Sign in to EventPilot
Go to your EventPilot URL and sign in with your email and password.If you’re new to EventPilot, you’ll need an account before you can sign in. See Account Setup for instructions on signing up or accepting an invite.
Create or join an organization
After signing in, EventPilot checks whether you belong to an organization. If you’re starting fresh, you’ll be prompted to create one.Enter your organization name and confirm. Your organization is the workspace that holds all your events and team members.
If a colleague has already set up an organization and invited you, accept the invite link from your email instead of creating a new organization.
Create your first event
From the left sidebar, click New Event. Give your event a name — this can be a working title you refine later.EventPilot creates a planning workspace for your event with 13 organized sections: Overview, Format & Scope, Audience, Date & Timing, Venue, Budget, Agenda, Speakers, Technology & AV, Catering, Sponsors & Exhibitors, Marketing, and Open Decisions.The right panel shows your smart planning form. All fields start empty — the AI will fill them in as you chat.
Choose your planning mode
When you open a new event, EventPilot asks how you’d like to work:
- Guided — The AI asks one focused question at a time, walking you through the planning process step by step. Good if you’re new to EventPilot or planning a complex event from scratch.
- Expert — The AI extracts as much as it can from each message, fills multiple fields at once, and surfaces gaps proactively. Good if you already have a clear picture of the event.
Send your first message
Type a description of your event in the chat input and press Enter. You don’t need to follow a specific format — write naturally.For example:
“I’m planning a two-day leadership conference for around 200 attendees in Berlin, probably in October. We’ll need a venue with breakout rooms, AV support, and catering. Budget is around €80,000.”The AI reads your message and responds with a summary of what it captured, along with any follow-up questions. At the same time, the smart form on the right updates automatically — fields like location, audience size, date range, and budget appear as AI-inferred values.An AI response looks something like this:
“Got it — I’ve captured the key details for your Berlin leadership conference. I’ve inferred October as your target month and set the audience to 200. A few things I’d like to clarify: Do you have a preferred venue in mind, or should we start with venue requirements? And is the €80,000 budget inclusive of speaker fees?”
Review AI-inferred fields
Switch to the right panel and browse the smart form. Fields the AI populated show a colored confidence indicator:
- Amber — The AI inferred a value but isn’t highly confident. Worth reviewing.
- Green — The AI is highly confident in this value based on what you said.
Confirm a field
When you’re happy with an AI-inferred value, click Confirm on that field. The field turns solid green and is now locked.Confirmed fields are saved permanently. The AI will not overwrite them — if it detects conflicting information later, it will offer an alternative for you to consider rather than changing the value automatically.
Not ready to decide on a field yet? Click Decide Later to move it to your Open Decisions list, where you can revisit it when you have more information.
Where to go next
Using the chat
Tips for getting the most out of your AI conversations — including how to correct, clarify, and ask field-specific questions.
Confirming fields
A deeper look at confidence levels, confirming, rejecting, and resolving conflicts.
Task management
Generate a task checklist from your event data and track progress with your team.
Account Setup
Set up your profile, configure your planning mode default, and manage organization settings.