The events industry is evolving rapidly, but with shifting attendee expectations, rising costs (inflation, cross-border tariffs, supply chain disruptions, etc.), and logistical hurdles, planners are facing new and ongoing challenges. This article aims to address only some of the current pain points faced by event planners and some practical strategies to tackle them.
- Unrealistic Timelines & Supplier Delays
Event planners are increasingly pressured by clients (both internal and external) to execute high-quality events on unrealistic timelines. At the same time, suppliers are facing backlogs, staffing shortages, and supply chain disruptions are taking longer to respond, causing bottlenecks.
Consider These Potential Solutions:
- Set expectations early – educate clients on realistic lead times and advocate for a proper planning timeline
- Buffer, buffer, buffer – event planners are notorious for being proactive and managing expectations with respect to timelines is no different. Consider padding timelines for critical dependencies like venue contracts, permits, and production.
- Maintain strong supplier relationships – events require the contributions of many, which makes strong relationships integral to the process. As such, building and maintaining loyalty to reliable and aligned vendors can help you receive priority treatment when turnaround times are tight.
- Have backup options – event planners who have mastered their craft not only plan the event at hand, but a back up, and a back up for the back up plan. With this in mind, it’s necessary to create a network of alternative suppliers for key event elements.
- Rising Costs & Budget Constraints
With inflation affecting venues, catering, and labour, planners are being asked to do more with less (this is an ongoing challenge faced by the industry).
Consider These Potential Solutions:
- Negotiate early – lock in pricing as soon as possible to avoid last-minute cost increases. This goes back to a point above about managing expectations and educating stakeholders on realistic industry timelines, especially if price consciousness is a priority.
- Consider multi-year or bulk-buying contracts – for repeat venues, vendors, or key services, multi-year agreements or bulk-buying can unlock preferred pricing and reduce the time, money, and resources needed to renegotiate contracts each year or for every event (if events are held more frequently than annually)
- Leverage sponsorships – offer value-added brand integration opportunities to offset expenses and/or bring increased value to event hosts, attendees, and partner organizations.
- Prioritize high-impact areas – allocate the budget to experiences that matter most to attendees.
- AI and Tech Integration
The rise of AI-powered tools is reshaping the world, and the events industry is no exception. However, many planners are struggling to adopt these new technologies effectively.
Consider These Potential Solutions:
- Use AI strategically – like with any technology, don’t use it just to use it. Understand the challenge that AI can help you solve and go from there. For example, AI is a great tool to reduce time consuming tasks (like attendee communications) by automating repetitive tasks.
- Invest in training – as a lifelong learner I’m a proponent of regularly upskilling to stay ahead of emerging event tech. There is no shortage of free workshops, podcasts, tools, demos, that will give event professionals a good jumping off point.
- Test before going live – as with any new technology (app, registration platform, etc.) always do a trial run with new tech to avoid disruptions during the event.
- Attendee Engagement & Experience
With growing expectations, event planners must work harder to capture and retain audience attention.
Consider These Potential Solutions:
- Gamify experiences – use interactive challenges, scavenger hunts, or live polling to boost engagement.
- Personalize the journey – offer tailored agendas, incentives, breakout sessions, and AI-driven networking.
- Blend digital & physical (phygital) – use hybrid elements like AR activations or virtual engagement tools.
- Staffing Shortages & Burnout
With continued labour shortages and the demanding nature of event-related work, burnout is a real concern.
Consider These Potential Solutions:
- Automate where possible – use tech for registration, check-in, and scheduling to reduce manual work.
- Strengthen vendor partnerships – leverage trusted suppliers and freelancers to fill gaps.
- Prioritize well-being – create realistic timelines, delegate effectively, and build in downtime for you and your team.
- The Impact of Mergers & Acquisitions on the Events Industry
In recent years, the events industry has seen an uptick in mergers and acquisitions (M&A), with large agencies and vendors consolidating. While this trend presents both opportunities and challenges, it’s reshaping how planners navigate the supplier landscape and I’d be remiss not to address this trend.
Consider These Potential Challenges:
- Decreased competition – fewer independent suppliers can mean less negotiating power for planners.
- Service disruptions – mergers can bring operational changes, new policies, or even temporary lapses in service.
- Loss of personal relationships – trusted contacts may shift roles or move on from current posts altogether, requiring planners to rebuild key relationships.
Consider These Potential Benefits:
- Greater efficiencies – larger, consolidated companies often have more streamlined processes and improved infrastructure.
- Expanded offerings – mergers may bring new capabilities, bundled services, or technology upgrades that benefit planners.
- More stability – larger firms may offer more financial and operational stability, reducing risks of supplier failure.
To stay ahead, planners should closely monitor industry changes, diversify their vendor partnerships, and remain flexible when working with newly merged or acquired suppliers.
Looking Ahead
While 2025 brings unique challenges, proactive planning, strategic partnerships, and tech-driven solutions can help event professionals stay ahead. By setting realistic expectations, embracing AI, and prioritizing attendee experience, planners can continue to execute memorable and successful events.
Carly Silberstein, DES, CED, VEMM, is chief executive officer at Redstone Agency. She has years of experience leading marketing and event teams that service corporate clients, not-for-profit organizations, and professional associations in a variety of industries. She is also an active member of the Canadian Society of Association Executives (CSAE), Meeting Professionals International (MPI) and the Canadian Society of Professional Event Planners (CanSPEP).
