Procurement Market Intelligence Report
Conference Planning Services
Sourcing Guide & Market Intelligence
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Conference Planning Services Global Overview
Definition
Summary
Conference planning services refer to services provided by event planning agencies to plan and execute conventions, trade shows, and other large-scale business events on behalf of the entity hosting the event. Specific services include budget management, speaker and topic research, venue research and booking, catering, event staffing, and audiovisual production.
This Report Includes:
- Corporate Events
- Charity Events
Not in this Report:
- Private Events
- Event Management Software
Global Conference Planning Services Procurement Trends
Discover the top international trends affecting procurement in the global Conference Planning Services market.
Neutral
Inflation climbs above 3.0% for the first time in seven months
- In January, the Consumer Price Index (CPI) 12-month inflation rate, the most commonly used measure of inflation, rose by 0.1% to 3.0%, the highest it has been since June 2024.
- This uptick in inflation follows cuts to interest rates which may have added to consumer demand, fueling higher consumer prices.
- Additionally, the threat of impending tariff hikes has driven preemptive stockpiling by importers, adding to demand and price growth across a range of industries in the United States.
- While inflation is still low relative to previous years, sustained recent increases in inflation and the potential effects of tariffs, such as the recently implemented 10.0% on all Chinese goods, mean prices are still rising at a faster-than-normal pace.
Global Conference Planning Services Market - Suppliers by Region
| Country/Region | Number of Suppliers |
|---|---|
| #1 China | 7,925 |
| #2 Europe | 7,335 |
| #3 United States | 5,635 |
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2
Geography Drilldown - US, Canada & Europe
Average Cost of Conference Planning Services
United States
2026 Market Pricing$15.00 to $XXX.XX
per hourCanada
Europe
Average Price
Prices in the Conference Planning Services market range from $15.00 to $XXX.XX, depending on Event Size, Scope of Services, Supplier Expertise, Contract Duration and Location. For example, lower prices are associated with Small spaces ($15 to $105 per hour) and Less attendees (e.g., 50-200) ($15 to $120 per hour), whereas higher prices are associated with Large spaces ($75 to $250 per hour) and More attendees (e.g., 500+) ($75 to $250 per hour).
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Between our Europe and Canada collections, we provide price data for 350 markets so you can instantly compare prices across borders. Or, use our custom research services for intel on prices in any region across the globe.
Conference Planning Services Category Price Trends
Pricing trends are indicated by the compound annual growth rate (CAGR) during a set period of time. For the Conference Planning Services market, prices in the US have grown 3.2% from 2022 to 2025. and +0.6% in Europe.
United States (2022-2025)
Canada (2016-2019)
Compound Annual Growth Rate
Europe (2022-2025)
Compound Annual Growth Rate
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Price trend forecasts are available to subscribers, along with price driver projections and forward-looking cost structure data.
Cost Analysis - Total Cost of Ownership for Conference Planning Services
Total cost of ownership is Low in the Conference Planning Services market. The average cost of ownership differs depending on the contract but generally includes costs negotiated before the contract begins, costs billed during the contract period and unforeseen costs. For example, unforeseen costs in the form of Cancellations may raise the total cost of ownership unexpectedly.
