Role-Based Programme
RB1743

AI-Powered Event & Meeting Coordination

Smart Planning, Scheduling, Communication & Execution

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Duration
32 Hours
Level
Advanced
Delivery
Instructor-Led
Format
Capability Development

Programme Objectives

  • Develop advanced capability to apply AI across the complete event and meeting lifecycle from planning and scheduling through execution, follow-up, and reporting.
  • Use AI to prepare agendas, event plans, checklists, invitations, communication, vendor requirements, meeting documentation, and stakeholder updates.
  • Apply AI-assisted analysis to participant data, schedules, budgets, feedback, risks, action items, and event-performance information.
  • Design repeatable AI-enabled workflows for meeting coordination, event logistics, vendor follow-up, reminders, approvals, and reporting.
  • Implement responsible AI practices covering confidentiality, data privacy, accuracy, accessibility, safety, approvals, and human oversight.

Tools covered

Generative AI AssistantsAI Search & ResearchDocument AIMeeting & Communication AISpreadsheet & Data AnalysisPresentation AIVisual AIWorkflow Automation

Who should attend

  • Event Coordinators
  • Meeting Coordinators
  • Administration Executives
  • Administration Managers
  • Corporate Events Professionals
  • Office Coordinators
  • Executive Assistants
  • Facilities Coordinators
  • Workplace Experience Professionals
  • Conference Coordinators
  • Corporate Services Professionals
  • Training & Event Coordinators
  • Employee Engagement Coordinators
  • Event Operations Professionals
  • Administration & Facilities Team Leads

Prerequisites & Participant Readiness

  • Working knowledge of event, meeting, administration, or workplace-coordination activities
  • Familiarity with calendars, invitations, vendors, venues, meeting rooms, presentations, and stakeholder communication
  • Basic proficiency with spreadsheets, email, documents, and presentation applications
  • No previous AI course attendance required
  • No programming background required

TOC Modules

Concepts
  • Understanding Generative AI, intelligent assistants, automation, and workplace AI
  • Mapping AI opportunities across meetings, corporate events, conferences, workshops, and internal programmes
  • Understanding AI assistance versus coordinator judgement and accountability
  • Identifying repetitive, information-intensive, and coordination-heavy activities suitable for AI
Practical activities
  • Mapping a typical event or meeting lifecycle and identifying AI opportunities
  • Comparing manual and AI-assisted coordination workflows
  • Building an Event & Meeting AI opportunity matrix

Scenarios

Corporate Event from Brief to Post-Event Report

Event Brief → Requirements → Planning → Budget → Vendors → Invitations → Logistics → Event Execution → Feedback → Management Report

Participants use AI throughout a simulated corporate event lifecycle to organise requirements, coordinate vendors and participants, create communication and event materials, track costs, analyse feedback, and prepare a post-event report.

Executive Meeting to Automated Action Workflow

Meeting Request → Scheduling → Agenda → Pre-Read → Meeting → Minutes → Decisions & Actions → Automated Follow-Up → Status Tracking

Participants design an AI-assisted executive meeting workflow that reduces manual coordination, improves preparation and documentation, and ensures clear tracking of decisions, owners, deadlines, and follow-up actions.

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