Private AI events for your company
Create an executive AI day, internal summit, leadership event or private conference around the questions your people need to explore. AI Summit Barcelona brings event know-how and its practitioner ecosystem to the programme, with contributors and production scope agreed for your organisation.
Your format at a glance
- Employees, leaders, customers or partners
- Purpose, audience size, period, city and budget
- Internal AI day, customer roundtable or leadership gathering
- Expert perspectives, moderation and audience participation
- AISB and client responsibilities agreed in the proposal
- Itemised quotation for programme and selected production
Programme, people and places
Use the Summit as a starting point for discussing stage sessions and conversations between participants. Your private event has its own brief, contributors and production scope.
A focused process, from preparation to next steps
Set the brief
Share the event purpose, audience size, date, location and budget. We clarify which decisions and services need support.
Build the proposal
Review the concept, proposed agenda and production options. Experts and suppliers are confirmed before commitments are made.
Prepare the experience
The agreed delivery plan brings contributors, suppliers and your team together around a programme and schedule.
See how the time could be used
| Time | Programme | Purpose |
|---|---|---|
| 09:00–09:30 | Arrival and welcome | Bring participants into the day |
| 09:30–10:15 | Leadership opening and expert perspective | Set the business question |
| 10:15–11:00 | Practical case and questions | Establish a shared reference |
| 11:00–11:30 | Break | Informal discussion |
| 11:30–12:30 | Facilitated group discussions | Identify questions relevant to each function |
| 12:30–13:00 | Plenary and next steps | Record owners and follow-up |
| 13:00 | Lunch or networking, if included | Continue the conversations |
Agree the outputs before you begin
A purposeful programme
An agenda built around the audience and questions you want to address, with suitable session formats and proposed contributors.
A clear production scope
Define who handles the venue, technical setup, hospitality, registration and coordination. Include the services you need.
A shared delivery plan
Agree responsibilities, costs and milestones, plus any materials or follow-up your team wants after the event.
| Format | For whom | Programme emphasis |
|---|---|---|
| Internal AI day | Managers or employees | Shared context, practical examples and group discussion |
| Customer roundtable | Customers or partners with a common question | Relevant peers, moderator and prepared discussion |
| Leadership gathering | Executive decision-makers | Focused perspectives, debate and next actions |
Make the next action visible
An example to discuss during the intake. Your proposal defines the output, responsibilities and timetable for your organisation.
Illustrative event structure
Open the question
Leadership context and an expert perspective.
Make it relevant
Examples, facilitated breakout groups and questions from the room.
Keep the next step
Summarise the questions, owners and follow-up agreed by the team.
Choose a format that fits the question
A good starting point
- An internal AI day for managers or employees.
- A leadership dinner or private discussion.
- A customer event with a focused AI theme.
Outside this format
- An implied guarantee of attendance from the AISB community.
- Technical implementation or a training programme unless separately agreed.
Prepare the work, the people and the decisions
Make programme and production responsibilities explicit
A reliable event requires an editorial plan and a practical delivery plan. The editorial plan defines the audience, session purpose, contributors, moderators and materials. The delivery plan sets out the venue, timing, technical requirements, guest experience and responsibilities. The quotation should explain how these two plans connect.
Your company can retain its venue, agency or preferred suppliers. In that case, agree the handover points: who briefs the technical team, who receives slides, who updates the running order and who resolves a late change. Assign one decision owner for each responsibility and one coordinating contact for the overall event.
Build the budget and measure the event against its purpose
Separate programme costs from production costs. The first category can include editorial design, speakers, facilitators, moderation and preparation. The second can include venue, technical equipment, staging, catering, registration and staffing. Travel, content production and recording permissions may require separate lines. The proposal should identify assumptions and exclusions so you can compare options fairly.
Timing also affects the plan. Supplier commitments, speaker availability, participant communication and internal approval all need a realistic sequence. Set the milestones with the team before announcing a programme. Where a demonstration or remote contribution is important, agree a practical fallback and a named person responsible for using it.
| Scope | AISB contribution to agree | Client / agency responsibilities to agree |
|---|---|---|
| Programme and contributors | Agenda, relevant profiles and contributor preparation | Venue, audiovisual, catering, invitations and guest operations |
| Programme and facilitation | Programme, moderator or facilitators, session preparation and running order | Production suppliers, registration and practical delivery |
| Programme and wider production | A scoped coordination plan with named supplier responsibilities | Approval, budget, audience and any retained suppliers |
A few useful answers
Can you organise a day for 100 managers?
We can scope that size. Venue, programme, staffing and budget are confirmed in the proposal.
Can we use our own venue or suppliers?
Yes. We agree which responsibilities stay with your team and which AISB takes on.
Will you invite people from your community?
Audience recruitment can be discussed as a separate service. Attendance is not guaranteed.
What does the quotation include?
It itemises programme services and production requirements, with assumptions, exclusions and any agreed additional costs.
Can the event include practical learning?
Yes, where a suitable facilitator and curriculum are confirmed. Learning outcomes and exercises are scoped explicitly.
Are Summit speakers automatically available for private events?
No. We identify relevant profiles for your brief and confirm their interest, availability and terms before presenting a confirmed programme.
Continue with the format you need
A leadership workshop gives a smaller working group time to compare use cases and agree an action plan.
Read before the conversation
Tell us what you want to move forward
Share your organisation, business question, people involved and preferred timing. We will discuss the relevant format and expertise, then agree scope, contributors, preparation and fees before an engagement is confirmed.
Plan your private AI event