TABLE OF CONTENTS
Overview of the EventPilot AI Assistant for Conference Apps
The EventPilot AI Assistant helps medical meeting and scientific conference attendees build their schedule and get quick answers to common event-related questions. Fully integrated into the academic meeting app, it can respond to queries about sessions, speakers, venue info, and the user’s personal schedule.
It does not support login issues, program updates (e.g., name changes), long conversations (history is limited), website lookups (no web access), or abstract translations (full text not shared with AI).
Ensure to review the Terms of Use and Privacy Policy.
Please note that the assistant does not access or extract information from external documents or webpages linked outside of your event app. To ensure the best possible experience, all essential details should be provided as custom views or clearly structured content within the app to help the assistant respond reliably to attendee questions. |
Preparation
The accuracy and usefulness of the EventPilot Conference App AI Assistant to answer event logistics questions depend on the event related data you provide.
1. Complete Provided Custom Views
The AI Assistant can answer questions like “What’s the Wi-Fi password?” or “Where can I pick up my badge?” by referencing content entered in custom views.
- Access your project in the Conference App Builder
- Select Design > Custom Views
- Click the pencil icon on the following views and complete each section:
- Event Info, Materials & Resources
General conference details on poster setup, awards, virtual session access, app support, and next year’s event details. - Onsite Services, Contacts & Logistics (badge pickup, food, venue info, transportation, WiFi, etc.)
Practical on-site information, including accessibility accommodations, registration and badge pickup, venue details, health and safety protocols, transportation, amenities like lounges and charging stations, and other logistical services to support a smooth event experience. - Code of Conduct, Policies & Guidelines
Key behavioral and content-sharing expectations for attendees, including the Code of Conduct, photography rules, and social media usage guidelines.
- Event Info, Materials & Resources
Tips
Clearly label each section header when adding new list items, so the AI can interpret them correctly.
If a list item isn’t relevant, it is better to provide an answer than deleting the item to help the AI Assistant provide accurate answers if users are asking about something you do not offer.
Example: If there are no streaming sessions, write “Sessions will not be live streamed.”
Avoid overlapping or conflicting information across custom views.
- Set any irrelevant custom views as unsearchable.
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2. Create Additional Custom Views as Necessary
If you offer credit claiming, add an additional custom view that outlines the process for earning and claiming continuing education credits, including eligibility criteria, instructions for obtaining credit certificates, and important deadlines or requirements attendees need to fulfill.
Ensure that the custom view label clearly reflects the content of the custom view to provide context for the AI.
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3. Hotel and Convention Center Maps / Floor Plans
The AI Assistant can guide attendees by displaying clickable location names that open directly to pinned spots on the appropriate map. This makes it easy for users to navigate the venue and find key areas such as session rooms, badge pickup, or even coffee locations.
To ensure this feature works effectively:
- Upload all relevant maps, including hotels, convention center floors, and the exhibitor hall.
- Use clear and logical map names
- Ensure locations are named clearly and consistently
- Pin all visible locations on the map (including concession stands, the registration and support desks, badge printing stations, etc.)
- The venue name must be listed on the map image and also pinned
- Follow map design design guidelines
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4. Hours of Operation
The AI Assistant always knows today's and tomorrow's Hours of Operation, so that a user could ask "When is the Expo open today?"
To add Hours of Operation to your project follow these steps:
- In the Conference App Builder, go to Agenda and select Visual Schedule.
- Click the plus [+] icon next to Add Hours of Operation Indicator.
- Enter a clearly understandable Label, such as “Registration.”
- Fill in the Short Title or Location - if the location is pinned on the map, it becomes interactive in the event app.
- Set the Start and Stop times.
- Choose a Color - the default is gray, but you can select a color or paste a HEX code to customize it.
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AI Assistant Setup
To get started with the AI Assistant, reach out to your Project Manager.
Once enabled, you can access the AI Assistance from the Add-Ons section in the Conference App Builder.
1. AI Event Assistant Settings
To activate the assistant for your conference:
- In the Conference App Builder, select Add Ons > AI Assistant
- toggle the Enable AI Assistant switch to ON
2. AI Assistant Testing
Testing is a key step to ensure the assistant delivers a high-quality experience for your attendees. The automated test checks a set of common question to the AI Assistant.
- In the Conference App Builder, select Add Ons > AI Assistant
- Select the tab Testing
- Click the button Run Test to see how the AI Assistant responds based on the content in your current dataset.
- Once the test is complete, carefully review each answer to ensure it’s accurate, helpful, and aligned with your event details.
- If responses are incomplete, inaccurate, or missing altogether, you may need to update your custom views to include more relevant or detailed information (See Preparation step above).
3. Reporting
Download a CSV file containing an anonymized report that includes attendee questions, AI responses, and their corresponding timestamps. To learn more about the available analytics reports, refer to this article.
FAQ
I have added content to my Custom View but the AI Assistant is not providing that content in the answer?
Ensure that the custom view is set to Searchable by following these steps:
- In the Conference App Builder, navigate to Design > Custom Views
- Click the Pencil icon for the custom view that contains the content to open the Custom View Editor
- Click Info on the top of the left panel
- Toggle Custom View Searchable to ON
- Publish a data update
Is the AI using entered data for its own training?
No. Data is not used for training the AI model.
If a user is blocked via content moderation, will they be blocked from the AI Assistant chat?
Yes. Blocked users are prevented from using any chat, including the AI Assistant.