Negotiated Before
Customization
Billed During
Inspections
Unforeseen
Cancellations
Buyer Power in Procurement Negotiations
In 2026, buyer power amounts to -1.3 in the United States. Buyer power is most positively impacted by Recent Price Trend. It is most negatively impacted by Market Share Concentration. Subscribers can access details on eight other factors that impact buyer power. Learn more
United States
Canada
Europe
Buyer power forecasts: your glimpse into the future
Develop strategies for the upcoming year and identify unforeseen opportunities for buying now
- Actionable "Buy Now" and "Buy Later" insights
- Near-real-time updates to current and forecast Buyer Power Scores
- Methodology and weightings for Buyer Power Score Components
Supply Chain Risk
The average level of supply chain risk is assessed as High, which has a negative impact on buyer power. The level of supply chain risk is affected by industry volatility, barriers to entry, competition, import penetration, regulation and industry financial risk. Buyers in this market can mitigate procurement and supply chain management risks by monitoring risk levels for individual first and second tier suppliers:
1st
Tier Suppliers
- Hotels & Motels
- Audio & Visual Equipment Rental Firms
- Computer & Packaged Software Wholesalers
- Performers & Creative Artists
2nd
Tier Suppliers
- Janitorial Service Providers
- Audio & Visual Equipment Manufacturers
- Computer Manufacturers
- Software Publishers
Biggest Conference Planning Services Suppliers in the US by Revenue
The largest Conference Planning Services vendors by revenue in the US are CWT Global B.V., Travel Leaders Group, Llc and Wonderland Events Limited. Subscribers can sort and filter by market share concentration, profit level and other factors. Learn more
| Supplier | Operational Size | Headquarters | Number of Employees | Market Share (%) | Market Share Performance (3yr trend) | Total Revenue ($ million) | Profit Level (%) | Risk Level |
|---|---|---|---|---|---|---|---|---|
| Viad Corp | International | SCOTTSDALE, AZ | 1,001-10,000 | 5-10 | ||||
| CWT Global B.V. | Global | Minneapolis, MN | >10,000 | < 5 | ||||
| Travel Leaders Group, Llc | International | New York City, NY | 1,001-10,000 | < 5 | ||||
| Wonderland Events Limited | Global | London, UK | 25-50 | < 5 | ||||
| Eventive Marketing | National | Markham, CA | 25-50 | < 5 | ||||
| George P. Johnson Company | Global | Auburn Hills, MI | 1,001-10,000 | < 5 | ||||
| Ita Group, Inc. | Global | West Des Moines, IA | 501-1,000 | < 5 | ||||
| Rafanelli Events | Regional | Boston, MA | 25-50 | < 5 | ||||
| Bishop-McCann LLC | National | Kansas City, MO | 51-100 | < 5 | ||||
Looking for a list of suppliers by country?
Subscribers can access vendor information on Canadian and European suppliers, too. We also offer custom research services to help with vendor sourcing anywhere in the world.
Profit Analysis
The average profit margin across vendors in the Conference Planning Services market is 9.7% and steady. Profit levels shift depending on suppliers' spend on wages, purchases and overhead. The highest cost component for vendors is Purchases. The cost trend for this component is falling, when considering movement between 2025 and 2026. To understand cost forecasts for 2027 and uncover the implications on profit, start your subscription. Learn more
Vendor & Supply Chain Analysis
The intense market competition, combined with vendors' low and falling profits, is the primary reason for the average vendor's moderate level of financial risk.
The market for conference planning services is highly fragmented and competitive due to the low barriers to entry; there are no specific licenses or certifications that a conference planner must obtain before entering the market. Instead, the qualifications for becoming a conference planner are superior organizational skills and relationships with service contractors such as venues, speakers, and audiovisual technicians.
Suppliers of conference planning services and members of their supply chain are subject to high risk. Supply chain disruptions can cause extreme delays for this market.
The United States is a net importer of computers, meaning it imports more computers than it exports. Reliance on imported computers may mean increased procurement costs for conference planning firms, although computers don't play a significant role in market prices.
Supplier Information
Viad Corp
Viad Corp is a public company operating internationally in the administration, business support and waste management services sector. The company's offerings include conference planning services. Founded in 1926, the company is currently headquartered in PHOENIX, Arizona, United States of America with an Subscribe to learn more
Bishop-McCann LLC
Bishop-McCann LLC is a private company operating nationally in the administration, business support and waste management services sector. The company's offerings include conference planning services. Founded in 1997, the company is currently headquartered in Kansas City, Missouri, United States of America... Subscribe to learn more
CWT Global B.V.
