Contracts with speakers and entertainers are just as important as those made with the hotels and venues hosting your event. DepositPhotos.com

When it comes to planning successful events, the magic often lies in the speakers and entertainers you book. However, behind every inspiring keynote or captivating performance is a carefully crafted contract that ensures everything runs smoothly and according to plan.

For event planners, managing speaker and entertainment agreements can be a daunting task dealing with legal jargon, egos and the potential for costly missteps. From negotiating unique requests to navigating cancellation clauses, understanding how to handle these contracts is essential to the success of your event.

“If the language in the contract is vague or unclear, it’s on you as a planner to ask questions. Don’t assume,” says Barb Gould, CMP, senior marketing and events specialist for The Alliance in Madison, WI.

Understanding Key Contract Elements

When it comes to events, contracts for speakers and entertainment are equally as important as those made with hotels and venues, so it is essential that you go over them with a fine-tooth comb, Gould says. If possible, you should also have an attorney review all agreements.

Some of the key contract elements to pay attention to are:

1. Payment terms
These will include information on how payments will be made (in installments or as a lump sum) and whether there are any penalties for late payments.

2. Scope of services
This clause details what the speaker or entertainer is expected to deliver, including the length and subject of their presentation and whether they will do a Q&A session or interact with the audience.

3. Performance obligations and schedules
A contract should specify when and where the speaker or entertainer is expected to perform, including information about arrival times, sound checks and what time a performance will begin and end.

4. Mutual indemnification
A contract should have a mutual indemnification clause that protects both you and the speaker/entertainer from any legal liability for damages or losses at the event.

5. Confidentiality and intellectual property
It’s important to know who owns the content presented at the event. Does the speaker hold intellectual property rights to the material in their presentation? If they do, it might be hard for event planners to record, share or repurpose it.

Gould says she tries to avoid hiring speakers who retain the rights to their presentations. “I want to be able to put the presentation out on my YouTube channel and make it available for on-demand viewing later, but not everybody’s going to agree to that,” she adds. “I don’t blame them, but it makes it hard for us because our audience is used to watching things on-demand.”

Gould also sees AI causing problems with intellectual property rights. Although she hasn’t seen AI addressed in contracts, she warns that it should be something event planners pay attention to. “I don’t own this material, and to put it into AI, like ChatGPT, is putting it out for the world…” she says. “I think, as a planner, if you’re not thinking that through, you could be inadvertently violating the terms of your contract.”

6. Cancellation clauses
Life can be unpredictable, so your contract with speakers and entertainers should include cancellation policies in the event something unexpected occurs. Such clauses outline the terms for cancellation by either party, including required notice periods, refund policies and rescheduling options.

Gould says that when she first started at The Alliance, a speaker — who was scheduled to present at a Monday meeting — called on Sunday saying she couldn’t make it in person due to weather issues where she was in New York. She then asked to have arrangements made for her to speak virtually.

“I knew she was making all this up because she had another opportunity to speak at a conference in New York that [had] a higher profile,” Gould says. “We ended up scrambling. It cost us more money at the last minute to alert the AV team that we needed to bring in all this equipment to be able to connect with her virtually onscreen. And it was a disappointment to the audience because no one wants to make the effort to come in person to an event only to watch somebody on the screen. If we … had a contract, it wouldn’t have been so easy for her to wiggle out of it at the last minute.”

Cancellation clauses also give planners an out if they need to cancel a speaker or entertainer. Alison Huber, senior manager of travel and events for Baker Tilly in Madison, WI, says that for the events she plans, she stays in contact with the speakers bureau in case anything changes and she needs to cancel. “We work to have a rebooking option in all contracts, knowing that there are times we have to adjust for unforeseen circumstances,” Huber adds.

Negotiating Unique or Specific Demands

When negotiating contracts with speakers or entertainers, it’s not uncommon for the talent you hire to have specific requirements for their participation. Occasionally, corporate planners might find themselves dealing with celebrities who make off-the-wall demands — like no brown M&Ms allowed in the green room. Still, when a speaker makes a request, elite planners will find a way to make it happen, although some are easier than others.

For example, Gould once planned an event featuring the legendary Dr. Jane Goodall as the guest speaker. The famed zoologist had one simple ask: a hotel room with windows that could open to fresh air.

“I always try to aim for a win-win in my negotiations,” Gould says. “And I always try to start sooner rather than later in signing a speaker for an event, because negotiations can sometimes take months.”

At Baker Tilly, planners negotiate demands as they relate to the event. “We look at these negotiations as a partnership and work to find the best outcome for all parties,” Huber says.

To ensure that all speaker or entertainer requirements can be met, Huber says, she reviews the talent’s rider clause closely prior to signing a contract. “We also review this often in our planning phases to ensure we have met the needs for guestrooms, meeting space setup, AV needs and any other special requests,” she adds.

Working With Speakers Bureaus and Management Companies

Baker Tilly works with a preferred speakers bureau to hire most of the speakers and entertainers for their events, Huber says. “They provide inclusive costs and specifically note what is not included,” she adds. “I often will include a little bit of cushion, which varies depending on the base fees, just to be safe.”

If you are working with a speakers bureau or management company, it’s important to know exactly who you are booking for the event, Gould says. In other words, are you booking a specific speaker, or can the management company change the speaker who actually shows up?

“If you don’t pay attention to that, you could end up with Joe Blow at your meeting, and that’s not who you thought was coming, and who you marketed on all your promotional materials,” Gould says.

That’s not to say planners should avoid working with talent management companies. One benefit is that they can speak their minds about their needs, Gould says. The management company acts as a third party between planners and the speaker/entertainer, protecting event organizers from having to deal with talent egos, she adds.

“If you’re working with a management company, [they’re] going to want to build a relationship with you and get repeat business … so they’re going to be willing to work with you on some things that may be in the talent’s rider clause,” Gould says. “Don’t be shy about speaking up for what you need.”

Resolving Last-Minute Contract Issues

No matter how hard they work to avoid them, planners will, from time to time, encounter issues with speakers and entertainers. However, elite event professionals are always prepared to handle it all — from substitutions to weather-related complications to cancellations.

For example, Huber recalls an outdoor party she was planning in Florida in December. The event featured a live band, and as it got closer, it was apparent that the weather wasn’t going to cooperate, so she had to work with the venue, vendors and entertainers to move it indoors.

“We simply contacted our vendor and talked through what their needs were and how we could accommodate them in the new plan,” Huber says. “Everyone was understanding and transparent… It turned out even better for the audience, as they were much closer to the band and more engaged than they would have been in the initial location.”

Gould also insists on always having a plan in place to deal with the unexpected. “I think to myself: If this worst-case thing happens, can I live with that?” she says.

Managing speaker and entertainment contracts is an essential skill for event planners — one that requires attention to detail, effective communication and careful planning. From understanding the key elements of a strong contract to negotiating unique demands and preparing for last-minute surprises, mastering these agreements is crucial to organizing a successful event.

Planners must always carefully scrutinize every contract, ask questions and seek legal advice as needed. Whether you’re dealing with intellectual property rights, rider requirements or anything in between, accuracy is absolutely essential to ensuring the best possible experience for all involved.

“It’s fun working with speakers, but you just … have to be willing to walk away,” Gould says. “You can’t get starstruck by some of the big names. You’re hiring them to do a job, so you have to keep the interests of your audience and your organization top of mind.” C&IT

Planners report that more and more event attendees look forward to unique outdoor activities such as morning poolside yoga, creative journaling, hikes and, of course, golf. Grant Miller Photography

Gone are the days when corporate meeting and event planners would simply install plain white tents for an outdoor event, then set up drab tables and chairs with little thought about the overall aesthetic and experience of an outdoor gathering. Today’s planners — and attendees — are not only looking at the overall design of an outdoor event, but they are also focusing on the unique elements that make al fresco experiences truly shine.

Kara Olsen, CMP, manager of shows and events at SalonCentric, believes there is a growing priority on employee well-being and work-life balance across all industries. As such, hosting corporate outdoor events offers a way for attendees to enjoy the beauty of their natural environs.

“Outdoor events offer a refreshing change of pace from traditional indoor settings and help boost morale and general excitement,” Olsen says. “Fresh air, natural light and scenic views can contribute to a more positive and engaging experience.”

SalonCentric recently hosted a retreat in Scottsdale, AZ, that featured many outdoor wellness moments and activities.

“As an industry that traditionally hosts business, events and shows indoors, we found very quickly that our attendees looked forward to attending the outdoor activities that included morning poolside yoga, creative journaling, succulent building, hikes, goat yoga and much more,” Olsen says. “By breaking up the indoor presentations with meal breaks and activities hosted outdoors, we found guests leaned into the presentations more, had sharper attention and networked more during the breaks.”

A Strategic Choice

“Outdoor events are no longer a niche — they’re a strategic choice,” says Justine Sterling Converse, founder & CEO of Brigade Events, who works with corporations on event planning. “Whether it’s a C-suite retreat or an incentive celebration, across industries, there’s a growing appetite for events that feel human, rooted in place and connected to a bigger mission.”

In a world increasingly shaped by digital interactions, the opportunity to bring people together in fresh air — with room to breathe and think — is invaluable. There’s a growing awareness that environments deeply impact engagement and creativity.

“When done right, especially for high-stakes gatherings like summits or policy forums, outdoor events can unlock stronger collaboration and more meaningful connections among teams,” Sterling Converse says.

Brigade Events recently planned an outdoor corporate event at a stunning property in Hudson Valley, NY, welcoming a highly distinguished group of attendees. The Brigade Events team’s appetite for risk with outside elements was understandably low, so they collaborated with the venue to transform the open-air lobby — typically used as a curated arrival experience — as the primary gathering space for all programming and meals.

“With a cozy fireplace and sweeping views of the valley, it offered the perfect blend of shelter and atmosphere,” Sterling Converse says. “We also had a full rain contingency in place, and fortunately we did, as rain ultimately arrived. Thanks to this thoughtful approach and reimagined design that brought the outdoors in, our high-profile attendees were able to enjoy an event that felt fresh, relaxed and inspiring while engaging in conversations poised to change the world.”

Meanwhile, Olsen has found that a unique outdoor venue can be the star of an event. Thinking beyond traditional outdoor patios and rooftops, companies are leaning into vineyards, historic estates and wellness retreats. This fresh perspective on a unique venue allows attendees to embrace the outdoors differently while appreciating the comforts of a well-organized meeting or event.

“If you are planning an outdoor event, start with a venue that will set the tone and story you want to tell,” Olsen says. “Additionally, a focus on sustainability and incorporating sustainable practices throughout the event not only benefits the environment, but also resonates with the increasingly environmentally conscious attendees.”

Sterling Converse adds that the most powerful outdoor events are the ones that feel both intentional and immersive. That starts with integrating the natural landscape into the attendee experience — allowing the terrain, climate and surroundings to shape everything, including the flow of the agenda, the style of the menu, the layout of the walkways and even the temperature control solutions.

