Meeting trends it’s time to retire (and what to do instead)

Spring cleaning for your event playbook

Is it just us, or does spring spark the irresistible urge to refresh everything? Windows fly open, closets get cleared, and suddenly we’re all craving lighter, brighter, better. The same instinct applies to meeting and event planning. A new season is the perfect moment to reassess what’s still working, what’s feeling tired, and what’s ready to be gracefully shown the door.

While some planning principles are timeless, others have run their course. At Cohera, we’ve seen it all—and we’ve learned a thing or two about what elevates an experience and what quietly holds it back. Consider this your gentle nudge to retire a few dated trends and replace them with ideas that feel more thoughtful, intentional, and attendee-first.

Let’s get into it.

Inspired, not imitated

1. Chasing every social media trend

Inspiration is everywhere—and that’s a good thing. But what looks great on Pinterest doesn’t always translate to real life, real budgets, or real audiences. Trends should spark ideas, not dictate decisions.

Try this instead:
Work with a DMC partner who designs around you. The most successful programs are rooted in purpose, audience insight, and location—not a viral post.

Style that works as hard as your team

2. Overly formal event staff attire

From Texas heat to packed ballrooms, traditional tuxedos can feel more uncomfortable than elevated. Polished doesn’t have to mean stuffy.

Try this instead:
Opt for modern, breathable uniforms that strike the right balance between professional and practical. Your team (and their energy levels) will thank you.

Capturing moments, not just photos

3. Traditional photo booths

They had a good run—but the novelty has worn off. A standard photo booth no longer delivers the “wow” factor attendees crave.

Try this instead:
Create interactive moments. Think custom 3D installations, 360 experiences, themed photo activations, or destination-driven concepts like a VW photo bus for a beach event or a red-carpet ManiCam for a Hollywood-inspired night.

Culinary experiences that do more than feed

4. Forgettable food stations

Food is one of the most powerful tools for connection—and it should feel like an experience, not an afterthought.

Try this instead:
Action stations, chef-driven moments, interactive desserts, or menus inspired by local culture. Bonus points for creative bars featuring regional flavors or unexpected presentations.

5. The endless buffet line

Standing in line isn’t exactly the energy you want to set for the day.

Try this instead:
Synchronized service, family-style dining, or interactive and hanging food displays. These options feel elevated, efficient, and far more engaging.

Rethinking the room

6. Spandex chair covers

A throwback in the truest sense. Once labor is factored in, they rarely offer real savings—and the look feels dated.

Try this instead:
Clean, modern seating like ghost chairs or Chiavari chairs with customizable cushions for a fresh, intentional aesthetic.

7. Wall-to-wall banquet rounds

Uniform layouts can drain the personality right out of a ballroom.

Try this instead:
Mix shapes, sizes, and heights. Incorporate rounds, rectangles, bistro tables, and lounge vignettes to add depth and movement. Linen-free options can also help stretch the budget.

CSR spotlight:
For one recent program, a client purchased lounge furniture instead of renting it—and donated the pieces to a local shelter post-event. Style with impact never goes out of fashion.

8. One-note, monochromatic design

While sleek, monochrome spaces can feel flat if there’s no variation.

Try this instead:
Layer textures, tones, and focal moments. Dimension creates interest—and keeps the attendee experience front and center.

Thoughtful, inclusive touchpoints

9. Printed departure notes

They’re often forgotten—and they generate unnecessary waste.

Try this instead:
Use your event app or digital tools to send personalized messages, push notifications, or post-event reminders that actually land.

10. Assuming everyone drinks alcohol

Inclusivity means meeting guests where they are—for many reasons.

Try this instead:
Offer intentional non-alcoholic options, optional tastings, or food-focused pairings. A great experience doesn’t require a cocktail.

11. Processed snack breaks

Long days call for fuel—but it should energize, not weigh people down.

Try this instead:
Whole-food snacks, protein-forward options, smoothie bars, and customizable offerings that accommodate dietary needs while keeping energy high.

12. Designing only for extroverts

Not everyone thrives in high-energy, group-centric environments—and that’s okay.

Try this instead:
Build in choice. Offer active group experiences alongside solo or restorative options like spa treatments, nature-based excursions, or quiet recharge zones. Flexibility leads to deeper engagement.

13. Basic directional signage

Helpful—but there’s room to do more.

Try this instead:
Leverage digital maps, interactive signage, event apps, and smart tech integrations so attendees can navigate confidently and independently.

Taking care of the people behind the magic

14. Putting planner self-care last

This industry attracts passionate, high-achieving people—and burnout is real.

Try this instead:
Build in moments to recharge before and after programs. Sustainable success starts with taking care of yourself, too.

A fresh season, a fresh perspective

Event planning is constantly evolving—and that’s what makes it exciting. By letting go of what no longer serves your audience and embracing more intentional, inclusive, and experience-driven approaches, you create programs that feel current, meaningful, and memorable.

Ready to refresh your next event? We’re always here to help you rethink what’s possible.