6 Big-Picture Meeting Trends

Venue and hospitality professionals weigh in on accessibility, international attendance, shifts in meeting formats, and other big-picture meeting trends.

This year has been full of rapid changes and challenges that are reshaping their meeting and event clients’ requirements. Prevue asked several hospitality professionals to share some of the big-picture meeting trends they are noting as 2025 draws to a close and we prepare to move into a new year.

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  International attendance is still lagging. The pandemic after-effects may finally be dissipating, but international markets are underperforming by roughly 30–35% across both group and industry segments, says Thomas Inasu, Director of Event Management with the Marriott Marquis Houston. “Visa processing delays are a major contributor, making it harder for global attendees and exhibitors to participate,” he says. To compensate, some planners are rethinking international components and exploring hybrid or regional alternatives, according to Inasu.

However, some hotels, such as Hotel Viata, report seeing an uptick in international guests, particularly from Europe and Canada. “More groups are requesting dedicated spaces for exhibitors and product demonstrations,” says Abigail Benavides, Senior Sales Manager with Hotel Viata. “Planners appreciate flexible event spaces, both indoor and outdoor, that can accommodate displays, interactive experiences and networking zones.” Matt King, Director of Sales and Marketing at InterContinental Seattle Bellevue, also says his property is seeing a notable increase in international attendance, especially from the Pacific Rim.

• More multi-year agreements. “One big shift we’re noticing is a move toward multi-year agreements,” says Amaury Piedra, Managing Director, Caribe Royale Orlando.

  

  “Many large groups are now looking for two- or even three-year commitments. When they find a hotel that truly takes care of them—both the planners and their attendees—they want to return. It makes sense: The relationship is established, the logistics are smoother, and the experience gets better each time. We’re seeing more two-, three-, and even four-year deals being signed because consistency and trust have become key factors in today’s meetings landscape.”

• Sustainability and accessibility are becoming increasingly polarized. “Some companies — especially those with strong ESG commitments like Amazon and Apple — continue to push these initiatives forward,” notes Inasu, Senior Sales Manager with Hotel Viata, says that his hotel has had planners request Carbon Footprint reports and documented sustainability practices (LEED rating) etc.  Benavides adds, “sustainability and inclusivity have become

  

  essential. Planners are choosing hotels that source locally, reduce waste and demonstrate mindful hospitality.” King agrees, saying, “Sustainability has shifted from a preference to an expectation, with planners asking about waste reduction, local sourcing, and eco-conscious design.” But Inasu notes that this trend does not go across the board and companies under new leadership or with shifting priorities have placed sustainability on the back burner. Similarly, while accessibility remains important, “the depth of commitment varies widely across organizations,” he adds.

Heidi Kirby, Director of Sales at Hotel AKA Alexandria, has a different perspective. “Planners are increasingly prioritizing sustainability and accessibility with considerations going beyond ADA compliance to include sensory-friendly spaces, assistive technologies, and inclusive design,” she says. Kirby adds that wellness and mental health are now integral to event design. “We’ve incorporated more wellness breaks into our menus and partnered with the onsite Lalita Method Pilates studio to offer mat or reformer Pilates sessions into breakouts.” King agrees that accessibility requests now go well beyond ADA compliance, with interest in inclusive layouts, sensory friendly environments, and intuitive movement throughout the space.

“Casual networking is also on the rise,” he notes. “Planners are requesting elegant, relaxed lounge seating and interactive culinary stations that encourage natural conversation.” Laurie Mangiaracina, Director of Sales at Wailea Beach Resort, adds that guests value eco-conscious practices such as her hotel’s refillable aluminum water bottles, hydration stations throughout the resort, locally sourced foods and rooftop solar farm. “It’s not just a feature anymore — it’s part of our story.”

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  More connection, less info dumping. “Planners are looking for a true sense of connection and experience beyond the meeting agenda,” notes Nagaraj. “They want unique venues that feel personal, offer flexibility, and provide memorable moments for attendees.” Mangiaracina also is seeing a growing priority on community connection. “Through our longstanding local partnerships, groups can participate in meaningful volunteer opportunities that reinforce the importance of caring for the island and its people,” she says.

• Meeting formats are fragmenting. The rise in corporate mergers are reshaping meeting patterns, says Inasu. “As companies grow, they often outgrow existing properties and seek larger venues — only to find that service quality can suffer. To preserve service standards, many are breaking up large meetings into regional or divisional gatherings that better fit existing contracts and venue capabilities.”

Ajeet Anand, Senior Vice President, Pacific Hospitality Group, whose Denū Hotel & Spa is opening September 2026 in Phoenix, agrees, saying, “The trend toward smaller, more frequent gatherings has clearly emerged. Planners are moving away from large annual conventions toward curated experiences that foster deeper engagement.”  Benavides also has noted this phenomenon, saying, “There’s a noticeable shift toward smaller, more frequent gatherings designed to strengthen connection and creativity. Corporate retreats and leadership meetings are replacing some of the large annual programs.” Adds Hotel Viata Catering Sales Manager Austin Fox, “There is a true split between moving to smaller, more intimate meetings, and larger, more robust programs (300+). Gone are the days of a 200-person event that uses DMC services for décor, pipe and drape or other services that transform spaces.” Kirby, who notes her property is seeing a rise in RFPs for smaller, more frequent meetings, adds, “While the average meeting duration is trending shorter, the overall frequency is increasing, reflecting a shift toward agile, recurring gatherings.”

The reason for this growing trend toward smaller meetings? “Value, value, value,” says Jon Erickson, Area Director of Sales and Marketing at Davenport Hotels in Spokane. “Many organizations are becoming more flexible to align with budget realities. While a small number of clients are unwilling to adjust and pay a premium to maintain scale, we’ve seen significant growth in demand for smaller meetings. As a result, we’ve expanded our small groups team to accommodate increased lead volume and confirmed business. These smaller meetings are also booked in advance. Two years ago, the window was 60–90 days; now we see bookings made 12–14 months out.”

But not all venues are seeing this trend. Piedra with Caribe Royale Orlando adds, “We’re actually seeing meetings get larger again, which is really encouraging. Just recently, we hosted a site inspection for a major company that traditionally held four separate regional meetings. This year, they decided to bring everyone together for one company-wide gathering. Their attendees specifically asked for that: People want to reconnect, network, and rebuild company culture in person.”

And some are experiencing a bit of both. King also is seeing meeting patterns evolving quickly, with many organizations shifting to shorter and more frequent gatherings. However, he’s also seeing these organizations also “investing more deeply in their larger annual events. We are seeing an emphasis on flexible formats, immersive design, and experiences that blend business and leisure. Groups want spaces that adapt easily to quick turnarounds and evolving agendas.”

• The bleisure trend is still going strong. According to King, “One of the most significant shifts is the rise of bleisure travel. Attendees are extending their stays to enjoy the destination, making wellness offerings, premium amenities and curated local experiences more valuable than ever,” he says.

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