“At the same time, these experiences must be executed with indoor-level precision. Power, security, access and acoustics can’t be afterthoughts. They’re foundational,” Sterling Converse says. “Only when those logistical elements are flawlessly managed can attendees fully relax and engage in the experience. That’s where story-driven design comes in. When every detail is anchored in a central mission or message, woven through the signage, seating, programming and conversation prompts, it elevates the event from memorable to meaningful. Attendees may not remember every visual, but they’ll remember how it made them feel.”

Focus on Wellness and Engagement

Aleah Valley, co-founder of Valley & Co. Events, has seen a steady rise in outdoor corporate gatherings, as teams crave more personal, wellness-focused and engaging environments. Nature inherently invites connection and presence — two things today’s companies are striving to foster.

“Corporate brands are recognizing that offsite experiences can be more than just a perk. They’re a strategic investment in culture and retention. Outdoor formats also offer more flexibility, which is key when planning across departments or accommodating hybrid teams,” Valley says.

Valley & Co. Events recently produced a multiday corporate summit in Montana that assembled leadership teams for strategy sessions, wellness experiences and evening celebrations under the stars. Nestled at the base of the mountains, the event team leaned into the natural beauty of the landscape with open-air lounges, cozy fire-pit vignettes and a candlelit dinner beneath a canopy of twinkle lights. Branded trail mix bars, custom welcome kits and sunrise yoga helped balance productivity with restoration, leaving attendees inspired and reenergized.

Another favorite corporate gathering that Valley & Co. Events planned was a fall fête in New York’s Hudson Valley, where they created an al fresco experience that reflected the richness of the season — a fusion of Nordic architecture was balanced by a glass tent, farm-fresh cuisine, warm wood tables overflowing with florals and a showstopping cheese, charcuterie and fruit spread that doubled as art.

“Candlelight and theatrical lighting in the forest details gave the event a distinct sense of place and purpose, reinforcing the client’s commitment to thoughtful, high-touch experiences,” Valley says.

Natalie Glasgow, EMEA, managing director at Your Event Solutions (YES), says there is potentially more freedom for experiential activations at outdoor events — where you have more space to play, access can be easier, but you have to offset with things like generators, power, parking and floor covers in some instances.

“Whether experiential activations be food trucks or a large discovery for attendees to engage with, the blessing of space allows you to create different zones — catering to different tastes and preferences within your audience — and open up the flow of the event and opportunities for engagement and memorable experiences,” Glasgow says.

YES recently hosted an unforgettable corporate program at Montage Big Sky in Montana, where the breathtaking outdoors truly stole the show. Upon arrival, each attendee was welcomed with a thoughtfully curated backpack filled with local snacks, a branded Hydro Flask, a cozy pullover sweater and a portable phone charger — perfect for the adventures ahead. The weekend kicked off with an outdoor mountain reception featuring cozy s’mores fire pits, live music from local Bozeman artist Sterling Drake (whose songs were featured in the latest season of Yellowstone) and a hands-on leather gifting experience offering cowboy boots, hats and tote bags. In addition, an artist beautifully captured the essence of the weekend in a one-of-a-kind painting.

According to Krista Emmons, senior director of U.S. service delivery at YES, attendees spent the next day exploring the wonders of Yellowstone on a group tour, followed by an après glow party back at Montage. The evening blended relaxed fun with a private concert by former Sugarland guitarist Thad Beaty and Montana singer Amanda Stewart. There were also golf simulators, virtual games and elevated bar fare, providing the perfect finish to a day of adventure.

“Day three combined a morning business meeting with a full afternoon of personalized activities, allowing attendees to choose between horseback riding, fly fishing, hiking, golfing, spa treatments or a leisurely day at the resort,” Emmons says. “A mid-afternoon happy hour set the tone for the final night: an indoor/outdoor farewell dinner complete with a Birds of Prey experience, a local Bozeman Spirits Distillery tasting and a raffle for the live painting created during the welcome reception. The weekend concluded with fond farewells and departures on day four, leaving attendees with incredible memories of Big Sky’s unmatched beauty and hospitality.”

Making Outdoor Events Memorable

Even the most creatively planned outdoor event is susceptible to potential setbacks, such as rain. That’s why it’s vital that corporate event planners create clear, solid contingency plans by working with the venue and vendors for all scenarios.

As Olsen points out, a sudden change of plans doesn’t have to “dampen” the experience. An example would be to prepare for creative use of unused venue space in the event that weather moves portions of the program indoors.

“A bell closet could become a registration hub, a lobby can become a Zen lounge, unused rooms can become smaller pop-up coffee stations, bars and activations, [and] a gym can become a group fitness class,” Olsen says.

Sensory immersion is also key for creating impressive outdoor events. “From thoughtful lighting and layered textures to curated soundscapes and culinary details that reflect the region, the most memorable outdoor events engage all five senses,” Valley says. “We also find that a strong narrative, anchoring the event in a theme or company milestone, helps attendees connect emotionally to the experience. Also, comfort matters. Cozy throws, shade and intentional seating layouts can make the difference between a gathering that feels special and one that feels like a logistical afterthought. Guided … experiences like forest baths, nature walks or even a warm … welcome by greeters can help attendees feel at home.”

Valley adds that it is important to let the setting guide the outdoor event design. That means using natural elements to enhance, not compete with, the space.

“Build in moments of surprise and delight, like a sunset toast, a surprise musical guest or a late-night s’mores cart, depending on the atmosphere and audience,” Valley says. “Prioritize attendee comfort. Think layers, shade and weather contingencies.”

Also, try not to overcomplicate the event. Outdoor events shine when they feel effortless and organic.

“Assume that ‘rustic’ means less refined. Elevated touches go a long way, even in the woods,” Valley says. “And don’t neglect sound. Wind, distance and nature can be challenging, so thoughtful AV planning is essential. The most successful outdoor events don’t just take place in nature — they’re inspired by it. We see every event as an opportunity to tell a story. When that story is aligned with a company’s values and vision, it becomes a powerful tool for connection, alignment and growth.”

As the founder and owner of Mary O’Connor and Company, Mary O’Connor leads a team that delivers a full suite of event management services. During site visits, O’Connor and her team help corporate clients reimagine program agendas with immersive, wellness-forward programming that taps into the energy of the outdoors and transforms a space.

“With the right décor, furniture and flow, open-air events feel more dynamic. We find that younger attendees, especially Millennials and Gen Z, are asking for outdoor events by name,” O’Connor says.

Mary O’Connor and Company once turned a corporate event into a full-on tailgate takeover. Picture a Jumbotron streaming Monday Night Football, giant beer pong, a pickup truck bed bar and AstroTurf furniture. Attendees got custom team jerseys, and even the band dressed the part. It was sports-meets-spectacle from end zone to end zone, to match the client’s “Playing to Win” theme for the corporate meeting. A photo booth was set up for attendees to snap pics in front of a large Sports Illustrated magazine cover, and the focal point of the event was an area with seating to mimic a sports bar. There were even referee-style black-and-white-striped linens and branded flag pennants for signage.

The great outdoors is a playground for the senses. That’s why O’Connor leans into a venue’s natural beauty with Instagram-worthy setups, visually appealing thematic décor, casual-chic seating, walkable F&B setups and interactive entertainment that fits the vibe.

“Our secret? Designing for all five senses — from savory bites and signature scents to mood-setting music and visual ‘wow’ factors,” O’Connor says. “When every sense is engaged, the experience sticks.” C&IT

DepositPhotos.com

When President Trump proclaimed that April 2, 2025, would be “Liberation Day,” calling it “one of the most important days in history,” he boasted that it would boost domestic production, create American jobs and bring prices down.

He unveiled a two-tier tariff structure, with a baseline 10% universal tariff applied to imports from all countries except Canada and Mexico, and additional country-specific “reciprocal” tariffs, based on the administration’s assertion of unfair trade practices by 60 nations. This was on top of a 25% tariff the president placed on Canadian and Mexican goods (with some exemptions) and a 145% tariff on China.

Now, we’re in a global trade war with no end in sight. It’s predicted that everything from electronics to automobiles to clothing and food will be affected, and not in good ways.

So, how will all this affect the event planning industry?

Michael Taylor is vice president of sales and marketing at CPG Agency, a corporate event and engagement agency in St. Louis, MO. He’s been with the company for 15 years in various roles, but currently he supports high-level strategy for large-scale, enterprise Fortune 500 brand events. Right now, he says, he’s not sure anyone in the industry has the answers because it’s been such a fluid situation. While he says that, for the most part, domestic events shouldn’t see much of a difference in the near future since so many of the vendors and resources are here in the U.S., international events might start to see an impact on top of labor visas and value-added taxes that are already paid.

“Planners should plan to use as many local resources as possible when going internationally,” Taylor says. While he notes that there’s no real way to verify if a supplier is subject to tariffs, there are resources that can help, like the Exhibitions & Conferences Alliance Tariff Resource Center, which can be found online.

“Promotional materials will likely be the most impacted in the near term since so much of that comes from China,” Taylor says. “But again, there’s a lot of inventory here in the U.S., but I suspect our suppliers will look elsewhere, but still be subject to potential tariffs.”

According to event producer Kevin White, founder and chief strategist for XPL Experiential Design & Event Production, the tricky part is that nobody has any idea how to predict the length of time these tariffs will be in effect. “This administration is very transactional,” he says. “It’d be very simple to say — if the tariffs were permanent — we know exactly what the impact is going to be. But since they’re all over the place, the unpredictable nature of the longevity of the tariffs means suppliers are going to start adding an uncertainty quotient to their proposals. You’re going to see people hedging bets and [adding] an additional 20% on top of what was already there.”

Event Materials and Services

Tariffs on imports — specifically from countries like China, Canada and Mexico — are already increasing prices for event materials including aluminum, copper and textiles, which are commonly used for staging, signage and promotional items. These added costs are forcing planners to either absorb the expenses or pass them on to clients, which, as White points out, could potentially reduce budgets and profitability.

“[For] someone like myself, who is dealing in planning, the impacts of tariffs are going to be very small on what I provide, which is my knowledge base,” White says. “You’re going to have places like a venue, which probably have a supply chain across the board, impacted by that.”

White goes on to say that everything from flowers, wine and cleaning products to linens, food, swag and AV equipment are going to be impacted. Large hotel chains will be affected.

“If you’re a traditional hotel, the more traditional you are, the more problems you’re going to have,” he adds.

Disruption in Supply Chains

While tariffs will have a direct effect on the price of goods, they can also lead to shipping delays due to increased customs inspections and additional paperwork, which is especially problematic in an industry where timing is critical.

In cases where tariffs trigger retaliatory measures from other countries — as has been seen — export-related event services, for gatherings such as international trade shows or destination events, might also suffer, due to either reduced demand or increased difficulty in transporting goods across borders. Ultimately, tariffs are forcing event planners to become even more strategic and flexible in their supply chain operations, balancing cost, reliability and timing in an increasingly complex trade environment.

Andrew Roby is president and CEO of Andrew Roby Events, an award-winning business event planning company in Washington, D.C., Dallas and Los Angeles. He explains that shipping companies have to decide if they want to pay the added fees or wait before items are shipped.

