The world of hotel and venue sourcing for events has never felt more demanding. Planners want speed, clarity, and venues that spark connection and deliver memorable experiences.
Cvent partnered with Censuswide to explore what’s really driving global planner sourcing trends in 2026. We surveyed 1,650 professional planners across North America, Latin America, Europe, Asia, Australia, and the Middle East & Africa. These professionals plan everything from large conferences and training workshops to networking sessions and VIP events. The findings uncover how sourcing in the hotel industry is evolving and what hotels and venues need to do to stay ahead.
From AI tools shaking up sourcing for the hospitality industry to the growing demand for flexible, one-of-a-kind venues, this year’s report paints a clear picture: sourcing is faster, smarter, and more focused on experience than ever before. The global meetings landscape is shifting, and planners are adapting in real time.
Inside the 2026 planner survey
Our latest, global Planner Sourcing Report gives a clear view of what’s ahead: slower growth in event volumes, tighter budgets, and rising expectations for what venues deliver.
1. Planners lower growth expectations but raise the bar on engagement
The events industry isn’t charging ahead with unchecked growth anymore. Planners are taking a more cautious view of 2026, with fewer expecting big jumps in meeting volumes. Only 70% predict an increase in in-person events this year, compared to nearly 90% in last year’s report.
But slower growth doesn’t mean lower ambition. Instead, planners are redefining what success looks like. Attendee engagement and satisfaction now sit at the top of the priority list, outranking cost management, which was the leading KPI just a year ago.
Planners want networking-friendly layouts, integrated food and beverage, proximity to interesting experiences, and customizable spaces that create memorable moments.
Takeaway for hotels and venues: The old formula of competitive pricing and availability won’t cut it on its own. Hospitality procurement trends now revolve around one question: can your space make attendees feel engaged, connected, and inspired?
2. Planners are technology power users, but frustrations are mounting
Planners are spending more time than ever on sourcing platforms, websites, and digital tools. Most see the benefits like faster sourcing, more venue options, and clearer communications. But about a third say technology either slows them down or adds little value. That gap shows one thing clearly: the tools haven’t quite caught up with planners’ expectations.
AI is stepping into that gap. Three-quarters of planners now use AI in their sourcing process, from finding and selecting venues (43%) to analyzing attendee data for the best fit (41%) and comparing bids (40%). More than 60% expect to ramp up AI use even further in 2026.
For all planners, time remains a constant factor. Nearly six in ten spend up to five hours using tech for each event, with another 30% putting in six to ten hours.
Takeaway for hotels and venues: Technology and AI are powerful tools, but venues and platforms that don’t deliver speed, intelligence, and clarity risk frustrating the very planners they aim to support.
3. Planners balance experience with rising costs
Rising costs are top of mind for planners in 2026. Globally, 72% expect event expenses to climb up to 20% from 2025, while 69% say their budgets will rise at a similar rate. Even with budgets keeping pace, the pressure to get the most value out of every dollar is stronger than ever.
Planners are getting creative, exploring ways to deliver memorable experiences while keeping costs in check. This includes negotiating smarter with hotels, considering alternative venues, and finding packages that stretch the budget without compromising on quality.
Budgets may be tight, but the focus on attendee experience remains firm. Planners are still prioritizing networking-friendly layouts, integrated F&B, and unique locations that make events stand out.
Takeaway for hotels and venues: Show planners how to maximize impact within budget, and you’ll become a trusted partner rather than just a space provider.
4. Defined sourcing processes drive efficiency and savings
Planners prefer to use a defined sourcing process rather than winging it. Nearly all planners (97%) report saving both time and money when following a structured RFP and sourcing approach.
Standardization cuts down on back-and-forth emails, helps planners compare venues side by side, and provides better visibility into costs and options. Planners also appreciate that a defined process makes it easier to gather detailed venue information, evaluate options efficiently, and communicate clearly with vendors.
