2025 Small Meetings Predictions

From Industry Experts

As we move into 2025, business meeting trends are evolving, and the role of simple and small in-person meetings continues to grow in significance within organizations. Small meetings are more focused, in-person business gatherings that typically involve under 30 attendees and have focused agendas. 

These gatherings - department trainings, executive offsites, team retreats, customer or partner visits, and more - have become essential for achieving business objectives and fostering deeper interpersonal connections. And they often fall on the plate of busy executive assistants (EAs) and administrative professionals to plan them. 

2025 promises advancements in how we organize and execute small meetings, driven by a blend of technology, innovation, and a renewed emphasis on creating meaningful in-person experiences. To bring you insights into what to expect, we’ve gathered predictions from industry leaders at Direct Travel, Spotnana, Center, and TROOP. 

These expert perspectives highlight how small in-person meetings are set to transform in the coming year and what these changes mean for administrative professionals tasked with organizing them. Let’s dive in.

1. A Focus on In-Person Connection, Supported by Technology

One of the biggest, but sometimes overlooked, benefits to in-person meetings is the relationship building that they foster. In 2025, Dennis Vilovic, CEO of TROOP, a meeting planning and group travel software, predicts organizations will place a larger focus on connections for small meetings. With the advancements of AI, we expect it to help meeting planners streamline small meeting planning processes resulting in enhanced personal experiences for attendees. 

"Beyond achieving work-related goals, internal meetings will increasingly prioritize fostering in-person connections and team bonding. The integration of artificial intelligence (AI) and other cutting-edge technologies will significantly reshape the industry. AI adoption is expected to surge, streamlining planning processes, enhancing attendee experiences, and delivering personalized content." - Dennis Vilovic, CEO at TROOP

2. Meetings Will Be Designed with Greater Purpose

Defining and following through on your meeting’s objective for small meetings, and all meetings for that matter, brings purpose to the gathering and to what attendees gain from it. Our friends at Center, a leader in card-powered travel and expense management, predict that companies and meeting planners will lean further into purpose-driven meetings and planning, resulting in higher impact and value. Meeting planners and stakeholders will take greater care to avoid meeting overload, and only holding meetings that truly matter.

“In 2025, small meetings will evolve from logistical necessities into strategic cornerstones. Gatherings will lean into personalization and purpose-driven planning, evolving from ad-hoc meetups to carefully curated opportunities for impact. Companies will aim for small meetings—whether virtual or in-person—to deliver measurable results, with travel focused on high-value agendas that balance collaboration with connection. Compared to previous years, we believe there will be a growing emphasis on selecting locations that inspire creativity and productivity, while also accommodating hybrid team dynamics. AI-powered tools will simplify the complexities of travel logistics and ensure meeting plans align with both business objectives and budget parameters.” - Amy Padgett, SVP Travel Ecosystem at Center

3. Duty of Care Will Become a Top Priority

Duty of care - or the moral and legal obligation to ensure safety and wellbeing of meeting attendees - has always been present in company travel policies, but in 2025, it’s predicted to take on a more crucial role. Direct Travel, a leading travel management company (TMC), predicts there will be greater focus on this moving forward, bolstered by new technologies.

“Organizations will expand their focus on duty of care, leveraging AI and real-time technologies to enhance risk management and ensure the safety and well-being of business travelers. This includes real-time tracking, automated alerts, and comprehensive health and safety measures. Enhanced duty of care will become a fundamental pillar of corporate travel strategies, including small meetings, reflecting a growing commitment to traveler safety and security.” - Sarah Kuberry Martino, Chief Product Officer at Direct Travel

4. Simplified Travel Management for In-Person Meetings

Corporate travelers and meeting planners expect the same seamless travel booking experience that they get as a personal consumer. They desire the same freedom of self-service and easy-to-use booking systems. Our friends at Spotnana, a Travel-as-a-Service platform, predict an even larger emphasis on technology that simplifies travel management for small, in-person meetings in 2025 and beyond.

"In 2025, companies will prioritize technology that simplifies travel management for small, in-person meetings, focusing on seamless, self-service solutions for booking and managing travel. Driven by a demand for flexibility, streamlined coordination, and cost efficiency, these innovations will make bringing teams together for meaningful small, in-person experiences easier than ever.” - Sarosh Waghmar, Founder and Chief Product Officer at Spotnana

In Summary

From integrating artificial intelligence into the planning process to designing meetings with more purposeful agendas, the trends shaping small meetings in 2025 will make them more strategic, impactful, and easy to manage. To further prepare for the year, see these new year resolutions all meeting planners should be making. Wishing you success in the new year!