Written by Kristin Finley CMP, Sr. Director, Experiential Marketing, Verisk and Board Director, IACC Americas
As Certified Meeting Professionals (CMPs), we understand that as the global meetings industry continues to evolve, a few things are clear: expectations are higher, budgets are tighter, and the role of the meeting professional has never been more strategic.
The recently released 2025 Meeting Room of the Future Barometer by IACC offers an outlook of what’s changing and what it means for you. Now in its 10th year, the Meeting Room of the Future (MRoTF) report draws from the insights of meeting professionals from Europe and North America. It tracks key developments that are shaping how, where, and why we meet, and offers tangible direction for CMPs leading the way.
This year’s report offers the insights busy CMPs need: emerging trends, actionable insights, and critical shifts shaping the next three years of meetings and events.
Venues Must Enable Experiences, Not Just Host Them
Top Takeaway: It’s no longer just about square footage or location. CMPs aren’t just booking space, they’re curating experiences.
Venue selection is more strategic than ever. Planners ranked physical characteristics, lighting, acoustics, and flexibility higher than even educational content in determining event value. Spaces that support diverse formats, from keynotes to small-group collaboration and networking, are in high-demand. Adjustable lighting, natural daylight, flexible layouts, and beautiful, calming aesthetics now outrank traditional venue perks and are no longer luxuries. They’re expectations. We’re now in an era of spaces that must move and adapt as quickly as the agendas they host.
Action for CMPs: When sourcing, ask early about acoustics, flexible room designs, lighting controls, and collaborative spaces, not just availability and capacity. For today’s attendees, space matters, and CMPs are expected to respond with a more nuanced eye for physical detail.
F&B Is Now Strategy, Not Just Service
Top Takeaway: Planners rated food and beverage a 9/10 in importance, up from 7.9 just last year.
Breaks and meals are being reimagined. It’s no longer acceptable to offer generic menus or fixed buffets. Planners and attendees alike expect creativity, flexibility, and local flavors.
- Personalization is powerful: regional menus create a sense of place, and experiential food stations are now the #1 preferred format. But there’s a critical tension, planners want healthy and inclusive food options, but are still battling limited venue flexibility, inconsistent dietary accommodations, and high costs.
- Creative food stations, flexible break formats and outdoor spaces are becoming tools for enhancing energy and fostering human connection. Attendees are increasingly seeking meaning, not just movement, between sessions.
Action for CMPs: Food & beverage is part of the meeting strategy. CMPs should prioritize venues that offer seasonal, locally sourced menus, cater to a wide range of dietary preferences, and understand that food is more than sustenance. Build menu conversations into the sourcing process. Push venues to offer creative formats, visible nutrition/ingredient info, and truly inclusive options (without sacrificing protein).
AV & Tech: The Invisible Infrastructure That Makes or Breaks Events
Top Takeaway: Planners don’t want flashy tech. They want reliable, responsive infrastructure.
Across the board, planners expressed frustration with ongoing technology pain points: poor internet, streaming glitches, AV malfunctions, and apps that crash on-site. What’s changed is the urgency: as expectations increase, tolerance for failure has plummeted.
Top tech priorities:
- High-speed, affordable internet
- Integrated AV systems
- Hybrid-ready spaces with in-house support
- Audience engagement tools (polling, Q&A, digital signage)
Despite fewer planners using hybrid formats (42% don’t plan to livestream this year), most still expect venues to be ready to support it on demand. This “invisible flexibility” is becoming the norm, tech that’s ready without being explicitly asked for.
AI is also gaining momentum, jumping from 4% to 14% of planners calling it a “critical technology,” but it’s not yet a top implementation priority. Instead, planners want tech that works, AV teams who show up, and systems that are integrated into the room design.
Action for CMPs: Don’t assume, confirm. Even if something isn’t part of your plan today, verify what tech and support are available should things shift tomorrow. Prioritize venues with on-site AV teams, streaming-ready setups, and a track record for uptime. Push for full transparency on bandwidth guarantees and hybrid capabilities.
Sustainability and Accessibility: No Longer Extra Credit
Top Takeaway: Sustainability credentials are now differentiators, not extras. Planners want data, not just promises.
More planners are requesting sustainable catering, inclusive design, and evidence of climate accountability. Planners from Europe in particular are placing increasing emphasis on accessibility and public transport proximity in their sourcing process.
While carbon data reporting is still inconsistently provided, sustainability is a growing area of concern, and a potential competitive edge for venues that provide it.
Action for CMPs: CMPs can drive progress through procurement. Asking venues about ethical operations, carbon footprint, and food waste prevention sends a powerful signal. Ask for measurable sustainability data early and during the RFP process. IACC offers planners a free to utilize list of the questions CMPs can consider including in an RFP.
Inclusion goes beyond access ramps. Sensory-friendly spaces, unisex facilities, and neurodiverse design considerations are gaining ground. CMPs who proactively advocate for inclusive experiences will be better positioned to meet the evolving needs of multigenerational, multicultural audiences.
What Planners Want Next: The New Non-Negotiables
Looking ahead to the next three years, planners identified key priorities:
- Transparent, scalable pricing
- Integrated, reliable AV and technology
- More-flexible rooms and layouts
- Lower costs (without lesser service)
- On-site technical support as standard
Planners increasingly want venues to act as partners, not providers. This means active collaboration, transparent pricing, and a shared commitment to event success.
Bottom Line for CMPs: Embrace your influence
The expectations for meeting professionals are growing. But so is our influence. Our ability to connect priorities—location, attendee well-being, tech execution, budget management, and sustainability—is what will set us apart.
As a CMP, our expertise shapes not just events but the industry itself. Whether through venue sourcing, program design, or stakeholder education, we have the tools to drive meaningful change.
In an era where attention is limited and expectations are high, the meeting room of the future must be more than functional. It must be transformational. CMPs are uniquely positioned to lead this charge.
To explore the full IACC report, visit: www.iacconline.org/iacc-meeting-room-of-the-future
To download the IACC list of social impact questions you can consider including in your RFP, visit: https://www.iacconline.org/meeting-request-faq
Kristin Finley is Senior Director of Experiential Marketing at Verisk, where she leads the strategy and execution of high-impact event programs that connect global audiences, elevate brand engagement, and drive business growth. With over 15 years of experience, she’s known for her creative thinking, cross-functional leadership, and passion for designing experiences that connect people and purpose. She also serves on the Board of Directors for IACC Americas.