“In many cases, the docking fee or port fee is less than the cost of paying the higher tariffs, and shippers will run the risk of waiting to see if tariffs will go back to normal,” Roby says. “If ships decide to wait at the dock, this means your equipment will arrive later than expected. The same can apply to air freight. The result of this means port congestion, as customs now have a higher quantity of packages to check, both at the port of origin and the destination. They may not increase labor to account for the larger-than-expected volume of packages each day.”

The result is that planners can expect delays in acquiring imported equipment, décor and merchandise, as well as canceled or postponed shipments, which could impact event timelines.

“The industry is still understanding their [tariffs’] full impact,” says Meredith Shottes, chief experience officer at Miller Tanner Associates in Lebanon, TN, where she leads client strategy and experience delivery across global events. “All cost implications will not hit at once. With continued market volatility, we are just beginning to see the impact of tariffs on events. However, we are preparing for increases in all meaningful event categories, like venue, transportation, décor, print and technology. At this moment, we are hearing of impact, but not yet seeing it in our costs. We are bracing for impact as we stay in very close contact with all of our vendor partners.”

Tariffs Will Affect Other Aspects of Event Planning

It’s not just the prices of goods and shipping that will be affected. President Trump’s tariffs will also make it harder and more expensive for multinational brands to execute marketing and branding campaigns across borders. This uncertainty and financial pressure could make companies more risk-averse in forming new partnerships, especially international collaborations. As a result, event organizers may need to adapt by seeking out sponsors with more domestically stable operations, or by offering more flexible partnership packages to accommodate tightened budgets.

Because of higher prices, to stay within budget, event planners may need to increase ticket prices, as well as offer fewer perks and more scaled-back experiences, which could result in events that are less accessible to budget-conscious attendees. Tariffs could not only impact the back-end logistics and cost structures of events but also ripple outward to shape consumer sentiment and expectations.

What Can Planners Do?

To prepare for the incoming impact, planners can do what they do best: plan ahead now for sudden tariff-related expenses.

“Flexibility starts with smart forecasting and strong vendor partner relationships,” Shottes says. “At MTA, we build in contingency reserves, but we also prioritize early quoting and frequent budget reviews. The key is to treat your budget like a living document, not a fixed spreadsheet. We encourage customers to embrace budget flexibility to allow underutilized budget lines to help ‘band-aid’ stretched areas. All that said, we are entering unknown territory and are being even more conservative in our quotes to ensure that we deliver at or under budget on every single experience.”

White says that internal planners should look at their year-long portfolio of events and decide which they can and cannot do. External planners, on the other hand, could be forced to make even tougher decisions.

“If you’re running a business and you have to keep your margins for your client, that then becomes much harder to do because you’re like: ‘I can’t cancel one of my clients. I can’t borrow from another client.’ So, you’re saying to yourself: ‘How do I do what I’m trying to do?’” White says. “This may hasten the use of AI. You might start seeing people chopped because you have to buy product. So instead of five people, there’s now two people doing the work.”

Roby says that when organizing events that have either import or export requirements, risk management is something that all planners should be factoring in by developing a likelihood assessment that offers various scenarios based on existing policies.

“Because tariffs are constantly changing, find where you can get historical data on tariffs both in your country and where you are hosting the event,” he adds. “This can give insight into how much tariffs may rise and what kind of added logistics is involved. Determine the impact customs play on your event and any added documentation you may now need to avoid unnecessary delays.”

Roby also recommends using multiple suppliers, rather than just one. Even if you do use a single supplier, see if that company knows of another one in the same category they’ve partnered with before, and lean on them in case problems arise.

“It is key that we remain transparent anytime a price changes and [clarify] why it has changed. The more information you offer to clients, the better they are at making decisions,” Roby says, adding that you should make sure you have insurance to account for potential losses due to delays or additional costs tariffs may bring.

“Imported goods from overseas will be affected by tariffs, but if you source locally, your goods will not be subject to them,” says Brad Lipshy, CEO of Event Solutions in Santa Monica, CA. “Here at Event Solutions, we always prioritize sourcing decor and materials locally due to our sustainability efforts. This can mitigate costs while also providing benefits through sustainability.”

However, Shottes says that President Trump’s tariffs could affect even local vendors.

“That’s the challenge — even if you’re sourcing locally, you can’t always see where each vendor partner is getting their components or materials,” Shottes says. “In our global economy, supply chains are interconnected. Cost increases can surface in unexpected places and without warning.”

Lipshy says that establishing relationships with vendors is crucial to any event planning company. If you don’t know where they source their materials, then simply ask them.

“Event Solutions works with vetted vendors with whom we have established great relationships for nearly 40 years,” he says. “This ensures a secure supply chain. Know that prices often fluctuate seasonally and with availability, so always give yourself a metric in the budget to accommodate.”

As for tech equipment, Event Solutions’ vendors bring it with them instead of renting it per event, which helps reduce costs for their clients.

When it comes to international events, Roby also encourages planners to reach out to local suppliers near the destination for the same items if needed. Even if there isn’t a supplier in the area, he suggests that planners consider other companies outside of the U.S. that can provide those items and quickly ship them to your destination.

“I also recommend that your contracts with your clients include clauses that account for issues with tariffs,” Roby adds. “While we have no control over tariffs and the ill effects they have on events, we equally should not be held accountable for when things are out of our control. You should always keep your clients informed about everything that is happening. This should include tracking numbers, so they see where the material is and the expected arrival dates and times.”

With so many potential changes to shipping, Roby advises expediting items and negotiating with the venue to see if they allow them to arrive earlier, then factoring these added fees into the budget.

With an uptick in demand, local vendors might increase prices, which could affect planners’ overall budget. Not knowing how long a trade war could last, planners must brace for economic chaos by planning ahead and staying flexible.

After all, as the old saying goes: The show must go on! C&IT

When a company wants to reward its top performers, an incentive trip to Monaco sends a very clear message. Courtesy of Event Strategy Group

There are almost as many types of events as there are reasons to have them. In the events world, sometimes the smallest things make the biggest difference, and the job of the planner is to balance the finer details with the larger picture, as well as be nimble enough to handle any unforeseen circumstances.

It starts by understanding what the client wants to achieve. If they are unsure of their end goal, it’s up to the planner to ask the right questions and help design the roadmap to bring the vision to life. Kate LaRosa, senior event director with Event Strategy Group, has worked with both types of clients.

“Sometimes a client will come to us and say something as broad as: ‘I want to get these 50 people together,’ and we work with them to strategize and plan it out,” she says, adding that whether a client is planning an afternoon outing for managers at TopGolf or a multiday conference for 5,000 attendees, it’s critical to have a strategy to reach the goal.

As director of U.S. marketing for PCL Construction, Trese Foley oversees the company’s various internal and external events. She explains that events are a key component of PCL’s overall marketing strategy, and they hold many of them, both large and small, throughout the year. These include golf tournaments, team-building, town halls, picnics, holiday parties and company meetings, as well as company conferences, client and partner events, trade shows, charity fundraisers, job site events, trade appreciation events and more.

“This year, we’re celebrating PCL’s 50th anniversary of building in Colorado with a very unique museum-style Colorado adventure-inspired open house event for employees, families, clients, partners and community partners,” Foley says.

Each PCL function is carefully planned and curated, driven by the end objective.

“We may do a smaller-format, more intimate event if our intent is to build or strengthen relationships quickly,” Foley adds. “Small, memorable events create opportunity for greater connection, conversation and shared experiences, which can enhance relationships. To foster internal camaraderie and conversation, we may consider organizing a larger, fun experience centered on an activity, providing people with the opportunity to laugh and participate together.”

A Clear Goal Guides the Format

To guide her planning for clients, LaRosa has a standard list of questions she’ll ask them to get a clearer picture of what they are trying to accomplish with an event:

• What is the goal?
• What is the event’s purpose?
• What do you want the attendees to leave with (i.e., knowledge, experience)?
• How much time can people afford to spend at the event?
• If it’s an internal event, what value are you providing that warrants someone spending time away from their work and families?

For external events, one question is essential: What makes this a critical “must attend” function?

There are other considerations with an internal company function, according to Pine Hill Events owner Jean Kintisch. “If it’s a family fun day for employees happening on a Saturday or Sunday, is that a paid day?” she asks. “Is attendance ‘required’ or ‘encouraged?’”

The goal will dictate the event format, so it is important for planners to find out about the client’s  past events during the initial discovery call.

“It’s essential to ask whether the organization has established measurable objectives, and whether [they]align with the company’s broader mission,” says Linwood Group Meetings founder and chief conference officer Linda Hurtley.

If the goal is to build relationships with existing customers, planners might consider an event that combines networking with elegant socializing.

“For example, begin with a one-hour educational session, perhaps introducing a new product or service, followed by a sophisticated dinner or cocktail reception. To maximize networking, keep the music volume low to encourage conversation, and invest in thoughtful touches such as creative mocktails, beautiful décor and interactive entertainment,” Hurtley says. She adds that a one-day regional conference is a good way to convert potential customers with breakout sessions focused on different products or services to accommodate a range of interests.

“To encourage attendance, the company should consider covering travel and accommodation costs,” Hurtley says. “A welcome dinner … is a great icebreaker, and the conference should include breakfast, lunch and informal networking breaks. Make sessions dynamic and include unexpected elements to make the experience memorable.”

If the purpose is to identify top performers, Hurtley suggests an incentive trip.

“Set clear qualification goals, communicate them early and create excitement around the reward,” she says. Also choose a desirable destination and upscale resort with various activities. Include a short business session to maintain professional relevance, but focus mostly on leisure, fine dining and team bonding.

The Budget/Goal Relationship

“A lot of times, people will come to us with a budget number. I may have a gut reaction to that … and whether what they want is doable,” LaRosa says. “Sometimes, people will come to us with no budget … then we have to dig in a little more and look at it.”

Hurtley says budget doesn’t necessarily drive goals, and the two should be defined simultaneously but independently. One shouldn’t dictate the other, but budget does influence execution of goals.

“An experienced event planner will help clients set realistic expectations and create a detailed budget that includes all essential line items,” she adds. “A generous budget allows for high-impact moments and ‘surprise and delight’ touches. A smaller budget requires creativity, but with thoughtful planning, meaningful moments can still be achieved.”

That said, planners continue to meet the challenge of executing events with the difficult combination of ever-smaller budgets and rising costs for virtually every line item. A few key factors are responsible for driving up costs.

“Events have come back strong after COVID, thus we’re seeing a seller’s market when it comes to premium pricing,” Hurtley says.

Inflation on key items such as food, materials and equipment — plus ongoing supply chain issues — are among the biggest causes of rising costs, and the hospitality sector is still struggling with labor shortages.

“Experienced staff found other jobs during or after COVID, and the industry hasn’t recovered …” Hurtley notes. “Additionally, when they do find experienced staff, the pay scale is higher.”

In a seller’s market — as vendors charge premium rates for AV, food and other essentials, while travel costs (air/ground transport, hotels, etc.) keep rising — Kintisch advises careful planning to zero in on clients’ needs and carry out their vision.

