Corporate event planning is a massive job. From brainstorming ideas and managing budgets to communicating with a million different people, it can feel like you're spinning a hundred plates at once. But what if you had an ultra-smart assistant to help with all the tedious bits? That’s where Google's Gemini comes in.

By using tailored Gemini prompts for corporate event planning, you can automate some of the most time-consuming tasks and free yourself up to focus on the big picture. Forget everything you know about just "prompting" an AI. The real game-changer is creating your own custom tools, known as "Gems," to make the process smoother than ever. Let's dive into how you can use this powerful AI to make your next corporate event a brilliant success, not a stressful slog.

We talk about Gemini here instead of ChatGPT after spending weeks forcing ourselves to try to do things beyond "ChatGPT'ing it", and honestly Google feels like a sure bet over the long haul.

The Power of Gems: Your Custom AI Sidekick

Before you even start planning, the first step is to get organised with your own "Gems." A Gem is a custom, reusable tool you build in Gemini. Think of it as a personal AI assistant trained for a specific job, like event planning. Instead of typing out a long, detailed prompt every single time, you can create a Gem with all the context it needs. This means you get more consistent and accurate results, faster.

How to create a Gem in Gemini:

1. Go to the Gemini website.
2. Find the option to "Explore Gems" in the left hand column
3. Beyond browsing ones already created, you now want to hit the "+ New Gem" button.
4. Name your Gem clearly.
5. In the "Instructions" box, write a detailed description of what you want the Gem to do. For a research Gem, you might write: "You are an expert corporate event planner. Your task is to brainstorm creative themes for a corporate gala. Your responses should include a theme name, a brief description, and three suggested elements (e.g., decor, entertainment, catering)."
6. Save your Gem, and it's ready to use anytime.

To keep your planning organised, we recommend a simple naming convention. This helps you and your team quickly find the right tool for the job. For example:

• Planning-1-Research: For early brainstorming and market analysis.
• Planning-2-Budget: For generating budget templates and cost-saving ideas.
• Planning-3-Content: For writing invitations, emails, and social media posts.
• Planning-4-FAQ: For creating a list of common attendee questions.

This simple system turns your Gemini workspace into a powerhouse of productivity, with a custom tool for every step of your event.

Phase 1 - Research & Brainstorming with AI

The hardest part of any event is often the beginning. Coming up with a fresh idea, finding the perfect venue, and making sure it all fits the budget can be overwhelming. This is where your new Gemini Gems become invaluable. By using specific prompts, you can cut down your research time from days to minutes.

One of the most powerful ways to use Gemini is for market research. For example, using your Planning-1-Research Gem, you could prompt:

"I'm planning an end-of-year corporate celebration for a tech company in Sydney with 250 employees. The theme should be fun and modern. Please suggest three creative themes, including ideas for decor, catering, and entertainment for each one."

Gemini can quickly generate unique and relevant ideas. You can then use it to find venues that match. We also highly recommend doing a quick free venue search on BizziEvents to double check for additional boutique venues that may not be as prominent in Gemini/ChatGPT/Google results.

"Find five conference venues in the Melbourne CBD that can accommodate 400 people for a full-day corporate conference. Please provide a brief description of each, including their a/v capabilities and a link to their corporate events page."

According to a 2023 study by Gartner estimated "50% of strategic planning and execution activities could be partially or fully automated". By using Gemini for these initial research and brainstorming stages, you're not just saving time, you're making smarter, more informed decisions from the get-go. You can even use it to analyse competitor events or industry trends to ensure your event stands out.

Phase 2 - Content & Communication with Confidence

Once you've locked in the big ideas, the next challenge is getting everyone on board and excited. Your Planning-3-Content Gem is your secret weapon here. Writing persuasive invitations, clear agendas, and engaging social media posts can take hours, but with Gemini, you can draft professional content in a flash.

Prompts for Content Creation:

• For an Invitation: "Draft an email invitation for our annual corporate awards night. The event is on November 21st at the Sydney Opera House. The dress code is black tie. Include a compelling call to action to RSVP by October 30th and a link to the registration form."
• For an Agenda: "Create a detailed run sheet for a half-day leadership retreat for 50 senior managers. Include timings for a welcome address, two keynote speakers, a team-building activity, a networking lunch, and a Q&A panel."
• For Social Media: "Write three short social media posts for LinkedIn and Instagram to promote our upcoming company innovation summit. Use a professional but engaging tone and include relevant hashtags."

Gemini can also help you communicate with stakeholders. You can ask it to draft professional emails to vendors, speakers, or sponsors, ensuring you sound polished and professional every time. This frees you from the stress of writer's block and ensures all your communications are consistent.

Ai in Event Planning FAQs

Q: Is Gemini free to use? A: Gemini has a free tier that's powerful enough for many planning tasks. However, to access advanced features and integrations with Google Workspace apps like Docs, Sheets, and Gmail, you'll need a paid Google Workspace account.

Q: What about privacy and confidentiality? A: Google has strict policies around how it uses your data. When you use Gemini for Google Workspace, your information is protected and isn't used to train the models for other users. This is a key difference from public versions of AI tools.

Q: Can AI replace a human event planner? A: No. AI is a tool, not a replacement. A human planner's creativity, strategic thinking, problem-solving, and emotional intelligence are irreplaceable. Gemini is best used to handle the repetitive, time-consuming tasks so you can focus on the human-centric parts of your job.

Q: How do I get started with Gemini? A: If your company uses Google Workspace, you may already have access. Check with your IT department. Otherwise, you can sign up for a free Gemini account and explore its capabilities. Start with one simple task, like drafting an agenda, to get a feel for how it works.

Q: Can I create event flyers with Gemini or ChatGPT? A: 100% you can. Give it a go and enter your prompt at the end of your research. The more insights and info you give it, the more likely the design will be a fit. We love getting invites created and sent over to Canva for final tweaks.

BizziEvents Roundup

The corporate event landscape is evolving, and with the right tools (not just AI tools), you can stay ahead of the game - or at a minimum not get left behind.

Using dedicated Gemini prompts for corporate event planning and creating your own custom "Gems" is a surefire way to streamline your workflow, boost your creativity, and ensure a seamless experience for everyone involved. By automating the small stuff, you can dedicate more of your energy to creating truly memorable events.

Ready to transform your planning process? There is no harm in giving it a go, just don't enter enter private and confidential information unless your IT team gives you the green light.