AI-Powered Event Apps Are Taking Over: What’s Hot in 2025

Weddings, product launches, conferences... with the number of attendees and vendors growing, organizing events can quickly get overwhelming. Fair to say, one coordinator can’t do it all.

But you don’t need a huge team either. With the help of AI-powered event apps, organizers can automate logistics, personalize attendee experiences, and stay focused on what really matters — the strategy.

In this article, we’ll explore how mobile apps enhanced with AI are transforming event planning in 2025, plus real examples of how it’s already being done.

Automated Logistics

Event planning is all about timing and with dozens of moving parts, even a small disruption can quickly throw off the whole day. From ticket sales to vendor setup, AI brings much-needed control and flexibility to event logistics.

Let’s start with dynamic ticket pricing. AI algorithms can adjust ticket costs in real time based on demand, availability, and even competitor prices.

A high-profile example is Ticketmaster, which rolled out dynamic pricing for big-name tours in 2022. Though fans have criticized it as controversial, the data shows it’s effective: over $500 million in additional revenue went to artists and event organizers through this model.

Beyond pricing, AI can also manage schedules and logistics automatically. Say a speaker cancels or a panel runs over; the event app can update the agenda instantly and notify all attendees. If two vendors are scheduled to set up in the same area at once, AI can flag the conflict and suggest a fix before it causes delays.

By analyzing real-time attendee data, like session attendance, foot traffic, and check-in patterns, AI helps organizers adapt on the go. A recent Market US report shows that this level of responsiveness can lead to a 25% improvement in event adaptability, allowing planners to make quick, informed decisions that keep everything running smoothly.

Cost-effective Planning at Scale

AI doesn’t just save time during event planning; it helps cut down costs significantly. By taking over resource-heavy tasks like scheduling, forecasting, and equipment management, AI helps organizers run smoother, more budget-conscious events.

Let’s look at how AI helps across three core areas:

Smarter staff scheduling

Staffing a large event can be complicated. There are different roles to fill, changing availability, and unexpected last-minute updates. AI makes it easier by using smart scheduling tools built into the event management app.

The app collects information like each team member’s role, availability, location, and workload preferences. Based on this data, AI can:

• suggest the best staff assignments for each shift
• flag overlapping or missing coverage
• adjust schedules automatically when someone becomes unavailable
• recommend extra support for high-traffic times based on past events or ticket sales
• send shift reminders and updates in real time

Instead of building schedules manually or dealing with confusion on the day of the event, organizers can use these features to stay in control.

Optimized equipment logistics

Managing event equipment can be tricky, from audio gear to signs and seating. An AI-powered app helps by using past event data to predict exactly what equipment is needed and when.

The app can:

• track current inventory levels
• send alerts when supplies run low
• suggest how much equipment to order or move based on the event size and schedule
• update recommendations in real time if plans change
• help coordinate delivery and setup times

This way, organizers avoid missing important gear or ordering too much, keeping everything running smoothly.

Better venue selection

Choosing the right venue isn’t just about availability; it’s about matching the space to the event’s needs. AI can analyze data like past attendance, accessibility, and local accommodation options to recommend venues that fit both the event goals and the budget. This helps avoid overspending on an oversized venue or cramming attendees into a space that’s too small.

AI is helping event organizers make better use of their budgets. By handling resource-heavy tasks like scheduling, equipment planning, and venue selection, AI tools reduce unnecessary spending and help teams stay focused on delivering quality events.

Eventico Technologies is a great example of how this works in practice. They developed a platform to manage complex, multi-venue events. Their solution includes dynamic scheduling, predictive analytics, AI chatbots, facial recognition, and real-time health monitoring. After switching to this integrated system, they reported a 30% reduction in management costs and a 20% boost in attendee satisfaction.

Another example is Stellar Events, where lead planner Sarah Johnson used an event planning app to organize a high-profile gala. The app helped her team work more efficiently and improved their coordination. As a result, productivity increased by 40% and the event ran without a hitch.

Keeping Crowds Safe in Real Time

Large events require more than just security staff and surveillance cameras. With crowds constantly moving and unpredictable situations arising, staying ahead of potential issues is a major challenge. Artificial intelligence is becoming a key tool for organizers to manage safety in real time.

One of the most advanced uses of this technology took place at the 2025 Maha Kumbh Mela in Prayagraj, India. Known as the world’s largest religious gathering, the festival brought in over 400 million visitors across a 4,000-hectare site. To manage safety, organizers used over 2,700 CCTV cameras equipped with AI and facial recognition. These systems helped track foot traffic, detect crowd surges, and send alerts to ground teams when areas became too congested.

In the first nine days alone, more than 93 million people were recorded at the event. The AI system not only prevented overcrowding but also helped locate missing visitors. One woman, Sarita Singh, was quickly reunited with her son and mother-in-law after being separated in the crowd.

