Dan Adams is founder of the AIM Institute and author of the books Business Builders and New Product Blueprinting, as well as the blog Awkward Realities and video series B2B Organic Growth. He is a chemical engineer with a listing in the National Inventors Hall of Fame. Dan has trained tens of thousands of B2B professionals globally in the front end of innovation and works with senior executives on driving profitable, sustainable growth. For more information, please visit theaiminstitute.com.

If you’re a CEO, a member of the executive team or any flavor of high-ranking leader, I have a question for you: Are you a Builder … or are you a Decorator?

On the surface, it seems like an easy distinction. Builders drive profitable, sustainable growth by delivering differentiated value to customers, as they brush aside business fads, short-term distractions and financial gymnastics. Decorators focus on looking good to investors, quarter after quarter after quarter. But the question isn’t as clear-cut as it seems.

No leader wants to admit to being a Decorator. While there is nothing wrong with looking good to investors, when it’s the primary goal and constant focus, it slows growth, alienates employees and weakens the company. Who wants to admit to being responsible for that?

While every company was (by definition) founded by a Builder, research conducted by The AIM Institute suggests only one-third to one-half of them are still led by one. At some point, the reins were turned over to a different type of leader. And if you’re that leader, the numbers suggest there’s a good chance you aren’t a Builder — even if you think you are.

My book “Business Builders: How to Become an Admired & Trusted Corporate Leader” explores the difference between Builders and Decorators (as well as two other types of leaders: Remodelers and Realtors). There’s also a quick and easy free assessment you can take at areyouabusinessbuilder.com. But these forms of self-evaluation aside, the best way to decide if you’re a Builder is to take a good hard look at your behaviors.

Being a Builder is a mindset, but that mindset is revealed in your day-to-day actions. And there are certain things that Builders just don’t do.

That said, here are 10 of the most egregious “no-nos” for Builders:

Kowtow to Wall Street. This is the Jack Welch approach: to live and die by short-term shareholder value. As CEO of General Electric (and a notorious Decorator), he was known for downsizing, outsourcing, offshoring and “financial engineering.” Yet, 20 years after his 2001 retirement, GE’s stock value was at a quarter of its peak — and the company’s reputation for manufacturing leadership, employee loyalty and breakthrough innovation was greatly tarnished.

Our research found that maximizing shareholder wealth is almost always the top goal for slower-growth companies. For faster-growth companies, the top goal was to grow by meeting customer needs.

Constantly talk about the quarterly financial report. This is the all-important metric for Decorators, who will do anything to keep short-term investors happy. Builders know that delivering real value to customers takes time. Better to stay focused on the strong, profitable, sustainable growth that builds value for everyone (including shareholders) over time.

Let financial types call the shots. If you’re not happy with your company’s financial reviews, look to the past. What you’re seeing is the result of decisions made years ago. Running a business based on them is like driving a car by staring into the rearview mirror. Builders know that finance is not a participation sport, but a spectator sport.

If you’re a Builder, you get out in front of the financial folks and narrate your long-term growth strategy. This makes it more likely that rather than being adversarial, the CFO becomes a willing partner.

Fixate on cost-cutting measures and spending freezes. When carelessly applied, these can damage a business’s growth capabilities and have a negative — not neutral — effect on sustainable growth. Why? Because they’re just the “first domino” that slows dozens of new product projects, delays future revenue, leads to poor earnings growth and ends in more cuts and/or spending freezes (second, third, fourth and fifth dominoes).

Implement knee-jerk mass layoffs. This is a form of cost-cutting that Decorators resort to in order to appease Wall Street. It’s not that layoffs never happen under Builders, but they happen far less often. Builders understand the true cost for both employees and the health of the business. It takes engaged, confident staff to keep innovating for customers, not a nervous workforce worried about their personal security.

Rely on initiatives like quality improvements and sales training to drive growth. Quality improvements may help, but not to the extent they did a few decades ago. Today, reliable quality is considered table stakes. Sales training, too, can boost revenue growth and lead to better pricing for increased profitability — but if a business doesn’t keep delivering new value, customers will eventually buy from competitors’ well-trained salespeople.

Downplay and underfund market-facing innovation. Builders know that if they aren’t continuously working to deliver superior, differentiated value to customers, their products and services become interchangeable with those of competitors. They end up being forced to compete on price — and fall into the “commodity death spiral.”

Neglect the company’s growth capabilities. Strong organic growth driven by market-facing innovation doesn’t “just happen.” Builders obsess over shoring up the capabilities that enable such growth: customer interviewing skills (to figure out their real needs, rather than relying on self-serving guesswork), R&D capabilities, new talent management and — perhaps most important — a culture that prizes innovation above almost everything else.

Promote middle managers based solely on financial performance. The truth is, quite often today’s numbers are based on either a predecessor’s hard work or their own short-term financial engineering. Better to promote based on their passion for making things better, coupled with evidence that they’re strengthening the company’s long-term growth capabilities.

Betray the CEO’s “first duty.” What’s that? Leave your business stronger than you found it. If you’re thinking of retirement as the finish line, you are not a Builder. Instead of crossing a finish line, leaders should focus on passing the baton in a never-ending relay race.

Think of it this way: Your retirement speech should indicate that the best years of your company lie before you … not behind you. Here’s the good news: You can shift your mindset and start leading like a Builder. It’s not easy and it won’t happen overnight, but it’s doable.

It’s never too early, or too late, in your career to make sure you’ve got the correct mindset. Don’t think of your leadership position as a gift you’ve been handed or a prize you earned. You haven’t been handed a laurel wreath. You’ve been handed a trowel. What will you build with it? How will you leave your business stronger than you found it? C&IT

Dan Richards is CEO of The Global Rescue Companies, the world’s leading provider of medical, security, evacuation and travel risk management services. He serves on the U.S. Travel and Tourism Advisory Board at the U.S. Department of Commerce and is a Global Member of the World Travel and Tourism Council.

As a CEO leading a travel risk management company, I’ve witnessed firsthand how traveler attitudes and behaviors are shaping travel. In 2024, the world’s most experienced travelers embarked on their long-postponed dreams of global travel, fueled by a stabilizing economy and a renewed focus on meaningful experiences over material possessions. However, this surge in travel brings its own set of challenges, notably an uptick in overtourism, overpacking and the ongoing need for thoughtful planning by travelers and destination hosts.

One of the most notable shifts in traveler behavior is the reduced impact of rising costs on travel plans. With inflation at a three-year low, fewer travelers are canceling or postponing trips. According to the Global Rescue Traveler Sentiment and Safety Survey, only 12% of travelers cited inflation as a reason to cancel or delay international travel this year, a dramatic 20% decrease from 2022. This economic stability is encouraging more people to book trips, particularly those who had been hesitant due to financial constraints.

For many, travel has become an elevated priority. Over half of survey respondents (53%) reported that travel holds greater significance today than it did before the pandemic — a 71% jump from just six months ago. Nearly 80% said they value travel experiences more than acquiring physical assets, a testament to the growing societal trend of prioritizing experiences over material goods. This mindset has reignited the wanderlust of millions, but it has also resulted in some problems, including regions suffering from overtourism.

In 2024, 76% of travelers expressed worries about overtourism, with 31% having experienced it firsthand. Popular destinations like Machu Picchu, the Great Barrier Reef and Florence, Italy, faced a strain on local resources due to their immense popularity. Addressing this requires collaboration between governments, travelers and the tourism industry.

Governments can set visitor limits, promote off-peak travel and invest in sustainable tourism infrastructure to preserve these destinations for future generations. Travelers, on the other hand, can make a difference by seeking lesser-known locales, traveling during off-peak seasons and embracing responsible tourism practices. These measures not only alleviate pressure on popular destinations but also allow travelers to discover hidden gems and enjoy a more authentic experience.

Beyond overtourism, travelers are grappling with common mistakes that often detract from their experiences. Overpacking remains the most frequent blunder, with 32% of respondents admitting they bring too much. This leads to excess baggage fees, difficulty navigating airports and unnecessary stress. Packing light both streamlines the journey and reduces environmental impact.

Another common mistake is booking flights with connections rather than nonstop options. Layovers introduce risks of missed connections, delays and lost luggage, making direct flights a smarter choice where possible. Nonstop flights simplify travel, providing peace of mind and minimizing disruptions.

Planning overly ambitious itineraries is another pitfall. Travelers eager to see and do everything often end up exhausted, unable to fully enjoy destinations. Slower, more immersive travel allows for richer experiences and meaningful connections with places and people along the way.

While logistical challenges like overtourism and overpacking dominate the conversation, the survey reveals that geopolitical instability and health risks remain top concerns. Nearly a third of travelers (30%) identified geopolitical instability as their most significant perceived risk, followed by economic instability (12%) and terrorism (11%). These concerns highlight the importance of staying informed and having contingency plans, especially when traveling to high-risk regions.

Health risks, however, overshadow geopolitical concerns for nearly half of respondents (45%), underscoring the need for robust support systems. Injury or illness abroad can turn a dream trip into a nightmare, making medical evacuation and advisory services essential. More travelers are also relying on destination reports and travel advisories to proactively address potential risks before departure.

Despite these challenges, the travel industry is experiencing a robust recovery. In 2024, 95% of respondents reported traveling, and TSA passenger volumes have risen 7% compared to 2019. This signals growing confidence and desire to travel, but it also demands careful management by destinations to balance growth and sustainability. To adapt, they must invest in infrastructure, educate visitors and involve local communities in tourism planning. By promoting off-peak travel and sustainable practices, the negative effects of overtourism can be mitigated, enhancing the travel experience for everyone.

As a leader in travel risk management, I see these changes as both an opportunity and a challenge. The growing emphasis on immersive experiences, sustainable tourism and thoughtful planning reflects deeper awareness of travelers’ global impact. By embracing responsible practices and the tools and resources available, we can create a travel landscape that is both enjoyable and respectful of the places we visit and the people who call them home. C&IT

Having recently celebrated 50 years in the hospitality industry, Rosen Hotels & Resorts is a brand known for its commitment to quality and personalized service. Courtesy Photos

Orlando can handle massive events. But it’s also a top destination for intimate board meetings and top-tier incentive programs. Whatever the size, demographic, timing or goals of your meeting, the city is likely to have just what you need — and maybe some surprises that you didn’t even know you needed until they become part of your event.

Each year, RX Events organizes the annual PGA Show in Orlando. This year, the event drew over 33,000 attendees while making use of 19 hotels, the Orange County Convention Center (OCCC) and the Orange County National Golf Center as primary venues for visitors and exhibitors. By all accounts it was a phenomenal success.

“Held for the 39th year at the Orange County Convention Center, the 2025 PGA Show expanded in multiple categories — by number of attendees, number of exhibitors, net booth space and total event space,” says Marc Simon, vice president of PGA Golf Exhibitions. “It was the largest PGA Show in 15 years and a great launching point for the $102 billion golf industry in 2025.”

Everything You Want in a Destination

The show brings in attendees and exhibitors from 94 countries and 50 U.S. states, so the city’s expansive domestic and international airlift is critical, but that’s just the start.

“Orlando has been an ideal PGA Show destination since 1985 and continues to grow its value by offering additional services and amenities to our guests each and every year,” Simon says. “The Orlando destination, combined with the unique offerings of the Orange County Convention Center and Orange County National Golf Center, create assets and facilities that we would be hard-pressed to match anywhere else. When you add easy access to reasonably priced flights into Orlando International Airport, the wealth of hotel options at all price points, plentiful golf, unmatched dining and entertainment options and the likelihood of warm weather, Orlando appeals tremendously to us and our PGA Show guests.”

And Orlando continues to up the ante on its convenience and offerings. Simon says the relatively new Brightline train, for example, provides easy, fast service between Miami and Orlando, which opens up Miami International Airport (MIA) as an additional flight option for attendees.

“We message all of these destination attributes in multiple communications to our event guests as an additional value-asset complementing the wealth of business opportunities the golf industry receives by attending the PGA Show,” Simon adds.

Pro golfer Boo Weekley hits practice balls at the PGA Show Demo Day at the Orange County National Golf Center. Photo by Darren Carroll / PGA of America

As most meeting planners know, partnerships are key to a successfully executed event, and the PGA Show is no exception. “The valued relationships and outreach by our venue partners and Visit Orlando build a special partnership that helps drive the success of the PGA Show in Orlando,” Simon says. His best advice to planners considering Orlando for a meeting is to leverage those connections.

“We’ve had a great experience working with our partners at OCCC, Orange County National Golf Center and Visit Orlando to build a team approach to PGA Show success,” Simon says. “We encourage all meeting planners considering an Orlando destination for their event to reach out to these staff teams well in advance to create an event plan that draws event stakeholders to the destination and also engages them with all that Orlando has to offer when they arrive.”

The city’s assets, he reiterates, include unique housing, dining, entertainment and recreational activities in the evenings, not to mention the fact that Orlando is ideal for attendees who want to bookend the event with vacation time before or after the meeting.

