01
Automation
Fixed rules that run reliably: a reminder seven days out, status back to the CRM, a ticket after registration. That’s what workflow automation does.
AI for event planners
AI in events.Your AI. Your systems. Your events.
AI in events means an assistant that plans with you, builds pages, forms and invites, answers questions about your attendees and turns results into reports. With AirLST, the assistant your company already uses, whether that’s Microsoft Copilot, ChatGPT or Claude, works right inside your event platform and alongside your CRM and business systems. Your requirements set the limits, not your software.
Your AIMicrosoft Copilot, ChatGPT, Claude or your own agents, with the user’s permissions.
Your systemsSalesforce and HubSpot through connectors; SAP, Microsoft 365 and Power BI through integrations.
Your eventsFrom invite to report on one platform, approved by your team.
Trusted by leading event teams and companies
Anything is possible when AI, events and your systems work together.
01Your AI
The assistant your company already uses works directly in AirLST.
02Your systems
CRM, ERP, Microsoft 365 and BI feed in data and get results back.
03Your events
Invites, registration, check-in and reporting on one platform.
04Start standard, extend as you go
Get going with Airstage through MCP, then add what your business needs.
Overview
What is AI in events?
AI in events is the use of AI assistants and language models to prepare event work, create content, organize information, analyze data and support workflows across systems. AI handles the writing, structuring and checking; decisions, relationships and the event itself stay with your team.
For AI event planning to really pay off, the assistant can’t live in a separate chat window. Connected to your event platform and business systems, it creates results where the event is actually run and pulls in data from your CRM or ERP. Across the event lifecycle, it helps with concept, invitations, registration, communication, event day and follow-up.
AI vs. automation
Two different things that work best together.
02
AI
Understands a description or a question in plain language, then drafts, summarizes and suggests, like a registration page from one sentence or a report for sales.
03
Together
AI drafts, automation executes, your team approves. Critical rules like permissions, consent and capacity are enforced by the platform, not the language model.
04
Limits
AI sounds confident even when it’s wrong. A person checks dates, prices and commitments, and guest data only goes into tools that are contractually and technically fit for it.
01How it works Standard
From one sentence to a live event: AI event management software in practice.
Your assistant connects to your event account through the AirLST MCP server and works with your permissions. Out of the box it builds landing pages and registration forms in Airstage. How to connect your assistant.
- 1 · Describe the eventOccasion, date, venue, attendees, must-haves: one message in the chat.
- 2 · AI builds the draftPage, form and design appear in Airstage, checked on mobile and desktop.
- 3 · Your team reviews and approvesWatch live in the builder, pin notes, pick variants, publish.
- 4 · AirLST runs the eventInvites, registration, guest list, check-in and reporting on the same platform.
Brand Summit 2027Draft · awaiting approvalAirstage
| Item | Status |
|---|---|
| Landing page | Draft |
| Form | Draft |
| Design | Draft |
| Thank-you page | Draft |
- 10:02Description “Brand Summit on March 12, three sessions” · E. Miller
- 10:03Draft page, form and thank-you page created · Assistant
- 10:20Approval pending · E. Miller
02AI for event planning
What do you want AI to do for your events?
Six use cases, each with a prompt the way event planners actually ask. Every card shows what runs out of the box and what we set up for you. Want ready-to-use prompts? See ChatGPT for event planning.
Standardready to use
Custom integrationset up for you
Which use case fits your systems?
Discuss your setup
Standard: MCP server for Airstage, connectors for Salesforce and HubSpot, REST API from the Professional plan. Everything else is set up by our integration services or your IT.
Your AI assistant
“Build a landing page with the agenda for our partner day and a registration form with workshop selection, in our brand.”
“Check the guest list for duplicates and suggest segments for the invitation.”
“Write the invite in three versions: customers, partners, press. Remind everyone who hasn’t replied a week out.”
“How are registrations tracking against last year, and how many no-shows should we expect?”
“Which guest groups haven’t checked in yet, and how full is session 2?”
“Summarize which key accounts showed up and suggest a next step for each one.”
AirLST
MCP · Airstage
MCP · guest list
Invitation management
Reporting and guest list
Check-in and capacity
CRM connector
Partner day landing page
- Agenda with six sessions
- Registration form with workshop choice
- In your brand
DraftApproved in the builder
Guest list checked
- 12 possible duplicates
- Segment partners · 184 guests
- Segment customers · 412 guests
DraftApplied after you confirm
Invitation in three versions
- Customers · partners · press
- Reminder one week before
- To everyone without a reply
DraftSent after approval
Registrations compared
- 486 registrations · last year 431
- Expected no-shows around 9%
- Notable: region South
DraftAnswer in plain English
Event day status
- Partner group not checked in yet
- Session 2 at 86% capacity
- Entry stays with your team
DraftRead only
Key accounts after the event
- 14 of 18 key accounts attended
- Next step for each account
- Attendance in the CRM
DraftDraft for sales
Standard
Event planning, landing pages and content
A new event is ready as a draft in minutes, on brand and checked on mobile and desktop.
