Discover the latest and most significant data insights from the recent industry reports, which are essential for gaining a comprehensive understanding of the evolving trends and dynamics within the meetings, events, and trade show industry. These reports provide valuable information that can enhance your strategic planning and decision-making processes, offering a deeper perspective on market shifts, emerging opportunities, and potential challenges. By delving into these detailed analyses, you can stay ahead of the curve, ensuring that your approach is informed, innovative, and aligned with the current and future landscape of the trade show industry.

Secondary Success

A significant 90% of respondents expressed their consideration of relocating meetings to secondary markets as a strategic measure to help mitigate and reduce costs in the upcoming year, 2024. This trend highlights a growing awareness and adaptability among industry professionals, who are increasingly exploring alternative venues and locations that offer more cost-effective solutions without compromising the quality and impact of their events. By shifting focus to these secondary markets, organizations aim to optimize their budgets while still achieving their objectives, reflecting a proactive approach to financial management in the face of economic pressures. (source:  Cendyn/ConferenceCedirect)

AI Adoption

The adoption of artificial intelligence in event planning experienced a notable increase, rising from 48% to 57% in the fourth quarter. This growth underscores the expanding role of AI technologies in enhancing the efficiency and effectiveness of event management processes. Among the various AI tools available, chatbots have emerged as the most prevalent, with an impressive 87% of respondents incorporating them into their operations. These chatbots are utilized for a range of functions, including attendee engagement, customer service, and streamlining communication, thereby significantly improving the overall event experience. This trend reflects a broader industry shift towards embracing innovative technologies to optimize event planning and execution, ensuring that events are not only cost-effective but also highly engaging and responsive to participant needs. (source:  Global DMC Partners) 

Hotel Hassles 

Over 80% of event planners consistently report that high accommodation rates pose a significant challenge, affecting their planning and budgeting processes most or all of the time. This persistent issue underscores the financial strain that elevated hotel costs impose on event organizers, often forcing them to make difficult decisions regarding venue selection, attendee accommodations, and overall event expenditure. The challenge of managing these high rates is compounded by the need to maintain quality and comfort for attendees, which is crucial for the success and reputation of any event. As a result, planners are increasingly seeking innovative solutions and negotiating strategies to mitigate these costs, ensuring that their events remain financially viable while still delivering a memorable experience for participants.   (source:  Global DMC Partners) 

Tech Support

A substantial 60% of event planners emphasized the critical importance of having access to advanced audiovisual (AV) support and well-defined technological capabilities when evaluating responses to Requests for Proposals (RFPs). This preference highlights the growing reliance on cutting-edge technology to enhance the quality and impact of events. Planners are increasingly seeking venues and service providers that can offer state-of-the-art AV solutions, such as high-definition video displays, superior sound systems, and seamless integration of digital platforms, to ensure a smooth and engaging experience for attendees. The demand for clearly articulated technological capabilities in RFPs reflects the planners' need to guarantee that all technical aspects of an event are meticulously planned and executed, thereby elevating the overall event experience and meeting the sophisticated expectations of modern audiences. (source:  Cendyn/ConferenceCedirect)

Pick up the Pace

A notable 33% of respondents indicated that they strategically plan their incentive programs well in advance, with timelines ranging from 13 to 24 months. This extended planning period allows for meticulous organization, ensuring that all aspects of the program are thoroughly considered and executed to maximize impact and participant satisfaction. In contrast, 36% of meetings and conferences are organized within a much shorter timeframe of just 4 to 6 months. This compressed schedule presents a unique set of challenges, as planners must navigate the complexities of securing venues, coordinating logistics, and finalizing details under tighter deadlines. Many respondents highlighted the difficulties associated with these shorter lead times, emphasizing the need for efficient decision-making and agile management to successfully deliver high-quality events despite the time constraints.  (source:  Global DMC Partners) 

Money Management

As financial constraints become increasingly prevalent, event planners are diligently seeking and implementing a variety of cost-saving strategies to ensure the financial viability of their events. Among the most favored tactics is the careful reduction of attendee numbers, which allows planners to significantly cut down on expenses related to catering, seating, and venue size, without compromising the quality of the event. Additionally, planners are strategically incorporating more leisure time into event schedules, which not only enhances the attendee experience by providing opportunities for relaxation and networking but also reduces the need for costly structured activities. Furthermore, the practice of reusing decor and materials across multiple events has gained traction, as it not only minimizes waste but also maximizes the value of investments in event aesthetics. By adopting these innovative approaches, planners are able to maintain high standards of event delivery while effectively managing their budgets in a challenging economic environment.  (source:  Global DMC Partners) 

Overall Source:  The Buzz, Meeting Today April 2025 - https://www.meetingstoday.com/events