Cvent, an industry-leading meetings, events and hospitality technology provider, has released the 2025 edition of its Cvent Planner Sourcing Report, Middle East and Africa region, citing positive momentum across the MICE industry in the region despite challenges like rising costs, budget constraints and time management.
The report, which also suggests how hotels and venues can address these challenges and aims to help hospitality professionals attract more corporate events by understanding planners’ challenges, preferences and sourcing trends.
According to the survey results, 93 per cent of planners have a positive outlook on the events industry. Digital communication is now the primary method for sourcing, selecting venues, and event planning. Planners increasingly leverage technology and expect their collaborating venues to do the same. 43 per cent of planners depend more on technology for unique RFPs, and 22 per cent use it to resend them. Most (89 per cent) want responses within four days but also require detailed and tailored proposals.
Planners spend much time online using sourcing platforms, venue websites, and hotel reviews. 77 per cent use Artificial Intelligence tools for venue sourcing but still need a realistic view of the event space. For 49 per cent of planners submitting an RFP depends on venues’ images and videos, 48 per cent look for peer reviews, ratings, and testimonials; venue floor plans and diagrams (46 per cent), and being able to take a 3D tour of the event space (35 per cent). To attract planners, venues should keep their websites and profiles updated with comprehensive information.
Gokul Bajaj, Cvent AVP of Sales and General Manager – Dubai, said: "It's incredible to witness the shift towards extensive use of technology by both planners and venues. The integration of Artificial Intelligence is a game-changer, simplifying the process and enabling planners to quickly identify suitable venues and focus on delivering exceptional attendee experiences, which are crucial for event success. Cvent’s planner sourcing report provides essential insights into regional challenges and opportunities, helping planners and venue suppliers stay ahead and collaborate more effectively."
The report also lists the top venue types this year including convention centres (44 per cent), restaurants (44 per cent), colleges and universities (36 per cent), art galleries (28 per cent), bars and nightclubs (28 per cent), and theatres (26 per cent). Planners attribute the popularity to flexible spaces, cost and attendee experience and unique amenities. Location and date availability are crucial for planners. 27 per cent say location influences RFP submission the most, while 22 per cent prioritise date availability.
25 per cent of planners prioritise sustainability for 2025, seeking venues with energy-efficient practices and sustainability education. Additionally, planners search for venues that support local initiatives on environmental and social causes (33 per cent), reduce and recycle waste (31 per cent), advertise their industry recognition for eco-friendly practices (27 per cent), source food from local farmers (27 per cent), conserve water (25 per cent), utilise public transportation or electric vehicles (24 per cent), and invest in carbon offsetting (19 per cent).
The report also highlights that of planners agree that measuring an event’s success is a combination of positive attendee feedback, attendee engagement (28 per cent), and event ROI (25 per cent). 28 per cent of planners say that poor attendee experience would deter them from returning to a venue in the future. And 41 per cents believe that poor attendee experience is the biggest impact of venue and hotel staffing shortages.