“What kind of catering are you picturing? Are you thinking a casual backyard BBQ or fine dining? Do you want people up and mingling, or is everyone seated and receiving a plated meal?” Kintisch asks. “Then there’s the swag. Is everyone getting a T-shirt, a lanyard, a water bottle? Are there prizes? Is there entertainment? I think it has a lot to do with the goal. How many people are we talking about, and what are we trying to do? That dictates a lot.”

Hurtley insists that while costly, “events are more valuable than ever,” as they provide:

• Cost-effective engagement with current and prospective customers
• Education and professional development through CEUs, certifications or new tools
• Brand visibility for event hosts and speakers as thought leaders
• Community and employee engagement, whether through celebration, education, fundraising or team-building

“At events, [business often happens] in hallways and informal settings …” Hurtley adds.

So how can planners stay at or below budget but still carry out an event that aligns with the client’s vision and end goal? Hurtley believes it starts with strong contract negotiations.

“Understand what’s essential, compare options and don’t commit too early,” she says. Her other suggestions for keeping costs down include:

• Comparison shop and create a proposal grid
• Watch for hidden fees and get clarification in writing
• Build relationships with suppliers  to foster goodwill and flexibility
• Hire an experienced event planner who can identify cost-saving opportunities and avoid costly mistakes
• Stick to a timeline to prevent rush charges
• Collaborate with chefs to design menus that stay within budget but feel special

Meanwhile, as costs continue to rise, so do attendees’ expectations. Foley says that while it’s incredible when your event is talked about and remembered, that brings pressure to outdo yourself year after year — which can also drive up costs.

Says Hurtley: “In these moments, it’s important to remember the goal and intent of the event, and consider when meaningful simplicity may be more valued by your guests and help achieve goals, rather than an over-the-top extravaganza.”

Curating the Program

Depending on the event, and particularly if it has an overarching theme, the keynote speaker’s message often drives much of the content. A carefully selected keynote speaker could boost attendance based on their name or reputation alone. LaRosa says you only need a keynote if they help to reinforce or add value to your message. That said, she points out that most corporate events do have either an internal keynote (such as a member of the host organization or a company partner) or an external one, which could be a top-tier celebrity or industry expert usually hired through an outside agency. In addition to the keynote, content will vary by event:

• Sales meetings: Focus on performance metrics, next year’s goals, company updates, product training and incentive program announcements
• Product kickoffs: Share product details (features, benefits, production schedule), market research, sales strategy, pricing and marketing plans
• Large-scale conferences: Content depends on the host but typically includes professional education, panel discussions, workshops, product showcases and networking opportunities

So, what’s working best in terms of content delivery? The answer is: high-energy speakers, interactive elements and shorter, more impactful sessions.

“We’re getting more into the nuance of how to deliver content, and we’re seeing a lot of changes since we came back from COVID,” says Wendy Porter, chief events strategist at Wendy Porter Events. “Our attention spans haven’t necessarily changed, but the amount of ‘noise’ coming at us has. We’re learning more about how our brains work, and we have to constantly integrate scientific methodology to bring our brain back to attention.”

Rather than compete with the ever-present electronic devices for attendees’ attention, Porter says she’s found ways to work with them: “People will be on cell phones no matter what you do, so I’ll integrate [it] into an activity. Maybe we’ll do a poll or use a word cloud that leverages their phone.”

Victoria Matey, an event psychology adviser and co-founder of Matey Events, says one-way communication has never been effective, but it has been tolerated by event attendees for years.

“Shorter sessions — finally being adopted by event organizers — are better because they help combat content fatigue, but that alone, or simply using a ‘different’ delivery method, won’t bring outstanding results,” Matey explains. “It requires systemic, intentional work that involves the event team, speakers and attendees. Even a lecture can be engaging as long as you apply strategies to manage factors like focus, memory, senses and emotions.”

Matey also supports the event industry’s emerging focus on personal comfort.

“There’s a growing demand to get more value out of attending, and that means catering to human needs, like the desire to be seen, valued and cared for. People simply don’t want to waste their time … on something that doesn’t feel comfortable,” she says. “The value of time has changed dramatically, and many organizers recognize that. Understanding behavioral patterns and the root cause — meaning universal psychological mechanisms that govern human behavior — has always been a must and is now finally getting the attention it deserves.”

Beyond the content, the experience itself is vital to success, Foley says, adding: “We focus on finding ways to envelop our guests in a sensory experience that draws them in, creates an emotional connection and builds lasting memories through design, staging, flow, format and food and beverage.”

It is now also more common for planners to add “feel good” elements and “give back” projects to benefit a nonprofit or host community. Such initiatives give attendees a new way to work together.

“Whether it’s team-building or just a really cool experience, that’s the whole point of bringing people together — to make memories,” she says.

It doesn’t have to be expensive, either. “Maybe it’s something for a local charity or writing a note … for patients in a local hospital,” Kintisch adds.

Incentive Adventures and Experiences

Incentive trips are about unforgettable moments, so the key is creating a feel of exclusivity from the start.

“It’s a reward, so people who qualify get access to those events,” Porter says. “It’s a whole different experience — very high-end, high touch. Make them feel special, and that feeling is woven throughout.”

When her team isn’t familiar with a location, Porter will use a destination management company (DMC) to help design an experience there. LaRosa does the same when working internationally.

“I tend to lean on them mainly because of the language barriers, which is much more of an issue than people realize,” LaRosa adds. “DMCs are also helpful for understanding the culture, which is really important for attendees who may not have traveled outside the country much.”

Whether it’s about networking, education or showing appreciation, choosing the right event format all comes down to having a clear goal. Once both the goal and the budget that guides it are in place, a planner can execute an amazing experience that is both affordable and unforgettable. C&IT

For younger attendees, events have to deliver a real experience rooted in purpose and identity. Courtesy of Phoebe Choi

When it comes to event planning, Gen Z is redefining what corporate and incentive events should look and feel like. It’s no longer just about logistics, catering and a packed itinerary. For younger generations, including Millennials, these events are an expression of identity, purpose and experience, and they aren’t just showing up to be entertained. Their expectations are shaped by digital fluency, social awareness and a strong desire for meaningful connection.

“If your event isn’t culturally relevant, visually captivating and values-driven, Gen Z will scroll past it, literally and figuratively,” says Amanda Ma, CEO of Innovate Marketing Group in Pasadena, CA. “Gen Z expects more than moments. They want meaning. The events that win them over are the ones that feel personal, inclusive and purposeful.”

Gen Z is the generation born roughly between 1997 and 2012. They’re digital natives who’ve grown up around smartphones, streaming and social media. Younger Millennials, born between 1989 and 1996, share many of the same traits, having grown up during the rise of the internet and globalization.

Both of these generations are diverse, globally minded and care deeply about values, inclusion, climate change, mental health and social justice. They have been shaped by the 2008 recession, the COVID pandemic and a turbulent political climate, all of which have impacted their expectations for the institutions, brands and events they choose to engage with.

Unlike previous generations, younger attendees aren’t impressed by status or spectacle alone. Instead, they’re seeking experiences that feel real, align with their values and invite them to actively participate. They’re not just consuming content — they want to co-create it.

Another key distinction is how younger generations approach identity and community. Gen Z, in particular, views identity as fluid and intersectional. This perspective carries over into their expectations for events. They want to see representation across race, gender, sexuality, ability and background, not as a token gesture but as a core part of the event’s DNA. For them, inclusivity isn’t a nice-to-have — it’s a non-negotiable.

They also value community, but not necessarily in the traditional sense. Younger attendees are more interested in micro-communities and niche subcultures than mainstream movements. Whether it’s wellness enthusiasts, gamers, climate activists or fashion upcyclers, younger audiences want to connect with like-minded individuals around shared passions. Events that cater to these interests and offer intentional community-building opportunities are the ones that stand out to this generation.

On top of that, younger generations are highly selective about where they spend their time and money. Because they’ve been bombarded with digital content since childhood, they’ve developed strong filters for what feels genuine and what doesn’t. This means event planners must go beyond flashy marketing and celebrity name-drops. If an event doesn’t reflect their values or provide something of real personal or social value, Gen Z and Millennial attendees will ignore it without hesitation — or worse, call it out.

Davina Keen is the head of operations for the National Union of Students (NUS) Charitable Services in Stockport, England. Because most of the events her organization plans are designed for students, they ensure that the topics, speakers and sponsors resonate with their interests and priorities. Keen explains that the NUS identifies key issues affecting young people and transforms them into impactful campaigns, and she provides a few examples of previous topics included in its events, such as:

• A Fair Deal for Our Future — Advocating for fair pay and funding for young people, addressing the inequality of a lower minimum wage for people under 25
• Homes Fit for Students — Highlighting the link between poor living conditions and academic performance, calling for better housing standards for students
• Votes at 16 — Campaigning to extend voting rights to 16-year-olds in general elections, building on the precedent set in Scotland and Wales

Keen says that speakers are carefully briefed ahead of NUS events to ensure their content is tailored to the audience and that they are providing meaningful insights and guidance. The NUS also rigorously vets all sponsors to ensure their values align with those of their organization, guaranteeing relevance and integrity in every partnership.

“We ensure the values and purpose of each event are clearly communicated to attendees through all our delegate communications,” Keen says. “From the initial invitation to follow-up materials, we emphasize the relevance and importance of the conference or event, ensuring participants understand how it aligns with their needs and our broader mission. This approach guarantees that attendees are fully informed and engaged with the event’s objectives from the outset.”

Authenticity Over Flash

For younger generations, authenticity isn’t just a buzzword — it’s expected. Gen Z and Millennials can spot inauthenticity from a mile away, whether it’s a forced brand partnership, a staged photo op or a speaker whose values don’t align with the audience. In the world of live events, that means flashy productions and overhyped gimmicks won’t land unless they’re backed by real substance and intention.

Authenticity starts with messaging. The tone, language and visuals used to promote an event matter just as much as the content itself. Younger attendees respond to transparent, conversational communication that speaks to them, not at them. There’s no room for corporate speak and vague promises of “exciting opportunities.” Gen Z attendees want to know exactly what they’re signing up for, who’s behind it and why it matters.

Ma advise planners to make the event real by speaking attendees’ language and putting authenticity at the center of the event. “Gen Z isn’t just attending events. They’re reshaping what events are,” she says. “At Innovate Marketing Group, we’ve seen firsthand that this generation craves more than just photo ops and swag bags. They want meaning. They want movement. They want moments that feel like them.”

From panel discussions to product demos, younger audiences are looking for real voices and real stories — not rehearsed scripts or safe talking points. Panels that include diverse, relatable speakers who aren’t afraid to speak candidly will resonate far more than a polished keynote speech delivered from a pedestal.

Technology Is Essential

Because technology has been so entrenched in the lives of Gen Z attendees from the very beginning, they are fluent in multitasking across screens and platforms. However, despite being constantly connected online, they are also hungry for real-world experiences that foster genuine presence and human interaction. This paradox — being ultra-digital while still craving authentic offline moments — is a crucial insight for event planners.

To meet the needs of younger attendees, event organizers can create hybrid experiences that offer both digital and in-person options, allowing them to choose how they want to engage. These mixed formats also allow for broader participation, ensuring that the community extends beyond geographical limitations.

