Role-Based Programme
RB1742

AI-Powered Event & Meeting Coordination

Smarter Planning, Scheduling & Stakeholder Management

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Duration
16 Hours
Level
Intermediate
Delivery
Instructor-Led
Format
Capability Training

Programme Objectives

  • Apply AI across event and meeting coordination activities including planning, scheduling, communication, logistics, documentation, and follow-up.
  • Develop structured AI-assisted workflows for meetings, conferences, workshops, internal events, vendor coordination, and stakeholder management.
  • Use AI to create agendas, invitations, checklists, schedules, minutes, action trackers, and event communication more efficiently.
  • Analyse event and meeting information to identify risks, resource requirements, scheduling conflicts, participation trends, and improvement opportunities.
  • Apply responsible AI practices covering confidentiality, attendee information, approvals, data accuracy, workplace protocols, and human oversight.

Tools covered

Generative AI AssistantsAI-Powered ResearchMeeting IntelligenceCalendar & Scheduling SupportDocument IntelligenceSpreadsheet AnalysisPresentation AssistanceWorkflow Automation

Who should attend

  • Event Coordinators
  • Meeting Coordinators
  • Administration Executives
  • Administration Managers
  • Office Coordinators
  • Facilities Coordinators
  • Corporate Events Executives
  • Conference Coordinators
  • Executive Assistants
  • Administrative Assistants
  • Workplace Experience Professionals
  • Corporate Services Professionals
  • Front Office Managers
  • Administration & Facilities Team Leads

Prerequisites & Participant Readiness

  • Working knowledge of meeting, event, or administrative coordination
  • Familiarity with calendars, invitations, vendors, venues, schedules, or meeting documentation
  • Basic computer, spreadsheet, and office-productivity skills
  • Basic awareness of Generative AI is helpful
  • No programming knowledge required

TOC Modules

Concepts
  • Understanding Generative AI and its applications in meetings and event management
  • Identifying AI opportunities across planning, scheduling, communication, logistics, and documentation
  • Understanding AI assistance versus coordinator judgement and accountability
  • Recognising repetitive and information-intensive coordination tasks suitable for AI support
Practical activities
  • Mapping a typical event or meeting lifecycle to AI-assisted activities
  • Identifying manual coordination activities that can be streamlined using AI
  • Comparing traditional and AI-assisted coordination workflows

Scenarios

Corporate Event from Brief to Completion

Business Requirement → AI-Assisted Event Brief → Timeline → Venue & Vendor Coordination → Invitations → Event Execution → Feedback → Management Report

Participants design an end-to-end AI-assisted workflow for a corporate event, covering requirement gathering, planning, resource coordination, stakeholder communication, execution, and post-event reporting.

Executive Meeting from Scheduling to Action Closure

Meeting Objective → Participant Coordination → Agenda → Pre-Reads → Meeting Notes → Decisions & Actions → Follow-Up → Action Tracking

Participants use AI to coordinate a high-priority management meeting, prepare agenda and participant communication, structure meeting outcomes, assign actions, and create a systematic follow-up process through closure.

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