The world of lodge and venue sourcing for occasions has by no means felt extra demanding. Planners need velocity, 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 all the things from massive conferences and coaching workshops to networking periods and VIP occasions. The findings uncover how sourcing within the lodge trade is evolving and what resorts and venues have to 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 yr’s report paints a transparent image: sourcing is quicker, smarter, and extra targeted 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 offers a transparent view of what is forward: slower development in occasion volumes, tighter budgets, and rising expectations for what venues ship.
1. Planners decrease development expectations however elevate the bar on engagement
The occasions trade is not charging forward with unchecked development anymore. Planners are taking a extra cautious view of 2026, with fewer anticipating huge jumps in assembly volumes. Solely 70% predict a rise in in-person occasions this yr, in comparison with practically 90% in final yr’s report.
However slower development doesn’t suggest decrease ambition. As a substitute, planners are redefining what success seems like. Attendee engagement and satisfaction now sit on the high of the precedence record, outranking value administration, which was the main KPI only a yr 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 resorts and venues: The previous formulation of aggressive pricing and availability will not reduce 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 couple of third say know-how both slows them down or provides little worth. That hole exhibits one factor clearly: the instruments have not fairly caught up with planners’ expectations.
AI is entering into that hole. Three-quarters of planners now use AI of their sourcing course of, from discovering and choosing venues (43%) to analyzing attendee information for the most effective match (41%) and evaluating bids (40%). Greater than 60% anticipate to ramp up AI use even additional in 2026.
For all planners, time stays a relentless issue. Almost 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 resorts and venues: Know-how and AI are highly effective instruments, however venues and platforms that do not ship velocity, intelligence, and readability threat irritating the very planners they purpose to assist.
3. Planners stability expertise with rising prices
Rising prices are high of thoughts for planners in 2026. Globally, 72% anticipate occasion bills to climb as much as 20% from 2025, whereas 69% say their budgets will rise at the same price. Even with budgets conserving tempo, the stress to get essentially 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 test. This consists of negotiating smarter with resorts, contemplating various venues, and discovering packages that stretch the price range 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 areas that make occasions stand out.
Takeaway for resorts and venues: Present planners methods to maximize affect inside price range, and you will turn out to be a trusted associate relatively than only a house supplier.
4. Outlined sourcing processes drive effectivity and financial savings
Planners choose to make use of an outlined sourcing course of relatively than winging it. Almost all planners (97%) report saving each money and time when following a structured RFP and sourcing method.
Standardization cuts down on back-and-forth emails, helps planners evaluate venues facet by facet, and offers 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 resorts and venues: Make it straightforward for planners to observe a transparent, structured course of, and you will assist them save money and time whereas boosting the chance of a reserving.
5. RFP instruments redefine velocity, 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 combo, serving to planners evaluate bids, analyze attendee information, and create optimized RFPs with much less guesswork. Almost 40% use AI to match bids, and 41% depend on it to align venues with attendee wants.
Velocity issues too. Planners anticipate well timed responses, with most wanting solutions inside 4 enterprise days. Bigger occasions give somewhat extra leeway, however readability and responsiveness stay key differentiators when selecting a venue.
Takeaway for resorts 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 seemingly planners are to place your house on the high of their record.
6. Planners need transparency, velocity, and clear venue differentiation
Planners more and more anticipate clear, clear proposals, quick access 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 flooring plans or diagrams (46%). Easy accessibility to this info can tip the scales when planners determine whether or not to submit an RFP.
Takeaway for resorts 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 relatively 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 alternative. They’re central to the sourcing combine, practically matching resorts as a go-to choice 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 provide collaborative, immersive experiences relatively than commonplace assembly rooms are extremely standard.
Takeaway for resorts and venues: Experiential occasions are right here to remain. Planners are on the lookout for venues that provide proximity to cultural experiences, layouts designed for networking, and built-in F&B choices. Lodges and venues that may provide this type of flexibility and persona usually tend to win repeat enterprise and turn out to be a part of a planner’s most popular sourcing circle.
8. Sturdy 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 position is extra crucial than ever. With smaller venue groups and rising vendor prices, planners rely closely on trusted companions to maintain occasions working easily. A artistic imaginative and prescient can solely go to date. Distributors convey the experience to make it occur, from AV and tech to leisure and experiences.
Staffing gaps and inexperience at venues stay actual challenges. Almost half of planners say inexperienced workers impacts their occasions, whereas others cite lowered facilities, restricted lodge availability, or gradual RFP responses. Planners see know-how, clear dialogue, and clear communication as key options.
Takeaway for resorts and venues: Sturdy, dependable vendor relationships are important. Lodges and venues that construct belief, keep responsive communication, and assist planners with succesful distributors acquire loyalty and turn out to be the go-to alternative 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: lodge sourcing is evolving quick. Planners need velocity, 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 powerful vendor partnerships are rising stars within the sourcing combine.
For venues, the message is straightforward: make it straightforward for planners to analysis, evaluate, and e book. 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 complete report for regional breakdowns and the most recent planner sourcing tendencies worldwide.
Diana TambolyManager, Area Advertising and marketing, EuropeCvent Europe Ltd
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