Says Simon: “Our partners’ expertise in all things Orlando helps us create a memorable, enjoyable and seamless experience from the moment attendees arrive until their final day at the event.”

Caribe Royale offers 240,000 sf of indoor/outdoor event space, including three ballrooms and an event lawn. tech sports bar and entertainment venue. Courtesy Photo

Upgraded for an Unforgettable Experience

Another option is the Caribe Royale Orlando, which has undergone a number of upgrades designed to ensure a truly unforgettable experience for event attendees. Just minutes from Disney World, the iconic resort has revamped its accommodations and event spaces for groups seeking a mix of luxury, versatility and convenience.

The highlight is a dazzling redesign of the hotel’s grand ballroom, which is now equipped with state-of-the-art AV technology and sleek, modern finishes. Whether it’s an intimate meeting or a large-scale conference, the resort’s 240,000 sf of indoor/outdoor event space can be seamlessly transformed to meet your needs. There are three ballrooms, including a 50,000-sf Palms Ballroom, and a 20,000-sf event lawn, as well as the new Stadium Club, a high-tech sports bar and entertainment venue. Ideal for everything from cocktail receptions to gala dinners, the Caribe Royale now has enhanced onsite dining options and an upgraded spa to keep attendees pampered and relaxed between work sessions. With exceptional service and a prime location, this venue has everything you need to host a truly spectacular event.

This City ‘Just Gets’ Events

In July 2024, a direct sales beauty company hosted its annual conference at Signia by Hilton Orlando Bonnet Creek, an official Walt Disney World Hotel. The event drew 1,200 attendees. Heather Pilcher, CMP, CSEP, CEO and executive producer with Blue Spark Event Design, organized the gathering and has this to say about Orlando: “It just gets events.”

She points to all of the usual assets that make the city a popular meeting destination, explaining why it was right for this event.

“Orlando proved to be an excellent fit for our group due to its strong airlift, making travel convenient for attendees from various locations,” Pilcher says. “The proximity to world-renowned theme parks served as a significant draw, encouraging increased participation, particularly among families. The high-quality lodging and unbeatable location made it effortless for attendees to mix business with a little Disney fun. Attendance was up, the vibe was high and the event was a hit.”

The service, she adds, was top-tier across a variety of hotels, so finding the right fit was a breeze. “We stayed at a sleek, high-end business hotel that kept things polished and professional but still let us enjoy the Disney magic without it taking over the event. It was the perfect mix of professionalism and fun.”

The group held meetings and functions in the Signia’s convention spaces, which had everything needed. “That meant no trekking across town — just smooth, seamless sessions without the logistical headaches,” Pilcher notes, adding that the resort checked all the boxes. It had the right number of rooms, a prime location, competitive rates and plenty of meeting space. “The upscale décor, stellar service and reasonable food-and-beverage minimums made it an easy ‘yes’ for us,” she adds. “We hosted our event in the newly built Waterside Ballroom, which played a key role in our decision to choose this hotel. The modern design, fresh layout and upgraded amenities wowed our attendees and set the perfect stage for our event.”

And then there’s the human touch. “The sales team and convention services department truly stood out with their exceptional support throughout the planning and execution of our event,” Pilcher says. “They were on top of every detail and even jumped in to help move furniture when we needed a last-minute layout change — talk about service! Their responsiveness and attention to detail made planning a breeze. If we get the chance, we’d absolutely bring another event there.”

“Signia by Hilton Orlando Bonnet Creek is extremely popular, so if it’s on your radar, book early,” Pilcher advises other planners. “It’s a high-demand property, and space fills up fast. Locking in your dates ahead of time will save you from scrambling later — and securing your dates well in advance will give you the best options for space and accommodations.”

Melissa Showalter, CMP, senior account manager at Imprint Events Group, brought a manufacturing corporation and its 800 attendees to the Signia last fall. Like others, she points to Orlando’s abundance of direct flights, which made travel to the event easier logistically with an attendee base largely coming from the East Coast and southeast U.S. “That helps drive attendance. Groups know they can get their attendees here with quality options and pricing on airlift,” she says.

For this organization, it was also important to select a destination with enough offsite and entertainment options to accommodate their group size within a short distance of the host hotel. “Orlando has an array of four- and five-star convention hotels close to the theme parks and entertainment areas that also accommodate onsite activities such as spa services and golf,” Showalter says. “Groups look to Orlando as a destination to meet for their complete list of offerings that further elevate the attendee experiences.”

Clients Want Options

According to Showalter, clients are also looking for ways to switch up their agenda.

“They don’t want to include the same things in every meeting,” she says. “They’re incorporating elements of wellness into their programming, for example, or having shorter formal meeting sessions and more breakouts into team-building or activities that foster networking. In Orlando, the options are so extensive that a group can return again and again and enjoy something different each time. The climate is also favorable for a majority of the year. Clients can take morning yoga outside with branded sweat towels before a meeting day and, by the afternoon, complete a customized scavenger hunt (on property or off) within their departments before going offsite for a dinner experience.”

That versatility also extends to the OCCC, which prioritizes sustainability. “It’s equipped with waste diversion and eco-conscious event solutions, more than 4,000 solar panels and energy-efficient lighting for its expansive exhibit halls and meeting rooms,” Showalter says. “There are more than 42,000 hotel rooms within a two-mile radius, plus dozens of venues, restaurants and shops that support the attendee experience.”

According to Showalter, the bottom line is that “Orlando’s infrastructure is designed to support meetings and events of all sizes and kinds. The availability of premium venues, cutting-edge technology and strong hospitality services make it a seamless experience for planners and attendees.”

That said, she has three key tips for planner who may be bringing a group to Orlando.

“First, while Orlando is a year-round destination for events, consider the seasonality of the area for a booking season that best aligns with your goals,” Showalter says. “Next, take advantage of the city’s entertainment offerings and the creative ways they can be integrated into your agenda.

Finally, strongly consider transportation logistics for airport and local transportation needs, and build in buffer time each leg of the way.”

In January, Chicago-based ADM Investor Services, a leader in futures brokerage, arrived in Orlando to hold its 2025 conference. With 225 attendees, the Wyndham Grand Orlando Resort Bonnet Creek (a Walt Disney World Gateway Hotel) served as headquarters for the event — and choosing Orlando worked out well, according to for the group.

“Our group came from many different locations across the United States due to the great options for direct flights in and out of Orlando International Airport (MCO),” DeVita says. She also points to the ease of getting around the city and the abundance of hotels and entertainment options. However, she says, what really stood out was Walt Disney World and the surrounding area.

DeVita says several factors went into selecting the hotel. “We chose the Wyndham Grand Orlando Resort Bonnet Creek for its great meeting space, location and proximity to Walt Disney World, pricing and its amenities available to our attendees,” she says. “[The property] is a hidden treat and very tranquil considering its closeness to Walt Disney World. You feel like you are at an all-inclusive resort.”

She also had great things to say about the hotel staff. “They all put in long days to make sure our events ran very smoothly,” DeVita says. “Having such an attentive staff at the ready really allowed me and my staff to ensure a great event. Our attendees raved about the food as well as the overall service that the Wyndham provided. From our welcome reception poolside to our farewell breakfast, everything was delicious and beautifully presented. And Laurie Helley in sales rounded out the overall positive experience we had.”

The PGA Show is the largest and longest-running global gathering for the golf business. It was held this year at Orlando’s Orange County Convention Center (pictured) and Orange County National Golf Center. Courtesy Photo

An Embarrassment of Riches

All meetings and functions were held at the hotel. “We required general-session space set up classroom-style for 220 attendees with an aisle and a stage with projection screens on both sides, along with space for a small exhibitor’s room with 16 tabletop booths,” DeVita says. “Pinnacle AV was easy to work with and was able to quickly add equipment when it was overlooked during our pre-con. With Francesca Giachetta and her team at the Wyndham, the planning of our conference was really efficient and went relatively smoothly, considering how detail-oriented we needed to be with the events team. Plus, our meeting space was located on the lower level of the hotel, which kept our attendees from interfering with other guests at the resort during our conference.”

DeVita says Visit Orlando, the city’s CVB, was helpful as well. “I contacted [them] for a recommendation for live entertainment for an evening reception we were hosting outside for 200+ guests. Heather Drew at Visit Orlando was great to work with.”

Orlando is such a popular destination for both business and leisure travel, DeVita emphasizes the need to book early. “If you want to have the best options for lodging and meeting space, get your sites in and then book your favorite hotel before prices go up and location availability goes down. I really liked the Wyndham Grand Orlando Resort Bonnet Creek as it had a lot to offer guests. The events and banquets teams were awesome to work with, and having shuttles to the most popular Walt Disney World attractions, including Disney Springs, made it a great choice to host a conference.”

Orlando has an embarrassment of riches when it comes to assets and opportunities for groups, but the city is not resting on its laurels, as planners have much to look forward to in the near future. Walt Disney World Swan and Dolphin is embarking on a significant renovation and expansion that will add 120,000 sf to the existing meeting and function space, as well as upgraded technology. At the same time, Disney Meetings & Events is unveiling new products for planners and their groups, including new team building and networking options and general session openers. However, the biggest news for the city itself is that the OCCC intends to break ground on an expansion of the North-South building by next year, adding an additional 44,000 sf of meeting space and a 100,000-sf ballroom.

The truth is, no matter how many times you meet in Orlando, the next time will always offer something new and compelling. C&IT

Parades through the city’s French Quarter are a common sight. Courtesy of Indira Fuller-Bey

Known as the “Big Easy” or the “Crescent City,” New Orleans is celebrated for its vibrant culture, rich history and warm hospitality. The town’s unique character makes every corporate and incentive gathering unforgettable while it also inspires progress and connection in all who visit.

According to Stephanie Turner, senior vice president of convention sales and strategies at New Orleans & Company, a 2024 study by 2Synergize LLC, Destinations International and Simpleview analyzed the largest conventions of at least 2,700 hotel rooms on a peak night. It found that 88% of the top 250 conventions in the country will meet in only 20 cities — and New Orleans tops the list at number three.

“New Orleans’ high ranking reinforces that customers appreciate the city’s walkability, compact geographic footprint, world-class venues, unmatched culture and hospitality expertise,” Turner says. “Meetings in New Orleans are unforgettable experiences enriched by the city’s vibrant culture and renowned hospitality. [It] offers an inspiring backdrop for meetings that are as unique as they are productive.”

All You Need, All in One Place

Corporate meeting planners recognize that New Orleans is loaded with resources and attractions that make it a solid destination for corporation meetings and events.

“The meeting and events infrastructure includes the city’s walkability,” Turner says. “New Orleans [was] ranked as the fifth-most walkable city in the U.S by USA Today. [That] makes it easy for attendees to explore without transportation barriers.”

The city boasts ample accommodations — with 26,000 hotel rooms located downtown — to meet a range of preferences and price points. It also features a plethora of dining and entertainment options, including more than 1,000 restaurants and world-class entertainment venues that offer a unique array of culinary and cultural experiences.

“New Orleans also features over 4 million sf of meeting and event space, including the New Orleans Ernest N. Morial Convention Center, Caesars Superdome, Smoothie King Center and many others to provide versatile venues for gatherings of all sizes,” Turner says.

Another compelling reason for a corporate planner to consider New Orleans is that the city relies on creativity and inspiration, which is evident in its food, music and especially the overarching cultural vibe a visitor experiences there.

“There is no such thing as a ‘blank canvas’ in New Orleans — the city’s colorful existence serves as a tapestry to set the stage for an organization’s delivery of new missions, objectives, branding or motivation,” says Robert Reso, director of sales and marketing for the Loews New Orleans. “Any organization struggling with identity or purpose — or one looking to inject a renewed vigor — need look no further than the spirit embodied by all of the residents of New Orleans. It overflows into the streets and is boastfully shared with all who seek to open their minds to the charms of the past and the possibilities of the future.”

Commitment to Success

Lindsay Dodson, an executive assistant at the Triton Stone Group (in Harahan, LA?), recently hosted her company’s annual Triton Rock Fest event at the Loews New Orleans. The three-day extravaganza — attended by Triton Stone team members, customers, suppliers and partners from around the world — features exciting activities held across the city, including live music and a crawfish boil.

“Triton Rock Fest is always an amazing experience year after year that showcases the spirit of Triton Stone and its commitment to excellence,” Dodson says. So why New Orleans? Dodson adds that Triton Stone was created to support rebuilding efforts after Hurricane Katrina by offering locals a trustworthy vendor with deep business roots in the community. And today the organization continues to showcase the hospitality, economic opportunities and cultural abundance for which New Orleans is so well known.

