The world of resort and venue sourcing for occasions has by no means felt extra demanding. Planners need pace, readability, and venues that spark connection and ship memorable experiences.
Cvent partnered with Censuswide to discover what’s actually driving world planner sourcing tendencies in 2026. We surveyed 1,650 skilled planners throughout North America, Latin America, Europe, Asia, Australia, and the Center East & Africa. These professionals plan every thing from massive conferences and coaching workshops to networking classes and VIP occasions. The findings uncover how sourcing within the resort trade is evolving and what inns and venues must do to remain forward.
From AI instruments shaking up sourcing for the hospitality trade to the rising demand for versatile, one-of-a-kind venues, this 12 months’s report paints a transparent image: sourcing is quicker, smarter, and extra centered on expertise than ever earlier than. The worldwide conferences panorama is shifting, and planners are adapting in actual time.
Contained in the 2026 planner survey
Our newest, world Planner Sourcing Report provides a transparent view of what is forward: slower progress in occasion volumes, tighter budgets, and rising expectations for what venues ship.
1. Planners decrease progress expectations however increase the bar on engagement
The occasions trade is not charging forward with unchecked progress anymore. Planners are taking a extra cautious view of 2026, with fewer anticipating large jumps in assembly volumes. Solely 70% predict a rise in in-person occasions this 12 months, in comparison with practically 90% in final 12 months’s report.
However slower progress doesn’t suggest decrease ambition. As an alternative, planners are redefining what success seems like. Attendee engagement and satisfaction now sit on the prime of the precedence checklist, outranking value administration, which was the main KPI only a 12 months in the past.
Planners need networking-friendly layouts, built-in meals and beverage, proximity to attention-grabbing experiences, and customizable areas that create memorable moments.
Takeaway for inns and venues: The outdated system of aggressive pricing and availability will not lower it by itself. Hospitality procurement tendencies now revolve round one query: can your house make attendees really feel engaged, linked, and impressed?
2. Planners are know-how energy customers, however frustrations are mounting
Planners are spending extra time than ever on sourcing platforms, web sites, and digital instruments. Most see the advantages like sooner sourcing, extra venue choices, and clearer communications. However a few third say know-how both slows them down or provides little worth. That hole reveals one factor clearly: the instruments have not fairly caught up with planners’ expectations.
AI is moving into that hole. Three-quarters of planners now use AI of their sourcing course of, from discovering and deciding on venues (43%) to analyzing attendee information for one of the best match (41%) and evaluating bids (40%). Greater than 60% count on to ramp up AI use even additional in 2026.
For all planners, time stays a relentless issue. Practically six in ten spend as much as 5 hours utilizing tech for every occasion, with one other 30% placing in six to 10 hours.
Takeaway for inns and venues: Know-how and AI are highly effective instruments, however venues and platforms that do not ship pace, intelligence, and readability danger irritating the very planners they goal to assist.
3. Planners steadiness expertise with rising prices
Rising prices are prime of thoughts for planners in 2026. Globally, 72% count on occasion bills to climb as much as 20% from 2025, whereas 69% say their budgets will rise at the same fee. Even with budgets conserving tempo, the stress to get probably the most worth out of each greenback is stronger than ever.
Planners are getting artistic, exploring methods to ship memorable experiences whereas conserving prices in examine. This contains negotiating smarter with inns, contemplating various venues, and discovering packages that stretch the funds with out compromising on high quality.
Budgets could also be tight, however the concentrate on attendee expertise stays agency. Planners are nonetheless prioritizing networking-friendly layouts, built-in F&B, and distinctive places that make occasions stand out.
Takeaway for inns and venues: Present planners how you can maximize impression inside funds, and you may change into a trusted associate somewhat than only a house supplier.
4. Outlined sourcing processes drive effectivity and financial savings
Planners favor to make use of an outlined sourcing course of somewhat than winging it. Practically all planners (97%) report saving each money and time when following a structured RFP and sourcing strategy.
Standardization cuts down on back-and-forth emails, helps planners examine venues aspect by aspect, and supplies higher visibility into prices and choices. Planners additionally recognize {that a} outlined course of makes it simpler to collect detailed venue info, consider choices effectively, and talk clearly with distributors.
