According to the findings, 58% of event professionals report increased use of AI and automation. As event volumes grow and timelines extend, AI tools are being deployed to streamline registration, personalise agendas, optimise schedules and analyse attendee behaviour. This enables planners to manage greater complexity while maintaining lean internal teams, particularly across multi-event portfolios.
Outsourcing remains prevalent, with 66% of event planners delegating at least part of event management to specialist suppliers. External partners are increasingly engaged for A/V production, event technology, sustainability compliance and on-site execution, reflecting the technical demands of hybrid formats and the challenge of retaining all required expertise in-house.
Booking lead times for large convention venues have extended to 18–24 months. Earlier commitments reduce flexibility and increase financial exposure, prompting organisations to secure budgets sooner and confirm destinations well in advance. This trend favours planners with strong forecasting capabilities and supports repeat use of established venues and destinations.
Sustainability considerations are now embedded in event planning, with 83% of planners factoring environmental criteria into venue selection, catering, supplier contracts and travel decisions. As expectations rise among attendees and stakeholders, planners are required to balance environmental objectives with cost and operational feasibility.
Hybrid delivery has transitioned into a core event model, with 80% of planners hosting or planning hybrid events. Of those surveyed, 30% are switching to hybrid events, 59% view virtual elements as permanent, and 49% prefer a blended in-person and virtual approach.
Budget allocations continue to expand. 74% of Fortune 1000 companies plan to increase event budgets in 2025, while 88% of corporate event professionals anticipate higher budgets overall. In North America, 98% of meeting-planning professionals expect meeting spending to grow in the future, reflecting the role of events in revenue generation, relationship-building and internal alignment.
Hybrid formats are also viewed as cost-efficient, with 61% of organisers identifying them as more cost-effective than in-person-only events. Reduced venue requirements, lower travel volumes and scalable digital attendance contribute to these efficiencies, particularly for global or distributed audiences.
At the same time, fixed costs are increasingly distributed across fewer attendees as organisations prioritise smaller, higher-impact gatherings. Venue, production and event technology expenses are therefore spread over reduced participant numbers, increasing per-capita spend even where overall budgets remain stable.
To manage cost pressures, 90% of planners are considering secondary markets as alternatives to primary destinations. Secondary cities offer lower venue rates, improved availability and more predictable pricing structures.
Advanced A/V capabilities are identified as a top priority by 60% of planners, while 33% highlight technology-enabled events as a key focus area. Rising expectations around production quality, immersive experiences and seamless hybrid integration are driving investment in experience-critical elements.
Nadine Blokker, Booking.com for Business expert at Booking.com for Business, commented: “Corporate events drive measurable business outcomes, like networking and revenue, so they must be carefully considered and planned. Here are some ways to make the most of every event trip:
“Plan around the attendee experience: Understand your audience. Consider the session length, networking opportunities, and hybrid access options. A smooth, engaging experience increases participation and satisfaction.
“Book early and strategically: Secure venues, flights, and hotels well in advance. Mid-week travel and accommodations close to venues reduce stress, travel costs, and lost productivity.
“Leverage corporate travel management tools: Use business travel management platforms to coordinate travel, manage expenses, and streamline itineraries. For teams attending multiple events or international trips, this ensures every detail is tracked and optimised.”
Tags: Nadine Blokker, Booking.com
