Meetings and events remain fundamental to collaboration and relationship building. Despite the current economic challenges impacting the industry, the future of events remains secure. According to the 2025 Cvent Planner Sourcing Report for Asia, 94% of planners have a positive outlook on the events industry in Asia. Additionally, 79% expect more in-person offsite meetings, and 76% foresee more in-person onsite conferences in 2025.
This growing demand offers opportunities for both planners and venues. Effective collaboration requires identifying challenges and forming the right strategies. Here are a few report findings focusing on India that highlight planners’ concerns and suggest how venue suppliers can address these to secure more group business.
Tech Adoption Essential for Venues to Deliver Prompt, Custom RFP Responses
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. In India, 54% of planners have reported a growing dependency on technology to resend Requests for Proposals (RFPs), with most expecting responses within four days or less. However, speed alone isn’t sufficient; planners also demand customized and comprehensive proposals.
Venues facing staff shortages often experience delays in RFP responses. Conversely, those who adopt technology to automate the process can create smart, custom proposals, thereby standing out and making a positive impression on planners. RFP management software enables venues to respond more quickly with automated, detailed proposals, meeting planners’ expectations efficiently.
Comprehensive Online Profiles and Virtual Tools Essential for Attracting Planners
Planners often struggle to understand how a venue will meet their needs, with 24% in India finding it difficult to research specs, capabilities, and amenities. They spend a lot of time online using sourcing platforms, venue websites, and hotel reviews. In India, upto 90% of planners use AI (Artificial Intelligence) powered tools during the venue sourcing process. However, they still need a realistic view of the event space. Across Asia, venue images and videos (56%) and meeting room specifications (51%) are the top factors for making it to planners’ shortlists.
To attract planners, venues should keep their websites and profiles updated with comprehensive information such as above. In addition, using event diagramming tools can help planners virtually explore and visualize their space, enhancing their excitement and confidence in the venue.
Ensuring Availability and Flexibility to Attract Planners
Finding available space and dates at preferred locations is challenging. Location and date availability are two of the most critical factors for planners during their research process. In India, 23% of planners say the availability of preferred dates determines whether they submit an RFP, while 32% unavailability for preferred dates and locations also influence their decision to return to a previously booked venue.
To improve flexibility and increase response rates, planners should share their desired and backup dates in the RFP. For hotels and venues, when preferred dates are unavailable, offering alternative date ranges is beneficial. Utilizing RFP management software helps venues filter requested dates, making it easier to review and respond promptly. It’s also essential for venues to regularly update their website and listing information so planners can quickly secure available dates.
Delve into further interesting insights for India and the broader Asian region in the comprehensive report. Download full report here:
The evolving landscape of the meetings and events industry demands that venues adopt a proactive approach to meet planners’ needs. By fostering strong partnerships and clear communication with venues, planners ensure that events are not only successful but also meet the evolving expectations of attendees. Venues must embrace technology and prioritize efficient, customized communication with planners. A partnership approach between planners and venues will enable both to successfully tackle obstacles and embrace the opportunities in the ever-changing events sector.
