AI NOW CONFERENCE: REVOLUTIONISING PROFESSIONAL EVENTS

THE AI NOW C ONFE RENCE is not just another gathering of AI enthusiasts. From its inception, the conference has sought to redefine the industry standard by fostering meaningful connections, delivering actionable insights, and creating an environment where participants genuinely enjoy learning and networking.

In this interview, we talk to the founders, CHARMAINE BAKER and GLENN HAPGOOD about their vision for AI Now, and why its unique approach has created a world-class event.

CXO PORTALS , founded by Charmaine Baker and Glenn Hapgood, is an events company with over a decade of experience. We support senior leaders both professionally and personally, focusing on audience management. Our virtual and physical platforms help partners and attendees build business relationships, discover new products, and network with industry peers. We connect senior leaders and businesses globally, fostering growth and integrity.

ai:NOW partnered with CXO Portals is a platform created to assist individuals and organisations with the implementation and understanding of AI.

When implemented correctly, AI delivers business value, and with more companies planning to incorporate AI technologies in the future, the growth will continue to rise.

For most enterprises, true innovation comes not from experimentation or pilots but from industrialising AI at scale.

Moving from one-off pilots to enterprise-wide adoption carries risks and challenges and many organisations lack clarity, the right infrastructure, processes, and skills in place to introduce actionable AI solutions.

The ai:NOW community of senior leaders and partners, as well as the upcoming ai:NOW Conference will all provide the support needed for individuals and organisations to truly understand and implement AI practically.

What was the inspiration behind setting up the AI Now conference?

We wanted to create something unique – an educational platform where end users could learn from one another, exchange ideas, and leave with actionable insights. Unlike many sponsor-driven conferences, our focus is on the attendee experience. We’ve intentionally minimised sponsor meetings to prioritise networking and relevant sessions.

The conference was designed to span two days, allowing executives to collaborate and explore all facets of AI – from current developments to future possibilities.

One of the key aspects here is the idea of creating ‘events to be enjoyed, not endured.’

CONTENT, STRUCTURE AND SELECTING THE RIGHT SPEAKERS

What makes the AI Now conference stand out from other conferences in terms of content or structure?

What sets us apart is our collaborative approach. We rely heavily on our advisory board, network, and community to identify real challenges in AI. Unlike other events that focus on buzzwords, we help companies implement AI effectively by starting with the basics – data readiness, team building, and pilot programs.

For companies excelling in implementation, the conference provides advanced tracks to refine their strategies. This tiered approach ensures value for participants at any stage of their AI journey.

Can you talk about how you choose the right speakers to ensure the sessions address the challenges people are facing? After identifying potential speakers, we conduct in-depth calls to refine session topics and formats

– whether interactive discussions or presentations – to ensure relevance to our diverse audience. We also evaluate speakers’ ability to present engagingly. A high-profile title isn’t enough if the speaker can’t hold an audience’s attention. With over 30 years of combined experience in event planning, we have learned the importance of aligning the right speaker with the audience’s expectations.

DELIVERING ACTIONABLE OUTCOMES, BUSINESS CASE STUDIES AND PILOT SESSIONS

How do you ensure that the sessions deliver actionable outcomes for your participants rather than just the theoretical knowledge common at other conferences? We review session synopses and presentations, providing feedback to ensure they’re tailored to the audience’s needs. Every session must be outcome-based, with actionable takeaways relevant to participants at different stages of AI maturity.

Speakers also contribute to a post-event report with key insights and summaries, ensuring attendees have tangible resources to implement professionally.

Can you explain how business case studies and pilot sessions work? What are the practical benefits for participants? These sessions are designed for mutual learning. Attendees submit use cases they’d like discussed, enabling tailored discussions. Business case sessions provide concrete examples attendees can adapt and present to decisionmakers. Pilot sessions detail the implementation journey, including challenges and solutions, providing a roadmap for attendees to launch their own pilots effectively.

The post-event document compiles these cases, serving as a valuable guide for attendees’ AI initiatives.

Ensuring Participant Engagement

How do you engage participants and ensure they stay actively involved throughout the two days?

Retention is a key metric for us, and we’ve consistently designed processes to maintain excitement and ensure engagement. It’s about the small details. From personalised calls to discuss expectations to offering a luxurious venue like the Sofitel, we ensure participants feel valued and comfortable. This personalised approach fosters a sense of belonging, encouraging attendees to engage fully.

Regular updates on new speakers and sessions maintain excitement, while feedback ensures we meet participants’ needs.

Networking is a central focus of AI Now. Attendees have ample time for meaningful interactions, whether during extended coffee breaks or sit-down lunches which allow participants to step away from the conference atmosphere and engage in high-quality conversations over a meal. This relaxed setting fosters deeper connections and meaningful networking.

Can you give us insight into how the size of the conference impacts the outcomes?

This is a purposefully small and niche conference to maintain highlevel, engaging discussions. It’s an invite-only event, though we do receive organic interest through our website, social media, and LinkedIn. Every registration is carefully vetted to ensure the attendees will benefit from and contribute to the event.

This selectivity ensures personalised care for attendees. With fewer participants, the team can accommodate dietary needs, tailor sessions, and provide seamless logistics for guest speakers. The smaller size also fosters better engagement and higher-quality conversations.

Smaller events are far more effective for networking and interaction. At massive conferences, like CES in Vegas, meaningful connections are nearly impossible due to the sheer number of attendees. In contrast, our event – limited to about 130–140 participants – ensures every individual is approachable and relevant. It’s focused and intimate, facilitating deep, high-value engagement.

Large conferences can feel intimidating, especially for first-time attendees. By offering a personal touch, we ensure participants feel comfortable and prepared. This personal connection starts with early communication, continues with tailored agendas, and extends to on-site assistance. When participants feel at ease, they’re more likely to engage openly and contribute to discussions.

SPOTLIGHT ON INNOVATION: SHOWCASING AI PRODUCTS

What AI-related products or solutions showcased at the event this year are you particularly excited about? While we hosted major players like Microsoft, Intel, and Dell, we placed equal emphasis on AI startups. Many startups offer groundbreaking solutions but struggle to afford the sponsorship fees at traditional conferences. We wanted to give these innovators a platform to present their ideas directly to our high-level audience. The innovation stage hosted a competition that allowed startups like Deepdub, Gen8, and Aferis to pitch their solutions in an engaging format. By providing startups with a 10–15 minute pitch opportunity in front of decisionmakers, we help open doors that might otherwise remain closed. The winner, Uziel from Deepdub, stood out for presenting a solution that wasn’t just enterprisefocused but also inclusive and practical, resonating deeply with the audience.