Takeaway for inns and venues: Make it straightforward for planners to comply with a transparent, structured course of, and you may assist them save money and time whereas boosting the probability of a reserving.
5. RFP instruments redefine pace, financial savings, and decision-making
Nearly each planner is leaning on on-line RFP instruments. Globally, 96% use them to construct requests, and practically 1 / 4 depend on these instruments for each assembly and occasion. The reason being easy: effectivity. Digital RFPs save time, streamline contracting, and make it simpler to switch and handle information.
AI is now a significant a part of the combination, serving to planners examine bids, analyze attendee information, and create optimized RFPs with much less guesswork. Practically 40% use AI to match bids, and 41% depend on it to align venues with attendee wants.
Velocity issues too. Planners count on well timed responses, with most wanting solutions inside 4 enterprise days. Bigger occasions give slightly extra leeway, however readability and responsiveness stay key differentiators when selecting a venue.
Takeaway for inns and venues: Investing in digital RFP instruments and fast, correct responses is now a baseline expectation. The simpler you make the sourcing course of, the extra doubtless planners are to place your house on the prime of their checklist.
6. Planners need transparency, pace, and clear venue differentiation
Planners more and more count on clear, clear proposals, easy accessibility to venue info, and trusted relationships that make the method smoother.
They’re influenced by sensible particulars like assembly room specs (50%), photographs and movies (48%), and ground plans or diagrams (46%). Quick access to this info can tip the scales when planners determine whether or not to submit an RFP.
Takeaway for inns and venues: Offering a quick, clear, and well-differentiated expertise builds belief. Venues that make it straightforward for planners to match choices, perceive capabilities, and talk effectively place themselves as dependable companions somewhat than simply areas to hire.
7. Planners proceed to flock to versatile, one-of-a-kind areas
Particular occasion venues are now not a distinct segment selection. They’re central to the sourcing combine, practically matching inns as a go-to possibility for planners. These areas stand out as a result of they assist extremely participating, experiential occasions, with versatile layouts, distinctive facilities, and alternatives to combine cultural or culinary experiences.
Venues that supply collaborative, immersive experiences somewhat than customary assembly rooms are extremely well-liked.
Takeaway for inns and venues: Experiential occasions are right here to remain. Planners are on the lookout for venues that supply proximity to cultural experiences, layouts designed for networking, and built-in F&B choices. Accommodations and venues that may supply this sort of flexibility and character usually tend to win repeat enterprise and change into a part of a planner’s most well-liked sourcing circle.
8. Robust vendor and venue partnerships are important amid staffing challenges
Distributors have at all times been a key a part of executing occasions, however in 2026, their function is extra important than ever. With smaller venue groups and rising vendor prices, planners rely closely on trusted companions to maintain occasions operating easily. A artistic imaginative and prescient can solely go thus far. Distributors deliver the experience to make it occur, from AV and tech to leisure and experiences.
Staffing gaps and inexperience at venues stay actual challenges. Practically half of planners say inexperienced employees impacts their occasions, whereas others cite decreased facilities, restricted resort availability, or gradual RFP responses. Planners see know-how, clear dialogue, and clear communication as key options.
Takeaway for inns and venues: Robust, dependable vendor relationships are important. Accommodations and venues that construct belief, keep responsive communication, and assist planners with succesful distributors acquire loyalty and change into the go-to selection for occasions, even in a good labor market.
The way forward for sourcing is quicker, smarter, and extra human
The 2026 planner report makes one factor clear: resort sourcing is evolving quick. Planners need pace, transparency, and venues that ship unforgettable experiences. Know-how—particularly AI and smarter RFP instruments—helps them make sooner, smarter selections, whereas versatile, one-of-a-kind areas and robust vendor partnerships are rising stars within the sourcing combine.
For venues, the message is easy: make it straightforward for planners to analysis, examine, and ebook. Clear specs, fast responses, and standout experiences aren’t simply nice-to-haves—they’re the distinction between getting an RFP and being handed over.
Get deeper insights to form your technique. Obtain the total report for regional breakdowns and the most recent planner sourcing tendencies worldwide.
Diana Tamboly
Supervisor, Area Advertising and marketing, Europe
Cvent Europe Ltd
