• September 30, 2025

New report reveals regional divide in event budgets

New report reveals regional divide in event budgets

New report reveals regional divide in event budgets 1024 683 micebook.

Global DMC Partners’ (GDP) latest Q3 2025 Meetings & Events Pulse Survey reveals uneven budget trends across regions, with planners in the U.S. and Canada seeing more increases than cuts, while international markets report the reverse.

In the U.S. and Canada, 33 percent of planners reported budget growth compared to 19% experiencing cuts, whereas internationally 32 percent reported cuts and only 18 percent saw gains, highlighting how unevenly global markets are feeling the squeeze.

Overall, almost half of respondents (48 percent) report flat budgets, in line with last quarter. Encouragingly, more planners are seeing increases (30 percent this quarter versus 25 percent last quarter), though 22 percent still face decreases, holding steady compared to the previous survey.

The biggest hurdles remain familiar: higher costs, tighter budgets, and limited hotel availability.

Rising costs across the board

When it comes to hotels and venues, costs dominate the conversation. Over 70 percent of planners say they face higher accommodation rates “most” or “all of the time,” with F&B and A/V prices also taking a toll. Add rigid contracts, hidden fees and long response times, and planners report mounting frustration — especially with resort fees, service charges and mandatory in-house A/V.

Airfare is also climbing — 32 percent of respondents now cite 11 to 20 percent increases, up from 26 percent last quarter. With nearly all categories trending upward, the pressure to deliver high-quality programs on stagnant budgets is sharper than ever.

To stay ahead of rising expenses, planners are adopting a range of cost-management tactics. Top strategies include:

  • Cutting back on A/V (51 percent at least sometimes)
  • Shifting to second- or third-tier destinations (49 percent sometimes)
  • Contracting earlier (43 percent sometimes, 26 percent most of the time)

Regional approaches differ; U.S. and Canadian planners are more likely to trim A/V and use car-share transfers, while international planners extend leisure time or shorten program days to manage spend.

Attendee numbers & engagement

Attendance remains steady for many planners: just over half (51 percent) report flat numbers year-over-year, while 26 percent see declines and 22 percent note increases. The most common drivers of declining numbers are tied to economic headwinds, with budget cuts and company travel restrictions cited by more than three-quarters of respondents, followed by economic uncertainty and rising travel costs.

To keep audiences engaged, planners are doubling down on networking, content, and unique experiences. Strong programming, including keynotes, breakouts, and roundtables, remains the top draw, followed closely by destination activities and creative event activations. Respondents emphasised that content must feel worth the trip, while early communication and standout marketing build anticipation.

Destinations & lead times

When choosing destinations, the top criteria are costs (accommodation, F&B, airfare), quality of the property/experience, and flight availability.

Incentive programs demand longer lead times: 41 percent are planned 10 to 12 months in advance, and another 25 percent begin 13 to 24 months out. By contrast, meetings and conferences are planned on tighter windows, with nearly half falling into the four- to nine-month range. Planners flagged the tension between “ideal” versus “real” timelines and cited the critical role DMCs play in bridging the gap when plans shift.

Lead times for destinations, hotels, and venues are similar, with about a third of planners reaching out 10 to 12 months in advance. DMCs, however, are often engaged later, with 27 percent of planners contacting them seven to nine months out. Respondents noted the advantages of looping in DMCs early for site selection and destination sell-in, but also their indispensable role in last-minute pivots.

 

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