News and Insights
Ensuring Sustainability, Accessibility, Cost Efficiency and Safety: Key Priorities for Meeting Planners Revealed in FINN Partners’ Latest Study
July 18, 2024
What really matters to meeting planners?
Recently, we conducted comprehensive interviews with more than 100 corporate, association, and incentives meeting planners across the United States. Our study, utilizing Glimpse‘s advanced data quality platform, has provided valuable insights into the key factors that influence the selection of meeting destinations, as well as the expectations and outcomes sought by planners.
Key Findings from the Study
- Accessibility and Inclusivity Accessibility and inclusivity emerged as the top priorities for meeting planners. Ensuring that events are accessible to all attendees, including individuals with disabilities, is seen as essential. One planner noted, “Accessibility for all people should be innate within any event.” Planners are keen on selecting destinations that prioritize inclusivity and provide a comfortable experience for everyone.
- Cost Efficiency Affordability remains a significant consideration, with planners seeking destinations that offer value for money. This includes finding cost-effective solutions that do not compromise on quality, making budget management a critical factor in destination selection. As one respondent shared, “It was centrally located for everyone traveling and in a mid-sized town that was very accommodating. This helped us manage costs effectively.”
- Safety and Comfort Safety is paramount for meeting planners. They are increasingly focusing on destinations that provide a secure environment and ensure the comfort of all participants. Enhanced safety measures, especially in the wake of the pandemic, are a major consideration. “The location provided safety and comfort. Whenever people are in a safe environment, they tend to engage more and feel at ease,” explained one planner.
- Desired Outcomes from Event Locations Meeting planners aim to create environments that foster attendee satisfaction, engagement, and positive overall experiences. This includes providing high-quality accommodations, available technology, and thoughtful amenities. Additionally, planners emphasize community involvement and inclusivity, seeking destinations that support local communities and offer inclusive experiences. One planner remarked, “I planned an outdoor family gathering event for my employees. The location was an important factor because most of the employees have kids, and we needed to have fun while managing family needs.”
- Business and Networking Opportunities Successful events are those that facilitate effective communication, team building, and the fostering of new business relationships. Locations that enhance networking opportunities are highly sought after, as they contribute to the overall success of the event. A planner shared, “The pavilion we used after the tournament for the fish fry and awards ceremony was rather large and fit everyone comfortably. This allowed for excellent networking opportunities.”
- Incorporating Sustainability in Event Planning As the priorities of meeting planners evolve, sustainability has become an increasingly important consideration. While not specifically ranked in our survey, sustainability measures frequently appeared in open-ended responses, highlighting the growing emphasis on environmentally responsible practices.
Many planners are now seeking destinations that demonstrate strong sustainability programs. One planner remarked, “We are more likely to choose destinations that have strong sustainability programs in place.” This sentiment reflects a broader trend within the industry, where reducing the environmental impact of events is becoming a key factor in destination selection.
In addition to environmental benefits, planners recognize that sustainability can enhance the overall attendee experience. “Our attendees appreciate knowing that the event is being held in a destination that values sustainability,” noted another planner. This approach not only aligns with corporate social responsibility goals but also appeals to attendees’ values, contributing to a positive and engaging event atmosphere.
Ranking of Key Factors in Destination Selection
Our survey included a ranking question where meeting planners were asked to rank the importance of various factors when selecting a meeting destination. Here are the results:
Conclusion
The findings from our study highlight the evolving priorities and expectations of meeting planners. Accessibility, cost efficiency, safety, and sustainability are at the forefront of their considerations when selecting a meeting destination. Additionally, providing a positive and engaging experience for attendees, while ensuring inclusivity and community involvement, are critical outcomes sought by planners.
At FINN Partners, we are dedicated to helping our clients navigate these priorities and achieve their goals. By understanding the key factors that drive decision-making in the meetings and events industry, we can provide tailored solutions that meet the needs of our clients and their stakeholders.
POSTED BY: Barry Reicherter
