TL;DR

• Senior event manager reveals losing 40% of work time to status meetings and reporting

• Team transformed productivity with AI-powered daily planning and updates

• Achieved 35% efficiency boost while reducing stress and improving project visibility

About the Speaker

Elena Kovalchuk is Head of Events at a major tech company, bringing 12 years of corporate event planning experience. She leads a team of 6 event managers, delivering 40+ events annually, ranging from 50 to 1,000 participants.

The Interview

Definition: Event Management Burnout

• A state of physical and emotional exhaustion resulting from chronic stress in event planning, often caused by excessive meetings, constant changes, and communication overload.

Q: What does a typical day look like for an event manager?

"Imagine a complex puzzle with hundreds of pieces that keep changing. In the morning, a speaker calls in sick; by afternoon, the venue reports technical issues; in the evening, the budget changes. You have to keep all this in your head while communicating with 10-15 vendors, your team, and clients. I used to spend up to 3 hours daily just on status meetings and management reports."

Q: What are the main challenges in managing event projects?

"First, there's communication chaos. When you're running 5-6 projects simultaneously, each with 100+ tasks, it's incredibly difficult not to miss something. Second, we face constant changes and emergencies that need immediate resolution. Third, team burnout from persistent stress and overload."

AI Advisory Board helps teams cut meeting time by 60% through smart async updates and AI-powered progress tracking.

Q: How did this affect work efficiency?

"We were losing about 40% of our working hours on coordination and reporting. That's an enormous cost! Plus, there was constant anxiety about forgetting something. We had instances where work was duplicated or important deadlines were missed due to poor coordination."

Q: What changed after implementing AIAdvisoryBoard.me?

"It was revolutionary! Now each team member spends just 5-10 minutes in the morning planning and evening reporting

• either by voice or text. The AI automatically structures information, tracks risks, and provides recommendations. Management gets a clear picture without excessive meetings."

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• Start with quick voice updates and get AI-powered insights instantly.

Problem Diagnosis

1. Excessive time spent on communication and reporting

2. Difficulty coordinating multiple parallel tasks

3. High risk of human error

4. Team professional burnout

Solution: AI Autopilot for Event Management

1. Daily AI analysis of progress and risks

2. Automatic team data aggregation

3. Preventive problem detection

4. Personalized AI recommendations for each team member

FAQ

Q: How quickly can teams see results? A: Teams typically see significant improvements within the first month, with full optimization achieved in 2-3 months.

Q: Does it require technical expertise? A: No, the platform is designed for non-technical users and integrates easily into existing workflows.

Q: Can it handle multiple events simultaneously? A: Yes, the system excels at managing multiple concurrent projects and their interconnected tasks.

Expected Outcomes

• 60% reduction in communication overhead

• 35-40% increase in team efficiency

• 80% reduction in errors

• Significant decrease in burnout risk

Conclusion

Modern event management requires smarter tools to prevent team burnout and maximize efficiency. By automating status updates and providing AI-powered insights, teams can focus on what truly matters

• delivering successful events while maintaining work-life balance.