Your Guide to IMEX America 2025: Innovation, Impact and Connection in Las Vegas

In this special episode of What One Thing? we take you behind the scenes of IMEX America 2025 in Las Vegas. First, Carina Bauer, CEO of IMEX Group, shares insights on what is new this year, from AI-powered matchmaking tools and event design upgrades to ambitious sustainability goals such as achieving a 93% waste diversion rate. She also reflects on her leadership legacy and IMEX’s lasting impact on local and global communities.

Next, Tahira Endean, head of program for IMEX, dives into the attendee experience: from Smart Monday education and the buzzing Inspiration Hub to tech showcases, resilience rooms and wellness activations. With more than 150 sessions, 3,000 exhibitors and countless opportunities for connection, IMEX is “Disneyland for event planners.” Whether you are a first-timer or seasoned attendee, this episode offers insider tips to help you maximize learning, networking and those all-important hallway conversations.

Tune in for a roadmap to making the most of your time in Las Vegas and a preview of how IMEX is shaping the future of meetings and events.

Transcript

JT Long (host) Welcome to the What One Thing? podcast, where we ask successful people what made a difference in their lives and careers. We have a special program today focused on IMEX America. First, we’ll hear from Carina Bauer, CEO of IMEX Group, and then from Tahira Endean, head of program at IMEX and a Smart Women in Meetings Award winner. Both leaders have shaped the future of our industry, and this episode is your guide to making the most of your time in Las Vegas.

JL Carina, welcome. I look forward to catching up every year. IMEX is often called the Super Bowl of the meetings industry. Each year, you build on the momentum and lessons from your European show. What did you learn this year in Frankfurt that will influence IMEX America in October?

Carina Bauer We learned a few things. The most attended sessions in Frankfurt were about AI and event design, which will be reflected in our Las Vegas program. Budgeting and “doing more with less” were also hot topics.

We also saw strong feedback on event design overall and on improvements to the tech platform buyers and exhibitors use to schedule meetings. Our net promoter and satisfaction scores rose again, which shows us these enhancements matter. We focus on everything from helping buyers find exhibitors more easily to creating small, fun moments onsite.

JL One of the things that seems to improve every year is the event tech and the calendaring. I noticed a lot of ways to interact with the platform this year. What will be different?

CB We are constantly iterating with our tech provider to make matchmaking easier. With thousands of buyers and exhibitors, it can be overwhelming. Over the past year, we enhanced the recommendations engine so it works more like a shopping site. For example, if you book a meeting with one exhibitor, the system suggests others you may want to meet.

We’ve also improved exhibitor search, making it easier for buyers to find the best match for their needs. The user experience is smoother, with more “one-click” options to set meetings. It’s all about making the process as efficient as possible for buyers, which ultimately benefits exhibitors by connecting them with the right people.

JL Is that recommendations engine AI-powered?

CB It is a mix of AI and algorithms. It began as tag matching, but now we’re building in AI to learn from user behavior. The goal is to make the recommendations more personalized, based on what people actually do, not just what they tick on a form.

JL Sustainability has been an ongoing focus. You report results every year, which makes the process transparent. What did you learn last year, and what can we expect this year?

CB Waste management has been a major priority. Last year, we invested in labor to improve waste diversion, which helped us achieve a 93% diversion rate. That classified IMEX as a zero-waste event. We’ll continue with that approach this year.

One experiment that didn’t go as well was carbon offsetting, where attendees and exhibitors could pay to offset travel. Uptake was limited, so we are rethinking that strategy.

We also focus on water usage, which is critical in Las Vegas. Our chefs design menus with lower water-usage products, and we encourage attendees to select those items. On energy, we use about 30% renewable sources to power the show and offset the rest. MGM Resorts, our partner, leads in sustainability. They have solar arrays that power their properties and are expanding their capacity.

JL Las Vegas has a reputation for waste, but the hotels have made progress, haven’t they?

CB Absolutely. MGM, Caesars, the Venetian, Wynn—all have made huge efforts. Their technology and practices are cutting edge, and we highlight this through sustainability tours for attendees.

JL The theme this year is “Impact 2.0: Activating the Future.” What does that mean?

CB We’ve focused on three areas. First, the science of social connection—how face-to-face events counter disconnection in a tech-driven world. We even have a new “Community Builders” track on designing events for connection.

Second, we’re looking at risk management—how to de-risk the future to make it safer and more enjoyable.

Third, we’re focusing on the next generation. We conducted research with MPI on how younger people view the meetings industry, especially those unfamiliar with it, and how we can attract them.

We also just released a leadership report on “Leading in Extreme Times,” featuring insights from eight leaders. These themes will appear across education sessions and in our new culture and leadership track.

JL You are a Smart Women in Meetings Hall of Fame winner. This year’s Smart Women Summit is about legacy and leadership. What legacy do you hope to leave?

CB On a local level, I hope to create careers where people in our company grow personally and professionally while enjoying their work.

On an industry-wide level, I hope IMEX helps people connect across borders, drive their businesses forward, and also grow as individuals.

We also strive to leave a positive legacy in host communities. We work with charities in Frankfurt, Las Vegas and Brighton on issues such as homelessness, exploitation, trafficking, the environment and refugee support. Giving back is an important part of our mission.

