Cost and Safety Pressures Redefine U.S. Meetings Landscape

Rising costs and heightened safety concerns are forcing U.S. meeting planners and attendees to rethink where, how and even whether in-person events take place, according to new research from MMGY Travel Intelligence.

New MMGY Study Highlights Shifting Priorities

The 2026 Portrait of Meeting Planners & Attendees U.S. Edition, released in early March, indicates that cost pressures and safety considerations now dominate decision-making across the country’s meetings and events sector. The study, produced by MMGY Travel Intelligence, draws on responses from 300 U.S.-based meeting professionals and 1,000 meeting and conference attendees.

Financial scrutiny has intensified to the point that almost every element of a meeting is examined for value. Publicly available summaries of the research indicate that nearly two thirds of surveyed planners view travel costs to host destinations as a primary concern over the next 12 months, while attendees identify event affordability as the leading barrier to participation.

Despite these constraints, the study finds that demand for in-person connection remains resilient. A large majority of planners continue to describe face-to-face interaction as critical to achieving meeting objectives, and most expect to organize in-person events in the year ahead. Among attendees, in-person formats still rank ahead of hybrid or virtual options, underscoring the continued importance of physical gatherings even as costs rise.

Industry analysts note that the MMGY findings align with a broader trend identified in recent meetings and events pulse surveys conducted in North America, which show that higher hotel, food and beverage and audiovisual costs remain persistent challenges, while expectations for quality and impact continue to climb.

Cost Pressures Reshape Destinations and Event Design

Cost concerns are prompting planners to make more strategic choices about destinations, venues and program design. According to the MMGY research, rising transportation, accommodation and supplier expenses are leading many organizations to prioritize locations that offer clear budget predictability, bundled pricing and favorable airlift for their attendees.

Reports on the study indicate that value has overtaken headline price as the key metric. Planners increasingly seek early, transparent cost estimates and packages that reduce financial uncertainty, from hotel and meeting room bundles to inclusive food and beverage and technology options. This emphasis is influencing negotiations with hotels and convention centers, with more attention paid to total cost of attendance rather than individual line items.

The pressure on budgets is not isolated to MMGY’s respondent base. Other recent industry surveys highlight that a substantial share of planners remain dissatisfied with current cost levels and are struggling to reconcile client expectations with available funding. Rising rates for guest rooms, catering and production are encouraging tighter agendas, shorter stays and more focused content, as organizers aim to demonstrate a clear return on investment.

At the same time, some planners are exploring secondary or emerging markets where space and lodging may be more affordable, while still offering attractive experiences for delegates. However, the MMGY data suggests that the largest U.S. urban hubs, including Miami, New York and Las Vegas, continue to capture a significant share of meeting demand, particularly for large-scale events that rely on established infrastructure.

Safety and Security Become Nonnegotiable Factors

Safety considerations now sit alongside cost as a decisive factor in destination and venue selection. The MMGY study reports that a significant majority of planners view crime levels as influential in choosing where to meet, and that attendees weigh both crime and terrorism risk when deciding whether to travel for an event.

Publicly available information on the research shows that safety concerns rank nearly as high as costs as a barrier to meeting participation. Travelers and organizers are paying close attention to issues such as urban crime trends, political demonstrations and perceived social tensions when evaluating U.S. cities. This sensitivity is shaping marketing strategies for destinations that rely heavily on convention and group business.

In response, many venues and cities are emphasizing visible security measures and clearer communication of safety protocols. Industry coverage indicates that attendees want reassurance about on-site security staffing, emergency response capabilities and coordination with local services, as well as transparent information about neighborhood conditions surrounding meeting locations.

Safety priorities are also intersecting with broader traveler sentiment captured in other MMGY studies, which show that a sense of personal security and a welcoming environment are central to destination appeal for a range of traveler segments. For meetings, that translates into higher expectations for risk assessment, contingency planning and proactive messaging before and during events.

Technology and Experience Expectations Raise the Bar

Alongside cost and safety dynamics, the MMGY research highlights a growing baseline expectation for robust technology and high-quality attendee experiences. For larger conferences in particular, planners now view reliable connectivity, production capabilities and cybersecurity as essential components, not optional enhancements.

According to summaries of the study, planners are prioritizing venues that can offer strong audiovisual infrastructure, dedicated on-site production support and accessibility technologies that ensure inclusive participation. Cybersecurity has moved up the agenda, reflecting increasing sensitivity around data protection, registration systems and event apps that collect personal information.

These demands mirror findings from other recent meetings surveys, which report that even as budgets tighten, end clients continue to expect polished production values, interactive formats and seamless digital tools. The result is additional pressure on planners and suppliers to deliver more sophisticated experiences within constrained financial parameters.

At the same time, the emphasis on attendee experience documented by MMGY is encouraging more deliberate programming choices. Organizers are focusing on quality over quantity, selecting fewer but more impactful sessions, integrating networking in intentional ways and leveraging destination attributes, such as historic landmarks or local culture, to enhance perceived value without dramatically increasing cost.

Resilient Demand, but Moderating Growth

While the MMGY study confirms that in-person meetings remain central to business and association strategies, it also points to signs of moderating growth. Reports referencing the research describe an environment where meeting planning activity continues at a strong pace, but fewer professionals expect to increase their event volume compared with the rapid recovery years immediately following the pandemic.

The combination of higher operating costs, safety sensitivities and organizational budget controls is encouraging greater selectivity about which meetings move forward and where they are held. Some planners are consolidating events, shifting to regional formats or alternating between large flagship gatherings and smaller, more targeted meetings.

Other industry data sources, including annual meetings forecasts and state-of-the-industry surveys, show similar themes: a resilient but more cautious market in which cost management and risk mitigation are central to strategy. Internal corporate meetings and training programs remain a driver of demand, but external conferences and incentive trips are often scrutinized more closely for measurable outcomes.

For destinations, hotels and meeting venues across the United States, the MMGY findings underline the importance of combining competitive pricing with clear safety positioning and reliable technology. Stakeholders that can address all three concerns, while still delivering memorable in-person experiences, appear best placed to capture group business in the current cycle.