Here are some sourcing trends meeting and event planners can expect will be in play as we round the corner into 2026.

 Hotel and venue sourcing, always a key meeting component, is more critical to the success of an event now as planners seek venues that will spark the creativity and connections today’s attendees demand. However, meeting and event budgets aren’t rising as fast as attendee expectations, which puts planners under even more pressure to find spaces that deliver the connection, creativity and operational ease they’re looking for.

To get a better perspective on how sourcing behaviors are changing and what planners need to know now, Cvent, in partnership with Censuswide, has released its 2026 Global Planner Sourcing Report. The report, based on a survey of 1,650 planners across six global regions, provides insights into what hotels and venues need to know to stand out in today’s market, as well as what planners need to know to navigate the coming year.

The bottom line: Planners are rapidly evolving, using AI tools for sourcing, demanding more flexible venues, planning to use smarter tools and more strategic decision-making, and having an even sharper focus on attendee engagement.

Engagement Outranks Growth

Planners are shifting from an era of rapid event expansion to one of intentional design. While last year nearly 90% expected increases in in-person events, only 70% say the same for 2026. Instead, the priority has moved to creating events that feel meaningful, connective and worth the trip.

Attendee engagement and satisfaction have overtaken cost management as the top KPIs. That means planners are looking for:

• Networking-friendly layouts

• Spaces that support immersive or experiential programming

• Integrated F&B that enhances, rather than interrupts, the attendee journey

• Locations near culture, entertainment or unique experiences

The trend is unmistakable: quality over quantity — with a premium placed on designing moments that matter.

Technology Helps…Until It Doesn’t

Planners rely heavily on digital tools and sourcing platforms for the speed and plethora of options they provide, but a growing number say those tools still create friction. Although AI has become a mainstream part of the process — three-quarters use it today and most plan to expand that use — technology overall hasn’t yet eliminated all those bottle necks and time drains.

While almost half, 43%, use AI for finding and selecting venues, nearly 60% said they still spend five hours or more using sourcing tech for each event. Another 30% said they spend six to 10 hours in tech time for each event they plan.

For planners, the tension is clear: Technology should make sourcing easier, not more complicated. With more than 60% saying they plan to up their use of AI even more next year, AI-enhanced search, structured data and responsive platforms will become key differentiators in the coming year.

Budgets Rise — But So Do Costs

Even with budgets increasing at about the same pace as costs (both up roughly 20% year over year for most planners), the squeeze is real. Planners are actively looking for ways to create value without compromising the experience, including cool networking-friendly spaces, integrated F&B and unique and interesting venues.

Strategies include:

• Exploring alternative or special-event venues

• Negotiating smarter packages with hotels

• Prioritizing elements that improve engagement rather than superficial add-ons

The mandate is clear: Spend smarter, not necessarily more. And, in case you were in doubt, this is still a relationship business. With staffing gaps still affecting many venues, planners are leaning heavily on trusted vendors for AV, production, technology and experience design. Reliable partners are becoming even more central to event success.

Structure Matters: Defined Sourcing Processes Are Becoming Non-Negotiable

Ninety-seven percent of planners say they save both time and money by using a structured RFP and sourcing process. They say that the standardization allows them to compare venues quickly, evaluate tradeoffs clearly, and reduce unnecessary back-and-forth.

This shift toward process discipline — supported by digital RFP tools — means planners can make higher-quality decisions faster, even with smaller teams.

RFP Tools and AI Are Now Core Workflow Essentials

Online RFP tools, and AI, used by 96% of those surveyed globally, are increasingly being integrated into the workflow to increase efficiency and streamline the process. Planners use AI to:

• Compare bids

• Match venues to attendee needs

• Optimize RFP creation

• Analyze historical data

Responsiveness, a longstanding challenge, matters more than ever now that planners have these tech tools. The report found that most planners expect replies within four business days for larger programs, and they want even quicker turnarounds for smaller programs. In a competitive landscape, speed is strategy.

Flexible, Unique, Experience-Forward Venues Are Surging

Special event venues are now nearly as common in the sourcing mix as hotels as planners look for venues with flexible layouts, interesting amenities and opportunities to connect attendees to the local culture and community. Planners increasingly favor spaces with:

• Flexible layouts

• Architectural or cultural character

• Built-in opportunities for immersive programming

• Strong culinary identity

Experiential design isn’t a trend — it’s the new baseline.

Looking Ahead: Faster, Smarter, More Human

The 2026 sourcing landscape blends digital acceleration with a renewed focus on human connection. Planners are embracing AI, structured processes and flexible venue models, but the ultimate goal remains unchanged: to deliver experiences that bring people together in meaningful ways.

For planners, the value of this year’s data is clear — invest in the tools, partnerships and venue types that support creativity, speed and engagement. The industry may be shifting, but planners are well-positioned to lead the evolution.

For the full survey results, go to cvent.com.

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