by Vincent Alonzo | July 05, 2017
Recently, Successful Meetings sent a survey out to our readership asking them to tell us what they felt were the most important trends affecting meetings procurement in 2017. Of the respondents, 55 percent were corporate planners, 35 percent were association planners and 10 percent were independent or third party planners. Of that pool, 86 percent reported that their organization managed their meetings spend through an internal manager or internal meetings department. Here's what else they had to say.


The estimated meetings spend of organizations for 2017

More than $50M: 4%
$20M to $49.9M: 3%
$10M to $19.9M: 4%
$6M to $9.9M: 7%
$1M to $5.9M: 19%
$500K to $999K: 17%
$250K to $499K: 10%
$100K to $249K: 11%
$50K to $99K: 11%
Less than $50K: 14%


Most common way organizations manage their meetings spend


Through an internal meetings manager: 49%
Through an internal meetings department: 37%
Through an internal corporate travel procurement department: 7%
Outsourced to a third party meeting planning company: 7%


Level of involvement of procurement departments in managing meetings spend

Not involved: 30%
Very involved: 33%
Somewhat involved: 37%


Criteria that requires planners to manage meetings procurement through a central department or technology tool

Not required: 76%
If a predetermined number of attendees is met: 14%
If the budget exceeds a predetermined limit: 12%
If a predetermined number of room nights is met: 6%


Most common meetings procurement practices organizations have in place

Limits on contract signing authority: 56%
Requires use of onsite meeting space when feasible: 55%
Requires senior-level approval of individual meetings: 41%
Requires use of standard RFP: 34%
Requires standard payment process: 33%
Requires the use of designated meeting planner: 32%
Requires facility sourcing by procurement/mtgs./travel dept.: 23%
Requires at least three bids for any contract: 23%
Requires facility sourcing by procurement/mtgs./travel dept.: 23%
Requires use of preferred meeting suppliers: 19%
Pre-negotiated meetings facility contracts: 21%
Requires use of videoconferencing when applicable: 14%
Pre-negotiated ancillary charges for meetings: 11%
Requires use of preferred transient suppliers: 4%


Most common meetings expense items consolidated for procurement purposes


Meeting space/facility rental: 68%
Hotel accommodations: 65%
Food and beverage: 64%
Audiovisual services: 47%
Ground transportation: 39%
Site selection costs: 38%
Airfare: 37%
Event production: 29%
Speakers: 24%
Event Promotion/marketing: 24%


Most common benefits from consolidating the purchasing of meetings expenses


Budgetary control: 87%
Leveraging volume with suppliers: 47%
Improved quality: 38%
Reduced liability: 23%
Sourcing documentation: 18%
Reduced headcount: 7%
None of the above: 4%


Average lead times for planning the offsite meetings

Over one year: 42%
6 to 12 months: 59%
3 to 6 months: 39%
1 to 3 months: 28%
2 weeks to 1 month: 22%
Less 2 weeks: 15%
Less than 1 week: 3%


Most common time of year for hosting meetings


Q1: 24%
Q2: 32%
Q3: 24%
Q4: 18%