“We chose Loews New Orleans for their commitment to partnership throughout the event, from planning to execution,” Dodson says. “We are truly appreciative of the Loews team for their high-quality service, willingness to accommodate creative ideas and troubleshooting issues before problems arise. You can’t visit New Orleans just once. Every event, every season, every scene is different from day to day. As a city, New Orleans is more than happy to throw open the door for everyone to come have a great time.”

Gabrielle Glass, an experienced destination expert and senior sales manager with Access DMC, says that New Orleans is simply designed to host.

“We are a city built on hospitality so much so that it is the heartbeat of our local community. We have world-class venues, hospitality, walkability and welcoming people,” Glass says. “There is something about New Orleans that you just must experience to understand. [It’s] a city rich with culture, history and so much more at each and every turn.”

The Access DMC event planning team has orchestrated gatherings for anywhere from 50 people to thousands. According to Glass, two events in particular illustrate why New Orleans is ideal for corporate events. These include a post-COVID gathering for a group of financial executives and an event for over 8,000 nurses in the Big Easy on the heels of the Taylor Swift Eras Tour.

“The first of the two — a group of financial professionals that have experienced it all — paraded down the streets of New Orleans to a historic restaurant in the French Quarter. Mid-parade I had an attendee turn to me and scream: ‘This is the best thing ever!’” Glass says. “Following that parade, our client received feedback from many of the top execs that this was the best experience they had ever had. This client was astonished considering the lengths to which they have gone to ‘wow’ this group. They have been all over the world, including eating dinner on the Great Wall of China. There’s just something so special about New Orleans, you almost can’t even put the feeling into words.”

The second event was for a large group of nurses — with close to 10,000 attendees — in town for a convention that took over the entire city.

“We transformed the convention center for their welcome event into a true taste of New Orleans, with décor looks and activations mimicking the neighborhoods of [the city] — from the historic French Quarter to the art scene in the Bywater and so much more,” Glass says. “The group danced the night away and experienced all that our local culture has to offer under the roof of the convention center. That’s what it’s all about — giving our guests an authentically New Orleans experience.”

A Genuinely Authentic Experience

If you want true authenticity, look no further than the independent Hotel Monteleone. The establishment has a long history in the city, and when working with corporate meeting planners, the hotel’s primary focus is to integrate the unique New Orleans culture to enhance its visitors’ meeting experience. Planners often comment on and rebook events at Hotel Monteleone due to the venue’s service, first and foremost. When asked why they selected the hotel, clients’ top responses include: attention to detail, flexible function space, creative menu planning and branding opportunities.

As office manager and executive assistant to the executive leadership team at chemical manufacturer Nexpera, Amy Sparks plans the company’s business events.

“The first event I planned at Hotel Monteleone in New Orleans was our 2023 Fuming Acid Symposium,” Sparks says. “In this event, we have a number of staff, vendors and attendees. We had a little over 100 people in all. We were there for a week in early-mid October 2023.”

“First, the hotel itself is absolutely beautiful. There is so much history behind it, and the hotel is famous [as] the location of many movies and TV shows. That’s just from the outside. Then when you get to the event and go through each meal, day of meeting, etc., you get to experience the waitstaff and all of the members of the staff that assist you on a daily basis,” Sparks adds. “When I tell you that they are all professional and provide exceptional service, I truly mean it. We now use Hotel Monteleone as our go-to … for overnight stays and the location for our events in New Orleans. We have a plant site approximately an hour away and often have meetings in the area.”

For Indira Fuller-Bey, CMP, senior meeting manager for American Fuel & Petrochemical Manufacturers, New Orleans’ appeal is its unique combination of rich culture, vibrant atmosphere and top-notch hospitality. She recently organized a summit for her group at the Hyatt Regency New Orleans, featuring 40 exhibitors and about 2,500 attendees.

“Prior to having our event at the property, our biggest draw was the amount of meeting space [it] had and the location,” Fuller-Bey says. “The city truly offers something for everyone. Choosing the right venue will make a world of difference for your attendees. Make sure you select a venue that understands and values [them].” She also advises corporate event planners to find ways to inject local flavor into a gathering.

“Whether it’s enhancing the event by including local cuisine, or including cultural elements like a second line, providing attendees with an authentic experience is something they will remember,” Fuller-Bey says.

New Growth in New Orleans

New Orleans’ new River District is a transformative, 39-acre development in the works adjacent to the convention center — an addition that promises to further elevate the city’s appeal with plans to add dining, retail, entertainment, housing and green spaces. The area is expected to become a hub of activity and a national model for diversity and equity in public-private partnerships.

“This combination of top-tier infrastructure, innovative industries and cultural vibrancy makes New Orleans a premier destination for events, meetings and growth opportunities,” Turner says.

In addition, the LEED Gold-certified New Orleans Ernest N. Morial Convention Center is in the midst of a $557 million renovation. It’s the largest LEED-certified project in Louisiana and the largest convention center project in the U.S. certified under LEED v4.1 operations and maintenance. It’s also the first convention center in the world to be awarded initial certification under LEED Gold v4.1 O+M.

Not two miles away, the Caesars Superdome has completed its own $560 million renovation just before it turned 50 and hosted Super Bowl LIX. And one of the region’s most popular venues for corporation meetings and events, the Caesars New Orleans Hotel and Casino, has also undergone a $435 million renovation. The new hotel tower has 340 rooms/suites and a new hotel lobby bar, as well as added dining options and a refreshed food hall. Beyond that, the hotel’s 151,400-sf casino offers ample space for corporate event attendees to enjoy the gaming environment. Also within the revamped Caesars resort is the newly created Nobu Hotel, which features 54 luxury rooms over two floors with a separate check-in area.

Partners in Progress

Aligned to the needs of corporate event planners and attendees, the New Orleans & Company convention sales department stands out by connecting planners with city resources that can best help an organization achieve its meeting goals.

“Our convention sales and services teams bring deep knowledge and experience to every step of the planning process. From sourcing hotels and venues to identifying the right business services and creating unique experiences,” Turner says. “The group marketing and attendance-building team offers tailored tools and strategies to support meeting success. From customized marketing tools and online communications to public relations initiatives, we work to boost attendance for meetings, events and conventions in New Orleans.”

“The team at the Ernest N. Morial Convention Center and New Orleans and Company was incredibly helpful and professional during our event,” says Brandon Sparling, CEM, CMP, manager of events and meetings at True Value Company. “The team was thoughtful, responsive and quick to act as needed. The city is always so welcoming, it’s easy to have a great event in New Orleans.” C&IT

Anaheim Convention Center has 1.8 million sf of space, making it the largest exhibit facility on the West Coast. It is also North America’s most flexible event venue. Courtesy Photo

With its unmatched landscape, idyllic weather and endless event possibilities, the Golden State boasts a trifecta of traits that make it a mecca for meetings of all sizes. Running from south to north and winter through fall, venues are varied, activities are atypical and the characteristically temperate climate is habitually accommodating.

Go Big or Go Home

Held during the last week of July, the annual Nutrition Business Journal (NBJ) Summit takes place at the Terranea Resort in Rancho Palos Verdes — and it will continue to do so, as the corporate group of approximately 450 attendees is contracted through 2027. When asked about the multiyear commitment, Christy Guitreau, event operations manager at Informa Markets, explains: “The experience is simply unmatched.”

“One of our boldest endeavors was chartering five coach buses, one yacht and six private helicopters to take 200 executives to Catalina Island for the day,” Guitreau says of a breakout event crafted for the 2024 NBJ summit. The offsite was a resounding success, as attendees made memories with an oceanview lunch, open bar and lawn games, followed by uncommon adventures such as ziplining, standup paddleboarding and kayaking, as well as a beach party.

“Our location is a unique oasis where groups can stay on property the entire time and enjoy our amenities,” says Louis Gonzalez, Terranea’s director of sales. “This allows for various networking engagements outside the meeting room/events, with the added perk of seeing the sunrise and sunset in one day from the resort.”

Among the resort’s offerings are an oceanfront spa, a nine-hole, par-3 golf course, four pools, eight dining venues, a beach cove and a team of experienced concierge associates, in addition to 135,000 sf of flexible space.

Guitreau adds that while Rancho Palos Verdes might not be a conventional destination city — it is nestled into a quiet peninsula with little nearby — in addition to its breathtaking scenery and top-tier resort comforts, every team member at the Terranea provides exceptional service, from the front desk to the banquet staff.

“Our property’s culinary experience is designed to be more than just a meal,” says Jessica St. Charles, the hotel’s director of meetings and events. “It’s an extension of our unique Southern California destination’s curated experiences.” Examples include themed and live cooking stations, alongside interactive food experiences that enable guests to engage with each other in an immersive way.

Under the guidance of the chef and program manager, the NBJ Summit introduced a customized Zero Waste Midday Break — a menu crafted entirely from untouched breakfast items, such as butter, fruit, breads and honey. These surplus ingredients were transformed into tasty snacks such as smoothie shooters, fruit tarts and crumb cakes. This level of service did not go unnoticed.

“The banquet team was an organized event planner’s dream,” Guitreau says. “They check in well before the program, anticipate every need and make you feel like family. You know their names, they know yours. I’ve worked in many venues, but this team holds a special place in my heart. Year after year, they welcome us back with warm smiles and heartfelt hugs. It makes us feel like we’re coming home.”

‘Mickey magic’ can transform your Disneyland event into a truly unforgettable experience for attendees of all ages. Courtesy Photo

Mickey and More

“Disney Meetings & Events is a leader in transformational experiences,” says Robert Donahue, director of sales and services for the Disneyland Resort. Taking inspiration from its theme parks and attractions, the company’s event specialists are able to create magical touches and enchanting extras that energize any meeting’s attendees and create powerful emotional connections.

“Nothing says ‘wow’ like having a world-famous Disneyland attraction or Disney character available for a group or a dessert party along the waterfront with the ‘World of Color’ nighttime spectacular as a backdrop,” Donahue says.

In addition to imagination in overdrive, the Disneyland Resort offers 170,000 sf of flexible meeting and event space and three world-class hotels — the AAA Four Diamond Disneyland Hotel, AAA Four Diamond Disney’s Grand Californian Hotel & Spa and newly reimagined Pixar Place Hotel — as well as two theme parks and the Downtown Disney District for dining, shopping and entertainment.

“This year there will be even more for groups to experience when the Disneyland 70th anniversary celebration kicks off May 16, 2025, featuring an all-new nighttime spectacular, ‘World of Color Happiness!’ at Disney California Adventure Park,” Donahue adds.

Largest in the West

It’s little wonder that California’s award-winning Anaheim Convention Center has attracted major functions such as the Natural Products Expo West and IME West. After a $190 million expansion in 2017, it is the West Coast’s largest convention center, with more than 1 million sf of flexible exhibit space. It is also surrounded by four world-class hotels offering 3,700 guestrooms. Reflective of the venue’s appeal, Visit Anaheim has confirmed it will host 160 conventions, meetings and events, which are projected to attract nearly 900,000 attendees and the use of 564,425 local room nights, which translates to more than $1.4 billion in economic impact to the local community.

“We’re entering what we like to call the ‘Golden Decade’ of development in Anaheim,” says Ronnie Collins, chief sales officer at Visit Anaheim. He cites new developments such as OCVIBE, dubbed Orange County’s new downtown. The first phase of the district is set to open in 2026 and feature the latest dining concepts and concert venues. “We’re also looking forward to mega-sporting events, including the 2026 World Cup, 2027 Super Bowl, 2028 Olympics and the DisneylandForward expansion project at the Disneyland Resort.” Topping it off, Anaheim is 20 minutes from the nearest beaches and conveniently situated between four primary airports.

Weather, walkability and airport access are just a few of the reasons that Long Beach is a go-to destination for elite events. Courtesy of Andrea Lowery

Long Beach Plays the Long Game

Starting with the inaugural Augmented World Expo (AWE) in 2010, the conference was held in Santa Clara through 2023. The next year, it moved to Long Beach, where it is contracted through 2027 — until the Los Angeles 2028 Summer Olympics, which will impact the region.

“Santa Clara was a great place to grow up, but we outgrew it,” says Andrea Lowery, AWE chief operations officer. As a result, the organization decided to relocate the expo, which grew from 300 attendees and a handful of exhibitors to more than 5,000 attendees and 300 exhibitors and sponsors in 15 years. While finding just the right match was a challenge — attrition and hotel requirements made San Francisco too expensive, and Sacramento was just not the right vibe — the initial hesitation with Long Beach was its Southern California location.

“[The first Long Beach Expo] was great and it was exciting, but it was scary because a high-tech-affiliated forum like ours is expected to be in Silicon Valley,” Lowery says.

Known as “the world’s largest spatial computing event,” the AWE is said to be the headquarters for everything related to spatial computing, from Augmented Reality (AR), Virtual Reality (VR) and Mixed Reality (MR) — collectively referred to as Extended Reality (XR) — to the enablement of technologies such as AI, biointerfaces, haptics, 5G, streaming and more. The event’s appeal is its assemblage of XR pros — end-users and solution providers, investors and startups, job seekers and recruiters, along with creators, developers and brands. “Attendees describe it a reunion,” Lowery adds.

