The Decline of In-Person Conferences Continues

Virtual Conferences and Webinars are the future

Summary:  The global conference and events industry is undergoing a structural shift. Survey data from the Center for Exhibition Industry Research (CEIR) show that by the third quarter of 2025, U.S. B2B trade show performance remained 11.1% below 2019 levels and that only 32.7% of events exceeded their pre‑pandemic performance[1]. Rising travel costs, budget constraints, and evolving work practices have eroded traditional conference attendance. At the same time, advances in webinar platforms and virtual‑event technology are enabling companies to hold high‑value meetings remotely. The purpose of this white paper is to analyze why in‑person conference attendance is declining and why remote or hybrid conferences (including webinars and super‑user meetings) are growing. We draw on recent data from reputable sources to inform managers, directors, and C‑suite executives.

conference attendance on decline

Factors Driving Decline in Physical Attendance at Healthcare Conferences

Travel and Budget Constraints

Rising travel costs and budget cuts have made it difficult for organizations to justify sending employees to distant conferences. The EventTech Live report on event performance notes that the average business trip in 2025 cost US $1,128 (up from $834 in 2024)[2]. Analysts from Red Branch Media’s 2025 business‑travel review found that 37 % of U.S. business‑travel suppliers expected revenue declines, and 29 % of corporate buyers anticipated travel‑volume declines of 21–22 %; only 31 % of industry professionals remained optimistic[3]. Rising travel, lodging and food‑and‑beverage costs led 40 % of planners in Cvent’s 2025 pulse survey to anticipate attendance declines of 10 % or more during the upcoming year[4]. Companies are therefore trimming travel budgets, favouring smaller regional meetings or virtual participation.

Uncertain Attendance and No-Shows

In‑person conferences often struggle with no‑shows. Free events experience 40–60% no‑show rates, while paid events achieve 90–97% attendance[5]. Nunify’s 2026 event benchmarks found average in‑person attendance at 68 %, hybrid events at 52–58 %, and virtual events at 30–38 %, with 29 % of attendees registering on the same day[6][7]. Such unpredictability makes it difficult for organizers to forecast capacity and expenses.

Slow Recovery and Changing Priorities

Although in‑person events have resumed, the CEIR index indicates that the sector has not fully recovered[1]. Economic uncertainty, geopolitical tensions and sustainability goals make long‑haul travel less attractive. Red Branch Media notes that only about one‑third of industry professionals felt optimistic in 2025[3]. As organizations pursue decarbonization, executives increasingly question the environmental impact of flying hundreds of employees to a multi‑day conference when the same information could be delivered digitally.

remote conference

Remote and Hybrid Work has Led to Webinar and Online Growth

Remote work and cultural change

Researchers from Grand View Research estimate that the virtual events market was worth US $98.07 billion in 2024 and is expected to reach US $297.16 billion by 2030, representing a 20 % compound annual growth rate[9]. Other analysts anticipate even larger figures, but the consensus is that the market for remote‑conference technology is expanding rapidly. This growth is underpinned by strong adoption: a Remo industry survey reports that 63 % of event organizers plan to increase investment in virtual events, 74.5 % have adopted hybrid formats, and 93 % of professionals believe that virtual experiences are here to stay[10]. Nearly two‑thirds of planners expect to include virtual elements in their events[11].


Beyond direct costs, remote events eliminate time away from the office. ElectroIQ notes that virtual attendees save 58 minutes on average and spend 27 % more time engaging with event content than at physical conferences[16]. Global Workplace Analytics estimates that employers save about US $11,000 per remote employee per year due to reduced real estate, turnover and productivity losses[17]—savings that scale when large teams avoid travel.

Cost savings and return on investment

Remote conferences dramatically reduce costs. The Remo analysis notes that virtual events cost around 75 % less than equivalent in‑person gatherings and can boost lead capture by up to 30 %[12]. The ElectroIQ statistics compilation highlights that virtual events can lower attendee‑acquisition costs by up to 75 % and that companies save about US $42,000 per event[13]. Many organizations also see higher returns: 81 % of companies report higher ROI from virtual events[13], and hybrid events can increase revenue by up to 15 % for organizers[14]. The cost per lead for webinars is around US $72, whereas in‑person trade shows can cost up to US $811 per lead[15].

Increased Attendance with Online Conferences

Organizers report greater audience reach when events move online. ElectroIQ found that 74 % of companies that shifted to virtual events saw attendance rise and that virtual formats expand audience reach by 20–30 %[18]. Attendees appreciate flexibility: 84 % prefer having the option to attend events either in person or remotely, and 75 % plan to continue joining virtual and hybrid events even after in‑person events return[19]. Hybrid events can increase attendance by up to 50 % compared with fully in‑person formats[20]. Because remote participation removes geographic barriers, niche groups and international teams can join, leading to higher overall attendance.