But simply streaming a physical event is no longer enough for younger audiences. They want interactive participation regardless of whether they’re attending in-person or virtually. This could require event planners to integrate live polling and Q&A sessions, allowing online attendees — who expect the same level of engagement, content and connection as those in the room — to interact with physical attendees through shared platforms.

One way to achieve this is by integrating virtual event platforms with interactive features that allow for networking, breakout rooms, live chat and even interactive exhibits. For example, a digital attendee might join a virtual panel, ask questions in real time and participate in small-group discussions via chatrooms or Zoom breakout sessions.

Hybrid events also open up opportunities for cross-location collaboration, enabling planners to offer global access to an event that otherwise might have been restricted to a specific geography. Think global hackathons, international music festivals with virtual stages or even live interactive performances in which virtual participants contribute to creative choices.

Another element of hybrid events that resonates strongly with younger generations is the ability to access content on demand. Not every Gen Z or Millennial attendee wants to show up at an exact time or be locked into a rigid schedule. Having access to recorded sessions, workshops and panels gives them options to consume content at their own pace, whether that’s on the day of the event or weeks afterward.

This kind of flexibility also gives attendees the power to customize their experience. Maybe they couldn’t attend a session because of a time zone difference, but now they can watch it on their own schedule. On-demand content is especially attractive for younger attendees who have more dynamic schedules and multitask across different platforms.

Data-driven Personalization

Younger generations are accustomed to highly personalized experiences — think of how tailored their social media feeds, streaming recommendations and shopping experiences are. This expectation extends to the events they attend. They no longer just want to be part of a generic crowd — they want experiences that are tailored to their interests, needs and preferences.

With the right tools and strategies, event organizers can harness the power of attendee data to create such personalized experiences that not only make eventgoers feel special but also enhance engagement and satisfaction. They can also design experiences that cater to individuals, allowing for a more engaging and memorable experience.

One of the most powerful ways to leverage data-driven personalization is by allowing attendees to curate their own event agendas. Rather than offering a rigid schedule that everyone must follow, many events now offer customized itineraries based on attendee interests. Using an event app or platform, attendees can select sessions, workshops or experiences they’re most excited about, and the app will create a personalized schedule for them.

“Our event strategy now begins with our event app — which serves as the central hub for all attendee experiences — from personalized agendas where attendees can add events they are interested in to create their own agenda, using app notifications not only to announce the start of a session but also to promote our sponsors, share donation information, etcetera,” says Phoebe Choi, a speaker and marketing director for Fest Forums, a live B2B conference featuring panels, networking and social events for the festival industry. “We work with a lot of sponsors who have created lots of mobile and digital platforms for events that we want to share with our attendees and festival pros.”

Interactive Surveys and Feedback Loops

Personalization doesn’t end once the event starts. Younger attendees expect to have a say in shaping their experience as it unfolds. Real-time feedback mechanisms — such as live polls, surveys or suggestion boxes — provide an avenue for attendees to shape the event dynamically. Whether it’s adjusting the schedule based on attendee preferences or offering more time for certain activities, these feedback loops give event organizers insight into how to enhance the attendee experience on the fly.

Moreover, collecting data about attendee interests and preferences after an event can help organizers adjust future programming.

“We always hold post-attendee surveys, which gather information from diverse younger attendees in different industry segments,” Choi says. “Through our newsletter, we like to share industry news where Laurie [president and owner of Fest Forum] will spend hours a week researching on what the latest trends, news and interests are among the diverse groups. Our team has also provided internships to college students who are interested and have a passion for the festival space. They provide a lot of insight into what the current popular artists or festivals may be, [which] is brought to our attention.”

Sustainability and Eco-conscious Event Planning

With climate change being a top concern for younger generations, sustainability will continue to be a major trend in event planning. As awareness of environmental issues grows, event organizers will be expected to reduce waste, minimize carbon footprints and adopt eco-friendly practices. From using sustainable materials for event signage to reducing single-use plastics, planners will need to integrate sustainability into every aspect of the event process.

Additionally, more events will prioritize carbon offset programs, locally sourced food and eco-friendly transportation options. Green certification for events — similar to LEED for buildings — may become a more common standard, helping attendees choose events that align with their environmental values.

Sustainability is baked into NUS’s event planning strategy, from how the organization chooses its venues to transportation to inclusion. “We aim to work with venues that have achieved or are actively working toward ISO 20121 certification, ensuring they meet high standards for sustainability,” Keen says. “As most of our events cater to students, we choose venues with excellent public transport links to reduce environmental impact and improve accessibility.”

During the registration process, Keen and her team collect dietary requirements and work closely with venues to ensure these are fully catered. They also provide multi-faith spaces and quiet areas to support delegates who may experience sensory overload or require a calm environment. Additionally, NUS minimizes waste by trying to be as paperless as possible, printing agendas only for those with specific access needs.

“These measures reflect our commitment to inclusivity and sustainability, ensuring every event supports the diverse needs of our delegates while aligning with our environmental goals,” Keen says.

Ma adds that when her Innovative Marketing Group plans events targeting younger generations, she goes for shorter formats and a stronger impact, with punchy panels, immersive pop-ups and workshops with takeaways they can actually use. Gen Z doesn’t have time for fluff, she says. They want value, and they want it fast.

Says Ma: “Gen Z doesn’t just want to attend your event. They want to feel seen in it. And when they do? That’s where the magic (and brand love) really happens.” C&IT

Julie Bee is the author of “Burned: How Business Owners Can Overcome Burnout and Fuel Success.” A business owner burnout strategist, Bee has been dubbed the “small business fixer” by her clients and peers. With over 15 years in the entrepreneurial field, she has solidified her reputation as a dynamic consultant, a riveting speaker and a leader who sheds light on the darker side of business ownership. Having been celebrated by Fast Company and Forbes, her insights are in high demand across the industry. For more information, please visit thejuliebee.com. 

You knew it from the beginning: Being an entrepreneur is no walk in the park. Hard work, hustle and the occasional all-nighter come with the territory. But if “up to your eyeballs” has become your everyday reality, you’re headed for trouble. That way lies lower performance, poor decision-making, health issues (or health emergencies!), damaged relationships and more.

Many entrepreneurs, including me, have trouble recognizing when we’re overburdened, much less admitting it to ourselves. And stepping away from work to address our stress really goes against the grain.

Not only do small business owners tend to overestimate our capacity for burning the midnight oil, we’re also good at carrying the burden for others. We believe that if we aren’t OK, our business isn’t OK, our employees aren’t OK and our clients aren’t OK. When you have all that weight on your shoulders, it can feel terrifying to admit: “I need to dial it back.”

Several years ago, I went to the ER for what I thought was a heart attack but turned out to be a panic attack brought on by business owner burnout.

In hindsight, this shouldn’t have been a surprise. I had way too much on my plate, and I had been ignoring the many signs that I was exceeding my bandwidth. I thought that I didn’t have time to be stressed, and not addressing it took a serious toll.

I now coach other business owners as they work through periodic stress and struggle while striving to take their businesses to a higher level. My book “Burned: How Business Owners Can Overcome Burnout and Fuel Success” provides tactical advice on how to make space for addressing burnout, fix any problems it has caused and leverage its lessons while running a company. Here are 10 signs that it may be time to step back and take care of your stress — ideally, before it morphs into full-blown burnout.

You may be on the road to small biz burnout if…

You put all non-work-related tasks on the back burner. This could be something big (ish) like canceling a doctor’s appointment or postponing a vacation, or something small like hitting the drive-thru instead of cooking, or calling clients instead of going on a walk. Let’s be real — we all make these choices from time to time. But when they become the norm instead of the exception, that’s not healthy.

You resent “real life” for infringing on work. Sometimes there are real-life tasks you can’t cancel, put off, outsource or trade in for a less time-consuming option … and that irritates you! Whether it’s a date night with your partner that’s been on the calendar for weeks, your child’s sports event or even your own need to sleep, you’re borderline annoyed because you could be checking things off your business to-do list instead.

You always feel like you’re behind. You’re constantly playing catch-up, racing to meet deadlines and putting out fires instead of steadily working through action items or (gasp!) getting ahead. Maybe that’s why…

You’re nervous when you don’t have something urgent in front of you. It’s like that feeling you get when you think you may have left the oven on. When you have a rare moment of free time, you obsess over what you’re not doing … because surely you must be forgetting about something important!

You’re proud of how busy you are. This is the flip side of feeling nervous when you’re not actively putting out a fire. You see busy-ness as a badge of honor. The more balls you’re juggling, the more successful you must be, right?

The word “no” isn’t in your vocabulary. Whether you don’t want to disappoint someone, are trying to avoid conflict or are afraid to let any opportunity pass you by, you say yes to every client, partnership, project and offer that you can.

Of course, that doesn’t mean these opportunities are well-suited to you and your business, or that you truly have the time and resources to devote to them. Often, they lead to resentment and stress instead of growth.

You’re laser-focused on metrics. Before you bombard me with “But, Julie!” I know that metrics have to be top of mind for business owners. But be honest: Are you focused on the numbers to the exclusion of your relationships, your engagement and your well-being? Achieving your goals in one area may still end up negatively impacting you and your business if your work-life harmony is in shambles. Success isn’t solely connected to finances.

You score low on trust — and high on perfectionism. In other words, you think that there is no room for error, and no one else can meet your standards (or worse, you believe no one else is willing to pull their weight). This manifests in micromanagement, distrust and workaholism.

You’re just not yourself. Every entrepreneur has burnout red flags, and it probably won’t be difficult to identify some of yours. Red flags are actions, habits or behaviors that indicate you’re off-balance, stressed and running on fumes. For instance:

• You’re having trouble sleeping (or you’re sleeping too much)
• Your interactions with others have become more contentious
• You’ve started to socially withdraw from friends and family
• You’re finding it difficult to focus, make decisions and/or come up with new ideas
• Your self-care (e.g., grooming, nutrition, exercise, etc.) has slipped
• You’re leaning harder into a coping mechanism (e.g., alcohol, medication, etc.)
• You’re clinging to the belief that if you can “just get through” a particular deadline or challenge, everything will magically get better

You feel “stuck” or trapped by your business. The passion you once felt has turned to dread. Instead of fulfilling you, your responsibilities feel like a burden. You wish you could operate on autopilot and let someone else make the decisions, but you’re the boss … so you can’t!

This is usually one of the first warning signs that you’re out of runway and are plunging into full-on burnout.

“Carefree” and “small business owner” don’t go together — but that doesn’t mean being constantly overwhelmed is OK. If you see yourself in the list above, I urge you to do the hard work of making time and space to address your stress before you end up in the ER!

Take an intentional pause by saying no to new opportunities for now.

You need space to review your existing commitments, clarify your goals and priorities and get real about your work-life balance, or lack thereof. Once you have that clarity, you can start taking on new opportunities again, in a way that’s fulfilling and sustainable. C&IT

Susan Robertson empowers individuals, teams and organizations to more nimbly adapt to change, by transforming thinking from “why we can’t” to “how might we?” She is a creative-thinking expert with over 20 years of experience speaking and coaching in Fortune 500 companies. As an instructor on applied creativity at Harvard, Susan brings a scientific foundation to enhancing human creativity.  To learn more, visit SusanRobertsonSpeaker.com.    

