Research

IACC and DCI Release 2025 “Meeting Room of the Future” Report

By Gaurav Banerji Jul 10, 2025 10:15pm

IACC has released its 2025 “Meeting Room of the Future” report, marking the 10th edition of its annual industry trends study. Produced in partnership with Development Counsellors International (DCI), the report analyzes survey responses from 205 meeting planners across North America and Europe and identifies key shifts in event design, technology use and venue expectations.

Key Findings

Experience-led Planning

The number of events held at hotels has continued to decline since 2017, as planners increasingly seek more creative settings. In 2025, 51 percent are choosing specialty venues such as sports stadiums, museums, vineyards or training-focused facilities—up from 33 percent in 2023. Respondents noted the value of immersive in-person events for improving engagement and retention.

Technology Trends

Planners are feeling less pressure to adopt new technology, with 68 percent citing generational expectations as a driver, down from 80 percent in 2023. However, interest in artificial intelligence is rising: 14 percent now view it as a critical technology, up from just 4 percent last year.

The shift away from hybrid events continues, with 42 percent of planners saying they do not plan to use streaming in their events this year.

Meanwhile, digital signage, both indoor and outdoor, is becoming more common as venues offer more cost-effective and user-friendly solutions. Its growing use is also tied to sustainability, offering an alternative to printed materials.

Venue Selection Priorities

Location, travel time, and accessibility remain the top priorities for venue selection, consistent with 2023. While flexible meeting space is still valued, it dropped from second to third place this year, with food and beverage offerings rising to second.

Planners continue to prioritize networking areas, adaptable room layouts, and venues with strong ethical and sustainable practices. Accessibility for disabled attendees and access to public transportation also remain key considerations.

Brand reputation plays a limited role in venue selection overall, with only one-third of planners viewing it as a strong indicator of event quality. North American planners are more likely to trust brand recognition than their European counterparts.

Food & Beverage Strategy

Food and beverage has become a key element of meeting design, with planners rating its importance at 9 out of 10, up from 7.9 in 2023. In North America, priorities include visible nutritional information and aligning food choices with the tone and energy of the event.

Planners are increasingly looking to rethink break and mealtime formats, with strong interest in creative food stations that enhance connection and overall experience. Food is no longer a side element—it’s becoming central to the event strategy.

Sustainability

Sustainability remains a key focus in food and beverage strategy, with a shift toward designing menus, portion sizes, and service styles that minimize waste from the outset, rather than managing excess after the fact. At the same time, planners are demanding more than just sustainability policies; they’re looking for venues to provide measurable, data-driven reporting.

Looking ahead, planners expect future investments in venue technology to focus on high-quality internet, room acoustics, lighting, and dedicated networking spaces. The report also highlights a growing demand for accessible, flexible and ethically operated venues.

For the past 10 years, the "Meeting Room of the Future” report has explored insights from meeting planners, IACC members and industry experts worldwide. Conducted by IACC and Development Counsellors International, this research provides first-hand insight from meeting planners into their experiences in a post-pandemic world as they deal with returning business, new clients’ priorities and an evolving hybrid-technology landscape.

Source: IACC