What will meeting rooms need to deliver as in-person events continue to rebound? How are planners rethinking technology, space design, and experience creation after years of disruption? And what do today’s priorities reveal about what the “meeting room of the future” actually looks like?
Find the answers to those questions and more in the IACC Meeting Room of the Future Barometer report from the International Association of Conference Centres (IACC).
For those in the meetings, events, and venue management industry, this report offers a detailed snapshot of how professional meeting planners across Europe and North America are adapting to a post-pandemic landscape.
Drawing on insights from more than 200 planners, the research highlights a decisive shift toward experience-centric design, flexible spaces, dependable technology, and venues that act as true partners rather than passive hosts.
Six Key Findings About the Meeting Room of the Future
Here are six specific findings from the report’s authors.
1. Experience creation has overtaken content as the primary driver of meeting value.
One of the most striking findings in the report is the continued rise of “experience creation” as a central responsibility for meeting planners. While educational event content remains important, planners increasingly rank physical space, food and beverage, and overall atmosphere as the strongest contributors to meeting success.
In fact, venue physical characteristics and food and beverage offerings now outrank educational content as the most important aspects of meetings globally.
This shift reflects a broader realization: content alone is no longer enough to draw people together in person. Planners are designing meetings that stimulate creativity, foster connection, and leave a lasting emotional impression—something digital formats struggle to replicate.
The meeting room is no longer just a container for presentations; it has become an active ingredient in achieving outcomes.
2. Flexible, sensory-aware spaces matter more than ever.
Across regions, planners consistently emphasized the importance of flexible layouts, adjacent networking spaces, lighting, acoustics, and air quality. Flat-floored rooms that can be reconfigured throughout the day remain the most preferred meeting room type, while static auditoriums and windowless rooms continue to fall out of favor.
Notably, lighting has evolved from a functional necessity to a strategic design tool. Respondents increasingly value natural daylight, warmer tones, and dimmable systems that support different phases of a meeting, from focused work sessions to collaborative workshops and informal networking.
These design choices directly influence creativity, productivity, and how delegates interact with one another.
3. Technology expectations are narrowing…but becoming non-negotiable.
While the industry once raced to adopt every new event technology, planners are now more selective. Affordable, high-speed wireless Internet stands far above all other technologies as the most critical requirement for the next three years. Data security, interactive tools, and streaming support remain important, but none rival the foundational need for reliable connectivity.
Interestingly, confidence in hybrid events has softened. More planners plan to reduce or eliminate streaming at their events compared to 2023, citing technical failures and poor engagement among remote audiences. The report makes clear that hybrid meetings require thoughtful design and dedicated support—not just “turning on the technology.”
Venues that offer integrated, on-site AV expertise are best positioned to meet these expectations.
4. Food and beverage have become a strategic experience lever.
Food and beverage have always mattered in meetings, but the report confirms it is now viewed as a core element of experience design. Planners rated food and beverage as a key part of the meeting experience higher than in any previous edition of the study.
Beyond quality, planners increasingly value local sourcing, seasonality, dietary inclusivity, and creative presentation. There is growing demand for healthier offerings, plant-forward menus, and continuous refreshment formats that support energy levels throughout the day.
When thoughtfully designed, food becomes a tool for well-being, engagement, and cultural connection, not just a logistical service.
5. Sustainability expectations are rising…but data gaps remain.
Ethical and sustainable venue sourcing continues to influence decision-making, with accessibility and proximity to public transportation ranking as the most important social responsibility credentials.
Climate policies and sustainable catering practices remain important, particularly in Europe, but relatively few planners currently request detailed carbon footprint measurements during venue evaluations.
The report highlights a growing frustration with inconsistent sustainability data across venues. As expectations shift toward transparency and measurable impact, venues that invest in real-time reporting and credible sustainability frameworks will be better positioned to earn trust and repeat business. Sustainability is no longer a “nice to have.” It is emerging as a competitive differentiator.
6. Planners want venues to act as partners, not just providers.
Looking ahead, planners are clear about what they want more of: transparent pricing, better-integrated technology, flexible rooms, and stronger on-site support. Many are also increasingly willing to outsource elements such as transportation, housing management, event technology, and hybrid services to lighten their workload.
This reflects a broader shift in the planner-venue relationship. Venues are no longer evaluated solely on physical assets; they are judged on responsiveness, expertise, and their ability to adapt in real time. Those that can anticipate needs and act as extensions of the planning team are best aligned with the future direction of the industry.
Final Thoughts on the Meeting Room of the Future
Taken together, the findings in the IACC Meeting Room of the Future Barometer report paint a clear picture of an industry in transition. For today’s meeting planners, success depends less on novelty and more on reliability, flexibility, and intentional experience design. In-person meetings are back—but they must justify the time, travel, and investment by delivering meaningful connection, comfort, and outcomes.
For venues, suppliers, and industry partners, the message is equally clear: the meeting room of the future is not defined by one technology or trend, but by how well space, service, food, and support come together to serve human needs. Those who embrace this holistic, experience-driven approach will be best positioned to thrive as the meetings industry continues to evolve.
ChatGPT assisted with drafting this post.
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