Similar technology was tested during the 2024 Paris Olympics. City authorities installed 485 cameras connected to an AI program called Cityvision. The system was designed to detect specific incidents such as abandoned objects, falls, or sudden changes in crowd movement.

Although the rollout sparked debate over transparency, the technology showed how AI can support public safety at high-profile events. The system was used in metro stations, fan zones, and public spaces to monitor dense areas and alert teams when needed.

Beyond festivals and city-wide events, stadiums are also adopting AI tools. Allianz Parque in São Paulo, Brazil, home to the Palmeiras football club, now uses facial recognition technology to verify ticket holders. The system ensures that the person who enters the stadium is the one who purchased the ticket. Since implementation through the Muralha Paulista program, the technology has helped local authorities arrest 28 individuals with outstanding warrants and identify 253 missing persons during just four matches.

Beyond monitoring, AI can support real-time analysis of crowd behavior. Tools powered by computer vision can generate heat maps that highlight busy zones, making it easier for teams to adjust flow or reroute attendees.

Pose estimation models help identify sudden or unusual movements that may indicate a problem, such as someone collapsing or behaving erratically.

Ultra-personalized Engagement

By analyzing attendee profiles, ticket history, in-app behavior, and stated interests, these apps can suggest relevant sessions, people to meet, and even concerts or shows to attend next.

According to Zipdo, 62% of attendees prefer personalized event recommendations powered by AI. That’s a clear sign: personalization isn’t a nice-to-have anymore, it’s a must.

Let’s take a closer look at how this works.

In-app session recommendations are one of the most practical uses. If someone registers for leadership and innovation panels at a conference, the app might suggest a workshop on future tech trends or flag a roundtable with top executives. The recommendations update in real time based on session feedback and user engagement.

And it doesn’t stop at conferences. Platforms like Ticketmaster and Eventbrite use AI to suggest concerts or local events based on previous ticket purchases. If you’ve attended indie rock gigs in the past, the system might alert you to an upcoming show in your area or offer early access to similar events. These recommendations are based not only on genre, but also on venue preferences and purchasing patterns.

It’s a win-win: attendees discover experiences they genuinely care about, and organizers or venues enjoy higher retention and repeat engagement.

In-app notifications can also be personalized, like suggesting you head to a booth you might like, or nudging you 10 minutes before a favorite speaker’s session begins. After the event, AI can help tailor follow-up content or survey questions to match what the attendee actually experienced.

Built-in Accommodation Booking

Booking accommodation used to be a separate task, often involving different platforms and extra effort. Now, many event apps make it part of the same smooth experience by offering built-in hotel search and booking powered by AI.

Instead of sending attendees elsewhere, the app can suggest places to stay based on their travel patterns, preferences, and budget.

For example, someone attending a music festival who usually books mid-range hotels close to public transport will see exactly those options. These recommendations can also reflect whether the person prefers apartments or hotels, early check-in, or specific amenities like parking or breakfast.

Platforms like Eventbrite, Cvent, and InEvent already include hotel booking features. In some cases, users can manage everything in one place: registration, ticket storage, hotel check-in, and even directions to the venue. It saves time and makes planning feel effortless.

With everything connected, attendees can focus on the event itself instead of juggling multiple apps and tabs.

Smart Networking Features

Meeting the right people is one of the biggest reasons people attend events. But in a crowd of hundreds or thousands, meaningful connections can easily get lost. That’s why more event platforms are turning to AI-powered matchmaking to make networking smarter, faster, and more relevant.

AI can process hundreds of data points about each attendee, like their role, goals, interests, and even past event behavior. Instead of matching people just by job title or keywords, AI goes deeper. It looks at intent. Is someone looking for a mentor, a partner, a new hire, or an investor? By understanding what attendees actually want to get out of the event, the app can offer more relevant matches.

AI also learns over time. If someone consistently chooses certain kinds of people to meet, the system will prioritize similar profiles in the future. It adjusts based on user behavior and feedback to improve match quality at every event.

This approach has already delivered real results. At TechBBQ, a leading innovation summit in Scandinavia, AI matchmaking helped organize over 2,800 one-on-one meetings, with a 39% meeting acceptance rate. That level of engagement was so strong, organizers expanded the networking area for the next event.

LendIt Fintech, a virtual event series focused on digital banking, used AI matchmaking across 13 events to arrange over 22,000 meetings, with an average acceptance rate of 31%. These meetings were not just frequent — they were focused, helping attendees connect with exactly the kind of people they came to meet.

Wolves Summit, a major European event for startups, investors, and corporations, used AI matchmaking to improve networking across both in-person and virtual attendees. The tool matched participants based on shared interests and event goals rather than just job titles, helping create more meaningful and relevant connections.

Attendees could either schedule one-on-one meetings or simply start a chat without committing to a specific time. The platform supported hybrid networking, allowing meetings to happen online or at the venue depending on each participant’s preference.

