Ilaria Basile of Clarion Events on AI in event operations: signage, captions and project tracking

Name: Event Tech Live London 2026
Start: 2026-11-11T09:00:00+00:00
End: 2026-11-12T17:00:00+00:00
Location: Excel London

Adam Parry18 April 2026

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Part of the AI in Events 2025 research from Event Tech Live. Interview by Adam Parry, founder, Event Tech Live. Published 14 February 2025. Last updated 18 April 2026.

Ilaria Basile, Operations Manager at Clarion Events, on why the event industry has only scratched the tip of the AI iceberg, and the specific tools she is already using on live shows.

The three things Ilaria says you need to know

AI is cutting graphic design costs for show signage. Basile has used AI image generation to create a 4m x 3m signage piece with artwork made entirely to brief.

QR-code-triggered AI captions are a workable accessibility solution. Attendees scan a QR code and get captions on their mobile, with the option to translate into a preferred language.

AI-powered chatbots are the biggest opportunity still ahead. Done well, they can make attendees and exhibitors feel they are in a conversation rather than speaking to a machine. The industry is not there yet.

How do you see AI transforming the operations and logistics side of event management?

Basile believes the event industry has only scratched the tip of the iceberg when it comes to AI. There is significant room to grow, from project trackers to generated artwork for shows. She is excited by the efficiency gains and potential cost savings, such as not needing a graphic designer for certain tasks.

How can AI be leveraged in planning and execution phases at large-scale events?

Step one is team training. Staff need enough practice to be comfortable adopting AI in operational processes. Using an AI-powered platform for project planning and budget tracking is a good first step.

What role can AI play in enhancing the attendee and exhibitor experience operationally?

Well-built AI chatbots could make attendees and exhibitors feel they are having a personal conversation rather than speaking with an automated machine. The industry is not there yet, but this is a substantial opportunity for improving experience.

Which AI-driven tools have you explored for operational efficiency?

Basile has trialled several:

AI image generation for signage. Created a 4m x 3m signage piece with AI-generated artwork matching her exact brief.
AI-generated captions for stages. Attendees can scan a QR code and get captions on their mobile phone, with the option to translate into their preferred language.
Motion. An AI-powered project tracker and calendar, currently being tested for wider team adoption.

How do you see AI shaping event operations around sustainability, resource management and delivery?

If used efficiently, AI should reduce time spent on admin tasks like budget tracking, event planning and run of orders, lowering the resources needed per event. Basile has not yet researched specific sustainability benefits from AI in operations, but is keen to find out more.

“I believe that when it comes to AI, the event industry has only scratched the tip of the iceberg.”

— Ilaria Basile, Clarion Events

About Ilaria Basile

Ilaria Basile is Operations Manager at Clarion Events, one of the world’s largest independent event organisers. Her remit spans operational planning, execution and post-event analysis across a portfolio of trade shows and conferences.

This interview is part of AI in Events 2025: Adoption, Barriers and Forecast. Download the full PDF report. Browse all Event Tech Live research.

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