Explore how artificial intelligence is reshaping the way events are organized and experienced:
- Connecting delegates, speakers, and companies through artificial intelligence
AI can analyze registration data, professional interests, and previous event participation to create intelligent “matchmaking” recommendations that connect delegates, speakers, and companies with shared goals or expertise. This not only fosters more meaningful professional interactions but also helps participants discover sessions, workshops, or networking opportunities most relevant to their interests.
Example: At an international cardiology congress, the AI system could identify participants with a focus on interventional cardiology and suggest sessions, exhibitors, or discussion panels aligned with their specialization. It could also connect them with experts or companies offering innovative technologies or research in that same field—making networking and knowledge exchange far more targeted and valuable.
2. Event app with an integrated Chatbot – the new digital assistant for delegates
In modern event organization, one of the key factors shaping the overall delegate experience is quick and effortless access to information. This is precisely where AI-powered chatbots step in, becoming an indispensable digital assistant for every participant.
Integrated into the event’s mobile application or web platform, these virtual assistants provide 24/7 real-time support without the need for human intervention. They can instantly answer frequently asked questions, guide delegates to specific sessions, speakers, or exhibitor booths, and deliver up-to-date information about the event schedule and logistics.
Imagine a delegate attending an international congress for the first time, navigating multiple parallel sessions. Instead of searching through long programs or waiting for help at the info desk, they simply ask the chatbot:
— “Where is the next endocrinology lecture?”
Within seconds, the system provides the exact hall, time, and even an interactive map showing the fastest route to get there.
But the potential of AI chatbots goes far beyond orientation. They can serve as interactive engagement tools, reminding participants of upcoming sessions, offering personalized recommendations based on their interests, collecting feedback, or even sending certificates of attendance after the event.
When connected to the event’s database, chatbots can also handle more complex inquiries, such as:
— “Which speakers will be presenting topics on metabolic disorders?”
— “Where can I access the presentations from yesterday’s session?”
In this way, AI doesn’t just provide information—it actively facilitates communication between organizers and delegates, saving time, reducing their workload, and ensuring a more personalized, engaging, and seamless event experience for everyone involved.
3. Personalized programs and intelligent navigation
Building on AI’s role in connecting delegates and providing digital assistance, another powerful application is personalized program creation and intelligent navigation. AI systems can automatically design a tailored schedule for each participant by analyzing:
- professional interests;
- topics selected during registration;
- sessions attended in previous editions of the event.
This allows delegates to receive a customized roadmap for the conference, highlighting sessions, workshops, and networking opportunities most relevant to their expertise and goals. By doing so, AI transforms a static schedule into a dynamic, participant-centered experience, helping attendees focus on the content that matters most to them.
Example: An endocrinologist with an interest in metabolic diseases, particularly diabetes, would receive a recommended program emphasizing the most relevant panels, poster sessions, and symposia on diabetology and metabolic control. Additionally, the system could suggest optimal paths between sessions, alert the delegate to potential scheduling conflicts, and even propose supplementary workshops to enhance practical skills.
By combining personalization with intelligent navigation, AI not only informs participants but actively guides them, ensuring they make the most of their time and engagement at the event.
For organizers seeking more practical guidance on designing tailored programs and optimizing conference experiences, we recommend reading our blog article: “How to organise a successful scientific conference: practical guidelines for programme design, speaker selection and poster sessions”
4. Automated Feedback Collection and Data-Driven Insights
Beyond simply gathering comments and survey responses, AI can analyze the overall behavior and engagement patterns of delegates throughout an event. This includes tracking which sessions participants attend, how much time they spend in different halls, their interactions with exhibitors, and their engagement with digital platforms.
By capturing this holistic view, AI provides organizers with a much deeper understanding of audience interests and behavior, far beyond traditional feedback methods. It can identify trends, levels of satisfaction, and potential areas for improvement, enabling data-driven decisions to enhance the quality and relevance of future events.
For example, if a significant number of delegates consistently skip certain types of sessions or spend more time in interactive workshops, AI can highlight these patterns and suggest program adjustments or format changes for subsequent editions. Similarly, organizers can track how participants engage with exhibitors or digital tools to optimize networking opportunities and resource allocation.
For more guidance on identifying and understanding your audience early in the planning process, see our blog article: “10 Steps to promote a conference”
In essence, AI transforms raw data into actionable insights, allowing organizers to fine-tune programming, improve attendee satisfaction, and increase overall engagement in a way that was not possible with traditional feedback methods.
5. What is coming?
In the coming years, we’ll see even deeper AI integration in scientific and medical events – including voice assistants, intelligent real-time translators, and systems for analyzing scientific content. Moreover, AI will increasingly improve event planning, optimize logistics, offer personalized recommendations for participants, assist organizers in decision-making, and analyze large volumes of scientific data for better content and targeted interactions.
All this will lead to more engaged delegates, higher event efficiency, and new opportunities for collaboration between companies, delegates, and organizations.
Conclusion
Today, AI is not just a convenience tool – it is an intelligent partner that makes events more personalized, interactive, and efficient. AI and chatbots are no longer futuristic concepts but essential elements of modern scientific and medical conference organization. They help organizers save time, optimize logistics, and most importantly – deliver greater value to every delegate.
Follow our blog, where we’ll continue to explore this topic and share new examples of how AI is being applied in the organization of scientific and medical events.