She explains that the Long Beach Convention & Entertainment Center (LBCEC) differentiated itself from other centers, starting with her initial intro. “Meet Long Beach was my first point of contact. They were so welcoming, so flexible,” Lowery explains. “They rolled out the red carpet, and I don’t think it was just for us. It’s simply the way they operate.” She felt it a match for expo attendees, who are all gifted with outside-the-box mindsets — people who don’t expect the norm. “From arrival, I was in love with the convention center and the city’s quirky character,” she says.

Steve Goodling, president and CEO of Meet Long Beach and Visit Long Beach, underscores the additional perks of his city: weather, walkability, access to three airports (including LAX) and a middle-of-downtown and on-the-water setting. With the historic Queen Mary ocean liner decorating the horizon, the LBCEC is only 1,000 steps from the Aquarium of the Pacific, with more than 125 restaurants within an eight-block radius. With all this, the impressive venue lives up to its own description: “Where the entire campus is the stage.”

“We have room to grow,” Lowery says of the AWE’s return to the center in 2025 (June 10-12), as well as the next two years. She explains that her group has the ability to expand from exhibition halls B (57,000 sf) and C (76,000 sf) to hall A, which would add another 91,000 sf, if necessary. Also, in terms of guestroom and additional meeting room availability, the Hyatt Regency Long Beach is conveniently adjacent to the convention center, while the Marriott Long Beach Downtown and Westin Long Beach are nearby. In total, Long Beach offers more than 5,000 guestrooms.

“The biggest news is the addition of two unique hotels,” Goodling says. The Fairmont Breakers, the city’s first five-star property, recently completed a $150 million renovation. The nearly 100-year-old hotel evokes the Hollywood Golden Era of its glamorous past. Then, only blocks away, the iconic Sonder City Center embraces mid-century modern boutique charm with a Palm Springs feel.

“In a post-lockdown world, people are ready to connect,” Goodling says. “While the traditional trappings of a corporate meeting are still important, opportunities to socialize and have fun make a meeting memorable (and Instagram-able). The meetings industry needs to look at the social side as being just as important as the business side.”

The Allure of Marina del Rey

“Marina del Rey’s meeting scene is vibrant and offers groups a refreshing waterfront alternative to a more customary city location,” says Susan Valen, a business development executive with the Marina del Rey Tourism Board.

Located less than five miles north of Los Angeles International Airport (LAX), the community offers seven resort-style waterfront hotels, more than 75 restaurants and 100,000-plus sf of indoor/outdoor meeting and event space. As home to more than 4,600 boat slips, the destination showcases popular local activities that include sailing, parasailing, paddleboarding, kayaking, whale watching, deep sea fishing, watercraft rentals and skippered charters.

“One teambuilding activity that is exclusively a Marina del Rey experience is learning to sail,” Valen says. Groups break into teams and take lessons from a certified U.S. Coast Guard captain and American Sailing Association-certified boating captain instructor. Team members then participate in a mini-regatta, building team spirit and collaborating as a group.

“Marina del Rey offers a compelling alternative for meeting planners looking to balance accessibility with a refreshing change of pace,” Valen adds.

Don’t Forget San Diego

“San Diego really shines — quite literally — with near perfect weather and an average temperature of 72 degrees, which means meeting professionals can plan for both outdoor and indoor events,” says Letty Canizalez, vice president of sales for the San Diego Tourism Authority.

She says that the city is blessed to have venues offering “only in San Diego” experiences. With 70 miles of coastline, the destination’s unique beach options range from waterside group dinners to beach cleanup activities. San Diego’s historic Gaslamp Quarter is just the across the street from the convention center, so there’s the additional possibility of a block party showcasing live music and local food vendors. Situated on the waterfront with more than 2.6 million sf of space, the San Diego Convention Center — distinguished by its Sails Pavilion — hosts more than 50 citywide conventions a year, including such staples as Comic-Con International and Twitch-Con, both contracted through 2027.

“We understand planners need to deliver distinctive experiences that set their events apart,” Canizalez says. “They face the challenge of ensuring the event is fresh, engaging and different from past events.” She cites the city’s efforts to assist with this endeavor by providing access to out-of-the-box activities and a way to connect with local visionaries, business leaders and top scientists from top tech companies, life science and research institutes.”

Do You Know the Way to…?

San Jose is at the forefront of emerging tech industries, home to new developments in AI, robotics and biomedical fields.

“[It] is the heart of Silicon Valley, located one hour between San Francisco and Monterey,” says Matthew Martinucci, vice president of sales & destination services for Visit San Jose. “The city is built upon a spirit of entrepreneurship and innovation, from its roots in abundant agriculture to today’s ever-evolving influence on technology and culture.”

Meeting planners will love San Jose’s walkable downtown campus, which includes the convention center and major hotels, as well as multiple restaurants and attractions. There are also four historic performing arts venues there, allowing for customized experiences with unique venue options outside a traditional convention center plan. Among its other distinctive offsite teambuilding opportunities are Urban Putt, 10th Street Distillery (which is located downtown and noted for its “Best Whiskey in the World”) and Alamitos Vineyards, situated in a former quicksilver mining town associated with the 1849 Gold Rush. Even better, the San Jose International Airport (SJC) is less than four miles away.

“San Jose delivers the beauty and convenience of Northern California, the excitement of Silicon Valley and access to the greatest minds in the world today,” Martinucci adds.

Across the Golden Gate

“We often say San Francisco is in our DNA,” says Linda Gray Martin, senior vice president and chief of staff of the RSAC conference, which is named for cybersecurity industry pioneers Rivest, Shamir and Adleman. She explains that the annual event has been held in the Bay Area for 34 years, but only since 2007 has it been hosted solely in San Francisco.

With more than 40,000 attendees expected at the 2025 event (April 28 – May 1) at the Moscone Center, RSAC is a premier global cybersecurity event and community brand. Boasting more than 650 speakers and representation from 140 countries, the conference is dedicated to empowering professionals at every level — bringing together cybersecurity industry experts to share insights, tackle emerging threats and showcase cutting-edge innovations. Beyond the conference, RSAC offers continuous resources, educational programs and networking opportunities to foster collaboration and resilience in an ever-evolving field, all while staying true to its mission of creating a safer society and more connected future.

Partnering with more than 60 hotels, the citywide RSAC gathering utilizes Moscone West (367,500 sf), North and South (502,000 sf of contiguous space), in addition to the Yerba Buena Center for the Arts (a new inclusion for 2025). Adding to the experience, the convention center is only four blocks from Union Square and the Powell Street Cable Car (one of the country’s only moving National Historic Landmarks).

“Being at the heart of Silicon Valley and a hub for innovation and technology, it’s a natural home for us,” Gray Martin says. She adds that with approximately 20% of attendees coming from outside the U.S., it’s important to have an easily accessible location for international visitors, and SFO offers many nonstop flights to destinations both domestic and abroad.”

“It’s no secret that San Francisco, along with several major cities across the country, has had its challenges in recent years,” Gray Martin adds. “But the mayor and other city officials have been, and continue to be, resolutely committed to turning the tide and showing off the city’s magic. And the Moscone Center is scalable with three diverse, recently renovated buildings for different use cases.”

In addition, the city offers a varied and celebrated dining landscape. “San Francisco has a vibrant culinary scene,” Gray Martin says, pointing to the wealth of options. From restaurants owned by well-known chefs, to dim sum in Chinatown, to authentic Italian dining in North Beach and, of course, the amazing seafood in Fisherman’s Wharf, San Francisco has it all.

Gray Martin is complimentary of the town renowned for its icons — which range from the Golden Gate Bridge and the Transamerica Pyramid to Alcatraz Island and the hillsides full of charming Victorian homes. “I’ve lost count of the number of times I’ve been to San Francisco,” she says. “It’s simply one of those cities where I feel most comfortable.” C&IT

DepositPhotos.com

Ask any elite meeting planner about what they do, and they’re likely to tell you — theirs isn’t a profession for the faint of heart. It’s high-octane. It requires constant reinvention and an ability to improvise at all times.

Whether it’s a gathering of 30 or a conference attended by thousands, planners are continually asked to transform ordinary events into unforgettable, one-of-a-kind experiences. This takes time, talent, teamwork, ambition and innovation. All too often, an event’s success comes down to a planning professional’s hard-earned experience telling them what will work and what won’t. This is where the powerhouse planner rises above the rest. Known across the industry as a go-getter who elevates their craft, this person pushes boundaries and adapts seamlessly to produce meetings and events that always leave a lasting impression.

While there is no one right way to do the job, some who have mastered the craft offer their tried-and-true strategies for planning the ultimate event.

Establishing a Trusted Network

As director of education operations and artist agency at MAC Cosmetics, Jennifer Rondinelli, CMP, oversees meetings, finance and logistics that support the global beauty brand’s education teams and artists worldwide. Over the course of two decades with the company, the New York-based professional has assembled a vast network that she has relied on during both good times and more challenging periods.

“I think one of the biggest things that helped me navigate when COVID was happening, after COVID, even right now and throughout my career, has just been the relationships that I have with hoteliers, with the suppliers, production teams and so forth,” Rondinelli says. “Those relationships I really tap into in order to help me. I’m a team of one, so I really need to have as many of the resources that I can.”

Rondinelli, who is the immediate past president of the greater New York chapter of MPI, says her vast network and strong relationships not only connect her to new contacts — they help her stay current on innovative tech-driven solutions.

“Connections can help me find … the latest trends. I can reach out to third-party production companies and [get] information from them,” Rondinelli says. “A lot of times, even working with a third party for sourcing helps me as well, and we might partner on the right destination for my brand.”

Working for an international business, for example, Rondinelli is often tasked with planning large meetings overseas, and far in advance. “It’s very hard to find meeting space [abroad],” she says. “And so, I think that we as planners just have to be as educated as we can and tap into our resources as much as possible, and I think that’s how you can navigate and produce effective … successful events.”

As senior marketing events manager at Rocket Software outside Boston, MA, Kara Bishop, CMP, DES, has also leaned into her network, which she’s built both organically and through her involvement as a member (and now board member) of MPI’s New England chapter.

“It’s really helpful to be a part of the association, go to those events and be able to network and get ideas from other like-minded professionals,” Bishop says. “I’ve met so many great suppliers and event professionals, even if they’re not in this area. If I know I’m doing an event in, say, Florida, I’ll look at our MPI database and just say: ‘Okay, who do we have for potential suppliers in the Florida area that I could reach out to?’ So, it’s a really great resource to have.”

Detailed Planning and Organization

Experienced meeting planners know that the job demands meticulous organization and attention to detail. Whether it’s confirming contracts and communicating your expectations to vendors, or more granular tasks like AV run-throughs and ensuring that logos are centered on custom trade show table covers, managing logistics takes precision and requires a comprehensive plan.

Before she became a professor in the Gerrish School of Business at Endicott College, Dr. Linda Robson spent more than 20 years as an international event planner. Today, she teaches the next generation of meeting and event planners, and she says it’s critical to have a detailed timeline that maps out every phase of an event. She credits Dr. Joe Jeff Goldblatt, founding president of the International Special Events Society (ISES) and founding director of The Event Management Program at George Washington University, with identifying the five phases of an event cycle. His is the preferred system for tenured career planners.

“I used it when I was planning, and it’s what I teach now, because it’s really applicable to any type of event. It starts off with research, then goes to design, planning, coordination and evaluation,” Robson says.

She adds that powerhouse planners around the world follow these best practices to stay on track for successful events: “When I was doing it, I was really grasping with my clients: ‘What is it? Why do they want this event?’ so that I can really start to understand the elements that I have to put into it.” By discovering the “why” of an event, Robson says, you can fully understand its goals. “And then it’s, what do you want people to leave with? What’s the experience you want them to leave with?”

Standing at the forefront of event management studies, Robson says that, while organization is obviously critical, it also allows planner and client to stay on the same page, keeping the meeting’s mission front and center from the event’s infancy to wrap-up session. This way all parties can remain focused on the client’s goals and, perhaps most importantly, stay within budget. “Those goals really allow you to structure an event with the highest possibility of success,” she explains.

For many years, Megan Schwartz, CMP, FLMI, LLIF, was an international conference manager for LIMRA & LOMA. Now, as founder and event strategist at M Creative Events, she constantly takes notes during her events and organizes them later.

“Just to make sure that I have it tracked, because there’s so many moving parts, and the little thing that you think you’ll remember, or that seems insignificant at the time, can be really helpful to have written down to reflect back on later — even just small comments,” Schwartz says. “I try really hard to document different conversations that I have, whether it’s with vendors or stakeholders, and keep clean, clear notes, because you never know when you’re going to need to … refer back to them for little things.”