How it works The assistant builds in Airstage through MCP; your team watches in the builder and approves.
Custom integration
Attendee management and guest data
Clean lists before you send, segmented by role, region or status instead of hours in Excel.
How it works The assistant reads the guest list with your permissions and suggests changes; only what you confirm is applied.
Custom integration
Invitations and attendee communication
The right tone for every audience and language, without rewriting each version.
How it works Copy and sequence are drafted in your invitation workflow; nothing goes out until it’s approved.
Custom integration
Event analytics and forecasting
Answers in plain English instead of filters and exports, clear enough for leadership and sales.
How it works The assistant queries reporting and the guest list and explains what stands out; forecasts need solid data from past events.
Custom integration
AI on event day
Your event lead gets the full picture in seconds, without clicking through dashboards.
How it works The assistant reads check-in and capacity data; entry and decisions stay with your team.
Custom integration
Follow-up, CRM and sales
Event results reach sales while the lead is still warm.
How it works Attendance flows to your CRM through the connector; the assistant drafts the report and next steps.
03AI and business systems
Your AI. Your systems. Your events.
AirLST is the event platform in the middle: contacts come from your CRM, budgets from your ERP, briefs from Microsoft 365, and results flow back. Your AI assistant works on top through MCP, with the user’s permissions and a full audit log. Events become part of your business processes and your AI strategy instead of an island.
Data moves through connectors and the API, not through the language model. Technical details: integrations.
Your business systems
SalesforceConnectorStandard
HubSpotConnectorStandard
SAP and ERPREST-APICustom integration
Microsoft 365, SharePointPower AutomateCustom integration
Power BIExport and APICustom integration- Your own systemsREST-APICustom integration
REST API · connectors · workflows
Event platform: data, processes, approvals
- Event pages
- Registration
- Guest list
- Invitations
- Check-in
- Workflows
- Reporting
MCP · user permissions · audit log · approval
Your AI assistants
- Microsoft CopilotCopilot StudioCustom integration
- ChatGPTMCPStandard
- ClaudeMCPStandard
- Your own AI agentsMCPStandard
04Enterprise scenarios
How AI, CRM, ERP and Microsoft 365 work together.
Four scenarios from companies that run a lot of events. Each one builds on existing building blocks and is configured for your systems.
- Salesforce
- AirLST
- AI assistant
Partner events with Salesforce and AI
- The problemTwenty partner events a year. Contacts live in Salesforce, results end up in spreadsheets and never reach sales.
- The connectionThe Salesforce connector syncs campaigns and contacts; registration, attendance and no-shows flow back as campaign member status.
- The workflowAfter the event, the assistant summarizes who attended per account and which sessions they joined, and suggests next steps.
- The payoffEvery event becomes a measurable step in your sales process.
- Microsoft 365
- Copilot Studio
- AirLST
Microsoft Copilot, Microsoft 365 and AirLST
- The problemBriefs live in SharePoint, approvals happen in Teams, and the event team keeps everything up to date twice.
- The connectionAn agent in Copilot Studio uses the AirLST MCP server alongside your Microsoft 365 data.
- The workflowThe approved brief becomes an event draft in AirLST; tasks and approvals stay in the Teams channel you already use.
- The payoffEvent management becomes part of the digital workplace your company already runs on.
- SAP
- AirLST
- AI assistant
SAP, budgets and finance
- The problemHundreds of events a year, cost centers and budgets in SAP, attendance in the event platform.
- The connectionA REST API integration brings event data and cost centers together.
- The workflowThe assistant flags gaps between plan and attendance and drafts the wrap-up report.
- The payoffLess back-and-forth between events and finance, cost per attendee at a glance.
- AirLST
- Power BI
- AI assistant
Reporting with Power BI and AI
- The problemEvery department builds its own event report, and the numbers never match.
- The connectionRegistrations, attendance and feedback flow into Power BI through an export or the API.
- The workflowOne event dashboard for everyone, and the assistant answers questions about it in plain English.
- The payoffOne source of truth for marketing, sales and leadership.
05In practice
AI for events: where it saves the most work.
AI has the biggest impact where you run lots of similar events and each one still needs its own pages, lists and reports.
Roadshows
Ten cities, one template: the assistant builds a page and form per stop, and your team only reviews what’s different.
Automotive events and roadshowsTrade shows
Leads from lead retrieval flow into your CRM; AI drafts a summary per contact for the sales team.
Trade show managementPartner events
Invitations per partner tier, status back to the CRM, a draft report for partner management.
