What's on the minds of your meeting and event planner colleagues? Our annual Meetings Today Trends Survey reveals all!
We took a different tack this year by rephrasing key questions to gain a more-accurate picture, including weighting some answers, so results may not always add up to a clean 100%.
Also new this year, we harnessed ChatGPT to present "AI Takeaways" that summarize the open-ended response options. We did leave in one unintentionally funny AI inclusion on the activities question when "activities like slot car and RC car racing" forced its way into the mix. Perhaps a cautionary tale regarding the use of AI, but that said, while we've yet to experience said activities at meetings, we're game to give it a try!
After the survey, we reached out to respondents on key questions for the "Planners' Takes" boxes, and each editor also chimed in with his or her own take.
We were particularly happy with the response level this year, garnering a total of 517 respondents for the survey that was conducted using Survey Monkey between October 2, 2024, and November 11, 2024.
Drum roll please! Following are the results of the 2025 Meetings Today Trends Survey!
Respondent Key Demographics
Type of Planner Respondents
What Are the Three Greatest Threats to Growing Your Career?
Editor's Take:
Tyler Davidson, Vice President & Chief Content Director
"We asked this hot-button question to find out what truly is keeping our readers up at night. Hard work and low pay—sound familiar? Planners also worry that the work they do—so detail-oriented and often courting calamity—does not get the respect it deserves, and that they could be replaced via downsizing due to a variety or reasons, from technology to economic conditions beyond their control."
AI Takeaways:
Limited growth opportunities: Respondents frequently cited limited opportunities for advancement within their current organizations or associations. Many feel constrained by a lack of upward mobility or resources, while some are hesitant to leave stable positions despite the potential for career growth elsewhere.- Career longevity and age: Ageism emerged as a recurring concern among planners, particularly for individuals in advanced stages of their careers. Several respondents expressed uncertainty about how to navigate this stage, balancing stability with the desire for growth or higher earnings.
- Evolving industry landscape: The rise of online meeting platforms, declining demand for certain roles and the proliferation of virtual events are seen as threats to traditional meeting planning careers. Respondents are concerned about maintaining relevance and proving their value in a rapidly changing industry.
- Professional challenges: Burnout, stress and a lack of adequate resources were noted as ongoing hurdles. Respondents also highlighted the difficulty of consistently demonstrating ROI and navigating executive decisions that don’t align with their expertise.
- Positive outlook or irrelevance of threats: A notable number of respondents indicated they do not feel threatened in their current roles or career paths. Some reported strong support from their associations, while others viewed challenges such as AI or inflation as manageable rather than career-limiting factors.
Three Greatest Challenges When Planning Meetings Next Year
Editor's Take:
Logan Pratt, Digital Content Coordinator
"It's no surprise to anyone that things have gotten more expensive in recent years. In fact, prices have risen by more than 50% in the past 20 years, making new planners and industry veterans alike begin to feel the heat from this new economic landscape. And with growing pressure from companies expecting slashed budgets with similar (or higher) results, our industry must learn how to adapt and continue to grow in this new reality—or else fall victim to it."
AI Takeaways:
- Rising costs: Respondents identified escalating costs as a major obstacle, particularly for AV services, food and beverage, accommodations and hotel contracts. Many noted inflexibility with onsite providers and price gouging by venues as contributing factors. Many said this financial strain, coupled with tighter budgets, complicates planning for them.
- Attendance uncertainty: Anticipating attendance trends poses a significant challenge, as respondents reported irregular registration patterns and uncertainty about participation levels for in-person events. These factors make it difficult to manage hotel blocks, mitigate attrition penalties and plan effectively for future conferences.
- Venue and contracting challenges: Securing adequate and accessible space remains a persistent issue, particularly for events with exhibit and programming needs or requiring last-minute bookings. Respondents also cited increasingly complex terms and conditions in contracts and difficulty building collaborative relationships with venue providers.
- Social and security concerns: Economic instability, safety concerns near downtown properties and challenges posed by the unhoused population and unaddressed mental health issues were highlighted. Respondents also noted difficulties related to securing visas for international attendees, further complicating event logistics.
- Evolving attendee needs: Planners said they are grappling with the complexity of accommodating diverse needs, such as accessibility for disabilities and special dietary requirements. These efforts, while essential, sometimes result in waste or inefficiencies when attendees switch preferences at the event.
