Events are much more than simple gatherings - they are the place for unforgettable experiences, the exchange of new ideas and the creation of valuable networks. Behind the scenes, participant management ensures that an event becomes an impressive experience. It is the interplay of careful planning, targeted communication and intensive interaction that shapes and characterizes each guest's experience.

The integration of artificial intelligence (AI) creates new opportunities for guest management. The result is greater personalization and increased efficiency. From registration to execution and follow-up, AI opens up numerous application possibilities that optimize the individual event experience. AI enables more precise analysis of guest preferences, personalized communication and tailored experiences, taking events to a new level. Learn how VOK DAMS is using this technology to transform attendee management, meet new guest needs and make events even more memorable.

THE USE OF AI IN GUEST MANAGEMENT AT VOK DAMS

AI SERVICE HOTLINE

The VOK DAMS AI hotline enables more efficient and personalized customer service for participant management. Instead of relying on expensive call centers, the AI independently uses information from FAQs, websites and PDFs to answer inquiries. Based on ChatGPT technology, the chatbot acts independently and individually. It can also be trained in advance to convey a specific piece of information, voice or mood that appeals to the caller.

A particular advantage is that the AI is constantly evolving and the accuracy of its responses is constantly increasing. By operating around the clock, our hotline offers support at all times. In addition, the bot can also answer questions that are not included in the FAQs. Thanks to the analysis and evaluation of the queries, we recognize which topics interest our callers the most.

INDIVIDUAL VIDEO MESSAGES

AI video messages make it possible to translate recorded videos into almost any language while retaining the real voice of the speaker and realistic mouth movements. In attendee management, this opens up new possibilities, such as personalized welcome messages in the guests' native language. This creates a deeper connection and removes language barriers, significantly increasing the reach and impact of video content.

Whether for training videos, product presentations or webinars, AI translation ensures clear and understandable messages in any language while promoting diversity and inclusion. This technology enables barrier-free communication and sets new standards for global collaboration.

AI SIMULTANEOUS TRANSLATION

AI-driven audio-to-audio translation fundamentally changes the way people communicate and overcome language barriers at international events. This solution makes it possible to overcome language barriers and offers seamless, multilingual communication in over 40 languages. 

Compared to traditional interpreters, it offers a cost-effective alternative by allowing speakers to speak in their native language, ensuring authenticity and clarity of messages. By removing language barriers, participants can fully focus on the content, resulting in higher engagement and increased satisfaction. AI-driven audio-to-audio translation thus takes the event experience to a new level and sets new standards in international participant management.

INDIVIDUAL AFTER EVENT - PHOTO EXPERIENCE

After an event, guests are most interested in the photos of themselves. This is where the VOK DAMS AI photo application comes in, using advanced facial recognition technology to identify attendees in photos in seconds and present them with their personal event highlights directly. This efficient method eliminates the hassle of searching through thousands of images and provides a targeted, convenient and time-saving solution.

As soon as the photos are uploaded, the AI analyzes the faces and automatically assigns the images to the respective guests. This not only saves time for event organizers, but also makes it easier for guests to access their memories without having to sift through a flood of images.

In addition, the application enables the creation of AI-generated templates that are perfectly aligned with the corporate identity of the event. These templates make it easy for guests to share their photos on social media or with friends and family in no time. This not only encourages the sharing of memories, but also increases the visibility and recognition of the event, with each shared post acting as a small ambassador of the event. 

WHICH EVENT DESTINATION IS THE MOST SUITABLE FROM THE PARTICIPANT'S POINT OF VIEW?

From the capacity and size of the location to its accessibility, infrastructure and ambience, there are numerous factors that need to be considered when selecting an event location. The VOK DAMS AI DestinationFinder is not only about finding a suitable environment, but also about understanding and taking into account the needs and requirements of the event and the guests. Sustainability aspects are also playing an increasingly important role.

The AI DestinationFinder offers an innovative solution by analyzing travel times, costs and CO₂ emissions to provide informed recommendations for more sustainable event planning. The application helps marketing and event decision-makers to select the optimal venue and plan more eco-friendly itineraries, making events not only more efficient but also more responsible. 

This plays a key role in attendee management: targeted travel planning can not only reduce environmental impact, but also increase the comfort of participants. Well thought-out travel planning helps to ensure that guests can participate in the event in a relaxed and engaged manner, which significantly improves the overall experience.

AI EVENT CONCIERGE

The AI event concierge is a modern evolution of the traditional service hotline and is currently in the development phase, but can already be implemented in collaboration with partners. This innovative service acts as a versatile avatar that is available both online via the website and smartphone apps and on site at display terminals. More than just an FAQ tool, the AI concierge uses advanced algorithms to act as a dynamic knowledge broker. It offers users personalized information and support that goes beyond the traditional hotline.

By adapting to the corporate design of the event, the concierge enables a consistent and personalized brand experience. This not only improves the flow of information, but also enhances the overall experience of participants by helping them to find their way around and make the most of the event, e.g. through personalized workshop recommendations.

The integration of AI tools is revolutionizing attendee management and offers numerous advantages for a more personalized event experience and smooth event execution: intelligent technologies optimize processes such as the selection of event locations and the planning of itineraries, resulting in a more efficient and sustainable event organization. For attendee management, this primarily means improved communication and a personalized experience. AI-supported systems enable seamless multilingual interaction, remove language barriers and thus promote greater participant engagement. Overall, AI tools significantly improve the efficiency of attendee management by minimizing friction, increasing guest satisfaction and ensuring a consistently positive event experience.

Find out more about specific AI tools and their applications in our VOK DAMS handout for AI products or for a no-obligation discussion, simply get in touch with us by sending an email to info@vokdams.de.  

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