Embracing AI and Unique Venues Amid Rising Costs

The global sourcing landscape for event planners is undergoing significant changes as event planners adjust to new expectations and technologies. A recent survey by Cvent and Censuswide reveals that planners are focusing more on attendee engagement, leveraging AI tools, and seeking unique venues to deliver memorable experiences, all while managing rising costs and tighter budgets.

The global landscape of event planning and hotel sourcing is evolving rapidly, driven by a combination of technological advancements and shifting expectations. A recent survey conducted by Cvent in partnership with Censuswide provides insights into emerging trends shaping the industry in 2026. With input from 1,650 professional planners across various regions, the survey highlights the increasing demand for unique venues, the integration of AI in sourcing processes, and the importance of attendee engagement.

Survey Demographics and Scope

The survey encompassed a diverse group of professional planners from North America, Latin America, Europe, Asia, Australia, and the Middle East & Africa. The respondents, primarily Millennials and Gen X, bring a wide range of experience, from newcomers to veterans with over two decades in the industry. This diversity provides a comprehensive view of current trends and future directions in global planner sourcing.

Changing Priorities: Engagement Over Volume

One of the key findings from the survey is a shift in planners’ priorities. While the volume of events is not expected to grow significantly, the focus has shifted to enhancing attendee engagement and satisfaction. This change reflects a broader industry trend in which the quality of the experience takes precedence over the quantity of events. Planners are increasingly seeking venues that offer more than just functional spaces, prioritizing those that facilitate networking, provide integrated food and beverage options, and offer customizable environments.

Technology and AI: A Double-Edged Sword

Technology plays a crucial role in the sourcing process, with planners using digital tools to streamline operations and enhance decision-making. However, the survey reveals a gap between expectations and reality. While AI is becoming a staple in the sourcing toolkit, many planners find that current technologies do not fully meet their needs. Despite this, the use of AI is expected to increase, with planners utilizing it for venue selection, bid comparison, and data analysis.

Cost Management and Creative Solutions

Rising costs are a significant concern for planners, with a majority anticipating a 20% increase in event expenses. To address this, planners are adopting creative strategies to deliver high-quality experiences within budget constraints. This includes negotiating smarter deals with venues, exploring alternative locations, and leveraging special-event spaces such as restaurants and cultural venues. The focus remains on maximizing value while maintaining a strong emphasis on attendee experience.

Streamlined Sourcing Processes

Efficiency in sourcing is another critical area highlighted by the survey. Planners are increasingly adopting structured processes to save time and reduce costs. A well-defined sourcing approach allows planners to compare venues effectively, gather detailed information, and communicate clearly with vendors. This trend towards standardization is gaining traction, with a significant number of planners reporting time and cost savings.

The Role of RFP Tools

Online RFP tools are now an integral part of the planner’s toolkit, with nearly all respondents using them to build requests. These tools enhance efficiency, improve analytics, and streamline contracting processes. The integration of AI within these tools further aids planners in making informed decisions, aligning venue choices with attendee needs, and ensuring timely responses.

Transparency and Speed in Sourcing

Planners emphasize the importance of transparency and speed in the sourcing process. Clear, detailed proposals and quick responses are critical factors that influence venue selection. Planners value venues that provide easy access to information, enabling them to make informed decisions efficiently. Additionally, factors such as brand reputation and existing relationships with venue staff are increasingly influencing sourcing choices.

Preference for Unique Venues

The demand for flexible, one-of-a-kind venues is on the rise. Planners are increasingly sourcing non-hotel locations that offer unique experiences and amenities. These venues, which include restaurants, art galleries, and cultural spaces, allow planners to create immersive and engaging events. The flexibility and adaptability of these spaces, along with their ability to integrate cultural or culinary experiences, make them attractive options.

Importance of Vendor Partnerships

Strong vendor relationships are essential for successful event execution. With staffing challenges and rising vendor costs, planners rely heavily on trusted partners to deliver seamless experiences. Vendors play a crucial role in driving attendee engagement and providing the necessary expertise to bring creative visions to life.

Conclusion

The 2026 Global Cvent Planner Sourcing Report highlights the evolving dynamics of the event planning industry. As planners navigate rising costs, technological advancements, and shifting priorities, the focus remains on delivering engaging and memorable experiences. Venues and vendors that adapt to these changes and offer innovative solutions will be well-positioned to succeed in this competitive landscape.

Download the 2026 Global Cvent Planner Sourcing Report.