As an executive assistant (EA) or meeting planner, you often have to juggle multiple stakeholders, requests, tools, and responsibilities—so you’re forgiven for sometimes needing a little extra help to get through it all. That’s where AI and automation can come in.
ChatGPT and other popular AI tools are particularly useful for anything that requires manual organization, so it’s no wonder they help amazingly when organizing company meetings. In-person meeting planning can seem easy to those who don’t do it regularly, but as an EA, you know it’s not that simple—not to mention that it’s rarely your only responsibility! Meeting planning is complex: it requires you to be flexible, detail-oriented, and have exceptionally strong problem-solving, organizational, and communication skills.
To help you make the best use of ChatGPT for in-person meeting planning, we’ve pulled together seven prompts you can use any time you’re tasked with organizing an in-person company meetup, making your to-do list a whole lot shorter while getting things done faster!
Let’s get started.
Defining the overarching objective of a meeting is arguably the most important step of meeting planning. Without a solid objective, a meeting can easily lose direction or become irrelevant. Yet, selecting only one or two objectives to focus on can be tricky. If you have a general idea of what attendees will be discussing and what outcomes are needed to get to, ChatGPT can help you formulate a meeting objective that encompasses everything.
Example prompt: “I’m organizing a meeting where we’ll be discussing new hires for the year ahead. By the end of the session, we want to have agreed on how many new hires we need, and their official roles. Write a formal objective that aligns with this meeting.”
Bonus prompt: “Suggest measurable goals we can put to this objective.”
With a little bit of contextual information, ChatGPT is great at pulling together agendas for all kinds of meeting types. As agendas can vary significantly depending on the format, style, and desired outcomes of your session, including the right amount of detail in your prompt is key.
Example prompt: “Generate a detailed meeting agenda for an upcoming team meeting taking place on [date and time] about [meeting topic] with [meeting attendee job roles]. The agenda should include [meeting details and proposed outcomes], time allocations per topic, and any relevant notes.”
It’s best practice to create a concise but informative brief for all your meetings. Meeting briefs can serve multiple purposes: they can help you get approvals from your manager or key stakeholders on logistics, budget, proposed agenda, and much more. Similarly, you can use a brief as a source of truth to keep attendees informed as planning progresses.
If you’re unsure of exactly what to include in a brief or how to structure it, you can ask ChatGPT to create a meeting brief template on your behalf.
Example prompt: “Generate a detailed meeting brief template. The brief is intended for meeting attendees to stay up to date on all meeting logistics. The brief should include all the information they’ll need, including the time and date of the meeting, location, agenda, attendee list, helpful context, and more.”
As a meeting planner, it’s best to be proactive in creating your meeting budget, rather than waiting for finance to send you something unrealistic. But a good meeting budget takes a lot of planning, so it can be useful to get some support from ChatGPT where you can.
The more information you can provide in your prompt, the better. For instance, if you know roughly the number of recurring meetings you have over the year, meeting types, historical costs, or any pre-agreed company plans that will likely require a meeting, be sure to include them.
Example prompt: “Create a meeting budget for 2025 which includes [the number of recurring meetings], [pending meeting plans]. Budget for [an average of # attendees], plus ad-hoc or unexpected additional sessions. The budget should include average [national or international] travel and accommodation prices for [average number of attendees] for around 30% of the meetings.”
It’s worth mentioning that ChatGPT can help you with the fundamentals and getting started, but as budgets are unique to your organization, we’d recommend editing and tailoring the outcomes to suit your needs.
TROOP TIP: Easily create budget estimates for every meeting with TROOP. The pre-planning analytics factor in your potential destination, suggested flights, and accommodations for all attendees to provide a solid starting point for your planning.
While we suggest using our Pre and Post-Meeting Survey Question Templates when initially gaining useful information from attendees before or after a meeting, you may want to expand upon these questions but aren’t sure exactly what to ask to get the best results. ChatGPT can help you find the right questions to fit your unique needs.
Example prompt: “I’m creating a post-meeting survey to ask attendees about their experience at a recent meeting I organized [insert meeting details]. Provide questions I can ask the team to gather their honest feedback about the meeting, from the accommodation, travel experience, agenda, outcomes, and more.”
Recording meeting minutes manually can take hours—hours which you don’t have to spare! But combining a transcription service (like Rev or Otter.ai) with ChatGPT can get it done for you in moments. Some services like Otter.ai can listen in on the calls and transcribe directly, allowing all attendees to be present and not worry about note-taking. Otherwise, you can take informal notes and ask ChatGPT to clean them up.
Example prompt: “Clean up this meeting transcript into clear, detailed meeting minutes. Include actions, deadlines and task owners.”
As you know, the attendee experience is extremely important. Use ChatGPT for ways to surprise and delight your attendees to create a VIP attendee experience. One way to do this is when the team is traveling to a destination for a meeting, ask ChatGPT to provide destination details to help them prepare. This could include weather information, suggested packing list, map of key meeting venues, local information or customs, and more.
Example prompt: “I’m organizing a meeting on [meeting date and time] in [meeting location]. In addition to being in session, we plan on participating in [these activities]. Provide a detailed brief with local information including weather during our meeting dates, a suggested packing list, local activities for their free time, local customs for international travelers, and anything else to help attendees prepare.”
Bonus Prompt: “Attendees will be staying at [accommodation] and meeting at [meeting venue] when in session. They will have dinners at these restaurants [restaurant names] and will be participating in an activity located [activity location]. Create a map for attendees with each venue marked.”
AI tools like ChatGPT are exceptionally useful when it comes to supporting you with time-consuming, manual, meeting planning tasks. By utilizing the above prompts, you’re giving yourself more time to focus on the tasks that require your critical thinking, creativity, or human approach.
If you want to find out more about how you can perfect your meeting planning in 2025, join us for our upcoming webinar Stand Out With Successful Meetings with Office Dynamics on January 30th 10am PT | 1pm ET.