Artificial Intelligence (AI) in the Events and Festivals Industry: A Global Survey of Practice, Barriers, and Future Outlook |
Information and Consent Form
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Prof. Milena Parent, University of Ottawa, milena.parent@telfer.uottawa.ca
Dr. Mike Duignan, Director, Centre for Events and Festivals, michael.duignan@univ-paris1.fr
Invitation to Participate: I am invited to participate in the abovementioned research study led by Prof. Milena Parent from the University of Ottawa (Canada) and Dr. Mike Duignan from the Centre for Events and Festivals (UK). This project forms part of the Centre’s original global research initiative designed to advance knowledge and inform the future of the events and festivals industry.
Purpose of the Study: The purpose of the study is to critically examine the adoption and integration of AI across different types, scales, and geographical contexts of events and festivals, to understand how AI is reshaping industry practice.
Importance of research: AI is rapidly transforming how events are planned, managed, and experienced. Tools such as automated customer service, biometric entry systems, predictive analytics, and generative content platforms are being deployed globally. Yet, little is known about the extent of their adoption, the strategies guiding their use, and the impact on event outcomes, professional values, and stakeholder experiences. This research seeks to fill that gap by conducting one of the most comprehensive global surveys to date on AI adoption in the events and festivals industry.
Participation: My participation will consist of completing an online questionnaire that will last 20-30 minutes. Themes will include background information; AI awareness and adoption in events and festivals; AI adoption drivers, barriers, and conditions; AI perceptions, impacts, and ethics; strategic and organizational readiness; and final reflections.
Risks: Risks are minimal. My participation in this study will entail indicating my name, email and role. I have received assurance from the researchers that every effort will be made to minimize these risks by protecting my identity and anonymizing my data. My identity will not be revealed outside the research team. I am also aware that I can refuse to answer any question.
Benefits: By taking part in this research, I will contribute to an authoritative global study with direct implications for industry policy and practice, help identify evidence-based best practices for the strategic and ethical integration of AI, be part of a global effort to understand the future of events in a digital age, receive exclusive access to the Executive Summary of the final report, including practical insights and recommendations, and enhance my professional knowledge and strategic foresight.
Confidentiality and Privacy: I have received assurance from the researchers that the information I will share will remain strictly confidential. I understand that the contents will be used only as part of an aggregated dataset to address the research, and that my identity will be protected by anonymizing the information. My information will be safeguarded in strict accordance with ethical research practice and relevant data protection laws, including the UK’s General Data Protection Regulation (GDPR). All responses will be anonymized at the data analysis point to ensure that individuals cannot be personally identified. No identifying information will be shared in any publication or dissemination material. Where job roles or titles are referenced, these will be genericize to prevent any potential linkage to specific individuals or organizations. When illustrative examples are used to support qualitative findings, a pseudonym will be applied to further protect my identity. To minimize the risk of security breaches and to help ensure my confidentiality, it is recommended that I use standard safety measures, such as signing out of my account, closing my browser, and locking my device when I am no longer using it/when I have completed the study.
Conservation of Data: Identifiable data (any names, email addresses or roles provided) will be stored securely in a digital document repository on a password-protected server managed by the Centre for Events and Festivals for one year following data collection. This repository will serve as a central, secure location to facilitate easy retrieval of contact details should participants wish to receive follow-up information. After one year, this personal information will be securely deleted. The anonymized data collected through the online survey will be stored for five years on the secure, password-protected server managed by the Centre for Events and Festivals, with access restricted to the research team. After five years, this data will be securely deleted.
Voluntary Participation: I am under no obligation to participate and if I choose to participate, I can refuse to answer any question, without suffering any negative. Once the survey is completed and submitted, my individual responses will be anonymized and aggregated with those of other participants to ensure the confidentiality and integrity of the dataset. At this point, it will not be possible to withdraw from the study due to an inability to isolate and remove individual responses without compromising the anonymity of other respondents and the integrity of the research data. Withdrawing individual answers after submission could jeopardize the validity of the research outcomes, compromise participant confidentiality, and affect the accuracy of aggregate findings.
If I have any questions about the study, I may contact the researchers. If I have any questions regarding the ethical conduct of this study (ethics certificate S-06-25-11534), I may contact the Office of Research Ethics and Integrity via email (ethics@uottawa.ca) or telephone (613-562-5800 ext. 5387).
It is recommended that I save a copy of this consent form for my records.
Acceptance: By completing and returning the survey, I consent to participate in this research study.
Conservation of Data: Identifiable data (any names, email addresses or roles provided) will be stored securely in a digital document repository on a password-protected server managed by the Centre for Events and Festivals for one year following data collection. This repository will serve as a central, secure location to facilitate easy retrieval of contact details should participants wish to receive follow-up information. After one year, this personal information will be securely deleted. The anonymized data collected through the online survey will be stored for five years on the secure, password-protected server managed by the Centre for Events and Festivals, with access restricted to the research team. After five years, this data will be securely deleted.
Voluntary Participation: I am under no obligation to participate and if I choose to participate, I can refuse to answer any question, without suffering any negative. Once the survey is completed and submitted, my individual responses will be anonymized and aggregated with those of other participants to ensure the confidentiality and integrity of the dataset. At this point, it will not be possible to withdraw from the study due to an inability to isolate and remove individual responses without compromising the anonymity of other respondents and the integrity of the research data. Withdrawing individual answers after submission could jeopardize the validity of the research outcomes, compromise participant confidentiality, and affect the accuracy of aggregate findings.
If I have any questions about the study, I may contact the researchers. If I have any questions regarding the ethical conduct of this study (ethics certificate S-06-25-11534), I may contact the Office of Research Ethics and Integrity via email (ethics@uottawa.ca) or telephone (613-562-5800 ext. 5387).
It is recommended that I save a copy of this consent form for my records.
Acceptance: By completing and returning the survey, I consent to participate in this research study.