Planner Assistant (powered by Air Intelligence)
Public Beta Release
Here's some information to get you started with our latest Air Intelligence AI-powered feature, the Planner Assistant (inside EventsAir).
This feature is in the beta phase - we'll keep you updated with changes and improvements.
Beta use is free. Test it out!
We're still working on pricing. When this is established - towards the end of November - [updated], you'll be allocated usage credits as part of your EventsAir subscription. If you hit your limit, we'll let you know and you can pre-purchase more credits. (In other words, you don't need to worry about getting a bill for previous usage.)
What is Planner Assistant?
Planner Assistant is EventsAir's built-in conversational interface (for you, the event planner), responding to your questions, helping you analyze relevant data, and offering guidance when requested.
Ask about sessions, registrations, attendee data and more, in plain language. Find out which registration types or regions are your star performers without needing to run a report. Ask for recommendations grounded in event industry best practice.
And when you're ready to act on the latest information, you can, just by asking! Your Planner Assistant can make changes to sessions for you, with more capabilities coming soon.
How do I start using Planner Assistant?
Click the "Assistant" icon at the top right of EventsAir.
[Talk to your Account Manager if you can't see this.]
After clicking "Get Started" on the Welcome Screen (see more information below), the Planner Assistant chat window opens.
How do I select an event to ask questions about?
By default, the first time you open Planner Assistant, you'll see a default selected event (mentioned by the assistant) - usually the first one listed in your EventsAir environment.
You can easily switch to a different event at the top of the screen.
You can also name a specific event in the conversation window, (or two events, if you want Planner Assistant to compare them).
(You'll only be able to see events you have access to, based on your EventsAir user permissions, event access settings, and Office, if relevant.)
The Planner Assistant will respond to your conversation/questions in the center panel.
You can open and close the the left-hand (charts and dashboard) panel using the hamburger menu, top left.
What information can it help me with?
Most data in your event is available, although not everything. Some externally-linked data (such as OnAir analytics and Attendee Assistant responses) is also not currently available.
You can ask about contact data, registration and function information, travel, exhibition, sponsorship, your agenda and much more.
Planner Assistant can analyze and graph survey responses from your event surveys.
You can also get help with marketing plans, analyzing registration patterns and more.
You can ask it for recommendations on updates to your agenda or sessions and it can make updates to those things for you.
In the left-hand panel, you can see and share reports or charts you've created (and those your colleagues using EventsAir have created, if they've also shared them).
Have you got any particular tips?
We've put together a playbook to give you some ideas and suggestions - you can download it here. There are also some tips below.
How do I save a report or chart?
To save chart/report, just say "save this as a report" after getting a response (or ask the Planner Assistant to do this as part of the response).
You can use Planner Assistant's "Dashboard" feature to add charts to your personalized Planner Assistant Dashboard, and decide when you want to share them with others.
When Planner Assistant shows you a table/chart in the reports section, it will usually also give you the option to download results as a CSV file.
What other features should I know about?
In the top right, you can access Settings, Deleted Reports, and sign out of the Planner Assistant (you'll stay signed-in to EventsAir) - cog icon, trash icon, log-out icon.
The Settings (cog icon) option lets you:
Toggle on or off the "see tools" option (to see how the information was sourced);
Refresh data.
Can I just keep chatting?
Like all AI tools, there's a limit to how much data can be retained in one conversation.
We recommend starting a new chat for each new query.
This is especially important if you're switching from one type of data to another, as Planner Assistant will otherwise assume you're asking a follow-on question.
Chat memory is on the roadmap - we'll let you know when this is available. In the meantime, though, each chart or report you save (to the left-hand reports panel) will stay in memory.
If the Planner Assistant 'forgets' information from earlier in the chat, it's a sign you should start a new one (although you can just remind it).
To start a new chat (which you should also do when switching to a new event), use "Start a new chat", top right of center panel.
Other tips
If the question is too broad or complex, the Planner Assistant may get confused. It may ask you to create a more specific query, or you can just do this yourself.
Use EventsAir terminology to help your Planner Assistant find the right information (e.g. contact custom field, marketing tag, user-defined field).
Chat results for rows/lists are currently capped at 50 rows — so you're not flooded with raw data. For large data sets you'll see groups and summaries to make information more meaningful. Your saved reports aren’t capped.
Enable the tool calls from the gear icon on the top right so you see HOW an answer was derived.
For charts/graphs, look at the underlying data used to generate the response, shown in the tool call [switch on tools in chat to see this].
To encourage others in your team to experiment, share your wins, big and small, especially wins that save time and save you from tedious tasks.
The first time you ask a question, Planner Assistant fetches all the relevant data into a cache so it can run queries over it. So your very first question may take a little longer to answer. From there on, once that data is cached, most queries should return within 20-30 seconds at most. For this reason, you don’t need to worry about 'overloading' it as you would with running multiple reports across large events.
What data protection is in place?
A lot – but to give a very quick summary:
Planner Assistant runs only within the existing geographical boundaries of your EventsAir tenant.
Your data is not sent to any AI labs, or a model or company that could use it for AI training.
The model is hosted within Azure data centres in your region and is bound by Azure Data Governance the same as all your other data in EventsAir.
The AI engine sits within five layers of security - we'll highlight this information and more on our website (eventsair.com).
How do I make a suggestion or give feedback?
We're monitoring response rates and effectiveness, so you can mention it in your chat, but we'd really like you to email us your feedback: [email protected]
Welcome Screen
The first time you open Planner Assistant, you'll see a welcome screen with general information. (Note, the information may vary slightly from what you see in the screenshot below.)
This information covers:
Public Beta Release information - Some features are still being built.
Pricing - There's no charge for beta release usage; final pricing for this feature when we move beyond beta release is yet to be determined.
When costs do apply (after November 1 - updated), an allocation of credits will be included as part of your EventsAir plan. You can't "accidentally" use too many credits, because if you hit the limit, we'll pause access until you can authorize the purchase of more.
Data & Privacy - While we record your chats with Planner Assistant to help us improve this feature, your event and customer data remains within your EventsAir account and is handled in accordance with our security and privacy policies.
There are also tips on using this feature (many also listed earlier in this article).
Clicking the "Get started" button indicates your acceptance of these conditions.
Reviewing answers and information
Like all AI tools, Planner Assistant may occasionally make mistakes. Apply discretion and common sense when reviewing data and recommendations. You can opt out of using Planner Assistant if you'd like to. New features are coming soon!