by Alexis Bauer Kolak & Beth Surmont
May 08, 2024
Artificial Intelligence (AI) is building a presence in the association landscape, particularly with events. Its use continues to raise issues related to the ethics of using AI. Current topics of debate involve what is acceptable when it comes to issues such as privacy, AI bias, transparency, and intellectual property rights. There are emerging tools, usually available for a subscription fee, that provide a safe and private experience, although most users of Generative AI are using free tools that may be open.
Stanford University released its annual AI Index report last month suggesting that humans still outperform AI at complex tasks of advanced-level mathematical problem solving, visual commonsense reasoning, and planning.
Photo Credit: Stanford University
The report also noted that AI regulations in the United States are on the rise, meaning the decisions made regarding AI will likely have a significant impact on your organization and the members you serve. While there is still a lot to learn about the power of AI, your organization may want to leverage it to enhance your next event. Here are a few ways to safely use Open AI for event planning, along with some considerations.
Acknowledge privacy concerns about Open AI use
There can often be blurred lines when it comes to understanding the privacy aspect of open AI, so it is important to understand the difference between Generative AI and Open AI. Generative AI encompasses a subdomain of machine learning focused on creating entirely new data, while Open AI advocates for open access to AI research and development in hopes of fostering collaboration and knowledge sharing. With Open AI comes the potential risks of bias and misuse of AI technology.
When it comes to privacy, consider the information you give to AI tools and think about whether you have the right to provide that information. It is best not to input any personal, organizational, or confidential data into Open AI tools. Additionally, if your event is hosting any keynote speakers, you should avoid putting their name or information into the AI tool. The same goes for copyrighted materials.
When using any AI notetaking tools for meetings, remember to ask for permission from participants to record at the beginning of your call. With permission, AI notetaking tools recap your meetings and allow you to refer back and identify key information, questions, and quotes.
Be mindful of the prompts you create
AI can serve a variety of purposes when used for event planning, including (but not limited to):
- Brainstorming email copy, session descriptions, and outlines
- Data analysis
- Research and keyword searching
- Notetaking
- Adjusting the writing tone and style
Generative AI’s purpose is to create content for you, and your results are heavily influenced by the prompts you input. A recommended exercise is to build a sample event and experiment with inputting prompts into your AI tool. That way, you can get better acquainted with AI and understand how it can benefit your event planning process.
Always fact check your output
As AI can bring you the correct information, an important variable to consider is that it has human contribution, meaning the tools have flaws just like the human beings that create and interact with them. Generative AI works to develop output that resembles human speech and it does not fact check what it produces or the content you input. It lacks situational context, so always use AI rewrites as a rough sketch and ensure the information it outputs is fact checked by a human.
What’s next for AI in events?
Ethical concerns about chatbots, facial recognition, and personalization continue to rise as we learn more about AI. Having adequate planning for how your organization’s event will store and manage data is key, because part of how members and attendees decipher the value of information is where it comes from. Be transparent about the use of AI in generating your event’s outcomes and have a documented policy on your AI use policy that is available to speakers, vendors, and exhibitors.
Though chatbots are already part of many events, they are only as strong as the information you give them. AI has the capabilities to take chatbots to the next level, but if the tool you’re using isn’t at the top of its game, it is likely not worth engaging with it.
Similarly, facial recognition bases itself on how people move through the show floor or event venue and has grown advanced enough to identify patterns of behavior. If your organization has a commitment to diversity, equity, and inclusion (DEI), facial recognition is going to be a challenge because these tools are trained on databases full of faces that are primarily white and cisgender. They also operate on a contrast feature, so the darker someone’s skin is, the harder it is for these tools to recognize and distinguish between people. If facial recognition is not an absolute necessity for your organization’s event, put this idea on the shelf and let it mature a little more.
When used properly, AI is a powerful tool that can enhance the quality of your events. As association events continue to evolve, familiarize your organization with the benefits of AI while carefully navigating accuracy and privacy concerns around Open AI.
Alexis Bauer Kolak is a Director of Education and Learning Services at Smithbucklin, specializing in helping technology and scientific organizations reimagine their year-round education programs.
Beth Surmont serves as Vice President of Business Event Strategy & Design at 360 Live Media, a Smithbucklin company. Her approach to audience-centered design combined with purposeful intention allows her to create meaningful and impactful events.
Alexis Bauer Kolak
(she/her)
Event Services
Smithbucklin
Beth Surmont
(she/her)
Vice President, Business Event Strategy & Design
360 Live Media