Tuesday, July 1, 2025

Cvent, a global leader in event, hospitality, and meeting technology, recently released its 2025 Global Travel Managers Report, providing a detailed look at how the responsibilities of travel managers are changing. This report comes at a time when business travel is evolving rapidly, with a growing focus on cost control, efficiency, and sustainability. Over 1,600 corporate travel decision-makers from regions like the US, UK, Germany, France, and Japan shared their insights, shedding light on the increasing trend of consolidating business travel and meetings under one umbrella.

The findings are clear: 91% of travel managers are now managing both business travel and meetings for their organizations, a significant jump from 2017 when only 64% of companies had centralized their programs. This shift towards centralization is driven by the desire for improved operational efficiency, with 49% of respondents stating that consolidation is crucial for better management. In Europe, this figure is even higher at 53%, indicating a strong emphasis on streamlining processes in the region. Despite these benefits, the reality of managing both areas under one umbrella is far from simple.

The move towards centralization has its challenges. Travel managers are now expected to juggle multiple responsibilities, from sourcing hotels and venues to tracking travel expenses and managing meeting logistics. This dual responsibility creates added pressure, especially as the complexity of the global travel landscape increases. Travel managers must ensure that both business travel and meetings align with organizational goals, all while maintaining cost-efficiency and staying within tight budgets.

One of the most pressing challenges highlighted in the report is the rising cost of travel. A significant 71% of travel managers expect expenses to increase in 2025, further straining already tight budgets. In countries like the US, UK, Germany, France, and Japan, where business travel is integral to company operations, these rising costs present a serious concern. As a result, organizations are looking at ways to cut back, with 31% of travel managers planning to reduce or eliminate incentive trips and internal meetings. These are often seen as the first areas to trim in an effort to control spending.

But even with these cutbacks, there is little room for flexibility. Technology-related spending is one of the few areas that travel managers are reluctant to touch. Only 13% of those surveyed are considering cuts in technology budgets, demonstrating the critical role that digital tools play in managing both travel and meetings. While technology can help improve efficiency, the reality is that maintaining and upgrading these systems comes with its own set of costs. Travel managers often find themselves navigating the fine line between cutting costs and ensuring they have the tools necessary to keep their programs running smoothly.

The reliance on technology can sometimes lead to frustration, especially when travel managers are dealing with clunky or outdated platforms that fail to meet their needs. Despite the growing availability of digital sourcing tools, 33% of travel managers report difficulty in determining whether a hotel or venue is a good fit for their specific needs. This often leads to wasted time and resources, as managers must sift through multiple platforms and data sources to make informed decisions.

In-person meetings, despite the challenges of rising costs, remain a crucial aspect of business strategy. In fact, 43% of global respondents cite acquiring new customers as the top reason for face-to-face meetings, with the sentiment echoed by travel managers in the US, UK, Germany, France, and Japan. These meetings are seen as a vital part of building relationships, driving sales, and ultimately achieving business goals.

However, the pressure to justify the cost of these meetings is ever-present. Travel managers must balance the need for face-to-face engagement with the growing demand for cost savings. For example, internal meetings and incentive travel programs, while valuable for morale and team building, are often the first to be reduced when budgets tighten. The practical problem here is that, despite the clear value of in-person meetings, travel managers face mounting pressure to show that these expenses are justified in a landscape where every dollar counts.

Another challenge facing travel managers is the increasing emphasis on sustainability. With 30% of global respondents and 32% of European managers stating that sustainability will influence their travel decisions through at least 2026, it’s clear that eco-friendly practices are becoming a priority. In regions like Germany, France, and the UK, where environmental concerns are particularly strong, travel managers are increasingly tasked with ensuring that their programs align with sustainability goals.

However, the practical application of sustainability in business travel isn’t always straightforward. While many travel managers recognize the importance of waste reduction and using locally sourced food, finding venues and suppliers that meet these sustainability criteria can be difficult. Many venues and suppliers have yet to fully embrace these practices, and even when they do, it can be challenging to track and measure their impact effectively. For travel managers, the struggle lies in finding a balance between their organization’s sustainability goals and the practical limitations of what is available in the marketplace.

Technology plays a central role in helping travel managers overcome some of these challenges. The report highlights that nearly half (48%) of travel managers rely on digital content, such as images and videos of guest rooms, when making decisions about venues. Travel websites, hotel websites, and search engines are also commonly used tools. However, even with these resources, 33% of managers report difficulty in determining whether a hotel or venue is suitable for their program’s needs. This demonstrates that while technology offers many advantages, it is not a perfect solution and often creates its own set of challenges.

In Europe, sourcing platforms are seen as even more essential, with 43% of travel managers citing them as useful for assessing and analyzing bids. While these platforms offer a more streamlined approach to sourcing, the reality is that they are not foolproof. For many travel managers, navigating multiple platforms and ensuring they are making the best choices can be a time-consuming and frustrating process.

The findings from Cvent’s 2025 Global Travel Managers Report shed light on the growing complexities of managing both business travel and meetings. While centralizing these functions offers significant advantages, it also brings practical challenges, including rising costs, the need for efficient technology, and the pressure to align with sustainability goals. Travel managers in the US, UK, Germany, France, and Japan are increasingly relying on digital tools to manage these challenges, but the process remains far from seamless.

As travel managers continue to play a strategic role in shaping their organizations’ travel programs, they must find ways to overcome these obstacles. Collaboration with partners who understand the evolving needs of the industry—especially in terms of sustainability and digital tools—will be crucial. The future of travel management will depend on how effectively travel managers can balance efficiency, cost savings, and sustainability while ensuring that the core purpose of business travel—driving business outcomes—remains a priority.

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