A Drive to Innovate and Impress

Part of the go-getter mentality that drives successful meeting planners is an ambitious drive to wow attendees from start to finish. There’s an intrinsic aversion to the “been there, done that” feeling. Instead, the powerhouse planner is inspired to impress guests by doing something that has never been done before, and by pushing boundaries to ensure a memorable meeting.

Mike Tidwell has spent the past 16 years of his career at Seaview, a Dolce Hotel, which is a golf club and resort just north of Atlantic City, NJ. As director of sales and marketing for the seaside property, Tidwell has worked with meetings and conferences of all sizes. He leans into the unique nature of the historic hotel to give attendees an authentic experience, and it’s this bespoke approach that has earned him a reputation and career that that are both envied and admired by all. But he’s the first to point out that his success has been possible only because of his team’s support.

“When someone books a meeting here, there are multiple touchpoints where we’re talking through the program and detailing it, and really trying to understand what they want to accomplish, and that’s one of the reasons we have a very high rebook rate here at Seaview, because we really pay attention to what our clients want, and we try to execute perfectly on that,” Tidwell says. “A lot of the success we have is because of the building and the history. We use that to our advantage.”

Tidwell adds that speaking with clients well in advance throughout the planning stages allows each party to adjust and pivot as the meeting comes together, whether that’s restructuring the timeline to accommodate schedules or selecting an alternative meeting space better suited to the number of registrants.

“When you talk to the client and really listen, it’s: ‘How does what we have fit into what you’re trying to accomplish?’” he explains. But that also means being prepared for unforeseen challenges — from last-minute venue cancellations to unpredictable weather. Tidwell knows the latter all too well, as many meetings book at Seaview to enjoy the hotel’s pair of world-class golf courses, but an experienced pro is always ready to recalibrate, and Tidwell prides himself on staying flexible, thinking on his feet and maintaining a positive attitude, even under pressure. Rather than being thrown off track by setbacks, an experienced planner can use obstacles to showcase their resourcefulness.

Continuing Education and Professional Growth

Industry insiders know “word of mouth” goes a long way. From planner referrals to vendor recommendations, the entire industry hinges on one thing: relationships. Building a vast network will help meeting professionals adapt and evolve to enjoy a long career in the field.

Rondinelli, Tidwell and Bishop have served, or are currently serving, on the boards of their regional MPI chapters. There they have found opportunities for professional development, networking and business exchanges.

“Those organizations are great,” Tidwell says. “It’s a competitive industry. There are so many great properties out there, and so it takes a lot of work to find business.” Making connections is a sure-fire way to do that.

Robson says that taking advantage of opportunities for professional development is key to a successful career in the field. In other words, don’t just look for what others can do to help you expand your expertise — you should also be seeking opportunities to become an expert or thought leader in your own right.

“My own personal bias is that, as I mentioned, a lot of event professionals over 35 fell into the industry, right?” Robson says. “And so the only way that we could get any education, or really kind of try to understand what we were doing, is through these associations.”

That was the case for Schwartz. “Like a lot of event people, I sort of fell into it,” she says. “I had no event experience when I started. I had more of the international experience, but I knew that I liked project management — I’m very organized. I’m analytical, and so they kind of took a chance on me, knowing that I was able to adapt to that international environment and apply those skills that I already had, and I had some wonderful mentors that helped me along the way.”

While the pandemic devastated the meetings industry, one silver lining was the opportunity for planners to take advantage of low-cost or free educational offerings. “During COVID, there were so many webinars and virtual events,” Robson says.

On-demand learning became more normalized, and that continues today, as planners have the tools to boost their careers by improving their skills and knowledge at their own pace. “There are a lot of these certificates, and a lot of this education is not in real time. You can … do it in your own time,” Robson says. These online experiences are also opportunities to connect with industry colleagues and expand professional networks far beyond your home base.

Asking for Support and Delegating Tasks

Like many planners, Bishop admits that earlier in her career, she was prone to thinking she could do everything herself. Time and experience showed her how that perspective did a disservice not only to her, but to her team as well.

“We can juggle so many tasks, and there’s so much we like to think we can take on, but then you take on too much, and you’re like: ‘Oh my gosh, what did I just sign myself up for?’” she says. Asking for support, she learned, not only encourages others, but empowers them.

“It’s okay to ask for help or support, because, like I said, as much as you want to be a superhero, you can’t do it all by yourself,” Bishop says. “Anytime you ask people for support, specifically with your team, people are willing to help out in any way that they can.”

She cites a sales kickoff event as an example, saying that perhaps planners can utilize people in their marketing department or in sales enablement to help with things like logistical support. “Just even getting people from point A to point B,” Bishop says. “People are always willing at events to jump in and help out any way that they can.” She adds that it’s also helpful to evaluate when it might be most efficient to have a contractor or consultant assist with reaching meeting goals.

Leveraging Technology

Technology has been a game-changer in event planning, enabling successful planners to work smarter, not harder. From using virtual event platforms to gathering advanced analytics, planners are leveraging technology to enhance the efficiency and effectiveness of their events. Event management software like Cvent or Eventbrite can streamline the planning process, from registration to post-event analytics, and social media can be used to help promote meetings, communicate real-time event happenings or schedule changes and engage attendees before, during and after an event.

Conferencing apps can enhance your event by digitally delegating tasks and seamlessly adjusting event schedules. They can also deal with the practical aspects of an event, such as directions, parking, virtual check-in, maps and conference floor layouts. Apps can also be used for real-time engagement via live polling or interactive Q&A sessions. On the back end, planners can gather critical data points, like attendance and engagement metrics, and collect real-time feedback.

“It’s a totally different world, and the pace of change is getting continuously faster,” Schwartz says. She adds that striving to always see things from the attendee perspective can be a helpful guidepost. “It’s the technology and expectations, and now people just expect more, right? They expect that you’re going to be looking at them as a person. You have to be more inclusive, and these are all good things. You have to be taking these things into consideration more than, I think, previously, even 15 years ago … If they don’t get that at an event, they’re not going to come back, so you have to really get ahead of that and make sure that you’re providing what they’re expecting.”

Bishop says that for the first time, she attended IMEX, the largest trade show for the global meetings, events and incentive travel industry. “It was great just to see the new technology and the different things that you wouldn’t necessarily think about,” she explains. “I feel like those conferences are really great just to see, especially in this industry… what else is out there.”

The hallmark of a successful meeting planner is the ability to adapt and thrive amidst change. By embracing a clear vision, meticulous planning, innovative design and continuous learning, event planners can create exceptional experiences that leave a lasting impact.

Ultimately, it’s the passion, dedication and resilience of a go-getter powerhouse planner that will transform an ordinary career into an extraordinary one. And in this ever-evolving industry, those who dare to dream big and are willing to do the work will find their place at the top. C&IT

For planners, an event’s success depends on establishing trust and communication with hospitality representatives. Photo by Sarah Godfrey

Every corporate planner knows the pressure of having to deliver a memorable event that both stays within budget and aligns with company goals. Throughout this process, they will continually rely on hospitality representatives, who play a vital role in making that a reality, providing venues, accommodations, catering, logistical support and more.

A solid relationship between these two is essential to success, and it goes far beyond a simple business transaction. It’s about trust, communication and an ability (and willingness) to solve problems in high-pressure situations.

“A great rep isn’t just a point of contact — they’re a true partner in the planning process,” says Melissa Haen, senior engagement marketing manager for AIA Corporation, a division of iPROMOTEu. “I’ve worked with reps who disappear after the initial introduction, and that’s a red flag for me. The best ones stay engaged and ensure a seamless handoff to their colleagues.”

Haen recalls that when she was doing site visits in Milwaukee, WI, the two teams had lunch together. She says that built trust early on and reassured her that her group would be in great hands throughout the planning process.

For hospitality reps, corporate clients are a challenge, often because there is a shorter window available to book their meetings. “Corporate clients are unique in part because we often see that they have large budgets that allow them to create extravagant experiences for their attendees, and they often operate on a more abbreviated timeline than association shows,” says Dustin Arnheim, senior vice president of sales and services at Choose Chicago. “Corporate clients need support in sourcing exceptional venues, streamlining hotel packages and engaging with trusted local vendors to create a seamless, extravagant experience for their attendees with a very tight turnaround and with the possibility of last-minute changes.”

In Orlando, FL, short-term booking windows can sometimes impact hotel availability for corporate groups, according to Casandra Matej, president & CEO of Visit Orlando. To help planners navigate these shorter booking windows and find a hotel that fits their needs, they highly recommend planners include Visit Orlando on their RFPs.

What Planners Need Most

With time constraints in mind, corporate planners need quick communication from reps to produce successful meetings.

“In today’s environment, speed to market is paramount,” says Letty Canizalez, vice president of sales at the San Diego Tourism Authority. “We fast-track the planning process by providing timely responses to RFPs and coordinating efficient site visits. Our established relationships with venues and vendors enable quick turnaround on proposals and confirmations. We also leverage our extensive network to secure flexible booking patterns and dates.”

Kris La Fata, director of convention services and events for Visit Seattle, cites a recent Maritz report which states that 29% of meeting attendees are registering within the final two weeks before their conference, while 9% are registering onsite. “This means planners are unaware of over a third of eventual attendees’ plans until the meeting is about to take place. This greatly impacts a planner’s ability to forecast room needs, food and beverage procurement and meeting space setup,” La Fata says.

For support, planners can reach out to a CVB such as Visit Seattle, which, La Fata says, provides assets and messaging early on so attendees can get excited about the destination. “Additionally, we will often send a representative to another of the organization’s meetings so they can chat with attendees, answer questions about Seattle and offer recommendations for pre- or post-conference stays.”

And according to Rachel Bricker, director of event contracting and special events at SANS Institute, it’s very important that hospitality reps respond as quickly as possible.

“Our program has a lot of custom elements to it, specifically regarding food and beverage and internet requirements,” Bricker notes. “When we put out an RFP, we really need our hotel rep to respond and address our custom asks in their proposal so we know if they can be considered and we don’t have to go chase down answers later.”

For an industry such as tech, corporate planners are very hesitant to make decisions a year in advance, says Megan Warzeniak, director of sales and strategy at streamlinevents, inc. “They tend to plan in the year. They don’t want that liability on their books, so that window is very short,” she adds. “That makes it more challenging for the hospitality reps in such a short window.”

For planners, having creative, adaptable and collaborative team members is essential to ensuring an event’s success. Courtesy of Mindy Grubb

Communication Is Key

Clear communication between hospitality reps and planners is vital for a successful event, and it is essential that each side keeps the other informed regarding logistics, deadlines and any changes. Whether it’s a CVB, DMO, hotel rep or anyone else, they must have a clear understanding of the planner’s vision, goals and expectations for the event.

“A knowledgeable, responsive rep who truly understands the hotels, meeting spaces and surrounding area is invaluable,” Haen says. “I rely on their expertise to recommend the best fit for our group, ensuring the venue aligns with our needs and enhances the attendee experience.”

“What are they trying to accomplish … how do you measure the success of that meeting? If you’ve got a national rep of hotel chain or brand, it’s really important to understand what your client is looking for, because not all of your properties are going to be able to fit that need,” Warzeniak adds.

Her team at streamlinevents, inc. — which is hired out by companies that need assistance in planning their big programs — handles site search, logistics and overall program management. “Some of the biggest needs of the client (from hospitality reps) are getting a timely response and for the hospitality reps to be able to ask intelligent questions,” Warzeniak says.

As director of sales and marketing at Conrad Orlando, Jill Yurko says that establishing clear goals and objectives from the start is essential for a successful event: “To maintain open communication, we schedule weekly calls, ensuring alignment and adherence to a well-defined timeline that prevents missed deadlines.”

Planners look to hospitality reps for local insights on everything from hotel bookings to offsite venue suggestions, and Canizalez says that a CVB’s knowledge of seasonal trends and citywide events can help them identify the best timing for a meeting based on the planner’s preference and availability, as well as when they can secure favorable rates.

“Understanding when citywides are taking place is helpful for us in selecting dates for programs which are typically flexible on our side,” Bricker says. She adds that rates in downtown San Diego, where she books conferences, will either be elevated due to larger citywides, or that hotels won’t have availability for that program. It’s also important to know which hotels might still be under renovation or just completed.

Choose Chicago emphasizes that as the city’s DMO and local experts, the organization can provide guidance on everything from venue sourcing to marketing support, so they play an important role in keeping events within budget. “Across the country, the cost of doing business and producing an event is an area of focus as corporations evaluate how and why they are hosting events,” Arnheim says. “We can play an important role in addressing this critical issue.”

Reliability and Flexibility

Another issue of primary importance to planners is delivering on promises regarding venue, services and accommodations. Warzeniak says that sometimes on the hotel and DMO side, it’s simply heads in beds: “That format does not allow your salespeople to make those meaningful relationships of trust and transparency … required to build and to sustain the relationship.”