Every year, Amy B., a buyer for a large retail chain store, hosts an Easter egg decorating teambuilding party, where she and a bunch of her suppliers spend an entire afternoon coloring and bedazzling boiled eggs. None of them bring kids — they do this for the sheer pleasure of out-of-the office bonding, creating interesting and attractive objects. The group is always amazed at the creativity of the resulting eggs. (And in case you’re wondering, no, none of them are artists.)

So why, as adults, don’t people exercise their inner child-like creativity more often? And what is it about the Easter egg party that allows them to so freely generate and express such range and diversity of ideas? There are several factors — all of which also apply to innovation.

Each egg represents a very low commitment. 

It is cheap in both time and materials to try any idea they think of, so they try lots of ideas. If one doesn’t work, it doesn’t matter — it’s just one egg.

Similarly, in your innovation work, you must consider and try many ideas, to ensure only the best ones move forward. As innovation projects proceed through a company, they get more expensive — in money, time and labor — at each successive phase. Developing “Learn Fast, Learn Cheap” methodologies allows you to try out lots of ideas early on, while it’s still cheap.

They not only leverage individual creativity, but also use the power of the group. 

Someone will think of an idea to try, and then toss it out to the group. Then everyone contributes ideas for how best to accomplish it. No one ever says: “Yes, but that won’t work.” Everyone just thinks of ways to help make it better. The resulting final solutions are nearly always significantly better than what the person would have tried originally.

In many companies, the “Yes, but” phenomenon is all too common, and can be very damaging to creativity and innovation. Most ideas aren’t perfect when they’re first conceived, but teams act like they should be. They point out all the problems in an emerging idea before they ever attempt to find out if there’s anything good about it. For innovation and creative problem solving to thrive, it’s critical to create an environment that nurtures ideas rather than stifling them, so you get the benefit of the best thinking of the entire team.

They are willing to start over when something clearly isn’t working.

One woman brought eggs that were not naturally white; instead, they were brown. It wasn’t clear that dyeing them would work very well, if at all. And, in fact, the first few attempts didn’t work. So, she scraped off all the color on her unsuccessful eggs several times. But when she chose red, yellow and orange colors and left them in the dye bath long enough, she got some of the most uniquely rich and vividly colored eggs anyone had ever seen.

Unfortunately, in large organizations, too many innovation projects that aren’t quite hitting the mark proceed too far. It’s important to recognize when an idea isn’t working, and then be willing to start again when you need to.

Reframing the goal results in more divergent ideas.  

The woman with the brown eggs also tried other methods of decorating them, not just coloring with dye. Once she reframed the problem from coloring to decorating eggs, everyone else also began creating the most innovative and unusual eggs of all.

This reframing of the problem is a critical step in effective problem-solving and innovation. This is because the way a problem is stated affects the potential solutions you will think of. So, when addressing any obstacle, it’s a good idea to question the way the challenge or problem is worded, to see if you can reframe it to get to different and better solutions.

So the next time you find yourself with eggs to decorate — or a challenge to meet — keep these tips in mind to help you think more creatively and come up with more innovative solutions.

Learn fast, learn cheap. Test many possible ideas

• Leverage individual and group creativity; “Yes, and” instead of “Yes, but”
• Be willing to start over when the idea isn’t working
• Reframe the opportunity to expand your thinking      C&IT

Hailed as the World’s Leading Business Strategist, award-winning professional speaker, management consultant and business strategist Scott Steinberg is the creator of “What’s the Future of…?” — a new series of board games that can teach anyone to be more creative, innovative and resilient. Among today’s best-known trends experts and futurists, he’s been a strategic adviser to over 2,000 brands and is the bestselling author of “The New Rules of Business Development,” “Think Like a Futurist” and “Make Change Work for You.” He is also the president and CEO of BIZDEV: The International Association for Business Development and Strategic Partnerships™. His website is FuturistsSpeakers.com.

In a time when audiences are being bombarded with headlines, articles and talking points, information spreads rapidly, and misinformation can cause real damage. Companies must be extra-vigilant in making efforts to protect their meeting and event programs from the infiltration of fake news and false information.

Whether in-person or virtual, mass gatherings of thought leaders and audiences are prime opportunities for sharing knowledge, building relationships and shaping opinions. But as such, they can also become prime targets for those seeking to spread disinformation. Thankfully, as a MICE industry pro, you can employ a few simple hints, tips and strategies to ensure the integrity of discussions and presentations shared at your meetings and events.

Rigorous Speaker and Content Vetting

The first line of defense against misinformation in event programs is a thorough vetting process for speakers and content. Meeting planners should:

• Implement a stringent selection process for speakers, including background checks and credential verification
• Review all presentation materials in advance, fact-checking key claims and statistics
• Require speakers to provide sources for their information, especially for controversial or cutting-edge topics
• Consider using a panel of experts to review content for accuracy and relevance

By carefully scrutinizing who speaks and what is presented, companies can significantly reduce the risk of misinformation entering their programs.

Establish Clear Guidelines for Presentations

Creating and communicating clear guidelines for presenters can help maintain the integrity of information shared. These guidelines should:

• Emphasize the importance of factual accuracy and the use of reputable sources
• Discourage the use of unverified or sensational claims
• Require clear labeling of opinion-based content versus factual information
• Specify the process for addressing audience questions about controversial topics

Providing these guidelines well in advance allows speakers to align their content with the company’s standards for information integrity.

Incorporate Real-Time Fact-Checking

For larger events or those covering sensitive topics, consider implementing real-time fact-checking mechanisms:

• Employ a team of fact-checkers to monitor presentations and panel discussions
• Use technology solutions that allow for quick verification of claims made during sessions
• Establish a protocol for addressing and correcting misinformation if it occurs during an event

Real-time fact-checking can prevent the spread of false information and demonstrate the company’s commitment to truth and accuracy.

Educate Attendees on Critical Thinking and Media Literacy

Empowering attendees to critically evaluate information can create a more resilient audience. Consider:

• Offering pre-event workshops on media literacy and fact-checking techniques
• Providing resources and tools for verifying information shared during the event
• Encouraging attendees to ask questions and seek clarification on presented information

By fostering a culture of critical thinking, companies can reduce the impact of any misinformation that might slip through other safeguards.

Leverage Technology for Information Verification

Using technology can enhance efforts to maintain information integrity:

• Implement AI-powered tools to scan presentation materials for potential inaccuracies
• Use blockchain or similar technologies to verify the authenticity of presented data or research findings
• Employ sentiment analysis tools to monitor social media discussions related to the event, identifying potential misinformation trends

New tech solutions can offer additional protection against the spread of fake news within event programs.

Create a Robust Moderation Strategy for Q&A Sessions

Question-and-answer sessions can be vulnerable to the spread of misinformation. To mitigate this risk:

• Train moderators to identify and tactfully address potentially false or misleading statements
• Establish a process for vetting audience questions before they are asked publicly
• Prepare speakers to address common misconceptions in their field
• Have a fact-checking resource readily available during Q&A sessions

Effective moderation can prevent misinformation from gaining traction through audience interactions.

Develop a Rapid Response Plan for Misinformation Incidents

Despite best efforts, misinformation may sometimes enter event programs. Having a plan in place to address such incidents is crucial:

• Create a dedicated team responsible for monitoring and responding to potential misinformation
• Develop pre-approved messaging templates for various scenarios
• Establish clear channels for quickly disseminating corrections or clarifications
• Train staff on how to address misinformation with attendees in a professional and nonconfrontational manner

A well-prepared response can minimize the impact of misinformation and maintain the event’s credibility.

Foster Transparency in Sponsored Content and Presentations

When incorporating sponsored content or industry-funded research, transparency is critical:

• Clearly label all sponsored sessions or content in the event program
• Require speakers to disclose any relevant financial interests or affiliations
• Provide context for industry-funded research, including information on the study’s methodology and limitations

Transparency helps attendees evaluate information critically and maintains the integrity of the event.

Long story short: By taking these and other steps, firms can ensure that their meetings and events remain trusted sources of knowledge and valuable platforms for professional growth and networking, untainted by the corrosive effects of misinformation. C&IT

The thriving metropolis of Dallas as seen at dusk from above. Courtesy Photo

It might be known as the Lone Star State, but Texas is home to multiple meeting-friendly cities that all play a starring role in the world of corporate and incentive travel. These destinations offer planners a cornucopia of opportunities and options, enabling them to easily find just the right fit for any meeting.

Fort Worth

Patrick Wilder is marketing coordinator for BWI Companies, Inc., a wholesale distribution company. He found exactly what he needed in Fort Worth, where his company hosted its BWI Expo, drawing 2,200 attendees last fall. However, as the saying goes, this wasn’t his first rodeo in Texas, so his group had first considered a number of other options.

“We bounced back and forth between San Antonio and Nashville, TN, since 2012 and felt it was time for a new location in Texas,” Wilder says. “In 2004, our trade show was in Biloxi, MS, and Hurricane Ivan forced us to cancel. That was the last time we chose a coastal location … That puts Houston out of contention due to hurricane season, downtown Austin is extremely busy and we felt Dallas wasn’t for us. Fort Worth offered everything we wanted. It has a clean, safe, walkable downtown area just a short drive from Dallas Fort Worth International Airport (DFW) with numerous hotels and restaurants located close to Fort Worth Convention Center.”

Wilder worked with Visit Fort Worth staffers throughout the decision-making and planning process for his event. “In 2019, I reached out to Visit Fort Worth and was connected with Carrie Huff, senior national sales director. She was extremely convincing about why we needed to be there, and we formed an excellent relationship,” Wilder says. “We held our annual expo in Fort Worth in 2022 and 2024, with plans to be back again in 2025. April Montez, senior convention services manager, also remained in contact with me before and throughout our event. She was instrumental in helping me find offsite event locations, scooter rentals, boot shiners, longhorns for photo opportunities and anything else I requested.”

During the event, Visit Fort Worth provided street pole signs around the convention center, as well as a welcome video for BWI to share with customers and exhibitors. “We also had access to an image library, which was a huge help in creating our marketing material,” Wilder adds.

The trade show was staged in the convention center, as were two breakfasts and one lunch. “Everyone at the convention center, including Trinity Food & Beverage, Edlen Electric and Cox Business Internet, was easy to work with,” Wilder says. “We utilized one meeting room for a day and a half, and I arranged a screen through Stephanie Frances, my event coordinator. She put me in touch with Inspire Event Technologies for a projector. Everything was set up and ready to go before I arrived onsite.”

Omni Fort Worth Hotel was chosen as the HQ hotel for the event, based on its reputation and location across from the convention center. “I also previously stayed there and knew it would be incredible,” Wilder says. “Crystal Tsiachris, senior convention service manager, and I were in constant communication regarding my room blocks and pickup. The hotel provides excellent customer service, and I could tell Crystal wanted to make the stay a memorable experience for everyone in the group.”

Wilder says he didn’t require much assistance from the hotel once the contract was signed. The group didn’t use any function space there. “Everything went smoothly,” he says. “I only needed to contact them for additional rooms or to change reservations. Everyone at the hotel I dealt with was extremely accommodating and professional.”

