The Union of International Associations (UIA) conducted a survey of around 1,000 international associations on their meeting practices. The UIA has conducted similar surveys biannually since 1985 and annually since 2020. People plan meetings for more than 1,000 people. The average size of meetings planned by respondents was similar to previous versions of the survey.
Overall, the report shows that international associations are changing their approach to selecting destinations based on travel barriers and pressure to provide participants with a return on investment. It also shows that international associations are embracing new technologies, with more than half already using artificial intelligence and almost all showing certainty about hybrid meetings.
A worrying trend is that international associations are taking a more conservative financial outlook. Compared with 2023, fewer associations expect revenue to increase, and more associations express uncertainty about their economic forecasts.
The survey also revealed tensions between hospitality industry goals and academic needs. One interviewee questioned the traditional conference model, arguing that modern communication tools reduce the need for science-focused face-to-face interactions. They argue that current affairs strategies prioritize tourism over scientific communication.
destination challenge
The UIA survey highlights that barriers to international travel are a major concern for international association planners, particularly when selecting destinations and managing attendee expectations. Here are some of the issues highlighted in the report.
- Visa issues or visa-free access to conference destinations
- Complex travel booking logistics
- Demonstrate real benefits and value for money for attendees
- Attendees health and safety
- Geopolitical issues, including war and terrorism
- Schedule meetings to minimize time away from work
- Minimize the carbon footprint of travel by taking trains instead of planes and using public transport
- Provide carbon offsets
Digital transformation and hybrid strategies
The UIA survey shows that while international associations are keen to adopt new technologies, the industry is not growing rapidly. Nonetheless, the survey revealed that more than half of respondents (59%) are already using AI for automation, data analysis or improved decision-making.
Finding the right technology to support meetings will be even more of an issue than it will be in 2023, with 16% saying they have trouble finding the right technology for events, up from 11%. According to reports, good network quality and speed are also considered to be an ongoing challenge, with 18% saying this is a problem, down from 19% in 2023, but a significant improvement from 28% in 2021.
For some, a hangover from the pandemic, hybrid meetings are on the rise. More respondents are holding hybrid meetings or adding online elements to their main meetings, with 61% this year and 57% in 2023. The number of applicants increased from 28% last year to 31%. Undecided organizations saw the largest change, falling from 15% to 7%. This significant shift suggests that most people have now chosen the path forward with a hybrid meeting strategy.
