AI for Event Communications: Smarter Messaging Tools for Planners 

Are event communications getting harder? 

Personalization, segmentation, multiple events, multiple audiences, multiple stakeholders… Keeping up with the volume, variety, and velocity of comms today is an entirely new challenge. 

From registration confirmations to pre-event reminders and post-event follow-ups, planners are tasked with crafting messaging that’s not only timely – but also clear, engaging, and on-brand.  

But there’s good news: AI for event communications is changing the game. AI is no longer just for data analysts or content marketers. For event planners, it’s quickly becoming a practical tool for solving one of the industry’s biggest headaches: communication overload. 

And with Comms Coach, EventsAir brings AI content assistance right inside your event platform. It’s not just generative AI, it’s event-aware AI. 

What is AI for event communications?  

AI for event communications simply means using artificial intelligence to draft, refine, translate, and personalize event messages. That could be a reminder email, a push notification about a room change, or a thank-you note after the event. 

Unlike generic AI writing tools, an AI solution designed for event management platforms understands the context of your event, audience, and branding. 

With the right AI assistant, you can: 

• Instantly rework your copy for different tones or formats 

• Summarize long content or expand short messages 

• Translate or localize messaging for different regions 

• And even avoid starting from scratch, especially when the blank page feels like the biggest hurdle 

Used well, AI helps you deliver professional, on-brand comms that feel tailored, not templated. It meets you where you are, works with what you’ve already written, and gets you to “send” faster, without sacrificing quality. 

Meet Comms Coach: AI built for planners  

The true power of AI lies in how seamlessly it fits into the moments you need it most. Whether you’re crafting a new message or fine-tuning one you’ve already written, AI can support every stage of your event communications. And that’s exactly what EventsAir’s Comms Coach was built for.  

Comms Coach is our in-platform AI assistant for writing, refining, and elevating event communications, whether you’re starting from scratch or improving what’s already there. It helps you: 

Draft faster, polish later 

Staring at a blank page? AI can get you started. Whether you’re building a speaker intro or a “what to expect” email, just input a few details and let AI create a first draft you can then refine. 

Already have something written? Use AI tools like Comms Coach to: 

• Expand short, functional messages into fully-formed, branded copy 

• Summarize long paragraphs into sharp, skimmable content 

• Trim the fluff and clarify your key message 

It’s not about replacing your voice, it’s about accelerating your output. 

Keep everything on-brand 

Event communications often pass through multiple hands, which can lead to tone inconsistency across different channels. 

AI tools like Comms Coach allow you to: 

• Select from pre-set tones and styles (e.g. friendly, professional, formal, casual) 

• Rework copy to better match your event’s voice or audience expectations 

• Reduce the time spent editing for tone, without losing control over your messaging 

The result? Polished, brand-aligned communications across every touchpoint. 

Go global, instantly 

If your audience spans countries or languages, AI can help bridge the gap. 

With built-in translation features, you can: 

• Convert your communications into different languages in seconds 

• Localize tone and phrasing to better suit regional preferences 

• Increase accessibility for multilingual or international audiences 

Just remember: machine translation is fast, but not always perfect. Always review with cultural nuance in mind. 

How to get the most out of AI prompts for event comms 

Some communications are universal. Registration confirmations, pre-event reminders, post-event thank yous; they all need to go out, they all need to sound great, and they all take time to write. 

But here’s the thing: You don’t need to write them from scratch. You just need the right starting point. That could be a prompt, a short description of your event, or a few lines that define your brand voice.  

Even a little bit of context can go a long way in helping AI tools generate messages that feel sharp, aligned, and ready to send. You don’t need to overthink it. Just include a few basics, like what the email is for, who it’s going to, and the kind of tone you want to strike. 

Try using these fill-in-the-blank prompts as a starting point: 

Registration confirmation prompt 

“Create a professional but friendly confirmation email for [Event Name], a [one-day / multi-day] event happening on [Date] at [Venue / Online]. The audience is mostly [industry professionals / academics / government attendees]. Thank them for registering, outline what happens next, and include a link to the agenda and event app. Keep the tone welcoming, confident, and clear.” 

Pre-event reminder prompt  

“Write an upbeat and concise reminder email for [Event Name], which takes place on [Date] at [Location or Online]. The audience includes [first-time attendees / returning members / international guests]. Highlight check-in time, parking or access instructions, key sessions, and what attendees should bring. Use a friendly and helpful tone, but keep it professional.” 

Post-event thank you 

“Generate a sincere and warm thank-you email for attendees of [Event Name], which concluded on [Date]. The tone should be appreciative and community-focused. Mention the success of the event (e.g. turnout, engagement, keynote highlights) and include a CTA to complete a feedback survey. Optional: tease upcoming events or ways to stay involved.” 

And when you’re ready to scale further… 

Comms Coach includes ready-made templates for the most common communications, like confirmations, reminders, and post-event thank-yous. They’re pre-written, dynamically populated with your event data, and ready to refine with just a few clicks. 

Whether you’re a team of one or delivering comms at scale, Comms Coach helps you save time, stay consistent, and deliver better messaging. 

Why native AI beats copy-paste tools 

Sure, you could open a separate AI tool, copy your event draft across, generate new content, then paste it back into your event platform. But that approach breaks your flow, and can even break your formatting, too. 

With Comms Coach built directly into EventsAir, you get the power of generative AI without leaving your workflow. No extra tabs. No switching tools. No reformatting.  

Here’s why native AI makes all the difference: 

• Context stays intact – You’re working within your event, so merge fields, formatting, and structure remain aligned. 

• Built for planners – Comms Coach is designed with real event use cases in mind, not just generic content generation. 

• Faster execution – No time lost jumping between apps or reworking outputs that “almost fit.” 

Ready to streamline your event communications? 

AI is already changing the way event planners communicate, and Comms Coach brings that power straight into your EventsAir workflow. 

Whether you’re writing from scratch, refining existing content, or launching a campaign at scale, Comms Coach helps you create faster, stay on-brand, and engage your audience more effectively. 

✅ Available now across all EventsAir content editing areas, for all customers.  
 
Explore Comms Coach today and make your event communications work harder, with less effort.