The Event Debrief

Event planners didn't get into events because they love learning new software. But for years, doing the job well has meant wrestling with a fragmented stack – registration platforms, spreadsheets and apps that were never built to talk to each other. In this episode of The Event Debrief, host Charlotte Cailleaux is joined by Julius Solaris, founder of Boldpush and one of the event industry's most influential voices, and Mehdi Khalili, EventsAir's Chief AI & Technology Officer, to ask a bold question: what if the future of event tech is actually less tech? They unpack why the traditional event tech stack became so hard to manage, the real difference between embedding AI into a platform versus connecting it through MCP (Model Context Protocol), and the privacy and compliance pitfalls planners need to understand before putting attendee data anywhere near a consumer-grade AI license. They explore: Why the traditional event tech stack has been "a nightmare to manage" – and what's finally changing Embedded AI vs MCP: the two paths event tech companies are taking to bring AI into the platform The data residency and GDPR risks of processing attendee data on consumer-grade AI licenses Why hyper-personalized agendas and matchmaking are becoming the baseline, not a nice-to-have What a planner's day-to-day could look like 12 months from now, with AI agents handling the busywork Why sponsor ROI is the missing piece of the AI conversation in events Whether you're evaluating your own event tech stack, weighing up AI tools for your team, or just curious what "less tech" could mean for your next event, this episode gives you a grounded look at where the industry is headed – and what to ask your vendors before you get there. Guests: Julius Solaris — Founder, Boldpush (linkedin.com/in/juliussolaris) Mehdi Khalili — Chief AI & Technology Officer, EventsAir Hosted by: Charlotte Cailleaux, EventsAir Important links from the episode: 🔗 Connect with Julius Solaris on LinkedIn: https://www.linkedin.com/in/juliussolaris/ 🔗 Visit Boldpush: https://boldpush.com/ #EventTech #EventProfs #TheEventDebrief (00:00) Intro & Meet the Guests(01:47) What Do Planners Actually Expect from Event Tech?(02:49) The Fragmented Legacy Tech Stack, Explained(05:14) The 5 Core Components of Event Tech Spend(06:48) Why Event Tech Should Disappear, Not Distract(07:10) The Planner's Hidden Part-Time Jobs(08:11) Where AI Still Falls Short Today(09:34) AI-Powered Session Search & Matchmaking(11:56) Cognitive Dissonance: Why Isn't AI Delivering Yet?(12:24) Echoes of the COVID-Era Virtual Events Boom(13:28) Attendee Expectations & Hyper-Personalization(15:11) The Rise of DIY Event Tech Entrepreneurs(16:22) Why Event Tech Feels Outdated to Younger Attendees(18:18) The Two Real Time-Sinks for Planners(19:59) The Shift to Conversational Interfaces(21:20) What Planners Should Demand From Their Platforms(23:39) Tokens, Usage Limits & Rising AI Costs(25:07) Embedded AI vs MCP: Two Approaches Explained(28:10) The Risks of Early-Stage MCP(31:24) Who's Actually Using AI (Survey Data)(34:18) Data Privacy & Security Risks of AI in Event Tech(36:09) US vs Europe: Different Risk Appetites(40:15) Practical Data Privacy Advice for Planners(42:29) The Licensing Trap: Consumer AI Plans Aren't Safe(47:12) Keep Learning, Demand More From Your Platform(49:46) 12 Months From Now: The Planner's Role Reimagined(53:41) Two Personas: Planners and Attendees in the AI Era(56:07) Agents Across the Event Lifecycle(58:14) The Missing Persona: Sponsors & Sponsorship ROI(1:02:00) Closing Thoughts & Where to Find Julius and Midi  

Event planners sit in one of the most demanding positions in any organization — accountable for high-visibility, high-investment experiences, but rarely in control of all the moving parts.In this episode of The Event Debrief, Alex Urquhart speaks with Sally Foley-Lewis, middle manager leadership expert and author of The Middle Matters, about the invisible pressure of leading from the middle — and how event professionals can turn that position into genuine strategic influence.Drawing on 20+ years developing managers across Australia, Asia, Europe and the Middle East, Sally unpacks how to influence stakeholders when expectations become unrealistic, negotiate competing priorities without damaging relationships, and build long-term career momentum from a role that often feels like the meat in the sandwich.They explore:🟪 What "leading from the middle" actually looks like in event environments🟪 Practical ways to influence stakeholders without formal authority🟪 How to reset unrealistic executive expectations before they become a delivery problem🟪 Language and decision frameworks that build credibility with senior leaders🟪 How to negotiate competing priorities without burning relationships🟪 Strategies to protect your team's mental load during crunch time🟪 Turning operational delivery into strategic influence and career momentumWhether you run conferences, exhibitions, association events, corporate meetings or leadership forums, this episode offers practical tools for managing up, protecting your team, and building the kind of influence that outlasts any single event.Guest: Sally Foley-Lewis — Middle Manager Leadership Expert, Speaker & AuthorHosted by: Alex Urquhart, EventsAirFollow the podcast for more conversations on event strategy, leadership, attendee engagement, event technology, and the future of events.Important links from the episode:🔗 Sally Foley-Lewis website: https://www.sallyfoleylewis.com/🔗 Connect with Sally on LinkedIn: https://www.linkedin.com/in/sallyfoleylewis/#EventPlanning #EventProfs #leadershipdevelopment 00:00 Intro00:22 The pressure nobody sees01:28 Sally's background — and what she learned shadowing a PCO03:45 What the "invisible pressure layer" actually is04:13 Accountability without authority05:11 Turning the client's vision into execution06:13 The trap of the seamless illusion08:05 Why naming the pressure is the first step09:07 "Slow is fast" — five seconds now saves hours later11:16 Pushing back without damaging the relationship13:41 The exact words to use when you need clarification15:15 When everything is priority number one17:58 Using the client's desired outcome as ground zero20:29 Psychological safety — and why it isn't cotton wool25:05 The money groupthink leaves on the table27:12 The three big takeaways29:11 Breathe, know your triggers, build the relationship31:38 Where to find Sally