Warzeniak says that connection can be very transactional, but honesty is the best way to build trust. “I’ve earned more business by turning people away going to a hotel,” she insists. “I’ll say: ‘I can squeeze you in, but you aren’t going to have a good experience. Come back on this date.’ Or ‘Can you shift your dates by one week?’ understanding there’s a big convention coming.”

Hospitality reps need to be proactive in solving problems and offering solutions, as well as providing honest information about availability, pricing and limitations.

“Corporate planners’ most pressing needs revolve around reliability, flexibility and efficiency,” says Stuart Evans, director of sales and marketing at the Grand Hyatt Scottsdale Resort. He says his sales team is trained to respond swiftly to last-minute adjustments, whether in pricing negotiations, securing ideal event spaces or offering value-added services. “By providing tailored solutions that meet both their budget and event expectations, we not only meet the client’s needs but also strengthen long-term relationships and foster trust.”

Haen held her company’s 2024 national sales meeting in Milwaukee, WI, which was a last-minute location selection. “From the moment I reached out to Visit Milwaukee, the response was immediate,” she says, noting that the city’s Baird Center had opened just in time for the meeting. The team at Visit Milwaukee offered site visits and other help to make it a success. “Their proactive support made all the difference, and I’d work with them again in a heartbeat.”

Mindy Grubb, vice president of events for eXp Realty, cites an experience from her eXpcon event in Miami last October. “It was a perfect example of how the right hospitality partner makes all the difference,” she says. “I worked with my longtime partner, Melinda Keiffer — this was our fifth event together, and we’ve built a 15-year relationship. Because she knows my expectations, preferences and the level of service we need, we could anticipate challenges, pivot when needed and execute seamlessly.”

Grubb reiterates that flexibility and creativity are key when she is planning meetings: “I value partners who collaborate to bring fresh ideas to the table. Every event is different, and having a team that understands the vision and adapts seamlessly to last-minute changes makes all tthe difference.”

Local Knowledge

Local knowledge is invaluable, and that’s where DMCs come into play, according to Warzeniak, since they have their finger on the pulse of what’s going on in any city or region. The local CVBs and hotel reps are also vital to creating a successful event with local flavor. Understanding event requirements such as AV needs, room layouts, catering and accessibility is also paramount to a good planner/rep relationship, as it cements a seamless experience for attendees by ensuring that all moving parts are effectively coordinated.

Local knowledge is irreplaceable, according to Haen. “I could spend hours researching hotels, venues and entertainment options, but nothing beats working with someone who lives and breathes the destination,” she says. “For example, even though I went to college in Milwaukee, the city has evolved dramatically in the past 18 years. Having a local expert walk me through how different areas have developed, and which venues offer the best experience today, was invaluable. Their insights helped us make informed decisions quickly and with confidence.”

Haen adds that her goal is always to create immersive experiences that showcase a destination’s food, culture and energy. She says, “Our rep from Visit Milwaukee shared what’s worked for other groups, giving us fresh ideas we wouldn’t have thought of on our own.”

Jackie Winterbottom is a senior executive assistant at a Fortune 500 company. She says that for a recent meeting, Experience Scottsdale introduced her to places and experiences that helped make the event memorable and a huge success. “Having a happy team, good growth and positive feedback from a corporate event is always the goal, and that would not have been possible without them,” Winterbottom says. “We have had fantastic dinners, group activities [and] hotel stay, and [we] can’t wait to come back to Scottsdale!”

Evans concurs that local expertise is one of the hotel’s most powerful assets. “I always emphasize to the sales team that knowledge is power, as it enables us to offer corporate clients unique, customized experiences that set us apart from other venues. Additionally, our local knowledge ensures we can anticipate logistical challenges and offer quick, effective solutions, allowing planners to focus on the larger picture.”

According to Laura Breuer, director of event planning at JW Marriott Parq Vancouver & the DOUGLAS, surprisingly there are a lot of companies or planners that are unfamiliar with what Vancouver is known for as an international city. “This is a huge piece of how we help corporate planners with planning,” Breuer says. “You’re the person on the ground, in the city that they are visiting, that knows what local ingredients are important, what is located close to what, what restaurants are popular and have good food, what is a “must-do” activity.”

Whether it’s contractual terms, the political environment, public safety or the impact of climate change and weather, Choose Chicago notes that, in recent years, corporations have become more focused on minimizing risk. As a DMO, they are more involved than ever before in helping clients navigate these questions and bringing clients and community leaders together to find alignment and meet the needs of all parties.

Looking to the Future

Warzeniak insists that the needs of planners and hospitality professionals are evolving. “Before it used to be very cut and dry,” she says. “This is your meeting. This is what you do. You rotate. You go back. We go do the same thing, incorporate a golf tournament, whatever. I think that, as the baby boomers leave the workforce and there are so many different generations, you need to be able to speak to whom your audience is as demographics.”

Of course, technology has changed some of the processes. Jon Lovett, event manager at the Hilton Sandestin Beach Golf Resort & Spa, believes that in the coming years, there will be a rise in the use of virtual meetings during the decision making and planning process, as opposed to site visits and tours.

“We work with meeting planners that are planning multiple corporate events throughout the country, and their time is valuable,” Lovett says. “The digital marketing tools with 360 videos and images paint an excellent picture of our facilities and allow our planners to make decisions without physically being onsite.”

“[But] the humans are not going away,” Warzeniak says.

Haen agrees that while AI will streamline certain aspects of event planning — like generating RFPs and automating communications — nothing can replace human expertise. “A great hospitality rep brings firsthand knowledge, personalized recommendations and the ability to solve problems in real time, which AI can’t replicate,” Haen says. “Relationships and local insights will continue to be the most valuable assets for planners like me.”

Winterbottom agrees. “Being able to verbally process through options with questions, build a relationship and trust another living, breathing, experienced human’s recommendation will always be what I choose,” she insists.

While AI can help with aspects such as forecasting attendance trends, optimizing F&B orders and streamlining communication, Grubb agrees that it can’t replace the human element.

“Planners will rely on reps who can integrate AI tools while still offering creativity, flexibility and problem-solving skills that technology alone can’t provide. The future is about balancing innovation with the personal touch that makes events truly exceptional.” C&IT

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Planning an event on a tight budget can feel like walking a tightrope — balancing creativity, quality and cost without tipping too far in any one direction. It’s a challenge every event planner faces at some point. However, stretching your event budget doesn’t mean you have to cut corners or sacrifice the experience you’re hoping to create.

With the right strategies, you can deliver a memorable event that wows your attendees while staying within financial limits. It’s all about working smarter: prioritizing the essentials, thinking outside the box, being flexible and knowing when and how to save. From negotiating with vendors to choosing cost-effective venues and using technology to track expenses, there are countless ways to maximize your resources without compromising on quality.

“I try to focus on what matters the most for the event’s success and the attendee’s experience,” says Hannah Deacon, event manager at Baker Tilly in Southfield, MI. “Once I have determined what is most important, I then cut the nonessentials, like excessive décor or giveaways.”

Prioritize Spending

During the venue selection process, Deacon says that she tries to work on concessions that will have the most impact on her overall budget. The AV needs for her events are usually more of a priority, so she tries to negotiate for higher discounts or complimentary extras elsewhere.

“I try to leverage multiple programs to get better rates, waived resort fees (or discounted) and overall better concessions,” she says. “Honest and open communication with the vendor and allowing some flexibility usually will have the biggest impact.”

Reggie Driscoll, CMP, senior meeting professional with the State Bar of Wisconsin, says the majority of the events he plans are for continuing education. So, in prioritizing expenditures, facility rental comes first, followed by speaker expenses, AV and then catering.

“Catering can be more flexible if you need to tighten up the budget or add additional expenses,” Driscoll says.

Being Flexible Is Key 

Flexibility in your event planning can often save a significant amount of money, says Timothy Arnold, CMP, CMM, PCA, regional vice president with HPN Global in The Colony, TX.

“This isn’t an industry where you can be rigid and demanding and expect to have great success,” Arnold says. “It’s a matter of being flexible and being transparent with all the different partners, because hotels, venues and everybody else needs to make money. But they need to understand where we need to be able to save some money, too.”

For example, planners can save money on their events if they have the flexibility to book hotels and venues during off-peak times, Arnold says. This can also lead to other discounts. “If we can fill a hole for the hotel, they will be more open to talking about discounts on food and beverage, audiovisual needs, room rates, concessions and different things of that nature,” he adds.

Hotels and venues located in suburbs outside busy metropolitan areas may also provide better value, Arnold says. “If you’re looking at a hotel in Manhattan, you’re going to pay Manhattan prices,” he says. Finding a significantly less expensive hotel outside the area doesn’t necessarily change the experience of the event, he adds.

Deacon agrees with the importance of choosing a city and venue that align with your budget, to optimize the cost and experience of an event. To do this takes some understanding of market rates and researching the local market and its peak seasons, she says.

“It is important to compare multiple proposals and gather quotes from different vendors to identify the best fit,” Deacon says. “We tend to choose a venue that prioritizes safety and cleanliness and aligns with the event’s needs — such as breakout rooms that comfortably accommodate all attendees and AV capabilities that support seamless programming.”

It’s wise for planners to shop around and get multiple quotes for venues, Arnold adds. If anything, lower quotes can be a negotiating tool with the hotel you prefer. “A lot of times, I’ll take a lower quote from a different hotel and go back and say: ‘Hey, we really want your property, but I’ve got this other quote that’s lower. Is there anything that you can do to meet me in the middle?’ And a lot of times, that helps seal the deal.”

Save on Food and Beverage

You can also negotiate with vendors to keep food and beverage expenditures within budget. Driscoll suggests asking about chef specials, daily specials or what other groups in-house are serving, and if you can piggyback on their order.

“You can also share your budget with the chef and ask about a reduced buffet,” Driscoll says.  “For example, if they have a lunch buffet, could you go with only two options instead of three? Could you not have the dessert on the buffet but have a plate of cookies delivered to each table or serve dessert at the next break?”

Deacon says she collaborates with caterers to use seasonal and locally sourced ingredients, which are often fresher and more cost-effective. Having an accurate headcount of attendees and understanding the group habits can also help planners avoid over-ordering, especially for meals such as breakfast or optional receptions that might have lower attendance, she says.

Not providing lunch and allowing attendees to go off-site is also an option for events that don’t have a luncheon speaker, Arnold adds. “You don’t want to lose them to the pool, but at the same time, there’s ample opportunity to look at this and present it as a networking two-hour break in the conference,” he says.

Having alcohol at events can be a budget buster, especially if you offer an open bar. “Offer one or two signature cocktails instead of a full bar, to reduce liquor expenses,” Deacon says.

Alternatively, planners could provide a cash bar or just beer and wine. “You don’t have to have an open bar for every single event,” Arnold says. For one event he planned, a local vineyard donated wine. While he still had to pay for corkage fees, the cost was considerably lower than it would have been otherwise.

When determining the food-and-beverage budget for an event, planners should also be aware of hidden costs that they might have underestimated, such as service fees, taxes and gratuity, Deacon says. “Ask for the breakdown of fees and estimated costs upfront,” she says.

Leverage Technology 

Driscoll’s go-to strategy for maximizing an event budget without sacrificing quality is to keep track of everything on a spreadsheet on which he outlines expenses line by line. “Prior to the event, we fill in the budget numbers, and then once we have the invoice, we fill in the actual numbers,” Driscoll says. “For the next year, we take the actual numbers from the invoice and add or subtract where necessary. By doing this consistently from year to year, you can get a very solid idea of your actual costs.”

Arnold admits that he is “an old-school nerd” who “lives and breathes in Excel.” However, he has occasionally used AI tools such as ChatGPT to help with budgeting for events. He says he will cut and paste a budget into the app, then ask the program what it would do to shave 10% off the budget.

“For me, it’s like an additional sounding board,” Arnold says. “I’ve often found things that I didn’t think about.”

Deacon uses Cvent software to manage and optimize her event budgets. The system enables her to track a budget across multiple categories so she has an accurate breakdown and understanding of overall costs in each area of the event planning process. “It allows us to provide real-time budget reports to the planning team or clients,” she says.

One of the biggest budgeting mistakes planners can make is assuming that costs are going to be the same year after year, Arnold says. He recalls that the AV costs for one event he planned more than doubled in just one year, going from $8,000 to $17,000 for the exact same program. Thankfully, his contract stipulated that those costs would remain the same, he says.

It’s undeniable that organizing an event on a tight budget can be challenging, but it’s far from impossible. By negotiating better deals with vendors, choosing cost-effective venues and leveraging technology to streamline your budget management, you can stretch your resources without compromising the quality or success of your event.

Flexibility — whether in selecting venues during off-peak seasons or reimagining food and beverage offerings — can help you uncover savings without sacrificing the experience you’re trying to create. The key is to approach every decision with both the attendee experience and financial efficiency in mind.

