Every year, Encore surveys thousands of meeting and event professionals about meeting/event patterns and formats, how they spend their money and their biggest concerns. Individually, these quarterly Planner Pulse reports form snapshots of current industry trends. But taken collectively, we can begin to forecast where the industry is headed. Looking at the big picture painted by results from our four 2022 surveys, here are the Top 3 event trends for 2023.
Trend No. 1: Immersive and interactive experiences to engage participants and enhance organizational culture
According to McKinsey’s American Opportunity Survey, 58 percent of the employed respondents in the U.S. have the option of working from home for all or part of the week. With a dispersed workforce, in-person engagement is more important than ever for creating and reinforcing an organization’s culture, training employees and fostering a sense of belonging. Companies aren’t the only ones seeing the need for in-person meetings. Encore Planner Pulse respondents report that, compared to 2019, participants value the in-person experience more and are more engaged with and ‘leaning into’ the entire face-to-face experience (Winter 2022 Pulse).
Planners know participants derive the greatest value from networking/relationship building, education/training and organizational culture-building/enhancing activities (Winter 2022 Pulse). Meeting and event professionals are creating more immersive and interactive experiences to maximize the event return-on experience.
How are meeting and event professionals doing this? Designing events with the end in mind, investing in engaging technology, and collaborating with presenters to rethink how content is delivered.
Reverse-engineering the event design leads organizers to rethink how rooms are set to maximize connection and collaboration, bake more opportunities for networking into the agenda and think about how they can create sensory experiences. Technology, like LED walls and 3D projection mapping, is the easiest way to transform rooms and sets quickly. Event technology platforms that enable live polling and Q&A, can be used to educate and entertain. Challenging presenters to respond to questions about how they intend to engage the audience in the call for proposals is a fantastic starting point for conversations about designing and delivering the most meaningful and relevant content for event participants.
Trend No. 2: More attendees for in-person meetings
In-person events continue to gain momentum. Meeting and event professionals expect in-person attendance to increase by as much as 25 percent in 2023. This is a reversal of a downsizing trend seen last spring (Spring 2022 and Winter 2022 Pulse).
The most popular venues remain hotels (Spring 2022 and Fall 2022 Pulse). Sixty-one percent of planners expect to pay slightly to significantly more on hotel room rates (Fall 2022 Pulse). Sixty-two percent expect to pay more for food and beverage, and 57 percent report they will pay more for transportation (Winter 2022, Summer 2022 and Fall 2022 Pulse). Not coincidentally, these also are the Top 3 areas Planners Pulse respondents expect to see their 2023 budgets increase. Of the planners who say their 2023 budgets are increasing, 80 percent expect an increase of more than 25 percent (Winter 2022 Pulse).
According to Summer 2022 and Fall 2022 Pulse reports, the top technology products and services being sourced this year are standard projection/audiovisual equipment (50+ percent) and streaming technology (44 percent). Top attributes driving the selection of event technology partners are value, technical expertise and service excellence (Summer 2022 Pulse).
Trend No. 3: Inclusive and supportive environments to enhance participant wellness and sense of belonging
Health and safety had the greatest impact on participant comfort levels (Spring 2022 Pulse). For that reason, hybrid meetings comprised up to 30 percent of the meetings held in the first half of last year. (Winter 2022 and Spring 2022 Pulse). Now that people are more comfortable traveling, the number of hybrid meetings represents fewer than 20 percent of the meetings planned for 2023 (Summer 2022 and Fall 2022 Pulse).
It’s not just participants’ physical wellness that’s a focus for planners. They also want to support mental and emotional wellness by fostering a sense of attendee belonging, enhanced by face-to-face meeting. One of the ways planners are incorporating this trend into event design include education and conversational groups modeled on the ‘business resource groups’ present at most major organizations, where participants gather with like-minded community members. They’re also using technology, like AI-powered simultaneous translation and captioning tools, to ensure people with neurodiversity or disabilities have an easier time connecting to the content and enjoying it. And for those who don’t want to travel, hybrid event technology allows everyone to participate in the event, no matter where they’re located.
Technology can also help people connect to each other on a more human level by capturing images and stories and sharing them with participants before, during or after the event. Consider setting up on-site interviews or photography booths to capture this user-generated content. Remember: everyone wants to feel special and included. If you can deliver experiences that deliver both to your participants, they’ll want to come back next year.
Those are the Top 3 trends we’re seeing. How are you planning to make your meetings more engaging, supportive of ESG or inclusive? We’d love to hear about your 2023 events and the challenges and solutions you discover as you move through the year. Click here to download the Winter 2022 Planners Pulse Report and opt-in to future communications to have your opinion included.
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