AI changes everything—and those who do nothing now will fall behind.

Let's be honest: do you already use AI in your work? Maybe yes, maybe not. But one thing is certain: AI is here to stay, and the impact on the event industry is huge. From chatbots that answer customer questions to tools that streamline playbooks—AI makes work faster, smarter, and more efficient.

But there is also a downside. Without clear guidelines, “AI” can lead to errors, data leaks, or even legal problems. In addition, ambiguity within your organization can cause employees to either massively avoid AI (“I don't know if this is allowed”) or use it carelessly (“I'll just copy this into ChatGPT”). The solution? One AI policy and AI manifesto.

With a AI policy you decide what is allowed and what is not allowed: which AI tools are allowed, how do you ensure privacy and ethics, and who bears responsibility? One AI manifesto goes beyond rules; it tells your team and customers what you stand for as an organization. It shows how to embrace AI as a tool—not as a replacement for human talent, but as a reinforcement.

Does it sound abstract? Let's make it concrete.

Imagine: you're working on a big festival. You want to use AI for audience analysis, marketing copy and logistical optimization. But how do you ensure that AI use remains fair, transparent and safe? What do you say to customers who ask how to use AI? And how do you prevent team members from entering confidential data into AI systems without thinking? A strong AI policy and AI manifesto answer this.

In this article, we'll show you why every agency, venue, and event organizer needs an AI policy—and how to make it smart and practical. Because AI is no longer a thing of the future. It's here, right now. The question is not whether to work with it, but how to use it properly. Let's get started. 🚀

What is an AI policy and why do you need it?

An AI policy is a strategic document that determines how AI is used within your organization. It helps your team use AI responsibly and prevents risks such as privacy issues, wrong decisions based on AI output, or accidental bias in automated processes.

Key components of an AI policy:

• Permitted AI tools: Which AI applications have been approved within your organization?
• Privacy and safety: How do you prevent confidential data from ending up in AI systems?
• Human control: What decisions are AI systems allowed to make and where do humans remain in control?
• Ethical guidelines: How do you ensure that AI is used fairly and transparently?
• Responsibility: Who is responsible if an AI tool makes a mistake?

By recording this, you ensure clarity and trust within your team and customers.

What is an AI manifesto and why is it important?

An AI manifesto is not a rule book, but a vision document. It shows how you, as an organization, look at AI and what values you use when using it. Where an AI policy contains practical guidelines, an AI manifesto lays the ethical and strategic basis.

What do you include in an AI manifesto?

• Your vision for AI:
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  For example: “AI is a smart partner, not a replacement. We believe in technology that empowers people, not makes them obsolete.”
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• How AI contributes to your services:
  
  For example: “AI helps us switch faster, spot patterns and streamline processes—so we have more room for creativity and customer contact.”
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• What AI principles you're following:
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  For example: “For us, transparency is not an option, but a principle. AI is a tool, not a trick—and we always share that with our customers.”
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  An AI manifesto helps your team use AI with trust and responsibility and can also send a strong signal to the outside world about how your organization deals with innovation.

Drafting an AI policy and AI manifesto?
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1. Involve your team: Ask employees how they want to use AI and what they have doubts about.
2. Define your vision: Do you want to use AI primarily for efficiency, creativity or innovation?
3. Set clear guidelines: Create a short and powerful AI policy with concrete rules.
4. Formulate your AI manifesto: Write an inspiring document that motivates and guides your team.
5. Deploy and evaluate: Make sure everyone knows the AI policy and updates it regularly.

The future is now — take action:

AI is changing the event industry at a rapid pace. By drawing up an AI policy and AI manifesto now, you ensure that your organization is ready for the future. Don't wait for AI to be mandated by regulations or competitive advantage disappearing — take charge today. 🚀