The Changing Landscape of On-Campus Conference & Event Management

For professionals managing conferences and events within the student housing industry, the landscape is shifting fast. New technologies, evolving client expectations, and industry-wide challenges are changing the way events are planned, hosted, and managed. To stay ahead, organizations need to anticipate emerging trends and be ready to adapt.

Last year, at StarRez’s Conference Connect, more than 1,000 conference and event community members gathered virtually to discuss the most pressing challenges and innovations in event and housing management. Conference Connect provides a global platform for institutions and businesses to exchange best practices in optimizing conference and event operations and maximizing returns.

Insights shared during last year’s conference painted a clear picture of where the industry is headed and what professionals need to do to keep pace. These key takeaways point to five major shifts in the industry that will define the future of event and housing operations.

Five Key Takeaways & What They Mean for the Future of Conferences & Events

1. Automation is Transforming Event & Housing Management

For years, automation has been viewed as a time-saving tool for event and housing managers. But at Conference Connect, it became clear that automation is no longer just an efficiency booster—it is a business-critical necessity.

Sessions highlighted the increasing role of automated processes in conference and housing operations, streamlining scheduling, billing, and event coordination. Attendees were introduced to tools like Report Designer and PortalE alongside discussions on Conference Planner, a newly launched feature as of January 2025 designed to further simplify event coordination. These innovations reflect a larger industry shift toward fully integrated event management systems that reduce manual workloads, minimize errors, and free up time for higher-value tasks. These are all capabilities that modern platforms are increasingly expected to provide.

2. Data-Driven Decision-Making is the Future of Event Operations

Data is more than just a record of past events—it is a strategic asset that can shape future decisions.

Conference Connect sessions underscored the growing role of analytics, data visualization, and predictive insights in event planning. From tracking attendee engagement and forecasting demand to optimizing event registration processes, data-driven decision-making is becoming a key competitive differentiator.

Going forward, real-time analytics, automated reporting, and AI-enabled insights will play an even bigger role in shaping events and housing strategies. The ability to interpret and act on event performance metrics will separate top-tier conference management teams from the rest.

3. Strengthening Security in Digital Event & Housing Management is Essential

As event and housing technology platforms expand, so too do cybersecurity risks. Discussions at Conference Connect emphasized the importance of safeguarding event data, managing user access, and preventing security breaches.

With sensitive attendee information, payment processing, and integrated event management systems at play, organizations need stronger security protocols than ever before. The demand for compliance measures, access control, and cybersecurity best practices will only increase.

Looking ahead, event professionals must proactively prioritize security, ensuring that platforms, systems, and workflows meet evolving data privacy regulations and client expectations. The future of events and housing management depends on trust, transparency, and airtight security measures.

4. Personalization is Reshaping Event & Guest Housing Experiences

Event attendees and clients are no longer satisfied with one-size-fits-all event experiences. The modern expectation is seamless, tailored, and hyper-personalized engagement.

Conference Connect speakers emphasized the growing role of AI, automation, and smart data collection in shaping unique attendee and guest housing experiences. From customized event registration flows to targeted conference communications, personalization is becoming a major driver of client satisfaction.

Personalization at scale will define the future of event and housing management. Organizations that leverage AI-powered attendee engagement tools and data-driven personalization strategies will lead the way.

5. Sustainability in Event Management is Becoming a Business Imperative

Sustainability was a major topic at Conference Connect, with discussions highlighting eco-friendly event strategies, digital-first approaches, and waste reduction initiatives.  

Beyond the ethical importance of sustainability, clients and attendees now expect greener practices. Reducing paper waste at conferences and optimizing energy efficiency in guest housing are some ways to meet these expectations.  

Sustainability is ultimately becoming a competitive advantage, shifting from a nice-to-have to a necessity. Organizations that prioritize sustainable event planning will stand out in the evolving industry landscape. This means embracing digital event solutions, environmentally friendly housing operations, and sustainable venue management strategies.

Key Strategies for the Future

The Conference and Events industry is evolving faster than ever – and organizations that take a proactive approach will be best positioned to navigate these changes and drive long-term success.

Strategies that industry leaders should prioritize moving forward include:

• Adopting automation to streamline and optimize events and housing operations .

• Leveraging data-driven insights to make smarter, more strategic decisions.

• Implementing stronger security measures to protect client and attendee data.

• Enhancing personalization to meet evolving expectations and improve event and guest experiences.

• Integrating sustainability to align with growing client and regulatory demands.

The shifts happening in events and housing management today are not just trends; they are the new reality. To stay ahead, organizations must invest in automation, security, data, and sustainability—those that do will lead and shape the industry’s future.

By embracing the insights from StarRez Conference Connect, contributing to forward-looking research like the State of Student Housing Industry Report, and preparing for what’s next, event professionals can stay ahead of the curve and implement stronger, future-proof practices. The future of event and housing management belongs to those who adapt, evolve, and create lasting value for their communities.