Planners' Takes:
Kyle F. Jordan, Director of Meetings, The Institute for Operations Research and the Management Sciences (INFORMS)
"Like many organizations, we’ve had to raise registration rates and closely manage expenses to maintain our margins. Unfortunately, we haven’t been able to increase rates as quickly as our supplier partners have raised costs for their products and services. Looking ahead, the bigger challenge will be skyrocketing hotel rates. At some point, attendees will push back on those prices, which could lead to performance or attrition issues for groups like ours. If that happens, we may need to fundamentally rethink our approach to room blocks."
Kim Hester, Vice President, Sales, JNR Incorporated
"AV is a huge rip-off, and the people selling it are quoting insane prices initially. Then I tell them my budget is half what they are quoting and they suddenly ‘find’ a discount and meet the budget. They are the new used car salesmen of the industry. Why can’t they just quote a fair price and stick with it? An honest AV person finally told me the answer: because they are hoping they are getting the admin meeting planner who doesn’t know any better and pays whatever is quoted. That offsets the ‘discounts’ for the savvier planners. Crazy!"
Factors in Destination and Venue Decision-Making Process
Editor's Take:
Danielle LeBreck, Senior Content Director
"Not surprisingly, cost trumps all when considering destinations and venues these days. Interestingly, buzzy topics like sustainability aren't gaining the traction you'd think. We saw 40% of respondents rank environmental sustainability as “important” or “very important” in their destination and venue decision-making process, but only 12.5% said it ultimately influences their final call. We saw similar trends with DEI. Until costs come down—or budgets are raised to match—these forward-thinking ideas may be sidelined."
AI Takeaways:
- Accessibility: Respondents said that ease of travel is a top priority, with venues needing to be near major airports, offer direct flight routes and have convenient transportation options to and from the venue. They also said that walkability and car access were also valued factors.
- Location: Respondents said the venue’s proximity to attendees, speakers and other industry-related venues was crucial. Destinations near airline hubs or those tied to attendee interest are preferred, while areas with restrictive social policies or high crime rates they said they tend to avoid.
- Availability and costs: Survey respondents said securing desired dates is vital for the success of their meeting, as is managing costs. Rising expenses, particularly for food and AV services, are a major concern, with limited flexibility for negotiation. Competitive pricing is a deciding factor.
- Safety and stability: Respondents said the venues they choose for their events must be in safe and socially stable areas, with low crime rates and favorable socioeconomic conditions. Safety of travelers is a key consideration for planners.
- Venue features: The quality, size, reputation and amenities of the venue are critical to meeting event needs. Added perks like free parking, AV support and aesthetic appeal enhance a venue’s appeal for hosting meetings, conferences and other events.
Planners' Takes:
Lauren Martinez, Event Marketing Manager, Edmentum
"Cost and the feasibility of the destination are always going to be my top two criteria in choosing a destination. Sadly, we know that sustainability is important—events are a hugely wasteful industry, so we all should focus on it when and where we can—but there are too many competing priorities, last-minute requests and needs to get things done as fast or as cheap as possible to give it the significant weight in decision-making that it deserves."
Jennifer Lucio Vargas, Founder, President & CEO, 305 Communications & Events; The Inclusive Event
"Competing priorities—such as budget constraints, availability, logistical needs or client preferences—can often outweigh environmental considerations in the final decision. Venues and destinations are increasingly marketing their sustainable features and certifications, which could make it easier for us as planners to prioritize sustainability practices within our planning, without sacrificing other key considerations."
Deanna Griffith-House, VP, EventMasters
"Airlift is increasingly a major factor in destination selection. Accessibility, flight frequency and affordability directly impact attendee participation and overall event success. Reliable airlift reduces travel barriers, improves attendee experience and supports budget management, making it a critical consideration when evaluating destinations."
Presence of Labor Union Contracts or Actions on Venue or Destination Selection
Editor's Take:
Tyler Davidson, Vice President & Chief Content Director
"I was very surprised that more than two-thirds answered the presence of labor unions is not a deciding factor, especially given the recent spike in actions such as strikes and the always overriding budget concerns of planners. Also illuminating was that a scant 2% require union labor be used for their meetings, given many attendees may be union members."
AI Takeaways:
- Costs: Respondents consistently noted that unionized venues and destinations often come with significantly higher costs. These include increased fees for labor, inflexible rules requiring specialized union workers for basic tasks and additional charges for services like AV setup. For many, these costs make union venues less appealing or unattainable.
