This year at IMEX America, I realized something the moment I looked at the floor plan — booth E2352 to booth C4834 looks like a short stroll on paper, but in real life it’s a maze of aisles, conversations, and opportunities.
And since the Internet was unreliable and the mapping feature on the app didn’t work well, having an offline version of the map turned out to be a lifesaver. It reminded me that even with all our technology, having smart, accessible tools — powered by AI or not — can make all the difference in how we move through a complex environment.
That moment really drove home how AI is transforming our industry. Whether it’s tracking who you’ve met, transcribing notes in 27 languages, or guiding attendees from Hilton to Hyatt faster than ever, artificial intelligence isn’t just a tool anymore — it’s a practical partner for productivity, hospitality, and clarity.
Here’s a short list of the real-world ways AI is already reshaping meetings, incentives, and hospitality management today:
• Note Taking & Summaries: Instant meeting recaps, multilingual transcripts, and searchable archives of what really mattered — all done in seconds.
• Session Moderation: Automated Q&A handling, live polling, and sentiment tracking.
• Hospitality Desk & Escorting: AI concierges that help attendees find sessions, answer questions, or provide walking directions across venues.
• Signage & Directional Updates: Smart signage that adjusts in real time — no more printed last-minute changes.
• Budgeting & Forecasting: Predictive analytics that flag overages and forecast travel or F&B costs more accurately.
• Presentation Design: Generative tools that create visuals, storylines, and branded slides in minutes.
• Attendance Analytics: Automated check-in and data visualization tools that show attendee flow and engagement.
Have you noticed how few business cards were exchanged this year?
The new IMEX badge system was a huge step forward — quick scanning, instant data exchange, and built-in note-taking capabilities that made it easier to keep track of who you met and what you discussed. For anyone trying to stay organized after a long day of networking, that feature alone was a game-changer.
From booth E2352 to C4834, what seemed like a simple path across the convention floor became a reminder that AI — like a great map — helps us find our way through the noise.
At Summit Management Services, we’ve spent decades navigating the details that make meetings, incentives, and global programs succeed. What’s exciting now is how AI is giving us new tools to do it smarter — saving time, improving accuracy, and allowing our teams and clients to focus on what really matters: connection, creativity, and results.
Let’s keep the conversation going — how are you using AI in your event planning or travel management process?