Global Business Travel Group, Inc. is a B2B travel platform operator under the American Express Global Business Travel brand. It provides a full suite of technology-enabled solutions to business travelers and business clients, suppliers of travel content, and third-party travel agencies. It provides travel... Subscribe to learn more
Eventive Marketing
Eventive Marketing is a private company operating nationally in the administration, business support and waste management services and other services (except public administration) sectors. The company's offerings include party & event planning services and conference planning services. Founded in 1999, the... Subscribe to learn more
George P. Johnson Company
George P. Johnson Company is a private company operating globally in the administration, business support and waste management services sector. The company's offerings include conference planning services. Founded in 1914, the company is currently headquartered in Auburn Hills, Michigan, United States of Subscribe to learn more
Ita Group, Inc.
Ita Group, Inc. is a private company operating globally in the administration, business support and waste management services sector. The company's offerings include conference planning services. Founded in 1963, the company is currently headquartered in West Des Moines, Iowa, United States of America with... Subscribe to learn more
Meetings & Incentives Worldwide Inc.
Meetings & Incentives Worldwide Inc. is a private company operating internationally in the administration, business support and waste management services sector. The company's offerings include conference planning services. Founded in 1967, the company is currently headquartered in Caledonia, Wisconsin, United... Subscribe to learn more
Rafanelli Events
Rafanelli Events is a private company operating regionally in the administration, business support and waste management services and other services (except public administration) sectors. The company's offerings include party & event planning services and conference planning services. Founded in 1996, the... Subscribe to learn more
Travel Leaders Group, Llc
Travel Leaders Group, Llc is a private company operating internationally in the administration, business support and waste management services sector. The company's offerings include conference planning services and corporate travel services. Founded in 1996, the company is currently headquartered in New Subscribe to learn more
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Procurement Management KPIs for the Conference Planning Services Market
Managing vendor performance throughout the contract period is easier when tracking specific key performance indicators (KPIs). For example, buyers should monitor Customer Satisfaction (CSAT) and Net Profit (and %). Buyers may experience better performance throughout their contracts if they establish service level agreements (SLAs) based on Pricing and other factors.
| KPI | Level of Importance (1-5) | Measurements | Key Considerations |
|---|---|---|---|
| Customer Satisfaction (CSAT) |
|
Number of positive customer responses Number of customer responses |
Customer satisfaction represents customers' overall satisfaction with a company and can be used to determine a supplier's reputation. Given the attendee-centric nature of conferences and other events, customer satisfaction is one of the most critical metrics for buyers to track. |
| Net Profit (and %) |
|
Total revenue Total expenses |
The net profit represents a company's profit after deducting the cost of providing goods and services, and any additional business expenses. Buyers should attempt to track a supplier's net profit, or at least inquire about the health of a supplier's profit margin, to develop an idea of the supplier's operational efficiency and ability to continue operations into the future. |
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Questions to Ask During Procurement Negotiations
How can I gain leverage during negotiations?
Experience and Expertise
How many years of experience do you have in conference planning?
How many events did you manage in the past 12 months?
Workforce
Can you provide your organizational chart?
Who will work on my account during the development phase and on-site?
Key Relationships
Who are your top clients?
What is the retention rate among your clients?
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Conference Planning Services RFP Guidelines
What should my RFP include?
Organizational Overview
Buyers should give a broad overview of their organization and its goals.
Buyers should indicate the scope of the contract, including a broad overview of the conference they are planning to hold.
Statement Of Need
Buyers should include a detailed description of their conference and its intended purpose.
Buyers should indicate the event date(s), location(s), and number of invitees.
Project Budget
Buyers should specify their conference budget, including the budget for planning services.
Buyers should define payment schedules.
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We display average pricing information, trends and market data.
Our Reports include:
- Opportunity assessment
- Market dynamics
- Recent developments
- Positive and warning trends
- Buyer power levers
- Price environment and market pricing
- Geographic wage rates
- Global market updates
- Total cost of ownership
- Cost structure benchmarks and analysis
- Supply chain and vendors
- Global supplier breakdown
- Market share concentration
- Regulation and business requirements
- Vendor management and KPIs
- Sourcing strategy guidance
