AI hesitation, shorter lead times and the Obamas: survey reveals event trends guiding planners in 2026

2 February 2026

New survey confirms organisers are juggling event planning with primary roles, as well as budgets, speed and expectations

From tighter budgets and fast turnarounds to lingering hesitation around AI, new findings from VenueNow’s Annual Outlook Survey reveal what’s shaping event planning in 2026.

The survey of 335 professionals who plan events across Australia and New Zealand, conducted in January 2026, found 87% take on event planning duties alongside their primary roles. Executive, personal and other assistants were the most common positions (35%), followed by office, administration and business support professionals (25%), and event managers and coordinators (18%).

The survey found booking lead times are set to shorten in 2026, with 85.4% indicating plans to book zero to six months out. There is a clear appetite for efficiency and practicality, with more than two-thirds of planners (76%) expecting a response from a venue within 24 hours, while 76.2% will opt to rely on the ease of in-house audio-visual providers.

At the same time, the cost-of-living crisis continues to cast a shadow. Four in 10 respondents (39.6%) cited it as the biggest trend set to impact events this year, while 65% said budget constraints have had the greatest influence on how, and where, events have been planned over the past year. When budgets do stretch, planners are clear about where they want to spend this year, with more than a third (37%) saying any additional funds would go straight to food and beverage.

Despite ongoing noise around AI in the business world, enthusiasm remains cautious when it comes to event planning. Almost half of respondents (49%) said they are unsure about using AI to support events in 2026, while 29% said they do not plan to use it at all. Data privacy concerns topped the list of reasons behind the hesitation (30%), followed by uncertainty around how to use AI tools effectively (24%).

Respondents’ choice of dream event speakers indicated a desire to engage with global communities through themes of resilience, wellbeing and leadership that resonate across generations. Barack Obama and Michelle Obama collectively garnered 24% of responses, followed by the self help Queen Mel Robbins and business leadership guru Simon Sinek.

“Our research confirms people are stretched, and there’s a real appetite for anything that saves time and makes peoples’ often-multifaceted jobs easier,” said Jake Dimarco, CEO of VenueNow.

“At the same time, the biggest trend respondents want to leave in 2025 is one-size-fits-all, cookie cutter events. These professionals want to be empowered to succeed with their output, all with the right tools in their corner.

“Filling knowledge gaps about how AI can ease processes in the events industry is a clear way forward. Used well, AI has the potential to take on time-consuming admin, from building event checklists to helping planners quickly find and compare venues, meaning people can focus on the creative side of bringing events to life.”

The Annual Outlook Survey was conducted by VenueNow in January 2026 and captured responses from planners responsible for organising small meetings, conferences, gala dinners, team offsites and Christmas parties across Australia and New Zealand.