Accessibility, sustainability and inclusivity

Virtual conferences remove geographic, financial and physical barriers. ElectroIQ reports that virtual events cut carbon emissions by 99 % compared with in‑person events[18]. They also allow individuals with health concerns, disabilities or caregiving responsibilities to participate fully. Because sessions are recorded, participants can review content later, and organizations can repurpose presentations for training or marketing. In addition, the data generated (registrations, poll responses, click‑through rates) gives organizers deep insight into attendee interests, enabling personalized follow‑up that is difficult to replicate at physical events.

board meeting

Conference Implications for Healthcare Leaders and Event Strategists

The evidence points to a structural shift rather than a temporary blip. Traditional conferences still provide opportunities for networking, serendipitous encounters, and hands‑on experiences, but they are no longer the default for knowledge sharing. Leaders must reassess when in‑person attendance is necessary and when remote or hybrid formats provide better value. Given rising travel costs and the growing number of remote workers, allocating resources to sophisticated webinar platforms and hybrid event strategies can yield higher ROI and broader reach. Organizations that cling to purely physical conferences risk lower attendance, higher costs, and reduced competitiveness. Conversely, those that invest in remote conferencing infrastructure can not only maintain but also expand their communities.

Best‑practice recommendations

  1. Adopt hybrid models: Offer both physical and virtual participation so attendees can choose the format that suits them. Data indicates that hybrid events can raise attendance by up to 50% [20] and deliver higher ROI for organizers [14].
  2. Leverage interactive tools: Use polls, Q&A, chat, gamification, and breakout sessions to keep participants engaged. High‑performing webinars achieve 4 times as many poll responses and 3 times as many Q&A submissions as average sessions[24].
  3. Plan for on‑demand consumption: Almost half of webinar attendees watch on‑demand[28], so sessions should be designed to remain valuable after the live event. Provide transcripts, highlight key moments, and embed CTAs in the recording.
  4. Optimize timing and promotion: BigMarker recommends hosting webinars mid‑week (Tuesday–Thursday) and mid‑day to maximize registrations[30]. Webinar invitation emails achieve 36% open rates and 9% click-through rates—higher than general marketing emails[31]—so targeted email campaigns are critical.
  5. Measure performance: Track registration counts, show‑up rates, engagement metrics, poll responses, Q&A participation, and CTA conversions. Use these metrics to refine content and delivery.
healthcare podcasts

PCG's Strategic Alignment with Remote-Event Trends

What PCG has seen the past 3+ years

PCG’s own client experience underscores why remote and hybrid approaches are essential. Internal data indicate that more than 85% of all training requests from PCG clients are now delivered remotely, and that over 90% of clients have adopted fully remote or hybrid operating models. Only a few years ago, clients valued on‑site training sessions or visits to PCG’s Las Vegas headquarters, but today the vast majority prefer to learn via virtual channels. PCG has also observed a striking shift in the broader event landscape: industry conferences that PCG participated in for fifteen to twenty years now attract 40–60 % fewer attendees, yet they host 10–15 % more vendors.


Organizers appear to compensate for shrinking ticket revenue by selling additional vendor booths for roughly US $5,000–15,000 and charging US $3,000–20,000 for speaking slots. This revenue‑model pivot suggests that some conference companies are not adapting to virtual formats but are instead increasing dependence on vendor fees. These market realities reinforce PCG’s strategy to prioritize hybrid and virtual events: our clients overwhelmingly prefer remote training and collaboration, and the traditional conference model is delivering diminishing returns for both attendees and sponsors.

Podcasts are Replacing Expert Panel Discussions

Podcast-style content is replacing traditional expert panels, with executives now learning through YouTube, LinkedIn, and streaming platforms instead of paying for conferences. PCG has been on five podcasts in the past 18 months alone discussing FWA, while avoiding over $20,000 in travel and preparation costs. These formats deliver deeper, on-demand insights without gatekeeping, making them a more efficient and scalable way to access real operator knowledge compared to outdated panel discussions.

The Rise of Shorter and More Niche Webinars

Paid, niche webinars are also gaining traction, with full pricing for non-clients or members and discounted access for existing clients. Compared to the cost of travel, time away from business operations, and time with family, these targeted sessions offer a far more efficient way to gain relevant insights. As organizations prioritize ROI, flexibility, and accessibility, this model is becoming the preferred future over traditional in-person education and conference attendance.

Sources:

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About PCG

For over 30 years, PCG Software Inc. has been a leader in AI-powered medical coding solutions, helping Health Plans, MSOs, IPAs, TPAs, and Health Systems save millions annually by reducing costs, fraud, waste, abuse, and improving claims and compliance department efficiencies. Our innovative software solutions include Virtual Examiner® for Payers, VEWS™ for Payers and Billing Software integrations, and iVECoder® for clinics.

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