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The corporate events industry has evolved rapidly over the past few years, and 2025 is no exception. Today’s event planners are more strategic, more time-conscious, and more focused on experience than ever before. At Match My Venue, we work with companies of all sizes — from global brands to independent agencies — and we hear the same challenges and preferences repeatedly.
So, what do corporate event planners really want from venues in 2025? In short: speed, flexibility, transparency, sustainability, and service. Here's what venues need to know to stay relevant and in demand this year.
1. Fast Responses and Clear Communication
Speed is critical. With shorter lead times becoming the norm, planners don’t have time to wait a week for basic information. Whether they’re organising a last-minute leadership summit or sourcing a space for a product launch with just weeks to spare, they expect quick turnaround times.
Venues that respond promptly with accurate availability, transparent pricing, and a clear point of contact are far more likely to be shortlisted. Corporate clients value efficiency, and that starts with the first enquiry. Automated replies are fine — as long as they’re followed up with real answers within 12–24 hours.
💡 Tip for venues: Have templated responses ready, but always tailor them slightly to the enquiry. A friendly, informative email will always stand out.
2. Transparent Pricing and Flexible Packages
Gone are the days of hidden costs and complicated rate cards. Today’s planners want upfront, all-inclusive pricing that reflects the full cost of their event — with no surprises down the line.
Whether they’re working with procurement teams or tight budgets, planners need to see the full picture fast. Many now also require flexible cancellation terms and the ability to hold dates without financial commitment while awaiting internal approvals.
Additionally, the market has shifted toward modular pricing — with options for dry hire, partial packages, and add-ons. Flexibility wins.
💬 “If I have to chase a venue three times just to get a cost breakdown, I move on,” one client recently told us. “I need clarity, not complications.”
3. Sustainability That’s More Than a Buzzword
Corporate event planners are under growing pressure to meet ESG and sustainability goals. That means venues must do more than just mention LED lights or recycling bins.
Planners in 2025 are asking about:
Carbon footprint data
Sustainable catering and sourcing
Public transport access
No single-use plastics
Digital signage over printed materials
Venues that can demonstrate genuine environmental credentials — or who work with eco-conscious suppliers — are far more likely to be selected.
✅ If your venue has green certifications, solar energy, or food waste policies, don’t bury the information. Make it front and centre in your proposals.
4. Seamless Tech and AV Infrastructure
Whether it’s a boardroom briefing or a full-scale conference, tech must just work. Corporate planners expect venues to offer:
Reliable Wi-Fi (with upload/download speeds available upfront)
Built-in screens and projectors
Quality audio systems
Hybrid event support (when needed)
While hybrid events are less dominant than they were in 2022–23, many corporate planners still want the option to record sessions, stream them internally, or provide AV flexibility.
And it’s not just about equipment — it’s about support. Venues with in-house tech teams, or reliable recommended suppliers, make life easier for everyone.
People want to know the cost of the tech upfront and not have to contact multiple companies to be able to figure out what the cost already in the room is going to be. Models which have tech included within their hire fees are better placed to win business over venues that you have to email another company to find out further information.
5. Flexibility Around Suppliers and Branding
Brand experience is more important than ever. Many planners want the freedom to bring in their own caterers, AV teams, stylists or production partners — especially for larger events. Venues with rigid supplier lists or high corkage fees risk losing business.
Equally, branding opportunities are a major selling point. Planners are increasingly asking:
Can we use our own caterer
Can we brand the entrance?
Are there digital screens we can use?
Is there flexibility on furniture and layouts?
Can we wrap walls or use floor decals?
Venues that allow planners to make the space their own — visually and operationally — are in high demand.
6. Great Transport Links and Accessibility
Location still matters — but accessibility matters more. Venues that are close to major transport hubs, well served by public transport, and easy to reach for both local and international guests are the top choice.
Event organisers are also more focused on accessibility for all guests, including:
Step-free access
Lift availability
Accessible toilets
Hearing loops or assistive tech
If your venue isn’t easy to get to — or lacks inclusive access — you’ll likely fall off the shortlist.
7. Service and Staff That Go the Extra Mile
It might sound obvious, but people still make the biggest impact. A stunning venue with poor service will rarely see repeat business.
Corporate planners are often juggling multiple stakeholders, senior execs, and brand reputation. They need venue teams who are:
Responsive
Solutions-focused
Calm under pressure
Willing to adapt to last-minute changes
Having a dedicated point of contact who truly understands corporate expectations is a huge plus — especially for multi-day or high-value bookings.
💬 “I’ll book the same venue again and again if the team is proactive and makes me look good in front of my directors,” one planner told us.
8. Proven Track Record and Professionalism
In 2025, trust is everything. Planners are more cautious about who they work with, especially when budgets are tight and expectations are high.
Venues with a clear track record in corporate event delivery — supported by case studies, testimonials, or client references — stand out from the crowd. It’s no longer just about aesthetics; it’s about confidence that the venue can deliver, every time.
This is first judged on how the sales team respond and how easy it is to get an answer. The current trend of venues removing their phone numbers from websites and email signatures is costing venues business. If I cannot pick up a phone and speak through the enquiry with the venue then I won't submit an RFP to the venue.
Final Thoughts: It’s About Partnership, Not Just Space
The venues that are winning business in 2025 aren’t just beautiful — they’re collaborative. They don’t just rent space; they partner with planners to make events a success.
At Match My Venue, we help clients navigate the process quickly and confidently, matching briefs with venues that understand what corporate event planners truly need. If you’re a venue looking to stand out, start by listening — because planners aren’t just looking for a place, they’re looking for peace of mind.
