of 200 words max, and sometimes, it will listen, and other times, it will give you 300 words with no apologies. Again, that’s why the human element after the generation is key!
• Unless you pay for a tool that offers data protection (such as a paid content tool like Jasper), DON’T input any private or confidential information! Once you input data, there’s no taking it back, so if you’re using a free or open-source tool, don’t give it anything you wouldn’t want any random person (or your competitors) to have access to.
• Related to this last point, before you use GenAI for work, be sure to check in with your trusty IT department to ensure you’re up to date on their AI policies. 360DG supports breaking free of convention, but not breaking the rules!
• New to using AI and AI prompts? Check out AI Tools for Event Planners, where we break down the best tools you can use to streamline your workflow and boost creativity.

2.   Prompt for Event Marketing

Note: The information in brackets should be swapped out for the details of your event!

The Prompt: You’re an expert event planner looking to create promotional materials for an [incentive trip] you’re planning for your company, [COMPANY NAME]. You need to generate promotional content that includes:

1. A short event description of 200 words max that your company can post on their website. This should be catchy and engaging to generate interest.
2. Three social media posts for Facebook that the company can post to promote the event and generate interest and excitement amongst their employees.
3. One short promotional email that the company can send out to their employees to build excitement for this incentive trip.

Here are some details that you can use to create this content:

• This is [a refined California wellness experience]
• This will be hosted at the [Ojai Valley Inn] on [April 4-7, 2025]
• The weekend will kick off with a welcome reception [with cigars on the lawn]
• Activities will include a [wine tasting in the Ojai Valley, an all-American cookout, and a Jeep tour]

Please generate the description now; once I give you feedback on that, please generate the remaining content.

The Response:

3.   Prompts for Planning an Itinerary

The Prompt: You’re an expert event planner looking to create an itinerary for [a VIP corporate retreat] in [New York, NY]. This itinerary should include [Friday evening, all day Saturday, and Sunday morning]. This retreat will take place in [September 2025]. Feel free to provide suggestions that take place anywhere in the city, however, if transportation is required from one location to another please provide details on that as well. Here are the group’s interests so you can provide an itinerary that will appeal to them: [input bullets on your group’s interests like those below]

• They are foodies and love innovative and interesting culinary experiences.
• This is a brunch crowd, they love breakfast food and classic brunch drinks like mimosas.
• They like to be outdoors when experiencing a city. This includes walking tours, outdoor attractions, and transportation options that enable them to be outside, such as boats and ferries.
• They love history and unique cultural experiences that they can’t find anywhere else.
• They work for a sustainability company, so any opportunities for green attractions or ways to be environmentally friendly should be leveraged.
• Keep this unique and interesting. They all have been to NYC in the past, so they don’t want any tired attractions or activities (e.g., the Statue of Liberty or the Empire State Building).

The Response:

4.   AI Prompt for Analyzing Post-Event Survey Results

To start the analysis, upload your file to ChatGPT.

The Prompt: You’re an expert event planner and you just hosted a [3-day corporate meeting]. You sent out a post-event survey to attendees to get their feedback. The survey asked questions on Content & Programming, Event Venue, and Event Logistics. Analyze these survey results in an easy-to-read, concise manner so that we can easily review and share with our team to improve next year’s meeting.

The Response:

So, how do you feel about using Generative AI prompts to crush your event marketing and planning goals? There are so many great ways event planners can leverage GenAI to make their lives easier and their work more seamless. Reach out if you’re hungry for more!