“Before negotiating, clearly define your event’s must-haves and areas where you have more flexibility,” Deacon says.

Ultimately, event planning on a budget is about finding balance: identifying what matters most, being resourceful with your spending and continuously learning from past experiences. With these strategies in hand, you’ll be equipped to deliver memorable events that delight your attendees while staying well within your financial boundaries. C&IT

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Social media has revolutionized how conferences and conventions engage audiences. It is an integral component of event marketing and post-event engagement, and with the right strategy, you can harness its power to transform any event, using it to boost attendance, elevate your brand, amplify your message and create lasting connections.

Start With a Clear Strategy

“We’ve all heard the phrase ‘meet people where they are’ — and they are certainly on social media,” says Michael Hoffman, CEO of Gather Voices, a software company that empowers event planners and marketers to create, collect and share authentic video content from attendees, speakers and sponsors to boost engagement and extend event impact.

When it comes to reaching your audience, social media can help, but first you have to know exactly who you are targeting and what makes them tick. Then you must create a focused strategy based on a plan for how to reach them. Not only should you connect with your attendees and others on social media, but they should be connecting with each other as well.

“Involve attendees with social media posts that encourage engagement and give them a voice,” says Rachel Covello, content strategist and event host for the Florida OutCoast Convention. “Use polls to have viewers assist in deciding content or selecting keynotes. They then have a vested interest in the success of the event, and you are assured that the [people] who attend because of this promotion strategy will want to learn more about the topics selected.”

Are you looking to boost your conference attendance numbers, increase brand visibility within your industry or generate leads for potential sponsors and exhibitors? By defining your goals up front, you can tailor your social media strategy to align with any and all of these objectives.

Connect Before, During & After

With a little creativity, you can generate awareness to get everyone talking about your event before it even begins. To raise visibility, promote conference highlights by sharing posts and sending messages via Facebook, X (formerly known as Twitter), Instagram and LinkedIn. Be sure to clearly explain why the event is being held, including complete details about where and when it will take place.

You can also build anticipation by giving your audience sneak peeks. Ask your speakers to help get the message out by sharing presentation teasers on your social platforms. The Consumer Electronics Show (CES) — billed as “the world’s most powerful tech event” — uses Twitter and Instagram to unveil speaker lineups, highlight innovative tech products and share behind-the-scenes event footage. This approach makes people feel connected to the event well in advance, helping to further boost attendance.

Once your gathering is in full swing, take advantage of social platforms to instill “fear of missing out” (or FOMO), which can serve to increase attendance numbers for your subsequent events. Keep the momentum going by lining up interviews with notable speakers, exhibitors or special attendees. To add even more excitement, feature them in live feeds where they take questions in real time.

Then, when it’s all over, continue to maintain connections and amplify your conference message via social media — so you can keep the excitement going long after your last attendee has returned home.

At the same time, always be cautious about letting a chatbot write your posts. AI fatigue is a real phenomenon, and odds are, your audience will be able to tell the difference.

Remember that when using social media, it helps to “cross-pollinate.” This is when you strategically share content or promote activities across multiple platforms, which helps to strengthen their collective marketing power and encourage people to interact with other facets of your brand (e.g., using LinkedIn to get more Twitter followers or Facebook likes).

Social media should be used to create human connection before, during and after an event, says Devon Montgomery Pasha, CMP, CED, emcee and chief experience officer at DMP Creative.

“Social needs to be deployed to create human connection, tap into emotions, what we value, which is the number one behavior driver,” she adds.

Social media enables attendees to become part of the story. “By encouraging user-generated content, you allow attendees, speakers and sponsors to become storytellers,” Pasha says. “Branded hashtags and prompts give your audience the tools to share their excitement authentically. When people see that personal buy-in, it validates the value of the experience and fosters a sense of belonging before the event even begins. Understanding how to create belonging as a tool can help drive the desired behavior.”

It’s important to keep in mind that social media isn’t just a megaphone to announce the event is happening. “It’s an invitation to be a part of a community that values you. When attendees are part of the story, they’re not just watching the excitement — they’re creating it. That energy is contagious, and it builds a community before anyone even walks through the door,” Pasha says.

That means pulling back the curtain to show attendees what it takes to create the event, or engaging them in some way that will build anticipation. “From playful polls and countdowns to sneak peeks of the venue, or footage of speaker prep, behind-the-scenes content builds excitement and FOMO. It gives potential attendees a glimpse of what they’ll experience, creating emotional touchpoints that draw them in,” Pasha says. “Play is where the magic can be sparked. Interactive content [isn’t] just fun — [it fires] up different parts of the brain. When you tap into that playful energy, you’re not just building hype. You’re creating real, emotional bonds that stick. Social media becomes this epic playground where excitement grows, and everyone feels like they’re already part of the adventure before it even starts.”

Tailor Content to Your Stakeholders’ Needs

All stakeholders — attendees, sponsors, speakers — have different motivations and goals, and social media can be a powerful tool to speak directly to each group. “Every audience has their ‘what’s in it for me’ question — and social media is the answer. Tailored posts show you’ve done your homework and that you genuinely value their role in making the event shine. That personal touch turns casual interest into desired behavior of commitment and action,” says Pasha.

She emphasizes the importance of storytelling. “[That’s] what builds the emotional bridge between your audience and your event,” Pasha says. “Stories are where the magic happens. When you weave a great story, you don’t just sell an event — you create an experience people need to be part of. And the best part? Those stories don’t stop at the closing session —they keep the event alive year after year.

Get Creative With Event Hashtags

Create an event hashtag and share that with your audience. Encourage them to use it on all their posts. Be sure the hashtag is short and recognizable to your audience, and do your research — as it will be extremely detrimental if you choose a hashtag that is already being used by another show or event. Once you have a hashtag that is creative and unique, push it out on Facebook, LinkedIn, X and Instagram.

Covello takes this one step further. “Create social media graphics and messaging that can be shared by thought leaders to encourage greater attendance on all platforms, including stories,” he says. “It’s one thing for an event host or brand to promote their event, but the significance … is validated when shared by industry leaders and excited event attendees.”

Video Gets Noticed

One of the most popular social media tools is video, but go for authenticity. Over-polished videos are out. “Videos get 1,200% more shares than text or static image posts, for example. TikTok is all video all the time, and even LinkedIn — which is considered a more formal business network — has gone all-in on video,” Hoffman says. “LinkedIn recently introduced a video tab in their mobile app and is creating a video feed that looks a lot like Instagram Reels or TikTok. The kind of content that performs well on these platforms isn’t the overly produced videos of yesteryear. User-generated content is king, and finding ways to get that content into your event mix has become table stakes in the world of event marketing and engagement.”

Event technology leader Cvent chose Gather Voices to promote Cvent CONNECT and to assemble content for year-round customer engagement. To optimize attendee acquisition, the company used Gather Voices’ Speaker VideoBoost, enabling them to collect videos from speakers and use them to promote the event. Almost 100 videos were collected from customers and partners at CONNECT using the Gather Voices kiosks.

Hoffman shares some ideas for collecting and applying user-generated video before your events to create a massive increase in social media engagement:

• When you get their headshot and bio, require every speaker to also submit a one-minute intro video in which they talk about their session and invite people to join. (The Association of Clinical Research Professionals (ACRP) got more than 100 speakers to make videos, resulting in a 12% increase in registrations)
•  In the registration process, ask attendees to make a quick video detailing why they are attending and what they are most excited about
• Ask attendees to introduce themselves on video before the event, then share with registrants. When people see their colleagues and peers, they get FOMO and want to be there as well
• Have your industry partners, exhibitors and sponsors make videos introducing themselves (you can even upsell them to create the countdown videos you share on social media)
• During your event you can also collect and use video:
• Ask participants to create short videos in which they share their learnings from sessions
• Ask customers, attendees, members and others to share their conference highlights
• Collect video of your exhibitors in front of their own branding, talking about why they love the conference. These videos will become your best sales collateral for next year’s event
• Share the videos on big screens at your event

After your event, share all these videos on social media to continue engagement and learning. The Independent Packaging Association (AICC) used video to double their social engagement and create three times the number of click-throughs.

Snap Away

Take a lot of photos. Whether you share them on Instagram, Twitter, Facebook or LinkedIn, you can show people what you are doing at the event (be sure to tag everyone in the pictures).

Also remember that selfies are another great way to get attention.

Incentives Work

Offer a report, an eBook or white paper that your audience would find useful if they connect with you on LinkedIn or follow you on Twitter.

In addition, awards can boost engagement. “Adding an award component to an event also creates buzz and engagement, especially when attendee votes and newsletter signup are part of the nomination process,” Covello says. “Use social media to create buzz around awards and to build a database of potential attendees. This is a sure-fire way to create more excitement with a follow-up marketing opportunity.”

Keep It Going

Remember that the social media push should not end when the conference ends. Keep the conversation going on your platforms. Create an email list. Be sure to message those on your list at least once a month with content that may be interesting to them.

To help maintain the event buzz long after the last exhibitor has packed up, curate audience engagement and recap all the poignant moments of your event. Thank your guests, attendees and speakers using their tag or @. You can also recap posts, video highlights and follow-up discussions on platforms such as LinkedIn. Conferences such as TED have mastered this by sharing compelling snippets of talks across platforms to drive ongoing interest and encourage people to attend future events.

“By keeping the conversation going, you can maintain attendee engagement and strengthen their connection to your brand,” says Shayne Smith, director of business development at Kampfire, an AI-powered post-event engagement platform that transforms event photos into personalized experiences, driving deeper connections and maximizing ROI.

“Every post-event sets the stage for the next, so before your upcoming event, generate buzz by sharing standout moments and memorable photos from previous events to build anticipation and ensure a highly engaging experience,” Smith says.

During the event, a tool like Kampfire enables attendees to contribute their own photos to the event gallery and also access any curated images in which they appear. “This not only enhances their personal experience, but also creates opportunities for real-time social media amplification,” Smith adds. “By making it seamless for attendees to share their photos, your event’s reach extends beyond the physical audience to their broader social networks.”

After the event, personalized photo galleries allow attendees to relive their favorite moments and easily share them online. “With 91% of social media content centered around photography and videography, leveraging tools like this ensures your event stays relevant and top-of-mind,” Smith says. “Post-event photo sharing not only sustains the conversation but also delivers valuable insights into attendee engagement. Organizers can track which photos are being shared and identify trends to refine future strategies. When combined with a thoughtful social media plan, attendee-generated content transforms your event into an evergreen source of value, ensuring its impact lasts well beyond the closing remarks.”

Verify Your Impact

Is your social media hitting the mark? Are your followers truly interacting with your content?  There are tools that can help you make sure. One of those is Phlanx, a free online calculator that tests engagement on platforms including Facebook, Instagram, Twitter and YouTube.

David T. Stevens, an award-winning corporate events and meeting planning professional, says you should listen to your audience. With more than 20 years in the business, he’s the co-founder of Olympian Meeting, a wellness consultancy.

“Track your hashtags and your @ mentions. It’s called social media, not broadcast media,” Stevens says. “If you have people talking about you, listen, engage and amplify all points during the timeline. Otherwise, they will quit posting. Show up in their comments and thank them and amplify their content.”

Stevens promotes the things he is excited about. He is also a proponent of posting during setup.

“You can leverage social media to help your attendees feel like they are a part of the process and help them see all the hard work going into it. Obviously, don’t give it all away,” he says. “But if you have a menu-planning meeting with the chef, take a selfie and tease what attendees can expect from an inclusivity and nutrition standpoint. Or do a highlight reel of the venue during site inspections, or even something along the lines of having your keynote speaker do a greeting video to welcome people to the event and touch on what they are going to deliver.”

In addition, Stevens recommends leveraging countdown clocks and price increases to drive urgency for ticket sales if applicable.

Stevens says that during the event, it’s important to document everything and make people wish they had attended. “Capture those hugs, smiles, cheers, handshakes and/or communal moments that show how people are connecting at the event. This is 100% about making people question their decisions on not being there,” he insists. “Also, interview your attendees onsite to get their feedback on the event on-camera for use post-event and pre-event for the next one.”

Post-event is where you keep the conversation going. “Snippets from key speakers, hysterical or aha moments that you know made the event special — share the moments that make people want to be in the room or actually go watch the recording of the session,” he says. “Share the survey results, share the comments. It’s okay to humble-brag about what your attendees say when it’s not you saying it.”

When used thoughtfully, social media can amplify the impact of your conference, create lasting connections and ensure that your event remains a must-attend on everyone’s calendar. Start posting today and let the conversations begin. C&IT

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When it comes to finding venues that have something for everyone, event planners say gaming resorts check just about every box. Besides convenience, the amenities and attractions available in and around them make it easy to curate unforgettable experiences for event attendees.

Exceeding Expectations

When planning events for an organization like Certified Angus Beef, it goes without saying that food and beverage are a key factor in choosing a site. As the company’s senior director of brand experience and education, Nikkie Allen wouldn’t usually consider a gaming resort to host its largest event, but she says Turning Stone Resort Casino in Verona, NY, exceeded every expectation.