The event saw over 2,200 meetings with a 34% acceptance rate, showing strong engagement and a clear demand for personalized networking suggestions. These results were supported by clear communication with attendees and easy access to networking features throughout the event.

Another example: SXSW GO is the official mobile app for the annual SXSW Conference & Festivals, helping attendees manage their event experience in one place. Users can upload their badge photo, build a personalized schedule, and most importantly, connect with others attending the festival. The app includes a full attendee directory, direct messaging, and the SXSW Recommends feature, which suggests people to meet based on shared interests. With location services enabled, attendees can also discover who’s nearby, making it easier to spark relevant conversations throughout the event.

AI-powered Support

With large events come large volumes of questions. Where’s the nearest entrance? Can I bring my dog? What time does the keynote start? Instead of relying entirely on human support teams, more organizers are using AI-powered chatbots and voice assistants to provide instant, scalable answers — and they’re working across every stage of the event.

Before the event, chatbots can help attendees register, explain ticket options, and answer frequently asked questions. During the event, they assist with live information like venue directions, schedule updates, and even basic troubleshooting. And after the event wraps up, they can continue providing support by sharing post-event materials, collecting feedback, and guiding attendees to future event resources.

A great example is the Festival of Nations in St. Louis, which welcomes over 100,000 attendees in just two days. To avoid overwhelming the team with repetitive questions, the organizers introduced an AI chatbot on the event website. In just 24 hours, the chatbot was live and ready, trained on the most common queries like food policies, parking, and schedules. Over the course of the event, it handled more than 1,000 attendee questions with over 90% resolved instantly. That meant fewer inbox floods for the staff, and faster help for attendees who just needed quick answers.

AI support tools also make sense for hybrid and global events. Many platforms now support multilingual conversations, helping international guests navigate the event more easily. In-person attendees might get directions or program reminders, while virtual attendees can access video links, session details, or chat with organizers.

What makes these systems even more powerful is how they learn. Chatbots can recognize patterns in attendee questions, improve their responses over time, and even personalize information based on past interactions. Someone who asked about vegetarian food last year might get tailored suggestions this time around.

How to Create a Custom AI Event Management App?

At Perpetio, we work with small and mid-size businesses to design and develop apps that do more than keep schedules. We help turn event ideas into smart, user-friendly digital tools that support clients and simplify coordination.

Here’s what the process of building an AI-powered event app typically looks like:

Start with real needs, not assumptions

Before jumping into development, it’s important to define what your event app actually needs to do. That means talking to people, both event coordinators and potential attendees.

What are the most time-consuming parts of running or attending an event? What frustrates users when using event apps? These interviews help your team identify key features and user expectations early on.

For coordinators, the focus may be on simplifying registration, managing vendor communication, or streamlining content updates. Attendees might ask for better schedule navigation, real-time support, or easier networking. These insights set a clear direction for the app.

Define the must-have features

Once the core problems are identified, your tech partner will help you translate them into a feature set. For example, your app might include:

• attendee registration and ticketing
• interactive agendas with session recommendations
• built-in hotel or transport suggestions
• in-app chat and AI-powered networking
• real-time updates and notifications
• AI chatbot support for event FAQs
• feedback collection after the event

Some of these can be built using standard app logic. Others, especially personalization features and instant support, require AI.

Integrate AI tools that fit your needs

AI doesn’t need to be complex to be powerful. You can integrate tools like OpenAI’s GPT-4 via API to create conversational assistants that answer attendee questions, recommend sessions, or guide users through event features.

For example:

• A GPT-powered chatbot can help with common questions like “Where is Hall B?” or “When does the keynote start?”
• AI can analyze user behavior and preferences to suggest relevant sessions, speakers, or booths
• Matching algorithms can support smarter networking by recommending people to connect with

Your developers will help you select the right AI services and integrate them securely. This also includes setting clear boundaries for the AI (like when it should hand off to a human) and ensuring your app complies with privacy standards like GDPR.

Design for simplicity and clarity

AI might power the backend, but the user experience should still feel smooth and intuitive. A clear layout, easy navigation, and accessible design help users focus on the event — not the app. That’s especially important for high-energy or time-sensitive moments during the event day.

Your design team will likely go through a few iterations, from wireframes to clickable prototypes, testing layouts with real users to make sure everything flows naturally.

Develop, test, and learn

After design comes development, whether you choose a native or cross-platform approach. Once the app is functional, it goes through rounds of testing, both for technical performance and AI behavior. It’s important to check if chatbots are giving helpful answers, if recommendations make sense, and if the app runs smoothly across devices.

Many teams start with a small MVP version to get feedback from early users before scaling. That way, you can improve based on real usage, not just assumptions.

Enhance attendee experience and simplify your operations.
Get a free tech consultation. Reach out at contact@perpet.io or via a contact form.