How Association Meeting Planners Use Creative Strategies and AI Integration to Overcome Rising Costs

How Association Meeting Planners Use Creative Strategies and AI Integration to Overcome Rising Costs

According to an Associations Now article, association meeting planners continue to face rising costs despite increased budgets. Surveyed professionals from North America and Europe noted that expenses for venues, food and beverage (F&B), audiovisual (AV) services, and ground transportation have surged by 10-30% over the past two years. These rising costs have impacted diversity, equity, inclusion (DEI), and accessibility efforts, as on-site interpreters and inclusive formats are used less frequently.

The article highlights several strategies association meeting planners employ to manage costs, such as consolidating events, reducing program days, and cutting AV expenses. Associations are also integrating leisure experiences into events by offering discounted rates for extended stays, which has become a popular attendee draw. However, inflexible contracts with hotels and venues remain a key challenge, cited by 84% of respondents.

To mitigate costs, the article suggests planners explore multi-year contracts with hotel brands and negotiate F&B costs through early payment agreements. AI tools have also gained traction, with nearly half of planners using AI, particularly chatbots like ChatGPT. However, concerns remain around privacy, security, and reliability. AI-driven accessibility tools are also gaining attention as planners explore ways to enhance inclusivity while safeguarding data. 

Overall, creative cost-saving strategies and careful AI adoption are helping planners navigate the financial pressures in today’s events landscape.