Takeaway for hotels and venues: Make it easy for planners to follow a clear, structured process, and you’ll help them save time and money while boosting the likelihood of a booking.
5. RFP tools redefine speed, savings, and decision-making
Almost every planner is leaning on online RFP tools. Globally, 96% use them to build requests, and nearly a quarter rely on these tools for every meeting and event. The reason is simple: efficiency. Digital RFPs save time, streamline contracting, and make it easier to transfer and manage data.
AI is now a major part of the mix, helping planners compare bids, analyze attendee data, and create optimized RFPs with less guesswork. Nearly 40% use AI to compare bids, and 41% rely on it to align venues with attendee needs.
Speed matters too. Planners expect timely responses, with most wanting answers within four business days. Larger events give a little more leeway, but clarity and responsiveness remain key differentiators when choosing a venue.
Takeaway for hotels and venues: Investing in digital RFP tools and quick, accurate responses is now a baseline expectation. The easier you make the sourcing process, the more likely planners are to put your space at the top of their list.
6. Planners want transparency, speed, and clear venue differentiation
Planners increasingly expect clear, transparent proposals, easy access to venue information, and trusted relationships that make the process smoother.
They are influenced by practical details like meeting room specifications (50%), photos and videos (48%), and floor plans or diagrams (46%). Easy access to this information can tip the scales when planners decide whether to submit an RFP.
Takeaway for hotels and venues: Providing a fast, transparent, and well-differentiated experience builds trust. Venues that make it easy for planners to compare options, understand capabilities, and communicate efficiently position themselves as reliable partners rather than just spaces to rent.
7. Planners continue to flock to flexible, one-of-a-kind spaces
Special event venues are no longer a niche choice. They’re central to the sourcing mix, nearly matching hotels as a go-to option for planners. These spaces stand out because they support highly engaging, experiential events, with flexible layouts, unique amenities, and opportunities to integrate cultural or culinary experiences.
Venues that offer collaborative, immersive experiences rather than standard meeting rooms are highly popular.
Takeaway for hotels and venues: Experiential events are here to stay. Planners are looking for venues that offer proximity to cultural experiences, layouts designed for networking, and integrated F&B options. Hotels and venues that can offer this kind of flexibility and personality are more likely to win repeat business and become part of a planner’s preferred sourcing circle.
8. Strong vendor and venue partnerships are essential amid staffing challenges
Vendors have always been a key part of executing events, but in 2026, their role is more critical than ever. With smaller venue teams and rising vendor costs, planners rely heavily on trusted partners to keep events running smoothly. A creative vision can only go so far. Vendors bring the expertise to make it happen, from AV and tech to entertainment and experiences.
Staffing gaps and inexperience at venues remain real challenges. Nearly half of planners say inexperienced staff impacts their events, while others cite reduced amenities, limited hotel availability, or slow RFP responses. Planners see technology, clear dialogue, and transparent communication as key solutions.
Takeaway for hotels and venues: Strong, reliable vendor relationships are essential. Hotels and venues that build trust, maintain responsive communication, and support planners with capable vendors gain loyalty and become the go-to choice for events, even in a tight labor market.
The future of sourcing is faster, smarter, and more human
The 2026 planner report makes one thing clear: hotel sourcing is evolving fast. Planners want speed, transparency, and venues that deliver unforgettable experiences. Technology—especially AI and smarter RFP tools—is helping them make faster, smarter decisions, while flexible, one-of-a-kind spaces and strong vendor partnerships are rising stars in the sourcing mix.
For venues, the message is simple: make it easy for planners to research, compare, and book. Clear specs, quick responses, and standout experiences aren’t just nice-to-haves—they’re the difference between getting an RFP and being passed over.
Get deeper insights to shape your strategy. Download the full report for regional breakdowns and the latest planner sourcing trends worldwide.
Diana Tamboly
Manager, Field Marketing, Europe
Cvent Europe Ltd
