AI-Powered Event Operations: Automating Attendee

AI-Powered Event Operations: Automating Attendee Insights

Overview:

I designed and implemented a custom automation ecosystem for a large-scale online event to eliminate manual data handling. By connecting Typeform, OneDrive, and Slack, I transformed a chaotic manual process into a streamlined, AI-categorized workflow that recovers critical "brain capacity" for the core event team.

The Challenge:

The project faced a massive manual workload behind the scenes. Attendee data had to be exported, analyzed, and filed into spreadsheets by hand. This led to a significant delay in information sharing, leaving the team on Slack without real-time insights during critical event phases.

The Solution:

I built a multi-step automation using Zapier that does more than just move data:

AI Categorization: Integrated an AI step (GPT-4 via Zapier) to analyze and categorize attendee responses in real-time.

Automated Filing: Structured data is automatically filed into a Slack Canvas for immediate team access and a OneDrive Excel sheet for long-term tracking.

Smart Quality Assurance: Built-in filters ensure only relevant, high-quality entries proceed to the team view.

Interval Notifications: To prevent "notification fatigue," I added a digest step that sends a summary report to the Slack channel every three days, including direct links to new entries.

The Results:

- Time Savings: Manual operations were reduced from several hours per week to just a few minutes of monitoring.

- Reduced Dependency: Shifted the process from permanent human dependency to sporadic system maintenance. The client is no longer reliant on a full-time assistant for data handling, only on occasional oversight.

- Scalability: The system is built for "qualified maintenance"—it can be quickly adapted for future events, replacing repetitive copy-pasting with a scalable architecture.

- Deliverables: In addition to the automation, I provided a visual process map (SOP) and a Loom walkthrough to ensure the client’s team can manage the system internally.