Global DMC Partners (GDP) has released its Q3 2025 Meetings & Events Pulse Survey, showing that planners worldwide continue to face rising costs, flat budgets, and shifting workforce demographics while accelerating adoption of artificial intelligence.
The survey, conducted in September, reflects input from 151 meeting and event professionals based primarily in the United States, Canada, and Europe.
The results highlight regional budget gaps, generational workforce changes, and increased reliance on AI tools. Respondents pointed to higher costs for hotels, food and beverage, and air travel as the top challenges, with many reporting stagnant budgets that are failing to keep pace with inflation. Nearly two-thirds of planners now use AI daily, a sharp increase from the previous year.
Regional Budgets Show Divergence
Survey responses reveal that budgets are stable overall, but trends vary significantly by region. In the U.S. and Canada, 33 percent of planners reported budget increases compared to 19 percent reporting decreases. Internationally, the situation is reversed, with 32 percent noting budget cuts and just 18 percent citing increases.
Flat budgets remain common, with 48 percent of respondents saying their resources have not changed since last quarter. While 30 percent reported increases, 22 percent continue to experience decreases, underscoring uneven global conditions. GDP’s report noted that planners everywhere are balancing rising expenses against limited flexibility.
Workforce and Generational Shifts
Gen X still accounts for the largest share of the MICE workforce at 44 percent, but this is down six points from the prior quarter. Millennials make up 22 percent, and younger professionals are gradually entering the industry, signaling a slow generational transition. Nearly half of all respondents brought more than 25 years of experience, providing a seasoned perspective on emerging challenges.
Staffing levels remain largely stable, with 59 percent of planners reporting no structural changes in the past year. However, 43 percent said stress has increased, often linked to heavier workloads, compressed timelines, and heightened client demands. Employers are responding with wellness initiatives, flexible work options, and professional development programs.
Costs, Hotels, and Venues
Rising costs for hotels and venues continue to dominate concerns. More than 70 percent of planners said they encounter higher accommodation rates “most” or “all of the time,” with food and beverage and audiovisual costs also cited as major drivers of budget strain. Respondents expressed frustration with resort fees, service charges, and mandatory in-house A/V, describing rigid contracts and long response times as additional challenges.
Survey data shows that about one-third of planners experienced 11 to 20 percent price increases in hotel and venue categories, with many also reporting 21 to 30 percent hikes. Food and beverage costs rose at similar rates, with 38 percent noting increases of 11 to 20 percent. Airfare is also trending upward, with 32 percent of respondents reporting 11 to 20 percent increases, compared to 26 percent last quarter.
Lead Times and Event Planning
Differences remain between incentive programs and meetings. Incentive trips are typically planned 10 to 12 months in advance, with 25 percent of respondents beginning as early as 13 to 24 months out. In contrast, nearly half of meetings are organized within four to nine months, requiring flexibility and rapid coordination. GDP reported that destination management companies are increasingly essential for handling short lead times and last-minute changes.
Destination selection is shaped by costs, property quality, and flight availability. Planners reported using cost-management strategies such as reducing audiovisual spend (51 percent at least sometimes), shifting events to second- or third-tier destinations (49 percent), and contracting earlier to lock in rates. Regional differences exist, with U.S. and Canadian planners more likely to cut A/V and use car-share transfers, while international planners shorten program days or extend leisure time.
AI Adoption Expands
AI use is surging, with 62 percent of planners incorporating it into daily operations, up 14 percent year-over-year. Chatbots remain the most common tool, used by 82 percent of respondents, followed by grammar and rewording software at 39 percent. Translation and closed captioning tools are used by 24 percent, while AI-powered note takers have risen sharply in popularity, from 18 percent last quarter to 30 percent in Q3.
Planners emphasized that AI tools are increasingly valuable for speeding up proposals, briefs, and client communications. While many respondents are still experimenting, frequent users noted measurable time savings and efficiency gains. GDP’s survey indicates that AI is becoming an integral part of event design and execution rather than a secondary resource.
Attendance and Engagement
Attendance trends are mixed, with 51 percent of respondents reporting stable numbers compared to the prior year. About 22 percent noted increases, while 26 percent saw declines. Budget cuts and company travel restrictions were the most frequently cited reasons for reduced attendance, followed by economic uncertainty and rising travel costs.
To counter these pressures, planners are focusing on high-quality content and networking opportunities. Strong programming, such as keynote addresses, breakout sessions, and roundtables, remains the leading draw for attendees. Destination activities and creative event activations are also prioritized, with respondents emphasizing the importance of communication and marketing in building anticipation.
GDP’s Q3 2025 survey concludes that planners across regions face common challenges—flat budgets, rising costs, and tightening timelines—while adapting to generational change and increased AI use. The report underscores the central role of destination management companies in helping organizations deliver events under constrained conditions. For the full results, visit https://globaldmcpartners.com/q3-2025-pulse-survey-report/
