Planning Events in 2025? Current Trends to Know

Our industry is going to change a lot in 2025. This will impact how we think about, plan, and run events. You’re not alone in this journey. We’re here to support you every step of the way.

Let’s explore the key trends that impact event planning and how to leverage them to your advantage.

Want to maximize event impact without blowing your budget? You’re not alone. Respondents to our Encore Planner Pulse survey said managing budget constraints is the top priority for 2025, followed by bringing unique experiences or creating a ‘wow’ factor.

Part of what’s driving this trend is that event budgets are expected to rise by no more than 11 percent, but event costs are predicted to increase by 12 percent, per the Northstar Industry PULSE Survey.

We understand the pressure you’re under to create meaningful and engaging experiences, and we’re here to help you find the best solutions. Let’s explore some effective ways to do more with less.

• Meet in second-tier cities. First-tier cities, like New York and Chicago, might have value dates, but second-tier cities offer year-round savings. Plus, they may be more appreciative of your business and willing to offer special perks in exchange for your business.
• Work with convention and visitor bureaus (CVBs). CVBs don’t charge planners for their services. They can do everything from arranging site visits and offering venue advice to suggesting local speakers, supplying volunteer staff and connecting you to local nonprofits for community service initiatives.
• Work with your event technology partner to develop solutions that fit your goals and your budget. Bring your partner in early to your planning process to help optimize your event plan.

Imagine having a dedicated assistant who takes care of the mundane tasks, allowing you to focus on what truly matters. That’s the magic of using AI.

According to BCD, AI and automation will greatly impact the industry this year. Generative AI tools, such as ChatGPT, Gemini and the event industry-specific Spark, can perform repetitive, time-consuming tasks in seconds, freeing you up to focus on what matters.

You can use AI as:

• A simultaneous translator of event content to make meetings more inclusive.
• A real-time transcriber of event content to make meetings more accessible with closed-captioning.

• A strategic consultant to analyze reams of historical event data and attendee feedback surveys and deliver key insights and actionable next steps.

Before you unveil your keynote speakers and sessions, shine a spotlight on the educational experience that awaits your attendees through well-defined educational pillars. These broad categories will not only help structure your content but also create a buzz around your event.

Collaborate with your key stakeholders and marketing team to develop these pillars, ensuring they resonate with what your audience truly wants. By drawing on their insights, you can co-create a narrative that speaks to their interests and stirs excitement. When setting these pillars, think about the crucial skills your audience is eager to learn, or the industry challenges they need help overcoming.

Your educational pillars are promises of the valuable takeaways participants will gain by joining your event.

By embracing these trends — from innovative budgeting, creative agility and AI integration to getting serious about sustainability — you’ll be well-positioned to deliver exceptional experiences that resonate with your participants and set new industry standards.

Together, we can set new standards of excellence in the industry with every event we create. Ready to get started?

You’ve crafted some incredible ideas. Now, it’s time to collaborate with your event technology team to elevate your program.

Their insights can help transform your vision into a powerful experience. Here’s how we can enhance your event together:

Diverse learning formats

Many organizations are expanding their learning methods to better engage participants. Your event tech team brings valuable experience from numerous events, and we can collaborate to explore engaging learning formats that resonate with your audience.

Consider these options:

• Peer-to-peer learning
• Fishbowl panels
• Solution-focused group discussions
• Sensory-rich workshops

Combining innovative formats with traditional ones creates a unique experience that can truly captivate your attendees.

Deep audience engagement

Our event tech experts excel at crafting meaningful connections, and we encourage you to lean on us for ideas that will resonate with your audience. Engagement goes beyond simple polling; it’s about inviting participants to take part in the conversations.

Here are some effective strategies to foster deeper connections:

• Schedule facilitated discussions after keynotes to help reinforce key takeaways.
• Use a throwable microphone, like the CatchBox, to shift guests from a passive to active state throughout your program, while giving everyone a voice.
• Engage participants with an event app like Chime Live, where they can view custom content, answer live polls, Q&As, chat with their peers and more.

Also, consider how to weave key themes throughout your program with:

• Hallway activations
• Ask-me-anything sessions
• Hands-on workshops
• Solution room conversations

When audiences leave the main stage, they engage in conversations and networking that reinforce the messages and create lasting connections.

Content management

Another tool that elevates the educational experience while saving you time is Content1. This simple content management system (CMS) is a game-changer in terms of the time it saves you and your speakers. Plus, it enhances the participant experience.

Instead of tracking down all your speakers’ presentations, they can upload their own materials to the system. Then, when they arrive onsite, they don’t have to worry about anything but delivering their educational program.

Our techs will have their presentation, any graphics, movies and sponsor materials preloaded and ready to go — no awkward toggling between screens. Just one flawless experience, no matter how many videos or slides they have.

Creating impactful educational experiences starts with understanding your audience and implementing thoughtful strategies. But there’s more to explore!

In Part 2 of this series, we’ll uncover advanced techniques and tools to further elevate your events. Stay tuned — it’s coming soon!