The Special Event – What’s Shaping the Future of Events

Fresh off the energy of the Catersource and The Special Event Conference in Fort Lauderdale, Florida, we’re feeling more inspired than ever. This event is a pulse-check on where the industry is heading, and let’s just say—the future is bold, immersive, and packed with purpose. Every year, we walk away with fresh ideas, deeper insights, and a renewed passion for crafting extraordinary shared experiences. Here are our top takeaways from the 2025 show.

Beyond the Experience—The Power of Storytelling

For years, experiential events have been all about engaging the senses—touch, taste, sound, sight, and smell. But now, events are evolving into something even bigger. They’re not just about creating moments; they’re about telling a story. Every event has a greater mission, a deeper "why," and that’s what makes an experience truly unforgettable.

When someone asks me what I do, my answer is simple: “You know what a movie set designer does for films? I do that for events.”

Like a well-directed theater production, an event has a storyline. What led us here? Where are we going next? Even without a protagonist, the best events feel like a narrative unfolding in real time. Attendees aren’t just participants—they’re characters in an evolving story. The goal isn’t just engagement, it’s transformation. A great event challenges perceptions, sparks emotion, and creates a lasting impact. That’s what makes it truly transcendental.

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Biophilic Design & Sustainability

As technology and AI continue their rapid ascent, event design is pulling in the opposite direction—back to nature. Sustainability isn’t just a buzzword; it’s driving the aesthetic. Think: natural wood, stone, florals, and organic textures replacing sterile, plastic-heavy setups. From moss-covered brand installations to curved, flowing furniture that mimics nature’s forms, event spaces are embracing warmth, fluidity, and connection to the earth.

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Culinary Theater

The days of standard buffets and cookie-cutter catering are behind us. Food is now part of the show. Guests don’t just want to eat; they want an experience. That means:

- Roaming wine bicycles offering curated pairings.

- Chefs flambéing desserts tableside, allowing guests to customize their charred brulée.

- Artists sketching attendee portraits onto tortillas.

- Architectural food stations that double as immersive set pieces.

- Every plate should serve a purpose beyond nourishment—it should be an extension of the event’s narrative, a moment of surprise, or an interactive touchpoint that delights and engages.

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The Rise of Residential Comfort

Let’s talk about the Mocha Mousse effect. Pantone’s Color of the Year, a soft, warming brown, is bringing a residential feel to event design. Events are embracing a curated, intimate aesthetic—plush lounge seating, layered textiles, statement lighting, and bespoke decor that makes spaces feel both aspirational and welcoming. Guests want to feel at home, even in the most high-end settings, and this trend blends comfort with sophistication to create a more inviting atmosphere.

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The Event is a Stage

With the release of the acclaimed Wicked movie at the end of last year, themed performances—like a surprise Broadway-style number—can weave a company’s message into an emotional, theatrical moment that stays with attendees long after the event ends.

As event designers, we constantly ask ourselves: Is this a lasting trend, or just a fleeting fad? The challenge isn’t just keeping up—it’s knowing what truly matters. Will Guidara, author of Unreasonable Hospitality and keynote speaker at this year’s conference, said it best: “It’s not about how much you spend. It’s always about how thoughtful you are.”

The most powerful event moments don’t come from big budgets or viral trends. They come from intention. From listening. From starting with the “why” and designing with purpose. Magic doesn’t happen by accident—it happens when every element aligns with an organization’s foundational why and delivers an experience that resonates at its core.

As Guidara reminds us, “Magic is just investing a little more energy than what would be expected.” And at Access, we’re all about making magic happen.