AI is rapidly evolving and becoming an essential part of our everyday lives — and the events industry is no exception. From brainstorming creative concepts to refining run sheets, Artificial Intelligence tools like ChatGPT can help event planners work faster, smarter, and more creatively.

By knowing the right prompts to ask, you can streamline planning, unlock innovative AV ideas, and collaborate more effectively with your production partners. Whether you’re new to AI or looking to get more out of it, these 20 prompts will help you achieve outstanding results with your AV company.

GENERAL EVENT PLANNING PROMPTS

1. “Help me create an AV checklist for a corporate event with 300 guests, including lighting, sound, and stage needs.”

2. “What questions should I ask an AV company before booking them for a product launch?”

3. “Can you outline the ideal AV setup for a hybrid conference with both in-person and online attendees?”

4. “Suggest creative AV elements to make a gala dinner feel high-end and immersive.”

5. “What are the pros and cons of LED screens vs projectors for a large indoor venue?”

AUDIO-SPECIFIC PROMPTS

6. “What size PA system do I need for an outdoor event with 500 people?”

7. “Can you help me write a brief for an AV company outlining our audio requirements for a multi-room event?”

8. “What are common audio issues during events and how can I work with my AV company to prevent them?”

LIGHTING-SPECIFIC PROMPTS

9. “Suggest lighting setups to enhance atmosphere at a winter-themed event.”

10. “How can AV lighting transform a corporate event space on a small budget?”

11. “What’s the difference between intelligent lighting and static lighting, and which is better for a fashion show?”

VISUALS, SCREENS & CONTENT PROMPTS

12. “Can you suggest creative uses for LED video walls at a brand activation?”

13. “Help me decide between LCD screens, projectors or LED walls for a trade show booth.”

14. “What screen content should I prepare for a seamless AV experience at a product launch?”

TECH & OPERATIONAL PROMPTS

15. “Explain the AV crew roles I should expect on event day and how I can support them.”

16. “What technical rehearsals should I schedule with my AV supplier before the event?”

17. “Can you help me build a show run sheet that includes AV cues for a multi-act awards night?”

STRATEGIC & BUDGET PROMPTS

18. “How do I get the most value from my AV budget without compromising on quality?”

19. “Help me compare three AV quotes and determine which offers the best value for my event needs.”

20. “Create an event AV briefing template I can send to multiple suppliers for consistent quoting.”

Ready to bring your event vision to life? Whether you’re planning something intimate or extraordinary, the team at NEXTGEN is here to help. From concept to execution, we’ll guide you through every AV decision to ensure your event is a standout success.

Get in touch today to discuss your event in greater detail and discover how NEXTGEN can help you elevate the experience.