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5 Meeting Must-Haves for 2026

November 14, 2025

Representatives from meeting and event venues share what their planner clients say are their must-haves for 2026.

The most basic must-haves for meeting and event planners have been dates, rates and space for time immemorial. But what other must-haves are trending as the industry looks ahead to 2026?

As Thomas Inasu, Director of Event Management with the Marriott Marquis Houston says, “As we move toward 2026, meeting planners are navigating a landscape that demands more than just dates and rates. Their priorities are evolving to reflect operational realities, shifting corporate values, and the need for more intentional experiences.”

Here are five requests Inasu and his fellow hospitality professionals say they are hearing from their meeting and event clients when it comes to planning for events in the coming year.

Amaury Piedra, Managing Director at Caribe Royale Orlando

Creativity over convention. “Planners today are prioritizing creativity and connection over convention,” says Amaury Piedra, Managing Director at Caribe Royale Orlando. “Gone are the days when an all-day meeting in a windowless room would suffice.” Instead, says Piedra, they’re looking for spaces that inspire — venues that offer flexibility, natural light, and opportunities to step outside and reset throughout the day. For example, Caribe Royale Orlando’s outdoor spaces and customizable layouts have become major draws for groups that want to blend productivity with experience. “It’s all about delivering good value while helping planners create memorable, engaging programs that don’t feel like traditional meetings.”

Natural light and unique meeting spaces are key, adds Aditya Nagaraj, Senior Sales Manager with Hotel Viata. “Planners are looking for non-standard experiences or amenities.”

Next-gen networking environments. “There’s a clear trend toward more casual, flexible networking environments. Planners are moving away from rigid setups and favoring spaces that encourage organic interaction — lounges, outdoor areas and modular layouts that can adapt to different group dynamics,” says Inasu.

Abigail Benavides, Senior Sales Manager with Hotel Viata

“Requests for curated culinary experiences, outdoor receptions under the oaks, and wellness-inspired touches like yoga sessions or spa access have grown tremendously,” adds Abigail Benavides, Senior Sales Manager with Hotel Viata. “There’s a real appetite for authenticity — meetings that don’t just check boxes but leave people feeling refreshed and inspired. Planners want environments that reflect their company culture while also giving attendees time to breathe.”

Operational excellence. “Staffing shortages have created friction during events, and planners are looking for partners who can ensure strong pull-through on the floor and maintain consistency from pre-planning to post-event,” says Inasu. “Planners are laser-focused on event execution — particularly on-site staffing and service delivery. A seamless experience is no longer a luxury; it’s a baseline expectation.”
Easy air accessibility. Air accessibility remains critical, particularly for load-in/load-out logistics, says Inasu. “Planners are prioritizing destinations with strong infrastructure and ease of access across the country. The ability to move equipment and people efficiently is a key factor in site selection.” Nagaraj agrees that ease of access continues to be important, especially with shorter program durations and tighter travel budgets. “Austin’s expanding airport has made the city even more appealing, and being just a short 20-minute drive from Austin-Bergstrom International allows attendees to quickly transition from travel mode to resort relaxation — something planners and guests both appreciate.”
Creativity around cost and consumption. Price sensitivity is rising, and planners are getting creative with F&B strategies, says Inasu. “There’s a growing awareness that not every attendee consumes every meal — for example, only about 60% may eat breakfast. Planners are negotiating more flexible guarantees and building in buffer percentages to reduce waste and manage costs more effectively.”