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Planning events in the future isn’t just about following trends — it’s about understanding them. We’ve been watching the industry and have some tips to help you find the best new ideas for your event planning.
Our industry is going to change a lot in 2025. This will impact how we think about, plan, and run events. You’re not alone in this journey. We’re here to support you every step of the way.
Let’s explore the key trends that impact event planning and how to leverage them to your advantage.
Do more with less
Want to maximize event impact without blowing your budget? You’re not alone. Respondents to our Encore Planner Pulse survey said managing budget constraints is the top priority for 2025, followed by bringing unique experiences or creating a ‘wow’ factor.
Part of what’s driving this trend is that event budgets are expected to rise by no more than 11 percent, but event costs are predicted to increase by 12 percent, per the Northstar Industry PULSE Survey.
We understand the pressure you’re under to create meaningful and engaging experiences, and we’re here to help you find the best solutions. Let’s explore some effective ways to do more with less.
- Meet in second-tier cities. First-tier cities, like New York and Chicago, might have value dates, but second-tier cities offer year-round savings. Plus, they may be more appreciative of your business and willing to offer special perks in exchange for your business.
- Work with convention and visitor bureaus (CVBs). CVBs don’t charge planners for their services. They can do everything from arranging site visits and offering venue advice to suggesting local speakers, supplying volunteer staff and connecting you to local nonprofits for community service initiatives.
- Work with your event technology partner to develop solutions that fit your goals and your budget. Bring your partner in early to your planning process to help optimize your event plan.
Use AI to make things easier
Imagine having a dedicated assistant who takes care of the mundane tasks, allowing you to focus on what truly matters. That’s the magic of using AI.
According to BCD, AI and automation will greatly impact the industry this year. Generative AI tools, such as ChatGPT, Gemini and the event industry-specific Spark, can perform repetitive, time-consuming tasks in seconds, freeing you up to focus on what matters.
You can use AI as:
- A simultaneous translator of event content to make meetings more inclusive.
- A real-time transcriber of event content to make meetings more accessible with closed-captioning.
- A strategic consultant to analyze reams of historical event data and attendee feedback surveys and deliver key insights and actionable next steps.
Get serious about sustainability
Did you know sustainability initiatives can save you money? That’s why sustainability is becoming a top priority for planners in 2025. According to PCMA’s Meetings Market Survey, 60 percent of planners include sustainability requirements in their RFPs.
Many resources are available now, like LED lighting, signage and LEED-certified venues, making it easier to make eco-friendly choices. Looking to produce more sustainable meetings while being more fiscally responsible?
- Reduce waste. Overflowing buffets and endless food stations generate food waste. And how many more bags, lanyards and water bottles do your participants need? Reduction is an often overlooked — but incredibly effective — strategy.
- Plan vegan/vegetarian meals. Meatless meals are a budget-friendly way to care for participant health and the planet.
- Make sustainable substitutions. Focus on what can be reused or repurposed versus being thrown away. For example, think LEDs instead of traditional lighting, LED walls instead of single-use scenic décor, falcon board instead of foam core, modular trade show booths and digital signage instead of disposable options.
- Think local. Look for ways to leverage and benefit the local host community while enhancing the experience for your guests. For example, hire local vendors, buy local supplies and spotlight local food and entertainment to reduce shipping costs and your carbon footprint.
- Minimize transportation. Look for walkable destinations or venues connected by public transportation options. If shuttles must be used, institute a no-idling policy to preserve air quality.
Where will this year take you?
By embracing these trends — from innovative budgeting, creative agility and AI integration to getting serious about sustainability — you’ll be well-positioned to deliver exceptional experiences that resonate with your participants and set new industry standards.
Together, we can set new standards of excellence in the industry with every event we create. Ready to get started?
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