This article will give you tips on how to analyze responses from Event Attendee surveys about Pre Event Communication using AI-powered tools to get meaningful insights quickly.
Choosing the right tools for analysis
How you approach survey analysis depends a lot on your data structure. If you’re measuring multiple-choice or rating questions, conventional tools like Excel and Google Sheets make counting responses straightforward—you basically look at totals, averages, and create simple charts.
Quantitative data: Questions like “How satisfied are you with our pre-event emails?” generate easy-to-count responses. Traditional tools (Excel, Google Sheets) work great for this because you can use filters and formulae to break down trends across all Event Attendees.
Qualitative data: But if you ask open-ended questions, or use surveys that explore why attendees felt a certain way, things get trickier. Manually reading through 100s of responses is slow and next to impossible at scale. This is where AI tools become essential—they can read and analyze vast amounts of text so you don’t have to, summarizing themes and core ideas almost instantly.
There are two main approaches when you need to analyze qualitative responses:
ChatGPT or similar GPT tool for AI analysis
You can export your survey data (usually as CSV or Excel), copy the text responses, and paste them into ChatGPT or similar AI assistant. From there, you chat with the AI about your data, asking questions or using prompts to get summaries or themes.
This method is accessible and works for many people, but it does have downsides: You’ll often hit limits on how much data you can paste at once, formatting can get messy, and you lack features designed specifically for survey analysis—things like follow-ups or easy filtering.
All-in-one tool like Specific
Specific is an AI-powered platform built directly for this job—it both collects Event Attendee survey responses and analyzes them for you. When you run your pre event communication survey through Specific, the AI doesn’t just summarize responses; it actually conducts the survey as a conversation, asking smart follow-up questions to clarify and deepen each answer. This increases both quantity and quality of insights. (Learn more about AI follow-ups.)
For analysis, you can instantly:
See AI-powered summaries for every open-ended or follow-up question.
Find key themes across all responses, ranked by frequency.
Chat interactively with the AI about your results, ask for clarifications, filter data, or dig into details—just as you would with ChatGPT, but with purpose-built features and an easier workflow for teams.
Specific’s analysis tools put you in full control of your qualitative data—for a deep dive, check out how AI survey response analysis works in Specific.
Useful prompts that you can use for analyzing Event Attendee survey responses about pre event communication
If you want to get the most out of AI survey analysis, prompts are your best friend. Here are some proven ones that work whether you use ChatGPT or a platform like Specific:
Prompt for core ideas: Perfect for identifying the big themes—Specific uses this internally, but it works anywhere. Paste this to your AI assistant along with your data:
Your task is to extract core ideas in bold (4-5 words per core idea) + up to 2 sentence long explainer.
Output requirements:
- Avoid unnecessary details
- Specify how many people mentioned specific core idea (use numbers, not words), most mentioned on top
- no suggestions
- no indications
Example output:
1. **Core idea text:** explainer text
2. **Core idea text:** explainer text
3. **Core idea text:** explainer text
AI always performs better if you add more context. For example, you could add:
Analyze these survey responses from event attendees about pre event communication at a technology conference. Our goal is to identify what people liked or disliked, especially around communication channels and timing. Surface any unexpected concerns.
Prompt to learn more about a theme: After you have your core ideas, prompt the AI: "Tell me more about [core idea]."
Prompt for a specific topic: If you want a yes/no or evidence-based answer: "Did anyone talk about [specific detail or feature]? Include quotes."
Prompt for pain points and challenges: This is crucial for pre event communication surveys where engagement is key. Try: "Analyze the survey responses and list the most common pain points, frustrations, or challenges mentioned regarding communication. Summarize each, and note any patterns or frequency."
Prompt for sentiment analysis: Understanding attendee sentiment lets you tailor future outreach: "Assess the overall sentiment expressed in the survey responses (e.g., positive, negative, neutral). Highlight key phrases or feedback that contribute to each sentiment category."
Prompt for suggestions & ideas: Useful for anyone running experiments or looking to improve: "Identify and list all suggestions, ideas, or requests provided by survey participants about pre event communication. Organize them by topic or frequency, and include direct quotes where relevant."
Prompt for unmet needs & opportunities: Great for finding gaps in your communication plan: "Examine the survey responses to uncover any unmet needs, gaps, or opportunities for improvement as highlighted by respondents."
You can find more tactical tips and questions to ask in our article on the best questions for event attendee pre event communication surveys.
How Specific analyzes data by question type
Specific gives detailed, contextual summaries based on every survey question, making it easy to act on your data:
Open-ended questions (with or without followups): You’ll get a summary of all responses, plus summaries for each follow-up, so you know exactly what attendees meant and why they answered as they did.
Choices with followups: Each choice (for example, "email" or "SMS") gets a separate summary for its related follow-up answers. This lets you see what people who selected each channel really think about it—super useful for tailoring your pre event communication.
NPS questions: For Net Promoter Score feedback, Specific gives a summary for each category (detractors, passives, promoters), showing exactly what prompted each group’s rating (here’s a ready-to-use NPS survey template).
You can do similar, granular analysis in ChatGPT, but it requires much more manual work—copying, pasting, and prompting for each category or choice. With Specific, it’s all built in.
You can learn more about conversational survey creation with our AI survey builder, or see how to create event attendee surveys about pre event communication step by step.
Working with AI context limits
If you’ve ever tried to paste too many survey responses into an AI tool and hit a wall, that’s the context size limit—it can only process so much at once. This is a big problem for large Event Attendee surveys (especially if your pre event communication efforts drove high engagement: for instance, by using interactive content, which 48% of attendees prefer [1]).
There are two main ways to work around this:
Filtering: Filter by response, so the AI analyzes only conversations where users replied to specific questions or chose certain answers. This focuses the analysis and saves space.
Cropping: Select only the questions you want the AI to analyze. For example, if you only care about open-ended feedback about communication, crop everything else.
Specific offers both options out of the box, but you can also do this manually if using ChatGPT or another assistant. Filtering and cropping gives you flexibility—and it keeps the AI working with the most useful, focused data.
This is especially important if you’re running big events where engagement spikes. Some event marketers report up to a 30% increase in participation rates from targeted pre-event outreach [2], which means your data load will only climb!
Collaborative features for analyzing Event Attendee survey responses
Collaborating on survey analysis can be messy: If you’re sharing data in spreadsheets or over email, ideas quickly get lost—and it’s tough to keep everyone aligned about what matters most.
With Specific: You can analyze data just by chatting with the AI—no technical skills needed. Each team member can set up their own AI chat for a specific angle or question. Each chat has its own participant info, applied filters, and visible owner. Want to see who dug into email channel feedback, or who explored suggestions for improvement? It’s all there.
Visibility and collaboration happen in real time. Avatar icons clearly show who is talking and who started each thread, making cross-team collaboration on pre event communication feedback much easier. Everyone gets clarity into what’s been asked, answered, and where to dig deeper.
You can use these collaborative features for iterative, hypothesis-driven analysis—try one prompt, see what you get, then pivot with a new chat or filter to focus only on first-time attendees, or the feedback from a certain region. This layered approach can surface hidden themes and make your survey analysis genuinely actionable.
To learn about using Specific for survey creation and collaborative editing, check out the AI survey editor feature page, or create your own custom conversational survey instantly with the event attendee pre event communication survey generator.
Create your Event Attendee survey about Pre Event Communication now
Jumpstart your event feedback process—analyze rich, conversational responses, uncover actionable insights, and collaborate seamlessly from start to finish with Specific.