Q2 2025 Event Planning Trends and Meeting Insights from Across the U.S.

As Q2 unfolded, in-person meetings continued to thrive across the country, with professional organizations convening in cities such as Washington, D.C., Chicago, South Padre Island, Irving, New Orleans, and Bonita Springs. AMC Source was proud to support our clients in coordinating purposeful and well-executed events in each of these regions.

This quarter’s events included policy-focused forums, academic and industry conferences, and leadership gatherings of various sizes. From small team-based sessions to conferences with over 200 attendees, the quarter offered a meaningful mix of formats and audiences. While each event was unique, a few shared trends and emerging practices stood out across the board. Read on to learn more about the event planning trends our team observed in Q2 2025:

Q2 2025 Event Planning Trends Meeting Planners Should Watch

1. Technology is now fully embedded in the attendee experience

Conference apps, mobile schedules, and digital engagement tools are now standard for most meetings. Attendees expect quick access to session details, speaker bios, and venue maps. Beyond logistics, many organizations are incorporating gamification, interactive surveys, and real-time feedback tools to keep engagement high throughout the event.

2. AI is a dominant topic and a planning tool

Discussions around artificial intelligence were prevalent in keynotes, panels, and hallway conversations. Associations are exploring how AI affects workforce development, data management, and member services. Behind the scenes, some planners are also using AI tools for session scheduling, speaker management, and personalized communications.

3. Vendor and sponsor booths are embracing tech-forward approaches

Exhibitors are rethinking how to stand out. Some are using QR-based interactions, augmented reality demos, and branded charging stations to attract attendees. High-tech giveaways and sponsored app integrations are increasingly popular.

4. Attendees value flexibility and shorter content formats

Micro-sessions, quick-hit workshops, and peer-driven roundtables remain in demand. Meeting planners are curating content to match shorter attention spans and to allow for more informal networking throughout the day.

5. Location continues to influence experience

Urban hubs like Chicago and Washington, D.C. continue to draw professionals due to accessibility, while destination settings like Bonita Springs and South Padre Island are proving effective for fostering focus and connection in a more relaxed setting.

Looking Ahead

As we close out Q2, we are seeing strong momentum across the association meetings landscape. Meeting planners who lean into intentional technology use, content agility, and strategic site selection are well-positioned to deliver impactful experiences. We look forward to supporting our clients in the quarters ahead as they continue to innovate and lead.