From Planning to Promotion: Smarter Ways to Run Wellness Events with AI

If you’ve ever organised a retreat, workshop or community class, you’ll know how much energy it takes to pull it all together.

From planning and promotion to following up afterwards, it often feels like there are a hundred things to juggle on top of regular client work.

That’s where AI can step in to make the process easier. In our recent webinar, we explored how AI can help us plan events, keep communication consistent, and repurpose content once the event is finished.

If you’d like to watch the full session, here’s the recording. It includes live demonstrations of all the prompts and workflows listed in this blog so you can follow along at your own pace.

Why AI Makes Sense for Wellness Events

When you hold a wellness event, the focus should be on creating a supportive and nurturing experience for participants. Yet so much time gets eaten up with logistics, emails and marketing.

AI won’t take away your unique voice or the personal touch that makes an event special. What it does is help you stay organised, reduce repetitive tasks, and make sure important details aren’t missed.

Step 1: Smarter Planning with AI

Instead of spending hours building run sheets, timelines and content calendars from scratch, you can provide the details of your wellness event and let AI generate a draft plan to refine.

Here’s the prompt we recommend:

“You are an expert event marketer working for [Company]. Create a four-week event marketing plan for [type of event] happening on [date] for [audience type and number] at [location: venue and city/suburb]. The aim of the event is to [purpose]. The theme of the event is [theme].”  

Make sure to include:  

• Weekly milestones in terms of event planning  

• Key marketing activities required  

• Who needs to know what and when  

• Content ideas for social media, email, and blogs  

• Present as a table.

Recommended Tools for Planning

• ChatGPT: Helps generate event plans, timelines and content ideas.
  

• Canva: Creates branded graphics and visuals for event promotion.
  

• Trello: Keeps tasks organised with boards, lists and cards.
  

• Asana: Manages projects and assigns responsibilities across the team.

Step 2: Automating Communication

When someone signs up for a retreat or workshop, you want them to feel cared for from the very first message. At the same time, manually sending out confirmations and reminders can be draining. With AI, you can create a simple email sequence that ensures attendees feel informed and supported.

Use the following prompt:

“Write a three-part email sequence for people who register for the same event mentioned previously for [Company]. [Type of event] happening on [date] for [audience type and number] at [location: venue and city/suburb]. The aim of the event is to [purpose]. The theme of the event is [theme].   Email 1: Registration confirmation   Email 2: Event reminder (three days before)   Email 3: Reminder (one day before) Keep the tone friendly and professional.”

Once created, you can copy the emails into your chosen platform and schedule them in advance. This way, participants won’t forget, and you’ll have more time to focus on creating a nurturing event experience.

Recommended Tools for Communication

• ChatGPT:  Drafts confirmation, reminder and follow-up emails.
  

• Mailchimp:  Automates the scheduling and delivery of those emails.

Step 3: Post-Event Impact

An event doesn’t end when the last attendee leaves. The follow-up is just as important, thanking people, sharing highlights, and keeping the momentum going for the next offering.

AI can help you create a recap blog post and then repurpose that into social media captions so you don’t have to start from scratch.

Here’s the recommended prompt:

“Write a 300-word blog post summarising my [event name]. Include:   - Key highlights and moments   - Any attendee feedback   - A call to action to join my next event” 

Then use this prompt:  

“Turn this blog post into three LinkedIn posts, three Instagram captions and three Facebook captions.”

This ensures that a workshop, retreat or class continues to live on through content that can inspire more people to attend future events.

Recommended Tools for Post-Event Impact

• ChatGPT: Writes recaps, and repurposes content for social posts.
  

• Opus Clip:  Turns long recordings into short highlight videos.
  

• Metricool:  Schedules and tracks performance of posts.
  

• Buffer:  Publishes content consistently across multiple platforms.

Pulling It All Together

For wellness professionals, time is precious. Using AI to help with event planning, communication and post-event engagement means:

• You save hours on repetitive tasks.

• You keep communication clear and consistent.

• You can focus on what matters most, which is creating meaningful experiences for participants.

AI is a tool, not a replacement for your human touch. You can let it handle the heavy lifting, then add your personal energy and authenticity.

Next Steps

If you’d like to keep building your AI skills in a supportive space:

Join Dr Karen’s free Facebook group – AI for Strategic Communication Community. 

It’s a welcoming place where live sessions are shared every Friday, along with the latest AI updates and exclusive discounts for workshops.

Book in a time to chat with Dr Karen. If you’d like to explore how AI can support your wellness business, you can choose a time that suits you through her Calendly link.