JL That’s inspiring. We’ll raise a toast to excellence at our Wednesday booth event. Thank you for sharing your insights, Carina.

CB Thank you. It’s always a pleasure.

Perfect — here’s the continuation with Tahira Endean’s section cleaned, formatted in AP style, and following the initials rule.

JL Now let’s hear from Tahira Endean, head of program at IMEX. Tahira, you’re known as the master of designing joyful journeys. What kinds of experiences can attendees expect this year?

 Tahira Endean There is so much fun to be had. Everyone comes to IMEX with a purpose: to meet people and to connect. That’s exactly what happens here.

Smart Monday is the first big activation. It’s a full day of education powered by MPI, with specialty programs for association and corporate planners and a wide variety of sessions. It’s vibrant, energizing and a great way to start. Monday night also brings events such as the SITE Nite awards, which set the tone for the week.

On Tuesday, it’s showtime. As soon as you arrive, activations fill the halls—music, art, photo ops and interactive displays—all before you even reach the doors. Once inside, IMEX is like Disneyland for event planners, with more than 3,000 exhibitors from 170 countries.

Tucked away is the Inspiration Hub, where we host over 150 sessions between Smart Monday and the show days. Topics range from leadership and culture to contracts, food and beverage, and even somatic breathing breaks. It’s a space for both professional learning and personal wellness.

TE Beyond the sessions, the magic happens in the aisles. Hallway conversations often lead to the best collaborations. And this year, I’m excited about your panel, JT, on why meeting in real life matters more than ever in the age of AI.

JL Exactly. Online, you never know what’s real anymore. In person, you look someone in the eye, build trust and decide whether to do business together.

TE That’s what makes IMEX so powerful. You can have shared experiences with thousands at a keynote, but also intimate conversations in campfires or headset sessions on the floor. MPI curates three keynotes—on Smart Monday, Tuesday and Wednesday mornings—to start each day with inspiration.

The show floor itself is divided by geography. You can explore regions, airlines and destinations, each offering activations that reflect their culture. Exhibitors also host mini-education sessions, adding more opportunities to learn.

And for those balancing work while attending, we’ve added quiet workspaces across the floor so attendees can check emails, draft proposals and then rejoin the event.

JL Education is always a highlight. What’s new in that area this year?

TE We’ve redesigned session lengths. Instead of 30 minutes, which forced people to sneak in late or leave early, most sessions are now 25 or 45 minutes. Some are quick 15-minute pop-ups. The goal is flexibility.

The Inspiration Hub features solo presentations, panels and campfires, all built around what matters most right now for the industry. This year, the talking point is “Impact 2.0: Activating the Future,” with special focus on community, leadership and culture.

We also added a Technology Education Stage. Last year, it was a small prototype, but it was packed every day. This year, it’s bigger, located next to the Inspiration Hub, with more than 65 tech exhibitors and sessions. It’s not about sales pitches—it’s about how technology is being developed and used in fresh ways.

AI will be a major theme. It has been part of IMEX tech awards for over a decade, but with generative AI scaling up, it’s more relevant than ever. Attendees will find AI woven throughout sessions, demos and even post-session summaries powered by Snapsite.

JL Encore has been a strong partner in recent years. What can attendees expect from them?

TE Encore is back with a major showcase, right beside the Inspiration Hub. They’re bringing immersive tech and creative displays that highlight how audiovisual can transform event design.

Discovery is one of the best parts of IMEX. You never know what you’ll stumble upon—a booth activation, a live demo, or even our Smart Meetings photo booth where attendees can pose on the magazine cover. On Wednesday, we host our “Cheers to Excellence” toast, a chance to celebrate award winners and reconnect.

IMEX is full of superstars, from veterans who have shaped our industry to rising talents just starting out. We’re hosting mentor roundtables again on Thursday morning, giving attendees a chance to meet industry leaders one-on-one. It’s always a hit.

JL With so much going on, is there space for attendees to recharge?

TE Absolutely. On the floor, we’ll have quiet Zen pods and workspaces for when you need focus. Just outside the show floor, in Bayside E, there will be a resilience room—designed especially for neurodivergent or introverted attendees who need true silence.

We’re also partnering with Olympian Meetings to bring “Circadian Co,” a program aligned with natural energy rhythms. In the morning, expect fitness activities. In the afternoon, breathing and mindfulness. It’s about aligning body and mind with the flow of the day.

My advice: wear comfortable shoes, bring a water bottle and listen to your body. When you feel maxed out, step away for 10 minutes. It can make all the difference.

JL What one piece of advice would you give planners coming to IMEX for the first time?

TE Plan what matters, but leave space for serendipity. Don’t overbook yourself. Schedule key meetings and education sessions, then allow time for spontaneous conversations, hallway encounters and moments of rest. IMEX is about relationships, discovery and play.

There are even sessions simply called “Playtime,” which I recommend. It’s all part of connecting, learning and recharging.

JL That’s wonderful advice. I’ll add one more thing to my personal agenda—finding you for a hug, Tahira.

TE I’ll be ready. See you in Vegas.

JL This has been another episode of the What One Thing? podcast, produced by Bright Business Media. Subscribe for your daily dose of inspiration at SmartMeetings.com.