Wilder encourages planners is to contact Visit Fort Worth. “They offer many valuable services that save you time and money before and during your event,” he says. “The convention services team will help promote the city and provide materials and tools to boost attendance.”

Houston

Houston checked all the right boxes for global electronics and appliance company Best Buy, which held its large-scale annual meeting in Houston last fall for 2,500 attendees. Andrea Naab, senior director, corporate and retail events, calls Houston a phenomenal fit. “Access to the location is convenient, and the convention center/hotel setup made it very easy for our attendees to navigate between meetings, and also to explore the city and all its offerings,” Naab says. She adds that cost-effectiveness and the high level of service also played into the decision to choose Houston.

In addition, Naab calls Visit Houston and Houston First standout partners. “They helped us plan a memorable welcome event and kept our budget top of mind,” she says. “Our attendees were impressed at the food selection, many activations and great music, all coordinated with the help of our partners in Houston.”

The George R. Brown Convention Center was central to the event. “We used the convention center to house all of our meetings,” Naab says. “The service level we received from the convention center staff, Visit Houston and Houston First was incredible. They made the planning process easy on our team and were a joy to partner with.”

Naab advises planners who choose Houston to give attendees plenty of time to explore the city. “From the theater district to market square to “EaDo” (East Downtown), there are ample restaurants and shopping to choose from,” she says.

San Antonio

Last year, campus technology solutions provider Ellucian selected San Antonio to host its Ellucian Live event for 5,600 people. “This was Ellucian’s first year in San Antonio, and it was very well received by our attendees,” says Debbie Carmody, manager, events. “The downtown area is easy to navigate, and the Henry B. Gonzalez Convention Center provides a bright, modern space that our attendees appreciated. It also seamlessly complemented Ellucian’s event branding, which elevated the overall atmosphere and experience.”

Carmody calls San Antonio an incredibly welcoming city. “Attendee posts on social media demonstrated that they enjoyed exploring the city both during conference activities and when they were on their own,” she says. “Ellucian utilized indoor and outdoor spaces as part of our programming. The artwork and décor of the Henry B. Gonzalez Convention Center provided a welcoming and authentic experience for sessions and networking, while the San Antonio River Walk created a unique backdrop for our street-party customer appreciation event and our eclipse-viewing picnic in Civic Park at Hemisfair.”

Carmody says her company felt that San Antonio would appeal to its attendees, and it did. Ellucian used the convention center to host the conference keynotes, exhibit hall, lunches and over 300 concurrent sessions. “Our attendees found it easy to navigate,” she says. “It has a clean design and wonderful art collection. The front lobby with the large exhibit hall space provided a central location when we gathered the full group. The caterer at the convention center was very reasonable, and the food was delicious.”

As for the CVB, Carmody says Visit San Antonio provided expert guidance and local contacts when asked. “This proved to be extremely helpful since we were there during a solar eclipse, one of the busiest weeks for the city,” she adds.

Ellucian used multiple hotels for lodging — some within walking distance, some requiring bus rides. “We also used the meeting space at the Grand Hyatt San Antonio due to its proximity to the convention center. It was also recently redecorated and offered a lot of flexible meeting spaces,” Carmody says. “We found the AV and Wi-Fi to be modern and effective, and the décor was fresh and contemporary with lots of light in the upstairs foyer areas.” She adds that the staff members her team worked with were great, and Ellucian returning is a possibility.

To planners considering San Antonio she says: “We recommend utilizing Visit San Antonio for site selection and bringing them on as partners. Also, make sure your event highlights the local culture, and use San Antonio River Walk for your receptions where possible. The proximity of the conference center to the airport is great and will help attendee arrivals and departures go smoothly and efficiently.”

Dallas

While the requirements for some meetings are fairly straightforward, other events have specific needs that must be met to ensure success and ROI for the organization. “For our events we need high ceilings, the ability to transform a space into an experience, rooms at a good price and dependable F&B,” says M.B., a senior manager for a global pharmaceutical company. “A venue’s ability to work with our agencies to set up and tear down the show to meet our rehearsal and showtimes is also critical.”

For these events, it is important to secure a central location with easy access for attendees from across the country, and sometimes the meeting dates are set to coincide with another conference, which means there is almost no flexibility in terms of destination and timing. As such, the group has found exactly what it needs in Dallas, twice. Three years ago, they held an event at the Grand Hyatt DFW, while last year, a gathering took place at the Hilton Anatole.

For that first event, M.B. says, “We needed a hotel that could meet our large-group needs, multiple breakout rooms, a ballroom, F&B, as well as ease of access for all the attendees flying in for the weekend,” adding, “We booked our 2024 event to dovetail off [another] conference. The location was perfect for attendees flying in and driving in. The meeting … and hotel space gave us the square footage to engage our customers and provide the premium experience we and they expect.”

According to M.B., the fact that Dallas has two airports is a plus, but the city also has a lot more going for it: “Dallas is a vibrant city. There’s a growing food scene and plenty of shopping.  Being centrally located in the country means no one has more than a two-hour time difference, which is appreciated by attendees needing to be awake and engaged from morning into evening events.”

“For the meeting [a few years ago], the ability to walk off a plane and into the hotel meant our attendees did not need to worry about transportation from the airport, which allowed us to maximize the time we had with them before they needed to depart for their flights,” M.B. adds. “And surprising for an airport hotel, the Grand Hyatt DFW offers high ceilings, a large enough ballroom, breakout rooms, good F&B and fair rates, along with the added benefit of ease of access from the airport.”

The primary needs for last year’s event differed somewhat because the Hilton Anatole was the convention hotel for the meeting the group was looking to tag onto, so it was the choice from the outset. But the venue also met the group’s needs in other ways. “It has the function space and pricing we required,” M.B. says. “It’s a small city with everything a meeting such as ours needs … In addition, the Hilton Anatole staff were professional, accommodating and responsive to our needs for the show.”

Laredo, El Paso & Austin

Elsewhere in the Lone Star State, planners can take advantage of other destinations, facilities and experiences to meet their unique event needs. In Laredo and El Paso — which both lie along the Rio Grande, the natural border between Texas and Mexico — local culture is a melting pot of American, Texan and Mexican elements. Plus, Visit El Paso was named DMO of 2024 at the annual conference of the Texas Association of Convention and Visitor Bureaus in Austin, and for planners who haven’t worked with the organization, it’s time to consider it.

Visiting groups will find many options for venues, but one that raises the bar for any event is the Plaza Theatre, a gorgeous historic theater and culturally iconic location in the heart of downtown Laredo. In addition, the city offers meeting facilities at venues including Courtyard by Marriott, Embassy Suites, La Posada Hotel & Suites, Texas A&M International University and the Laredo Center for the Arts.

There’s also the state capital, Austin, which offers a lot to interest planners. Eight budget- to mid-range hotels opened in the city last year and another three — Element Austin, Tru by Hilton Austin South and Green Pastures Hotel — opened recently. For planners who book at least a year out, Hotel Trinity and 1 Hotel are scheduled to open in 2026, while Graduate Austin is slated for a 2027 opening. Additionally, Austin-Bergstrom International Airport has begun construction of a planned expansion that will add 84,500 gross sf to the Barbara Jordan Terminal.

With everything the Lone Star State has to offer, whatever your group’s size and requirements, there’s a city waiting to give you a Texas-size welcome with exactly the facilities you need to hold any event. C&IT

Courtesy of Los Angeles Tourism

Each year we ask CVB CEOs for their take on the state of the industry, their city and what the future holds. This year, between the Los Angeles fires, record heat in the Southwest and random acts of violence, there was much for CEOs to consider. We also asked a few planners for their take on how these things are — or are not — impacting meetings. 

Los Angeles

Adam Burke, president and CEO of the Los Angeles Tourism & Convention Board, has had more than the usual challenges since wildfires raged through large swaths of his city in January. Yet his first words are those of gratitude.

“We’re grateful for our meetings and events community members who understand that the single best way to support Los Angeles is by hosting their meetings and events here,” Burke says. “Events fuel the local economy, keep businesses open and support the livelihoods of over 540,000 Angelenos who work in the tourism and hospitality industry.”

Some of the groups that met in Los Angeles in January even worked with their foundations and/or local resources to give back to the city. One organization provided money for relief efforts while another helped assemble 500 support kits for emergency responders.

Burke emphasizes that the majority of attractions and institutions are open. “Outside of The Getty Villa, which remains closed until further notice,” he says, “L.A.’s attractions and cultural institutions are open and welcoming visitors, including the Getty Center, the Skirball Cultural Center, Intuit Dome, Universal Studios Hollywood, Warner Bros. Studio Tour, LACMA, the Griffith Observatory and the Hollywood Sign, to name a few.”

The fires didn’t impact the Los Angeles Convention Center, either. Burke insists that meetings and events are moving forward as scheduled, and the same goes for hotels. “While hotel occupancy temporarily increased due to displaced evacuees during the wildfires, those affected are now transitioning to long-term housing solutions,” he says. “All hotels in the Los Angeles area are fully operational and ready to welcome residents and visitors.”

Burke also points to significant development across Los Angeles County, including the multibillion-dollar modernization of Los Angeles International Airport (LAX), an expanded public transit system and new state-of-the-art venues including Intuit Dome, as well as the Lucas Museum of Narrative Art, slated to open next year.

To meeting planners, Burke says: “Thank you for your partnership. Los Angeles is open for business. By hosting your event in L.A., you’ll directly support our city’s recovery efforts. Los Angeles is, and always will be, a premier destination. After the fires and a brief period of rain, our signature 75-degree, sunny weather has returned, ensuring a perfect setting for visitors and events alike.”

Louisville, KY

 Hotel Bourré Bonne, a Hilton Curio property, is now open, adjacent to the Kentucky International Convention Center (KICC). It blends bourbon-inspired design and timeless Southern charm with a contemporary edge. The property features a rooftop pool and lounge with skyline views, a bourbon-forward restaurant and walkable access to the city’s top meeting venues, iconic attractions and bourbon experiences.

Louisville offers the world’s only Urban Bourbon Experience, now featuring more than a dozen brand and distillery experiences, bourbon-centric hotels, restaurants and shopping. It’s an authentic backdrop for offsite receptions, team-building events or VIP incentive experiences.

The 151st Kentucky Derby recently took place in Louisville. This marquee event kicked off Louisville’s spring racing season at historic Churchill Downs. Beyond race days (meets occur in the spring, summer and fall), the venue offers world-class facilities for corporate events, galas and private functions throughout the year, providing a blend of prestige, history and Southern hospitality.

New Orleans

On New Year’s Day, New Orleans experienced a reprehensible act of domestic terrorism in its beloved French Quarter. Since then, the city has increased security — and continued to move forward. In fact, Walt Leger III, president and CEO of New Orleans & Company, says events didn’t stop even for a day, with the city hosting the Sugar Bowl days later and the Super Bowl just weeks after that. “Our preparation for upcoming events and our community’s spirit and resilience will not be deterred by one horrific act,” Leger says. “It’s important that we not allow one event to be so transformative that it takes away the thousands of days that went before it.”

