As we embark on a new year, it's time to uncover the meeting and events trends that will shape 2025. We surveyed 300+ event professionals for the October and December 2024 Northstar/Cvent Meetings Industry PULSE Surveys to get a true understanding of trending strategies and pain points within the industry as we begin a new year.
In this blog, we’ll explore the latest survey findings and share actionable insights to help event professionals like you adapt and optimize your event strategies. Whether you’re organizing a corporate conference or an intimate social gathering, you’ll find ideas to help you create truly memorable experiences.
Industry findings shaping this year’s meeting trends
As might be expected, event costs remain a top concern for meetings industry pros. With rising costs and resource demands increasingly challenging the perceived value of meetings, some planners worry the expense of hosting events might outweigh the benefits.
In fact, while optimism among planners has remained steady compared to last year—with 42% reporting feeling more optimistic than six months ago—a growing number are feeling more pessimistic (18% this year, up from 15% at the start of 2024).
Of course, this doesn’t mean a break from events—it just means planners and their partners are getting more creative. And here’s the good news: budgets are rising, planner-supplier relationships are improving, and despite anticipated high prices, the event experience remains a top priority.
Adapting to rising costs: the trend toward curated, smaller meetings
There’s no denying the value of in-person events has increased, but so have the associated costs. To counteract this, there has been a noticeable trend toward curated, smaller meetings.
In our December survey, 58% of planners reported organizing meetings with a maximum of 100 attendees, and 26% of planners said they are shifting to more regional and local events to minimize travel expenses. Notably, the October 2024 report shows that nearly 40% of planners expect to host more meetings in 2025 than in 2024—proof that momentum remains strong.
This trend underscores the enduring significance of in-person gatherings, even on a smaller scale, as planners strive to balance meaningful connections with today's economic realities.
Planner-supplier satisfaction continues to rise
One of the most notable improvements in the industry is planners’ rising satisfaction with their supplier partners. The days of understaffed hotels and unresponsive venues are finally fading away—a crucial improvement to planner-supplier relationships when the challenges of sourcing venues in a competitive event landscape remain.
Picture this: event planners on a relentless quest for the perfect venue—like searching for a unicorn in a haystack. With space and dates consistently scarce, planners are booking events further in advance, often 6 months to a year out. It’s a level of planning that requires precision and patience.
The good news? Supplier responsiveness is improving. Only 32% of planners now report that hotels and venues are slow to respond to RFPs, a significant drop from 43% at this time last year. Similarly, just 29% say staffing at hotels and venues is inadequate, down from a staggering 51% last year.
This progress is driving a noticeable rise in satisfaction with supplier partners, helping planners feel more confident as they plan for the future. Sure, response times aren’t perfect, but it’s not about perfection. Progress is what truly counts!
Tips to improve event RFP response times
If you’re looking to improve RFP response times from suppliers and venues, consider these strategies:
- Use a centralized venue sourcing platform to connect with the right global hotels and venues that match the size, scope, and goals of your events.
- When sending out your RFPs, consider reaching out to multiple venues at once to increase the chances of receiving a timely response (and so you can make a decision quickly once you have your RFP responses in hand). To make this even simpler, send all your RFPs from one platform so you can easily compare and choose the best option!
- Provide specific details about your event in each RFP, such as the date(s) and time(s), number of attendees, room types needed, and any special requirements or preferences. This helps venues understand your needs and respond quickly with options that meet your criteria. Including more details in your RFP from the start will also help you spend less time going back and forth to make sure you’ve addressed everything you need.
- Rebuild and foster relationships with venue contacts to establish a rapport and streamline future communication.
Putting event experiences ahead of cost-cutting
Despite cost concerns taking center stage yet again as we enter 2025, the show must go on! Event planners remain determined not to sacrifice the attendee experience for cost-saving measures. In fact, 61% of planners are focused on cutting costs in areas that won’t diminish the event experience, while 56% anticipate increasing their meetings budgets in 2025. Even as costs continue to rise, budgets are growing to meet the challenge.
What’s more, planners are doing their best to ensure event attendees don’t bear the burden of rising costs at the expense of their experience, with only 24% reporting plans to increase the price per participant to offset cost increases with revenue increases (down from 28% last year).
Instead, planners are working to maximize their resources, turning to tools like free-to-use venue-sourcing software, which empowers them to take full control of the sourcing process for events of any size and in any location.
Pairing this with free-to-use diagramming software further enhances event design and attendee management, helping planners stay efficient and innovative while saving money on site visits. Collaborative tools like these streamline workflows by keeping critical event data accessible for stakeholders.
Tips to help planners cut venue costs
If cost savings are high on your list of priorities, here are a few tips to help you cut costs on your venue:
- If your ideal destination is outside your budget, consider looking beyond popular locations and explore emerging or up-and-coming locations to find less expensive (though still exciting) destinations. These destinations may offer lower prices for venues and accommodations while still providing a unique and attractive experience for attendees. When in doubt, a destination management company (DMC) or DMO can help you identify and manage attractions at a destination that’s new to you!
- To find lower-priced venues, think about non-traditional event spaces such as community centers, public parks, and cultural institutions. These spaces often have lower rental fees than hotels and convention centers and can provide a unique and memorable experience for attendees.
- Site visits can quickly eat up your venue budget. To help save time and money, consider taking a virtual tour of any venue in the world with the help of Photo-Realistic 3D Technology. Explore unique spaces from outdoor beaches to grand ballrooms, and easily check out a venue’s profile, view their 3D floorplans, and even send RFPs when you’ve found venues of interest.
In today’s ever-evolving landscape, embracing technology and the right tools is essential. With the right solutions, planners can navigate the complexities of modern event management, overcome rising cost challenges, and deliver successful, memorable experiences.
The real impact of AI: still on the horizon
One of the most intriguing trends to watch in 2025 will be the evolving role of AI in the events industry. While the latest PULSE survey indicates that AI's impact on planning has been modest so far—only 37% of respondents said it has sped up certain processes—its broader influence remains limited.
Still, there’s a sense of optimism: 29% of respondents expressed excitement about AI's potential to improve event planning and execution. Could 2025 bring game-changing advancements?
Cvent’s tools are already harnessing AI to revolutionize event planning, offering features like the Cvent AI Writing Assistant, tailored vendor suggestions, efficient venue sourcing, and advanced event setup diagramming. The possibilities are endless, and 2025 could unveil even more ways AI will transform how we plan and execute events.
Start-of-year meetings industry wrap-up
Despite cost concerns, it’s inspiring to see event planners prioritizing the attendee experience above all else. While costs are projected to rise by 12% next year, planners anticipate an 11% budget increase to keep pace, reflecting their commitment to delivering exceptional events.
Even if it means hosting fewer attendees, planners are steadfast in their refusal to compromise the event experience for cost-saving measures. This dedication underscores the industry’s unwavering focus on creating meaningful, impactful moments for attendees.
With an optimistic outlook for 2025, Cvent is here to help you navigate these challenges, refine your strategies, and build a stronger total event program. Together, we’ll work smarter—not harder—to save time and effort while ensuring your events continue to inspire and succeed.
Want a closer look at these trends? Check out the latest Northstar/Cvent Meetings Industry PULSE Survey, and stay tuned for our next PULSE Survey recap!
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