Corporate and partner eventsShareholder meetings and large corporate events
Fixed run of show, strict approvals: AI prepares, and every step stays traceable and signed off.
Annual general meetings
06Security and control
Your rules apply. To AI, too.
In AirLST, AI works within the same permissions, logs and approvals your team already uses. Answers for your IT team are on the MCP server page.
The user’s permissions
An AI connection belongs to one user and inherits that user’s roles and permissions. If that user can’t do something, neither can the assistant.
Every action logged
Every tool call the assistant makes is logged and shows up in the history; changes can be undone.
Approval before sending
Publishing and sending to attendees go through an approval by your team. You decide which actions an agent may take.
Data hosted in Germany
Guest and event data stay with AirLST on servers in Germany, GDPR-compliant. Details in the Trust Center.
Your choice of model
Your IT decides which model does the work: Microsoft Copilot in your own tenant, ChatGPT, Claude or your own agent.
Governance stays with you
Connections can be cut at any time; connectors and data flows are documented and signed off by your IT.
07Standard and custom
Start standard. Extend as you go.
Start with what works today and build out what your business needs. Custom integrations are set up by our integration services or your IT; features and integrations depend on your system landscape.
| What | How | Status |
|---|---|---|
| Landing pages and registration forms with AI | AirLST MCP server in Airstage | Standard |
| Claude, ChatGPT, Cursor and other MCP clients | one address, OAuth sign-in | Standard |
| Salesforce and HubSpot | connectors: contacts in, status back | Standard |
| Your own systems | REST API (Professional plan and up) | Standard |
| Microsoft Copilot | Copilot Studio agent with the AirLST MCP server | Custom integration |
| AI for invitations, workflows and plain-language reporting | configured per customer | Custom integration |
| SAP, Microsoft Dynamics, Microsoft 365, Power BI | integration project through the REST API | Custom integration |
| Forecasting, data quality, event-day status | built on your data and integrations | Further use case |
FAQ
AI in events: frequently asked questions
What is AI in events?
AI in events means using AI assistants and language models to prepare, build and analyze event work: drafting registration pages and forms, writing invitations, cleaning up guest data, answering questions about registrations and attendance, and preparing reports. Your team describes, reviews and approves. AI pays off most when it is connected to your event platform and business systems instead of living in a separate chat window.
How can AI help event planners?
It takes the repetitive work off your plate: a new page and form for every event, copy variants for each audience and language, list matching, summaries for sales and leadership. You describe what you need in a sentence and decide on the result, so your time goes into the program, your attendees and your partners.
How is AI used at live events?
Before the event for concept, invitations and registration; on event day to answer the event lead’s questions, such as who hasn’t checked in yet or how full a session is; and afterwards for reporting and CRM follow-up. Entry, safety and hospitality stay with people and reliable systems. AI just gets them the right information faster.
Can I connect ChatGPT to event management software?
Yes. AirLST has an MCP server that lets ChatGPT, Claude and other MCP clients work directly in your event account with the signed-in user’s permissions. Out of the box, the assistant builds landing pages and registration forms in Airstage. See how to connect it on the MCP server page, or start with practical prompts in our guide ChatGPT for event planning.
Can I connect Microsoft Copilot to AirLST?
Yes, as a custom integration. In Microsoft Copilot Studio, the AirLST MCP server is added as a tool for an agent, and that agent can work alongside Microsoft 365 and your other systems. Your IT team or our integration services set it up, and you decide which actions the agent may take. Details on the MCP server page.
Does AirLST integrate with Salesforce, SAP and Microsoft 365?
Yes. Salesforce and HubSpot have connectors: contacts become attendees, and registration and attendance flow back to the contact. SAP, Microsoft Dynamics, Microsoft 365, Power BI and your own systems connect through the REST API as an integration project. Your AI assistant can work on top of that through MCP. More on integrations.
Which event processes can AI automate?
Anything repetitive with clear rules: event pages and forms from a description, invitation and reminder flows, guest lists from your CRM, status updates, post-event reports. AI drafts, workflow automation executes reliably, and critical steps like sending or publishing go through an approval.
What is MCP in event management?
MCP (Model Context Protocol) is an open standard that lets AI assistants use the tools of other software. In event management, that means your assistant reads and edits event pages, forms and other building blocks right inside the event platform instead of handing you text to copy and paste. More in our glossary: What is MCP?
Which AI features does AirLST offer out of the box?
Standard: the AirLST MCP server for landing pages and registration forms in Airstage (for Claude, ChatGPT, Cursor and other MCP clients), the Salesforce and HubSpot connectors, and the REST API. Invitations, workflows, plain-language reporting, Microsoft Copilot and connections to SAP or Microsoft 365 are set up per customer as a custom integration.