Most event teams know AI is coming — they just don’t know where to start. In this episode of The Event Debrief, Alex Urquhart speaks with David Watt, CEO of CI Group, about what it actually takes for event teams to become AI-ready. After surveying 380+ event planners worldwide, EventsAir found that 62%+ still struggle to adopt AI with confidence — this conversation is built to close that gap. David breaks down CI Group’s EASE Framework — a practical, four-part model for moving from AI curiosity to confident, scalable adoption — and explains why nearly 85% of AI pilots fail before they ever deliver value. They explore: Why most AI pilots fail (and what “boiling the ocean” means) The EASE Framework: Educate, Adopt, Secure, Enrol Where event teams should run their first AI pilots The security risks planners underestimate — shadow IT and free AI tools How to embed AI into everyday workflows without overwhelming staff Real examples of AI pilots that worked, from proposals to client chatbots The one practical step to take if you feel behind on AI Whether you run conferences, exhibitions, corporate events or association meetings, this episode gives you a clear, jargon-free starting point for AI adoption that actually sticks. Guest: David Watt — CEO, CI Group Hosted by: Alex Urquhart, EventsAir Follow the podcast for more conversations on AI adoption, event technology, and the future of events. Important links from the episode: 🔗 Find out more about CI Group’s EASE Framework here: https://www.cigroup.co.uk/ai_sami/ 🔗 Connect with David Watt on LinkedIn here: https://www.linkedin.com/in/d-watt/ 

Audience engagement doesn't disappear by accident — it's often lost through a series of small decisions that seem insignificant in the moment.In this episode of The Event Debrief, Alex Urquhart speaks with Luke Hannan, Professional Conference MC and facilitator, about the five most common ways event teams lose an audience and what can be done to prevent it.Drawing on experience from more than 600 conferences, leadership forums, and live events, Luke shares practical lessons from the front of the room — including the warning signs of disengagement, the hidden factors that impact audience energy, and why event success depends on much more than great speakers and a good venue.They explore:• The five fastest ways event teams lose audience attention• Why attendee engagement is the biggest predictor of event success• The small production details that have a surprisingly large impact• How AV teams, speakers, venues, and organisers influence event flow• The risks of unprepared sponsors and senior leaders taking the stage• Why breaks, catering, timing, and audience movement matter more than you think• The value professional MCs bring to event outcomes• Practical ways to maintain energy, momentum, and participation throughout an eventWhether you run conferences, exhibitions, association events, corporate meetings, or leadership forums, this episode provides actionable insights into creating experiences that keep audiences engaged from start to finish.Guest: Luke Hannan — Professional Conference MC & Facilitator, Luke Hannan MCHosted by: Alex Urquhart, EventsAirFollow the podcast for more conversations on event strategy, event technology, attendee engagement, and the future of events.Important links from the episode:🔗 Find out more about Luke Hannan here: https://lukehannan.com.au/🔗 Connect with Luke on LinkedIn: https://www.linkedin.com/in/lukehannan/📩 5 essentials to keep your audience engaged: 5 essentials to keep your audience engaged.pdf

The traditional annual conference model is under pressure — and many event professionals know it.In this episode of The Event Debrief, Alex Urquhart speaks with Rob Eveleigh, Managing Director of Brightelm, about why traditional conferences are losing relevance and what modern event leaders are doing instead.From hyper-personalisation and audience-led sessions to redesigning networking experiences and improving attendee engagement, Rob breaks down the biggest shifts shaping the future of conferences, association events, and B2B experiences.They explore:Why “speaker-heavy” conferences are fadingThe future of networking and human connection at eventsHow AI and event tech enable personalised experiencesWhy Q&A often delivers more value than presentationsThe hidden problem with “safe” conference agendasHow to measure engagement, sentiment, and event ROIPractical steps for modernising your event strategyWhether you run conferences, exhibitions, association events, or corporate meetings, this episode delivers practical insights into creating events people actually want to attend.Guest: Rob Eveleigh — Managing Director, BrightelmHosted by: Alex Urquhart, EventsAirFollow the podcast for more conversations on event strategy, event technology, attendee engagement, and the future of events.Important links from the episode:🔗 Find out more about The Evolve Community here.🔗 Find out more about Brightelm here.