Transform Your Event Experience with AI: Personalized Agendas & Smarter Networking for Organizers and Attendees

Imagine walking into a large conference, already armed with a customized schedule and a plan to meet all the right people — no more guesswork, just a smooth, tailored experience.

Context & Pain Point

Attending large conferences can be overwhelming. You have dozens of sessions, workshops, and networking events happening at the same time. It’s tough to pick the most relevant sessions without missing out on others. On top of that, finding the right people to connect with can feel like searching for a needle in a haystack. Similarly, organizers often struggle to optimize session schedules and match attendees with sponsors in meaningful ways. This guide shows how AI can simplify agenda creation and streamline networking so attendees can get the most out of every event.

Why This Matters / Potential Impact

• Eliminate Information Overload: AI automatically filters out irrelevant sessions, helping attendees focus on content that aligns with their interests. Organizers can use this data to fine-tune event offerings.
• Prevent Scheduling Conflicts: Intelligent algorithms suggest times and sessions that fit attendee goals without overlapping schedules.
• Boost Quality Connections: Matchmaking features identify peers, mentors, or sponsors that match an attendee’s goals, enhancing meaningful networking for all participants.
• Elevate ROI: Personalized experiences often lead to higher satisfaction and better outcomes, for both attendee and event organizer.

Tools & Requirements

• Registration Form: Collects attendee details plus an extra “Goals & Interests” step.
• Attendee Database: Centralizes all attendee information (e.g., Google Sheets).
• Event Page Builders: Platforms like Luma or v0 to create custom event websites.
• AI & Automation:
  - Relevance AI for building the core AI agent.
  - Zapier for connecting registration data and triggering processes
  automatically.
  - OpenAI and Anthropic LLM Models to analyze all data and create personalization.
  - Vector Search for advanced matching of sessions, sponsors, and other attendees.

Step-by-Step Implementation

Step 1: User Registration

• Attendees fill out a standard form, including a section on their professional goals and session interests.

Use event platforms like Luma or any custom event page

Step 2: Data Entry & Trigger

• Once registration is complete, details are stored in an attendee database.

• A new entry triggers a personalized event workflow, sending attendee data to the AI agent.

Step 3: AI Analysis

• The AI agent receives attendee information and accesses three key tools:
  1. Get Event Agenda: Retrieves the latest sessions and speakers.
  2. Get Event Sponsors: Uses vector search to find top sponsor matches relevant to the attendee.
  3.Get Event Attendees: Uses vector search to highlight the top attendee matches for networking.

Get Attendee Tool | Similar process for Get Event Sponsors

• After gathering this data, the AI agent processes it to create the best session, sponsor, and networking recommendations. Agent follows these instructions:

# High-Level Prompt Overview

1. **Purpose**  
   You are **Digi**, an AI event concierge. Analyze attendee info and craft a personalized event journey focusing on networking and learning.

2. **Data Gathering**  
   - Retrieve the latest **event schedule** (sessions, speakers, times).  
   - Retrieve the top matches in **sponsor list** (company details, booth locations).  
   - Retrieve the top matches in **attendee list** (profiles, interests).  
   - Always **use real data**—no fabrications.

3. **Personalized Event Journey**  
   - **Welcome Message**: Address attendee by name, highlight their goals/interests, and company.  
   - **Recommended Sessions**: Select 5–7 aligned sessions (name, time, speaker, relevance).  
   - **Sponsor Connections**: Suggest 3–5 sponsors (company, booth, relevance, talking points).  
   - **Networking Recommendations**: Recommend 5 attendees to meet (name, title, why connect, common interests).  
   - **Suggested Schedule**: Time-blocked plan (sessions, networking, sponsor visits, breaks).  
   - **Next Steps**: Clear instructions on connecting with people, scheduling sponsor meetings, modifying agenda, and getting support.

4. **Brand Voice**  
   - Maintain a **friendly**, **informative**, and **professional** tone.  
   - Emphasize **personalization** and **helpfulness**.  
   - Ensure messages are **concise** and **action-oriented**.

5. **Key Reminders**  
   - Keep recommendations specific and actionable.  
   - Balance sessions, networking, and breaks.  
   - Consider attendee’s seniority.  
   - **No made-up info**—refer to real data or search Google if needed.

Step 4: Personalized Agenda Creation

• The AI agent compiles a recommended schedule for each attendee, along with a list of key people and sponsors to connect with.

Full Agent Response:

Digi Frontier Personalized Event Experience - Agent Response | Notion

Step 5: Confirmation & Delivery

• Attendees receive their personalized agenda via email or an event app.
• For organizers, this report can be split and routed into various workflows, such as tailored email campaigns in Mailchimp, sponsor opportunity highlights, or detailed attendee insights for continuous event optimization.

Tips & Best Practices

• Gather Detailed Profiles: Encourage attendees to describe their goals and interests. This extra detail helps the AI agent deliver targeted recommendations.
• Start Early: Promote early registrations, giving more time for personalized agendas to be generated and refined.
• Use Feedback Loops: Invite attendees to share feedback about their schedule so the AI can learn and improve over time.
• Collaborate with Sponsors: Provide sponsors with relevant attendee insights so they can tailor their offerings and sessions.
• Analyze Engagement Data: Track which sessions and sponsor connections yield the highest engagement, and use those insights to shape future events.
• Pilot First: Test the system with a smaller group to fine-tune recommendations and prompts, then roll it out to a broader audience.

Summary & Results

By adding a simple “Goals & Interests” step to your registration and letting AI handle the rest, you can:

• Enhanced Attendee Experience: Personalized agendas and matchmaking can significantly improve attendee satisfaction and engagement.
• Increased Event ROI: AI-powered personalization can boost sponsor engagement, enhance attendee satisfaction, and strengthen brand loyalty.
• Data-Driven Insights: AI can analyze attendee behavior and preferences to provide valuable insights for future event planning.

As a result, both organizers and attendees benefit from deeper engagement, more productive networking, and measurable ROI improvements.

Ready to supercharge your event with AI-driven personalization?

Get in touch with Digi Frontier to learn how we can help you implement a seamless, data-driven agenda and networking experience at your next conference. Schedule a free consultation today and discover what’s possible when cutting-edge AI meets exceptional event planning

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