In her role, Allen oversees the planning and execution of Beef Bash, the organization’s annual conference. The event brings together partners from the beef industry — from ranchers to packers, to food service and retail professionals — to celebrate their successes from the past year and look ahead to what they can expect from the industry in the new year. Last year’s event drew 675 attendees.

“When selecting a property, food and beverage is very important to me,” Allen says. “I need to find a culinary team who can kind of check their egos at the door and collaborate with me and my team. We don’t offer standard menus for our events. We take our select cuts of beef and get really creative and trendy with our menus. It looks different every year. And we feed our attendees very, very well,” she says with a laugh.

All F&B menus are a customized collaboration between Allen’s team and the venue’s culinary department — and it’s important that Allen finds a resort whose staff is up to the challenge. “I don’t know if we ever open a banquet menu,” Allen says. “We might use the event’s culinary team for breaks or snacks, but we create all of our menus using select cuts of beef. We are food and beverage, which is why this part of an event is so very important.”

She says her team is used to developing and curating its own menu concepts, but this time, Turning Stone’s staff came ready with their own suggestions. “Sometimes our chefs will say: ‘Here’s what we think we’re going to do.’ Their team had the most incredible ideas, though — we sat back and said: ‘Okay, let’s do your idea.’ So much of our program … came from them instead of from us. It was a real breath of fresh air for us.”

Palmer Food Service, one of Allen’s food partners, initially recommended Turning Stone. “This was our first event at that venue. It totally stood out,” Allen says. “For someone to call out a property like that — myself and my director of culinary went there and they knocked our socks off. Their culinarians knew exactly what we were looking for.”

As a special touch, Allen’s team incorporated cultural elements into the program as a nod to the Oneida Nation, the Native American tribe which owns and operates the resort. “That’s something unique — cultural dynamics we don’t get everywhere we go,” Allen says. The spouses’ luncheon leaned heavily into the Oneida culture, as the menu centered around foods that came from the tribal community. Native dancers performed during the meal, and the final dinner was led with a cultural prayer. “We leaned into what’s unique about Turning Stone,” Allen adds.

She admits it made her a bit nervous that the venue was in upstate New York rather than a major hub, but ultimately, Turning Stone was the perfect choice. “Our audience is global, and we were in Syracuse — not Vegas or Denver. Once people were there, though, they felt that spark. They knew they were taken care of.”

Certified Angus Beef drew 675 attendees to its annual conference at Turning Stone Resort Casino. The company’s final dinner — an experiential event — took months to perfect with the help of the resort’s staff. Courtesy of Nikkie Allen

Although Beef Bash was held at a casino resort with stellar amenities, the impact of the culinary experience and top-notch hospitality far exceeded any of the venue’s gaming aspects. Allen says they don’t typically repeat properties, preferring to hold the event at a unique destination every year.

“But I will say we’ll be back at Turning Stone,” Allen insists. “Their team was completely centered around hospitality, and everything we did was collaborative. We think big with everything we do, and I know not everything is possible. But I don’t think I ever heard the word ‘no.’ I heard ‘Let’s see what we can do,’ and they would come back with what they could do in the parameters of our request. They had a true partner mentality.”

With 125,000 sf of meeting and event space, three golf courses and five hotels, Turning Stone is well equipped for events of every size, and according to Sarah Just, director of sales and conference services, her team is excited to bring dreams to reality. “We view this as a playground, and we get so excited to help planners activate what’s here. I would tell planners to leverage their service manager about what you’re thinking and let us help you bring it to life,” Just says.

Location, Location, Location

When David Morrell, president of Ridgeline Mechanical Sales, was planning an incentive trip for about two dozen contractors who had reached their sales goals, Talking Stick Resort in Scottsdale, AZ, had everything he was looking for in a destination.

The popular Barrett-Jackson auto auction — the focal point of the trip — was taking place in the city, so finding a resort nearby was key. “We focused on contractors who were big into cars. Talking Stick made sense because of its location and the casino. It gave the guys the opportunity to eat, relax and unwind in the casino,” Morrell says. “The location was the main reason we chose Talking Stick, but the more we started investigating [it], the choice of restaurants, casino and shuttle to the auction were big pluses. There were a lot of benefits to staying there.”

Besides going offsite to the auto auction, the group enjoyed an event at Top Golf and had some fabulous meals. “One of the biggest benefits to staying at a casino resort is it keeps everyone on site,” Morrell adds. “We wound up socializing and running into other members of our group throughout the night. It was a great central meeting point.”

Michael Maggart, director of sales at Talking Stick, said the beautiful atmosphere makes the resort a popular choice for groups. “Most of the meeting space has an outdoor scenic patio. Our food and beverage is outdoors. With all of the sunshine we get here in Scottsdale, we really focus on our meeting guests being able to enjoy the outdoors,” Maggart says.

For groups looking to incorporate the casino aspect a bit more, Talking Stick offers a private poker room, as well as private classes for those looking to learn the game. “I think our clients love the idea of coming in, having their meeting, having food and going on the gaming floor as a group,” Maggart says.

Events on a Grand Scale

With its dozens of options, Las Vegas is, of course, a popular destination for gatherings. However, when staging events for a few thousand attendees, venue size matters, and MGM Resorts International’s diverse portfolio of properties gives planners a broad scope of choices to fit any need.

Stephanie Camilleri, director of global sales events for cloud computing company Nutanix, has returned to MGM’s ARIA resort three times to host the company’s Sales KickOff (SKO) event, which regularly draws a large number of people from around the globe.

“The ARIA really stands out,” Camilleri says. “The room type is fantastic — it always feels like it’s a new, premier place to be. It’s an extension of how we treat our sales organization. The meeting space works out perfectly for our sweet spot of 2,000 attendees. They really get into that ARIA experience.”

More importantly, Camilleri says, the venue’s F&B is top quality. A highlight of the SKO itinerary each year is awards night, when all those in attendance are served a plated dinner. “For the staff to handle that — it’s a real standout for us. There aren’t many places that can serve 2,000 people a plated dinner and still maintain the quality of food and presentation.”

Camilleri says the hotel’s event staff has been a great partner. “[The team] at ARIA gives you the ability to think outside the box, and being solutions-oriented, they’ll say: ‘Give us some time to figure it out. How can we make it happen, to give you the experience you want?’”

According to Stephanie Glanzer, CMP, chief sales officer and senior vice president for MGM Resorts International, her organization continues to make bold investments in their properties, This includes a $300 million remodel of the MGM Grand, as well as working with Marriott to convert an iconic property into a W Hotel, along with remodels and upgrades at other properties.

“MGM Resorts offers an unparalleled setting for meetings and events, with expansive, state-of-the-art venues designed to accommodate gatherings of all sizes,” Glanzer says. “Planners can benefit from a seamless experience, with access to over 4 million sf of flexible meeting and convention space across our multiple Las Vegas properties.”

Enjoying the Scenery

Event planners looking for something different might want to consider casino resorts in more under-the-radar locales, which also offer beautiful scenery and unbeatable amenities.

One option that delivers it all is the Pechanga Resort Casino in Temecula, CA, located in the heart of Southern California’s wine country. Among the largest gaming resorts in the U.S. — with more than 5,000 slot machines, 152 table games and 200,000 sf of gaming space — the resort features about 20 banquet rooms that can accommodate anywhere from 10 to 2,000 people.

There is also a range of dining choices onsite, from upscale eateries to more casual, pub-style fare. “We are a four-diamond resort and have an amazing culinary team — the food here is spectacular,” says Lissette Kerby, national sales manager at the resort. “We recruit the best of the best chefs and culinary experts and bring them here.”

Mexican, Italian, Asian and Thai cuisines are all available onsite in traditional sit-down settings, and for more cost-conscious food options, there’s also the Temptations Food Walk, a food court with international flair located right off the main casino floor.

Guests will notice design touches inspired by the natural surroundings of the resort, which is wholly owned and operated by the Pechanga Band of Luiseño Indians. One of the only true Native American spas in the country, Spa Pechanga is a great option after a busy day of meetings, learning and networking. The facility boasts 17 treatment rooms and a full menu of services, including a selection of Native Offerings that include all-natural ingredients. Among the one-of-a-kind choices are a Prickly Pear Scrub and the Journey of the Payómkawichum, a zero-gravity soundscape relaxation experience.

If event attendees wish to venture off property to explore Temecula or participate in excursions such as wine tastings, hot air balloon flight adventures or grape stomping competitions, Visit Temecula Valley frequently partners with Pechanga Resort Casino and other local venues to curate unique experiences.

Head West for More of the Best

Another gem for events out west is Nevada’s Golden Nugget Lake Tahoe, which offers 14,000 sf of onsite meeting space. For larger gatherings, such as corporate meetings, expos and trade shows, the Tahoe Blue Event Center is conveniently situated right across the street from the resort.

“The hotel is ideally located in the center of all Lake Tahoe has to offer,” says Missie Kelly, executive director of sales and marketing, hotel and casino division, at the Golden Nugget. “The breathtaking scenery, combined with Golden Nugget’s distinctive venues, resort amenities and exceptional culinary talent, create an unparalleled experience for gatherings and events of all kinds.”

The Golden Nugget, which can accommodate attendees in both indoor and outdoor meetings spaces, features the largest outdoor pool in Lake Tahoe. The resort also recently began an extensive renovation. Among its new features, the Saltgrass Steak House was added as another dining option, and new guestrooms and suites are planned for the next phase. They also plan on adding VIP suites and private VIP check-in.

At casino resorts, gaming can either be the main attraction or an exciting amenity for meeting guests, and this gives planners flexibility. It’s also a way for attendees or corporate groups to come together in a different setting and engage on an equal playing field.

“There is something for every kind of player, whether it’s penny slots or high-stakes table games — everyone is guaranteed to find their favorite way of testing their luck!” Kelly says.

Unique to Golden Nugget casinos is the 24K Select Club players card program, through which guests can quickly accumulate tier credits, comp dollars and slot points at any of the seven Golden Nugget casinos nationwide. These can then be redeemed at any of the more than 600 Landry’s, Inc. restaurants, or at any Golden Nugget casino. With this, the hotel can work with planners to create customized experiences beyond the standard meeting or event.

More Options on the East Coast

On the East Coast, Resorts World Catskills in the beautiful Catskill Mountains is a roughly 90-minute drive from New York City, making it easily accessible for groups based in Connecticut and New Jersey. Meghan Taylor is senior vice president of global affairs and public relations for Resorts World New York, the hotel’s parent company.

“We’re a four-season destination — whether winter, spring, summer or fall, we have something for everyone,” Taylor says. “Beyond the amenities on our property, we work closely with Bethel Woods Center for the Arts, a performing arts center situated on the site of the original Woodstock. With the amenities and flexibility we offer, beyond what’s on the casino floor, we’re a great family destination, as well.”

The venue features two buildings — the Resorts World Catskills All-Suite Hotel (featuring Five Diamond suites in a U.S. Green Building Council LEED-certified structure) and The Alder, an extension of the venue’s casino resort campus that houses its event space.

The Resorts World event area has seven fully equipped conference rooms and over 48,000 sf of customizable meeting space. Maureen O’Brien, the hotel’s vice president of sales, hotel and marketing, stresses that the venue offers a lot of meeting space flexibility, as well as a creative event staff, and it can work with many different price points.

Planners should lean into the resort’s casino aspect, as two visiting groups recently did. One of the pits on the casino floor was converted into Learn to Play, with stations set up for attendees to receive instruction on roulette, blackjack and Texas Hold ’em poker.

“We had 400 people split into two different sections, and our dealers talked for four hours on the different games. It was so much fun,” O’Brien says. “We’ve also taught Mah Jongg. We’re in a casino — why not play off that? Everyone is engaged and has a great time because you’re on the casino floor with real dealers and having fun.”

Of course, meeting attendees can try their luck at a different game.

The resort is also home to the Monster golf club, designed by legendary golf course architect Rees Jones, and this year, it’s hosting several big events. “Rees Jones is the best of the best,” Taylor says. “We’re so excited to be hosting a Legends LPGA Tournament.”

Monticello Motor Club is another major partner. “The easiest way to explain this group is it’s a high-end racetrack for fancy cars,” Taylor says. “Folks coming in to use Monticello Motor Club are [helicoptering] themselves in from the city. It’s a great opportunity for adrenaline junkies who love fast things. Our resort plays right into that. We’re fortunate to have a lot of cool and unique experiences right around where we are here in the Catskills. We really do what we can to maximize everyone’s time. We’re able to go beyond providing a venue. We can curate unforgettable experiences the guests will remember.”

Whether your group wants to stay on property or go further afield to do some exploring and sightseeing, gaming resorts and their surrounding areas truly offer something for everyone. C&IT