- Logistical challenges: Many respondents cited operational difficulties associated with union labor, such as strict work rules, limited flexibility and delays in addressing onsite needs. These challenges often require more detailed planning and can disrupt the efficiency of event execution.
- Quality and standards: Some respondents noted that they appreciate the reliability and skill of union labor, emphasizing that unionized workers are often better trained and provide higher-quality service. This factor was seen as a benefit by those who prioritize professional standards for their events.
- Venue selection practices: While some respondents avoid unionized hotels/venues entirely, others expressed a willingness to work with them if costs and other considerations are manageable. Many stated that labor union presence is just one of several factors influencing their decisions, and it often depends on the specific event’s budget and requirements.
- Broader impacts: A subset of respondents highlighted ethical considerations, such as supporting fair wages and good working conditions. However, others expressed concerns about strikes or negative attendee experiences, such as crossing picket lines, which could harm the event’s reputation or attendee satisfaction.
Planners' Takes:
Wendy E. Porter, Chief Events Strategist, Wendy Porter Events
"The existence of labor unions often isn’t a deciding factor because many planners view them as an inevitable part of certain destinations, especially in major metropolitan areas. Instead of avoiding union venues, we adapt by planning carefully to mitigate potential cost increases, such as managing labor hours to avoid overtime and ensuring clear communication about setup and teardown requirements."
Lauren Martinez, Event Marketing Manager, Edmentum
"In my experience, the labor union charges haven’t been dissimilar enough from a non-union charge for me to be impacted. The most frustrating parts of this for me are tradeshows in certain states, where we must attend the show and have to pay for labor by union rules and the show has made decisions that increase our cost—for example, a tradeshow in California that until recently required a Saturday tear-down. Labor nearly doubled from the setup cost."
Hiedi Simon, Event Director, Brave Thinking Institute
"Unfortunately, we have found that hotels with union labor are more expensive and often less customer-service oriented than those without unions. Based on that experience, we often refrain from booking venues that are reliant on union labor."
Activities Incorporated Into Meetings
Editor's Take:
Taylor Smith, Content Developer, Destinations and Features
"Two years of isolation reminded us all of the importance of face-to-face interaction, and data from our Trends Survey shows our industry continues to prioritize building relationships at events over anything else. Plus, we developed a greater appreciation for getting outside when the rest of the world was off-limits, and planners are becoming more creative with how they structure their meetings, offering more opportunities beneath the sunshine than within boardroom walls.
"What's surprising is that, when it comes to CSR, we seem to be all talk and no action. Giving back may just be taking too much time and money."
AI Takeaways:
- Educational and professional development: Respondents highlighted educational components such as panels, workshops, CLE (Continuing Legal Education) and artist talks as key features. These activities aim to enhance learning and professional growth among participants.
- Cultural and entertainment: Entertainment options, including performances, photobooths and even characters, are popular. Cultural programs, such as artist talks and exhibition receptions, add a creative dimension to meetings.
- Community engagement: Community service and volunteer projects were frequently mentioned, showing a focus on incorporating social responsibility into events.
- Meals and social gatherings: Including meals and hosting awards ceremonies are common, fostering networking and celebrating achievements.
- Unique activities and free time: Respondents also noted activities like slot car and RC car racing or visits to member facilities. They also said providing free time for participants is also valued for creating a balanced agenda.
Planners' Takes:
Jay Klein, COO, A-Plus Meetings & Incentives
"I’ve often joked with clients that, post-pandemic, the entire agenda for most programs should be to just put comfortable furniture and a bar in a room and it would be the most successful program ever. It’s always been the case that people go to meetings for personal interaction, not the General Session PowerPoints. While informal networking usually is sufficient, we find that some “forced” interaction adds value as well. Things like speed-dating or table assignments for meals (and rotating tables between courses) will increase interaction."
Julie Kostas, Senior Meeting Manager, Cambridge Innovation Institute
"We have learned that there is no substitute for face-to-face networking. After the pandemic, attendees started to come back in person in record numbers. At our conferences, we set up 1-to-1 networking tables...we have many roundtable discussions where like-minded companies and individuals can network; and we try to make our exhibit hall as networking-friendly as is possible."
Additional Charts
Career Satisfaction
Attendance Expectations
How Political and Social Issues Impact Destination Selection
Offsite Venue Preferences
Destination Selection Factors
Top Three Factors When Selecting a Hotel
