By Olivia Grooms
Meeting planners today are operating in a landscape that demands both adaptability and precision. Recent survey responses collected by MEET show planners managing a wide range of event types—from corporate meetings and association conferences to nonprofit events, medical meetings, and incentive programs—across attendee sizes that span under 50 to more than 500. Venue selections are equally varied, including urban and suburban hotels, convention and conference centers, resorts, and unique off-site locations. Despite this range, a consistent theme emerges: planners are prioritizing practical factors that directly impact execution and outcomes.
Across responses, cost-related considerations continue to dominate decision making. Food and beverage minimums and resort or hotel fees ranked among the most significant concerns, with attrition and cancellation terms close behind. These factors reflect ongoing sensitivity to financial exposure, particularly as planners balance event expectations with budget accountability.
Importantly, these concerns are not limited to large-scale events. Whether planning under-50 gatherings or conferences exceeding 500 attendees, respondents consistently identified contract terms and cost structures as critical. This reinforces that venue selection is not just about location or amenities—it is about predictability and clarity in financial commitments.
Across responses, cost-related considerations continue to dominate decision making. Food and beverage minimums and resort or hotel fees ranked among the most significant concerns, with attrition and cancellation terms close behind. These factors reflect ongoing sensitivity to financial exposure, particularly as planners balance event expectations with budget accountability.
Importantly, these concerns are not limited to large-scale events. Whether planning under-50 gatherings or conferences exceeding 500 attendees, respondents consistently identified contract terms and cost structures as critical. This reinforces that venue selection is not just about location or amenities—it is about predictability and clarity in financial commitments.
Planners are sourcing from a broad mix of venue types, signaling that no single format dominates. Urban hotels appeared frequently, alongside suburban hotels, convention centers, conference centers, resorts, and off-site venues such as museums and attractions. This diversity reflects the need of planners to align venue choice with event objectives rather than defaulting to a standard format.
At the same time, the variety of event types being planned—often by the same individual—underscores the importance of flexibility. Planners are not just evaluating space, but how well a venue can adapt to different group sizes, formats, and stakeholder expectations. Operational ease and adaptability are increasingly central to venue selection.
While cost and contracts rank highly, attendee experience remains a meaningful priority. Dietary inclusivity consistently scored strong importance across responses, indicating planners’ focus on accommodating diverse attendee needs. Interactive experiences also remain relevant, though generally secondary to core logistical considerations.
Locally sourced menus showed more varied importance, suggesting that while sustainability and local sourcing may enhance an event, they are not universal priorities across all event types or audiences.
Together, these responses suggest planners are maintaining a balance: delivering thoughtful, engaging experiences while staying grounded in operational and budget realities.
Severe weather has become a common planning factor. Nearly all respondents indicated they have planned or attended events impacted by weather disruptions. This widespread experience highlights how environmental factors are now integrated into planning considerations.
However, responses also revealed inconsistencies in how planners approach risk mitigation. Some do not purchase event or liability insurance, and among those who do, weather-risk coverage is not always included or clearly understood. This gap suggests that while weather risk is widely recognized, planning practices have not fully aligned with its frequency.
Attendance trends provide additional context. Most respondents reported that attendance between 2023 and 2025 has either increased or remained steady, with only one noting a decline. This indicates that demand for meetings and events remains stable.
At the same time, the emphasis on cost control, flexibility, and risk suggests a more cautious planning environment. Planners are not scaling back activity, but they are approaching decisions with greater scrutiny.
Ultimately, the survey responses point to a clear takeaway: planners are prioritizing reliability. They are seeking venues and partners that offer transparency in costs, flexibility in execution, and support in managing risk—all while enabling them to deliver strong attendee experiences.
MEET
Olivia Grooms is a contributing writer from St. Louis.
For 20+ years, the MEET family of products have provided regional and national resources that have kept corporate, association, medical, education, independent, and religious meeting and event planners informed about relevant vendors, industry news, tech innovations, and resources that impact and influence how and where they plan their group business.
For 20+ years, the MEET family of products have provided regional and national resources that have kept corporate, association, medical, education, independent, and religious meeting and event planners informed about relevant vendors, industry news, tech innovations, and resources that impact and influence how and where they plan their group business.
