Introduction: A Year in Reflection
As 2025 closes, one thing is clear: the meetings and events industry continues to evolve at a breakneck pace. Attendee expectations, geopolitical instability, and new technologies are reshaping how events are planned and staffed—making flexibility and foresight more critical than ever.
At Cadre, we staffed more than 2,500 events this year. Looking across that data, we’ve identified five staffing shifts that shaped 2025—and that will set the stage for 2026.
Specialization Is Now the Price of Entry
In 2025, having industry-specific expertise wasn’t just a “nice to have”—it was the deciding factor.
- Pharma meetings (31% of Cadre’s 2025 events): Required freelancers with deep knowledge of PHARMA guidelines, HCP compliance, and medical terminology.
- Incentive meetings (18% of events): Favored professionals with luxury hospitality backgrounds, DMC coordination skills, and VIP service experience.
- Swoogo, Cvent
Freelancers who upskilled into specific sectors landed more—and higher-quality—gigs.
“Clients now ask about industry experience before anything else,” adds Ashley H., senior account staffing manager. “Generic resumes don’t cut it anymore.”
Read more: Rethinking Event Staffing, Here’s What’s Working
Local Talent Became the Default
This year, 72% of staffing requests prioritized local freelancers—up from 59% in 2024.
Why the shift?
- Lower costs: No airfare.
- Sustainability: Meets Environmental, Social, and Governance (ESG) goals and lowers carbon footprints.
- Efficiency: Locals can work short shifts and stay flexible.
“Staffing locally has become a best practice, not just a preference”, adds Kim K, senior account staffing manager.
Read more: Greener Meetings Start with Smarter Staffing
Last-Minute Staffing Lost Its Edge
In 2024, over a third of staffing requests came in within a week of the event. In 2025, that dropped to just 19%.
Planners learned that:
- Early staffing secures stronger matches.
- The best freelancers book out weeks, often a year in advance.
- Last-minute requests drive up admin time and cost.
“It’s no longer acceptable to treat staffing as an afterthought,” says one enterprise client. “The early bird doesn’t just get the worm—they get the right team.”
Global Events Pulled Back
International staffing requests fell 22% year-over-year.
What drives this trend?
- Geopolitical disruptions and visa hurdles.
- Currency swings that made international logistics costlier.
- Ongoing corporate travel restrictions in sectors like tech and finance.
This mirrored GBTA’s findings: international corporate travel remained down 14% compared to pre-pandemic averages, with many companies opting for regional or hybrid hubs instead.
The Rise of the Fractional Planner
One of the biggest changes was the 38% jump in long-term, off-site freelance planner roles. These engagements included virtual support, project-based planning, and regional coordination.
Why the growth?
- Enterprises leaned on decentralized planning models.
- Organizations needed surge support without adding headcount.
- Clients wanted continuity—without permanent hires.
“We're essentially seeing the rise of the ‘fractional planner,’” notes Kim D, Field Operations Manager. “It’s a smart way to scale without overhiring.”
Looking Ahead to 2026
Industry leaders (PCMA, MPI) predict these forces will define the year ahead:
AI Will Automate, But EQ Will Differentiate
Tools will streamline scheduling and sourcing—but people who pair tech fluency with empathy will stand out.
Risk Management Moves Center Stage
Planners must anticipate not only weather delays, but also visa disruptions, protests, DEI sensitivities, and cybersecurity risks for hybrid events.
Budgets Stay Tight
Teams will shrink, freelancers will wear multiple hats, and planners will need to maximize Return on Staffing (ROS), maximizing value from every contractor.
Freelancer Competition Heats Up
More professionals are entering the gig economy. Those who prove ROI, bring niche expertise, and ramp up quickly will stay in demand.
Planners Want “New-Age Freelancers”
Expect a shift toward contractors. Tech fluency, proactive communication, and strategic thinking are no longer optional. “We’re looking for freelancers who think like strategic partners, “ says a Fortune 100 client, “Not just task takers.”
Final Thought
2025 was a proving ground—and a preview. The message for 2026 is clear: freelancers and planners who specialize, plan, and think strategically will be the ones who thrive.
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