If there is a loud conclusion at the conference during the AI of Skift meetings and the future of last week’s conference virtual events, don’t be afraid to “play” with AI to find ways to help perform regular tasks.
Homrick Berg Senior Event Manager Elyse Dawson and Maritz Vice President of Supplier Relations Meg Pisani share how they use Chatgpt and Copilot to complete tasks from seat maps and menu plans to daily emails.
“Just knowing it’s not necessarily perfect, you can take advantage of the tool and continue to improve the process,” Dawson said as he began his speech.
Here are 5 tasks, and two spokespersons described their use of prompts:
Speaker selection
The past involves Dawson researching hundreds of pages of process about every potential spokesperson on Google to ensure there is no negative impact in its history, thus reducing it to 19 seconds.
“I put the list of all speakers into the AI in this prompt:’I’m reviewing the keynote speaker. Please provide any negative news or headlines about the following people. ”
“I got the results in 19 seconds,” she said. “I won’t be able to do this in 19 minutes if I need to. It’s not only a time-saving, but also a link to the article, so I can share them with stakeholders.”
As Dawson puts it, in the menu plan, “Sometimes you need some help – a starting point.”
She filled all the different menus from hotel to AI with 100 pages of PDFs and then used this tip:’Create a breakfast and lunch menu of $80 per person before taxes and fees.
“And I go back to AI and say, “Now include taxes and fees, tell me the total amount.” This gave her the previous amount and included taxes and fees.
“You don’t have to wait until you get Beo to get a surprise fee, but you can see that in advance. It also gives me a great starting point for those more budget-conscious groups.”
FAQ Files
Many companies list general policy information and guidelines on their intranet websites, but to make it easier for attendees to get answers, Dawson created targeted FAQ files for her meetings. “I just fed the entire 20 pages to the co-pilot and said:Create a FAQ file for conference attendees based on this document and all areas contained in this document.
“It raises the top 15 questions people always ask, such as ‘What are the travel restrictions for flying first class? What is our meal hat policy?’ Now all these quick-hit questions are listed in a one-page document. ”
Seat map
“In the planned seating map, there are a lot of different levels – the female to male ratio, the level people come from the organization,” Dawson said. “All of these are factors in the planned seating chart, and you’ll also compare this year last year depending on the historical nature of the event.”
She started the process by putting Excel attendee files into the AI with prompts:’I I hope to create a seat map for this event. Review this document, preserve gender, region and level in the organization, and create a seat map for me.
“It reads the file and deletes all column headers. Then asks the following questions: “How many people do you want to have on the table?” AI is a great thing. It is intuitive to answer and ask questions you may not have thought of, as I did not put it in the initial prompt.
“Also, I need to tell it that we want to use each person only once. I did this for the first three times and it wasn’t exactly right. It does repeat a person. So it’s an experience, recommending more editing process, and then returning to you getting to that best position.”
Pisani uses Copilot to help her craft email. She found it intuitive and followed any tone she directed.
Recently, she had to make an email to the team to get them started using AI. “I reminded:Please create an email to my team asking them to use the vice president and share the benefits of doing so. ‘”
When the email comes back, it’s long and provides an in-depth description of the AI capabilities and the tasks it can use. She asked it to shorten it and with 5 bullet highlights.
She then returned again and asked her senior executive to provide the version. “I asked:’Can you make senior management more concise? Because I don’t need all the slogans needed for training teams. Senior executives just want to know what I’m doing with AI.
“Did it.”
