What Meeting Planners Should Expect in 2026: Trends, Tech, and Changing Client Needs

If there’s one thing everyone in the meetings and events space can agree on, it’s that 2026 is shaping up to be a year of big change.

Attendees expect more. Clients expect more. And planners are being asked to create experiences that feel smarter, more intentional, and more engaging than ever before. The good news is that the industry finally has the tools, insights, and creativity to deliver on those expectations.

Experiences Are Becoming More Personal and More Flexible

One of the biggest shifts happening right now is the move toward more personalized, flexible experiences. Attendees are no longer satisfied sitting in a ballroom for hours on end.

They want content that feels relevant and formats that keep them energized and involved. Short, focused sessions are replacing lengthy general sessions, and interactive environments are becoming a staple at events of all sizes.

Attendees also want the ability to choose their own path through a meeting, crafting an experience that fits their interests and learning style.

This shift requires planners to think more like designers, shaping programs with variety, pacing, and engagement intentionally woven throughout the agenda.

Sustainability Is Now a Baseline Expectation

Sustainability is no longer something attendees look for—it’s something they assume will be part of the plan. Organizations and participants are paying much closer attention to environmental impact, and they expect planners to bring thoughtful, realistic solutions to the table.

Carbon tracking, reduced-waste food and beverage programs, mindful vendor selection, and environmentally responsible venues are becoming standard parts of early conversations.

Clients also want transparency in how their choices affect the planet. For planners, this means integrating sustainability into the planning framework from the very beginning rather than trying to retrofit it later.

Budgets Need Predictability and More Upfront Strategy

With rising costs across venues, food and beverage, travel, and production, clients are calling for more predictability in budgeting. They want fewer surprises and a clearer understanding of where their dollars are going.

This shift has planners stepping into a more strategic role—helping clients navigate contracts, forecast spending, and make decisions that balance cost with value.

Content strategy has become particularly important. Organizations aren’t just looking for a schedule; they want a cohesive narrative that ties the entire experience together before, during, and after the event.

Planners who can help shape that story are becoming invaluable partners.

Technology, Production, and Venue Expectations Are Rising

Technology is evolving quickly, but the focus for 2026 isn’t on adding more—it’s on finding tools that simplify the planning process and improve the attendee experience.

AI-driven scheduling, attendance forecasting, food and beverage modeling, and smarter registration platforms are becoming more common and more intuitive. These tools give planners time back by reducing guesswork and supplying insights that lead to better decisions.

Production expectations are also rising. Attendees are accustomed to polished digital content in their day-to-day life, and they carry those expectations with them into the meeting environment.

LED scenic displays, dynamic lighting, crisp audio, and high-quality recording or streaming are becoming the norm rather than the exception. Events don’t need to feel flashy, but they do need to feel intentional and visually engaging.

Venues are feeling similar pressure. Strong Wi-Fi, adaptable room layouts, sustainable operations, and reliable onsite tech support are no longer viewed as perks—they’re non-negotiables. If a venue can’t support these needs, it often doesn’t make the shortlist.

What’s Working—and What Isn’t

The events performing best right now are the ones built with intention. Attendees respond to well-paced agendas, meaningful opportunities to connect, content that tells a story, and environments that are energizing rather than overwhelming.

What’s not working is the old model: long sessions without interaction, overly complicated technical setups, and schedules so packed they drain the energy out of the room.

White space in the program is a necessity so that attendees have more opportunity to interact. The industry is clearly shifting toward simplicity, clarity, and purpose.

The Bottom Line

The opportunities in 2026 are tremendous. Expectations may be higher, but so is the potential impact of well-designed events. Savvy planners who embrace personalization, sustainability, strategic thinking, and thoughtful use of technology will be well positioned to deliver experiences that truly stand out in the year ahead.

About The Author

Steve Kinsley brings more than forty years of experience in the hospitality and meetings industry, with leadership roles in conference services, sales, and hotel management at properties including The Broadmoor, Keystone Resort & Conference Center, and the Westin St. Francis. Since 1999, he has helped lead Kinsley Meetings, focusing on meeting and convention planning. Steve serves on the International Board of Directors of Meeting Professionals International and multiple industry advisory boards, contributing extensively to the advancement of the meetings and hospitality profession.