Research

Global DMC Partners Releases Results and Key Findings of Fall 2025 Meetings & Events Survey

By Meeting Spotlight Newsdesk Oct 1, 2025 9:00am

Global DMC Partners (GDP) has released its Q3 2025 Meetings & Events Pulse Survey.

From workforce generational shifts and regional budget gaps to the growing role of AI in event design and trends in destination selection, budget management and lead times, the report captures the industry’s latest priorities and challenges.

The survey drew 151 responses from meeting and event professionals worldwide, with the majority based in the United States and Canada (75 percent), Continental Europe (12 percent) and the U.K. (five percent). Most respondents were agency and third-party planners (44 percent), and nearly half brought more than 25 years of industry experience (44 percent), offering a seasoned perspective on where the business is headed.

Regional Budget Gaps

Budgets may look steady on the surface, but the story changes by region. In the U.S. and Canada, more planners are seeing increases (33 percent) than decreases (19 percent). Internationally, however, it flips: 32 percent report budget cuts, while just 18 percent report gains, highlighting how unevenly global markets are feeling the squeeze.

Generational Shifts in the Workforce

Gen X still makes up the largest share of the MICE workforce (44 percent), but their presence slipped six points from last quarter. Millennials (22 percent) and younger talent are slowly gaining ground, signaling the start of a generational handoff.

Incentives vs. Meetings: Different Timelines

Planners say incentive trips require longer lead times—often booked 10 to 12 months out—while nearly half of meetings take place within just four to nine months. Compressed timelines and shifting approvals are making DMC partners indispensable for quick turnarounds.

AI Use Surges

AI is no longer optional: 62 percent of planners now use AI in daily work, up 14 percent over the past year. Chatbots remain the go-to tool, but AI-powered note takers are surging in popularity, with usage jumping 12 percent since last quarter.

Top Challenges

The biggest hurdles remain familiar: higher costs, tighter budgets, and limited hotel availability.

In the U.S. and Canada, planners rank cost increases first, budget management second, and hotel negotiations third.
Internationally, budget management tops the list, followed by rising costs and delays in decision-maker approvals.

Despite regional differences, one truth holds: planners everywhere are juggling rising expenses against shrinking flexibility.

Hotels & Venues: Costs and Frustrations

When it comes to hotels and venues, costs dominate the conversation. Over 70 percent of planners say they face higher accommodation rates “most” or “all of the time,” with F&B and A/V prices also taking a toll. Add to that rigid contracts, hidden fees, and long response times, and planners report growing frustration, particularly around resort fees, service charges, and mandatory in-house A/V.

Budgets & Costs: Flat, But Not Keeping Up with Inflation

Budgets remain largely unchanged in 2025, leaving planners to absorb inflation without additional resources. Nearly half of respondents (48 percent) report flat budgets, in line with last quarter. Encouragingly, more planners are seeing increases (30 percent this quarter versus 25 percent last quarter), though 22 percent still face decreases, holding steady compared to the previous survey.

Regional differences tell two very different stories: in the U.S. and Canada, 33 percent report increases and 19 percent decreases, while internationally, 32 percent report decreases and just 18 percent see increases.

Rising Costs Across the Board

Hotels, venues, and food & beverage remain the steepest cost drivers. Roughly a third of planners report 11 to 20 percent price hikes in both categories (33 percent for hotels/venues, 38 percent for F&B), with many also seeing 21 to 30 percent increases.

Airfare is also climbing: 32 percent of respondents now cite 11 to 20 percent increases, up from 26 percent last quarter. With nearly all categories trending upward, the pressure to deliver high-quality programs on stagnant budgets is sharper than ever.

How Planners Are Coping

To stay ahead of rising expenses, planners are adopting a range of cost-management tactics. Top strategies include:

Cutting back on A/V (51 percent at least sometimes)
Shifting to second- or third-tier destinations (49 percent sometimes)
Contracting earlier (43 percent sometimes, 26 percent most of the time)

Regional approaches differ; U.S. and Canadian planners are more likely to trim A/V and use car-share transfers, while international planners extend leisure time or shorten program days to manage spend.

Attendee Numbers & Engagement

Attendance remains steady for many planners: just over half (51 percent) report flat numbers year-over-year, while 26 percent see declines and 22 percent note increases. The most common drivers of declining numbers are tied to economic headwinds, with budget cuts and company travel restrictions cited by more than three-quarters of respondents, followed by economic uncertainty and rising travel costs.

To keep audiences engaged, planners are doubling down on networking, content, and unique experiences. Strong programming, including keynotes, breakouts, and roundtables, remains the top draw, followed closely by destination activities and creative event activations. Respondents emphasized that content must feel worth the trip, while early communication and standout marketing build anticipation.

Planning: Destinations & Lead Times

When choosing destinations, the top criteria are costs (accommodation, F&B, airfare), quality of the property/experience, and flight availability.

Incentive programs demand longer lead times: 41 percent are planned 10 to 12 months in advance, and another 25 percent begin 13 to 24 months out. By contrast, meetings and conferences are planned on tighter windows, with nearly half falling into the four- to nine-month range. Planners flagged the tension between “ideal” versus “real” timelines and cited the critical role DMCs play in bridging the gap when plans shift.

Lead Times: Destinations, Hotels & Venues

Lead times for destinations, hotels, and venues are similar, with about a third of planners reaching out 10 to 12 months in advance. DMCs, however, are often engaged later, with 27 percent of planners contacting them seven to nine months out. Respondents noted the advantages of looping in DMCs early for site selection and destination sell-in, but also their indispensable role in last-minute pivots.

Tech & AI Tools

AI adoption continues to climb, with 62 percent of planners now using AI in daily work (up slightly from 60 percent last quarter). While many are still experimenting, frequent users highlight time savings in proposals, briefs, and client communications.

Chatbots lead the way: 82 percent rely on platforms like ChatGPT and Perplexity.
Grammar & rewording tools are next (39 percent), followed by translation/closed captioning (24 percent).
AI note takers are surging, jumping from 18 percent to 30 percent this quarter.

Well-Being at Work

Most meetings and events teams remain structurally stable (59 percent report no changes in the past year), though nearly one in five experienced reorganizations without layoffs, and smaller groups saw staff reductions or outsourced roles. Some reported growth, with new hires and expanded leadership teams.

Stress, however, remains a constant. Nearly 43 percent of planners say stress has increased, often due to heavier workloads, short lead times, and rising client demands. Organizations are responding with flexible or remote work options, PTO encouragement, wellness initiatives, and professional development, while planners themselves are prioritizing exercise, boundaries, time off, mindfulness, and family life to stay resilient.

For the full results of GDP’s Meetings & Events Pulse Survey, visit https://globaldmcpartners.com/q3-2025-pulse-survey-report/