New Orleans is well prepared to provide safety and security for the thousands of attendees at events this year. Leger notes: “City officials announced an enhanced vehicle barricade system for pedestrian areas, including stronger bollards, with additional barricades behind them, street blockers called archers and police SUVs and other vehicles to prevent vehicle ramming attacks in preparation for Super Bowl LIX.”

Ahead of this year’s Mardi Gras, the federal government granted the city’s request to elevate certain events associated with the historic carnival to Special Event Assessment Rating 1 (SEAR 1). “The SEAR 1 designation assures the highest priority of federal coordination, personnel and resources,” Leger says. “The City of New Orleans Office of Homeland Security and Emergency Preparedness continues to work with local, state and federal partners to coordinate resources, including substantial federal assistance under the SEAR 1 designation.”

The city also works closely with the New Orleans Police Department (NOPD), state police, TSA and other law enforcement agencies to enhance security throughout the city. “New Orleans & Company partners with and engages the top leadership of the NOPD on all elements, locations and activities of every gathering and convention to ensure coverage around convention venues and all areas where specific events are occurring,” Leger says. “I encourage everyone to come to New Orleans to experience our culture and hospitality for themselves and let us do what we do best: Put on your event in the most remarkable, unique city in the world. This terror incident in the heart of our beloved city was an attack on all of America and our way of life. New Orleans stands in solidarity with so many of the great cities of the world that have endured terrorist attacks — Boston, New York, Orlando, Paris, Las Vegas and so many more. Like our brothers and sisters in those vibrant, resilient destinations, we plan a stronger future even as we mourn.”

Bonnie B. Boyd, CMP, DMCP, president and CEO of BBC Events, says none of her groups canceled or even “took a pause” after the Jan. 1 incident. Her clients are primarily corporate and incentive, so security has always been a priority. “With certain activities we’ve always had plain-clothes officers. Now we have even more,” she says. “If we’re doing a second line or a tour in the French Quarter, for example, there’s a significant police presence. The increased security in the French Quarter and Central Business District is very visible. We want groups to feel secure.”

In terms of other safety and security issues, Boyd encourages planners not to meet during Mardi Gras, and if they’re coming anytime between June 1 and November 1, they should consider hurricane insurance. What hasn’t changed is that attendees come to New Orleans to do things not available anywhere else, she says, adding: “They want those experiences, and they want us to offer things that celebrate and motivate. That’s what we do. That’s what we’ve always done.”

Tucson

Last year, Arizona made national news with its record-breaking heat, but as Visit Tucson president and CEO J. Felipe Garcia points out, the destination was by no means the only hot spot. Moreover, some like it hot — when it means value.

“It’s hot everywhere, not just Arizona,” Garcia says. “Groups that book Tucson in summer are generally looking for value. With a thoughtful approach to planning — including timing of events, being outdoors after sunset for receptions and entertainment and recreational activities like golf in the morning hours — we keep guests entertained and out of the midday heat. Our community has also led many efforts related to sustainability. Thanks to our landscape, among many factors, temperatures can drop 25 degrees at night compared to noon. Finally, our resorts do things such as distributing cool towels and iced water to guests in the pool.”

He believes political volatility has impacted some meetings. “Tucson hosts several government and government-affiliated conferences throughout the year,” Garcia says. “In 2023-2024, 7% of meetings booked were government groups and another 28% were groups that draw a high level of government attendance, participation and/or sponsorship. We’re seeing a decrease in government contract rooms as well.”

That said, Garcia sees a strong return to in-person meetings continuing. “In the past year, fewer planners are requesting or providing a remote experience for attendees,” he says. “If you want/need the content, you have to be there. It’s hard to network online. That happens between sessions, on breaks and before/after the meetings.”

Other continuing trends include an emphasis on wellness and authentic local experiences, as well as eco-friendly and health-conscious F&B choices. Garcia also says lead times continue to shrink, and higher prices are impacting meetings.

“The increase in average rates and F&B costs has planners looking for value in other areas. That often means curtailment of outside or extra-curricular activities,” he says. However, he notes, that’s an opportunity. Says Garcia: “This is a great space for DMOs to step in and have an impact through promotion of local attractions for ‘on own’ visits or packaging experiences for groups and individuals.”

Anaheim

Mike Waterman, president and CEO of Visit Anaheim, says the city was far enough from the fires that meetings there went on as scheduled. “We were fortunate to hold all scheduled conventions, meetings and events in Anaheim. In fact, we hosted one annual event from January 21-25 at the Anaheim Convention Center and welcomed over 1,850 exhibitors and over 75,000 attendees,” he adds.

Waterman says Anaheim hotels were not impacted by the fires as those in Los Angeles were. “Hotel availability in Anaheim and Garden Grove remains strong, and planners can move forward with confidence for events scheduled in the coming months,” he says. “Whether your group is meeting in a month, two months or six months, there’s no concern about capacity constraints in Anaheim. Attendees can also rest assured that their booked reservations will not take away from those displaced by the fires.”

City officials have deep sympathy for their neighbors in Los Angeles, and they hope planners and groups will continue to meet in the City of Angels. “In the aftermath of such devastation, we understand as a destination that it’s not an easy task to have a need to drive economic impact while also being sensitive to the needs of the local community,” Waterman says. “L.A. is open for business, and planners should not shy away from the region, as meetings and events can help provide a boost to local businesses and the economy. We encourage planners to work closely with their venues and partners to best navigate through any challenging decisions. Our hearts are with the L.A. region and the impacted communities.”

Anaheim, meanwhile, has much to be excited about, including a growing culinary scene and Disneyland Resort’s $1.9 billion investment in a major expansion. “The highly anticipated OCVIBE development, a sports and entertainment complex four times larger than L.A. Live, is poised to become the heartbeat of Anaheim and Orange County,” Waterman says. “Adding to the excitement, globally anticipated sporting events are coming to our region in the next few years. Now is the perfect time to choose Anaheim for your meetings and events — no other destination offers this level of energy and opportunity.”

Austin

“The Austin Convention Center redevelopment will strengthen our city’s economy, enhance our status as a premier event destination and create lasting benefits for residents, workers, businesses and visitors,” says Trisha Tatro, director of the Austin Convention Center Department. “Preliminary construction activity is set to begin in spring 2025.”

However, while the former convention center will close during redevelopment, there are still many reasons to meet in Austin while waiting for the new center to open in 2029. And there’s a team to help planners do just that.

“Along with the Austin Convention Center team, we established a dedicated transition team to inform groups of the closure and assist … with existing contracts during the closure,” says Tom Noonan, president and CEO of Visit Austin. “For some events, we proactively connected planners with alternative venues across Austin that matched their needs and helped them reimagine those events as campus-style experiences, using multiple venues throughout the city. For events unable to take advantage of that setup due to size, we assisted in connecting them with other destinations. This collaborative approach has actually strengthened relationships with many planners who appreciate our commitment to preserving their Austin experience, despite the temporary closure.”

Meanwhile, corporate bookings remain stable. “While we’ve experienced some natural attrition with larger groups requiring specific square footage, many corporations have embraced alternative Austin venues,” Noonan says. “The city’s continuing appeal as a business destination has helped us maintain most of our scheduled events. Importantly, we’re already seeing strong future bookings for the new facility, with some groups unable to be accommodated during construction already committed to returning when we reopen.”

The redevelopment may complicate some meetings now, but the future impact is all positive. “The completed expansion project is estimated to generate an additional $285 million in yearly economic impact within the local community,” Noonan says. “This increase comes from our expanded capacity for larger conventions and ability to host multiple simultaneous events. Beyond direct revenue, economic impact for Austin will be substantial as the design’s integration with the surrounding district drives more visitor spending in local businesses. This investment will significantly benefit Austin’s economy and hospitality industry for decades.”

Keller Williams Realty, LLC, hosts 150 to 250 events in Austin each year, from small board meetings to citywides with 20,000 attendees. However, Alex Perica, senior director of events, says the annual citywide will relocate temporarily. “Mega Camp, which we’ve held in Austin for over 20 years, will move to San Antonio during construction of the new center,” Perica says, adding that the event will return to Austin when the center opens. “I’m excited about the revitalization of 6th Street with new shops and restaurants, the caps over I-35 and the outdoor space around downtown and the convention center,” he adds.

Ron Puglisi, senior vice president, global accounts, with ConferenceDirect, asserts that groups have options during the redevelopment. “Palmer Events Center has 70,000 sf of exhibit space and meeting rooms,” he says. “It provides a picturesque view of downtown Austin and is close to a cluster of hotels with more than 12,000 guestrooms. ​For large-scale events, several downtown hotel groups are collaborating to offer ‘campus-style’ or ‘mini-wide’ event experiences. This strategy involves distributing event activities across multiple locations, similar to the model employed by the South by Southwest festival.”

One of Puglisi’s clients has moved its large convention to another city for the next three years, but he says the redevelopment will bring in even more events than before. “The $1.6 billion project, known as Unconventional ATX, aims to transform the facility into a state-of-the-art venue that reflects Austin’s vibrant culture and innovative spirit,” he says. “The facility is also envisioned to be the world’s first zero-carbon-certified convention center, showcasing Austin’s commitment to environmental responsibility.”​

Though the convention center will be closed, Austin’s famed festivals and events — including South by Southwest, Austin City Limits Music Festival and Formula 1 — will take place as usual.

Detroit

Claude Molinari, president and CEO of Visit Detroit, says the transformation of Detroit into a compelling destination is the result of a powerful public-private partnership. “Collaborations between different stakeholders have been game changers by bringing together the resources and expertise necessary to drive this change,” he says. “You can see results of this everywhere — our beautiful riverfront transformation, new hotels popping up and other development projects that give us the infrastructure that highlights our city’s strengths. Equally important has been our focus on our community engagement. By prioritizing development that benefits both visitors and residents, we’ve preserved the distinctive Detroit that is truly special and exceeds expectations for all.”

Asked whether groups should still be worried about safety, Molinari is clear. “Detroit’s reputation for safety concerns is largely based on outdated perceptions from decades past,” he insists. “The reality of today’s Detroit stands in contrast to these lingering and dated stereotypes that no longer reflect our city. We’ve implemented innovative safety initiatives like Project Lighthouse, recognized by the U.S. Department of Homeland Security, which provides 24/7 assistance throughout downtown. Operation Green Light has improved safety around business, while our police department has embraced community policing and programs like Operation Ceasefire that have significantly reduced crime across the city.”

Leah Stevens, vice president, event operations, with Informa, says her company recently moved a major show to downtown Detroit. “Detroit is ideal for our event, thanks to its strong foundation in the automotive industry and robust manufacturing infrastructure,” she says.

She calls Detroit’s transformation remarkable, adding: “The city’s commitment to revitalization is evident in its modernized public spaces, expanding business districts and strengthened safety initiatives that have created a more welcoming and dynamic environment. This resurgence has not only reinvigorated the heart of Detroit but has also positioned it as a thriving hub for innovation, culture and commerce.”

As evidenced by these examples, in cities across America, the challenges of organizing and executing elite events are being met with resourcefulness, effective solutions and optimism, and the future remains bright. C&IT