Cake Boss Buddy Valastro and Richard D. Hoelzel, CDM, CFPP, FMP, of Idahoan Foods, were among the attendees at Innovations 2024 at the Colorado Convention Center in Denver, CO. Courtesy of Dot Foods

In the past decade, entrepreneurs, chefs, hoteliers, venue operators and meeting planners have discovered what longtime residents have always known: Colorado is a state that inspires. Its grand vistas range from sweeping prairies to alpine lakes, from the stark beauty of high-lonesome desert canyons and mesas to lofty peaks set against impossibly blue skies. Whether a meeting is set in diverse, bustling urban corridors or away-from-it-all resorts, inspiration is ever present at the Centennial State.

Denver

Resting on laurels isn’t something Denver does. The Mile-High City’s rich history still informs its present day, but Denver is no “cow town.” Michelin-starred restaurants; sleek, new hotels; and an up-to-the-minute expanded convention center deliver a contemporary vibe in concert with meticulously preserved historic buildings that honor the city’s past. It’s a combo that draws planners, executives and attendees alike. Dot Foods set its Innovations 2024 conference in Denver in the spring with 3,500 in attendance. Innovations is an apt name for the event and for the company’s forward-looking intentions. Ashley Bickel Marhanka, senior meetings and events planner, tradeshow, says in-person events have returned in full force, and for this company, that’s imperative.

“The struggles that once plagued our company no longer restrict our imaginations. We like to think of the best thing we can do, then work toward it. Instead of looking to see what fits the mold, we try to go outside the box. Anything is possible! You just have to ‘think big.’ And we’re back to doing that 100%!”

That’s not to say everything is easy. “There are always challenges that present themselves as you go,” Marhanka concedes. “Meeting planning is never black and white — it’s always gray, and how you pivot makes the difference in the outcome. However, once you plan through a global pandemic, you feel like you can take on any pivot at that point!”

Denver is a new destination for this meeting, but it proved to be a good choice. “Our attendees love the walkability of downtown. All of our host hotels were within .1 miles of the convention center. Airlift was a plus, and being able to use so much of the diverse space in Colorado Convention Center helped make our decision easy. In our survey, 39% of respondents said the location of Denver impacted their decision to attend Innovations in 2024. After being in St. Louis for 25 years, the move to Denver was a great one for our company,” she says.

Marhanka worked with the Visit Denver staff, which was a real positive. “Jeremy and Angie were amazing to us. When we had questions about partners in Denver, they were there to minimize any struggles we had. They graciously met us for many site visits and came to see us twice onsite. We also explored changing our pattern for 2025 and though we will not move forward with the new pattern, they worked with all of our hotel partners to get commitments on the new dates.”

Most of the conference events were held at the Colorado Convention Center (CCC), which recently completed a major expansion. “We were excited to use the brand-new Bluebird Ballroom. That combined with the exhibit-hall space, theater and other ballrooms made for a great one-stop shop for the majority of our events.”

To Marhanka’s earlier point, even with the best-laid plans, the unexpected can always happen. “The escalators breaking down and attendees climbing what we lovingly referred to as ‘the mile-high steps’ to the Bluebird was disappointing,” she says. “However, the way the CCC, Visit Denver and Sodexo LIVE! handled the situation was great. They moved meals for 3,500 people to a new location overnight. Like I said, it’s all about how you pivot.”

At the Hyatt Regency Denver at Colorado Convention Center, Marhanka worked closely with Vanessa Salas and her team for several events during the meeting. “The food was great and their flexibility on space was much appreciated. We will be hosting our VIP meetings in 2025 in the hotel again. The meeting space was great,” she adds.

Her suggestions for groups considering Denver and Colorado Convention Center are, “Maximize the space there. Our event is just the right size for the convention center and downtown Denver, but there’s also room for us to grow. Being able to use other spaces in the Colorado Convention Center for events outside our tradeshow was imperative. Also, don’t be afraid to pivot. Something will always happen at some point. No event is perfect, but it’s all in how you make it right! Denver will move mountains for you if needed, and that is good customer service!”

Well-known meeting-industry group HelmsBriscoe held its own annual business conference in Denver in 2023. The global venue-selection company is in a unique position to evaluate how things have shifted since the pandemic as it works with thousands of clients booking meetings across many industries.

“Each client’s strategy to return to in-person meetings has varied,” says Kari A. Dobbins, associate vice president, associate advancement. However, she continues, “HelmsBriscoe just finished our strongest Q1 in our company’s history, so we know our clients greatly value face-to-face gatherings, and we feel very positive about the future of in-person events.”

Dobbins says that at this point, HelmsBriscoe is only conducting in-person events, including for its company meetings. “When it comes to our company’s events, we’re fully back in person and have resumed our normal planning and meeting-execution processes.”

When choosing a destination for the company’s own events, Dobbins says the goal is to choose those that are accessible and easy to travel to from a variety of locations, including international locations as the company has attendees from across the globe. Denver fit the bill, although this meeting was the first annual conference that the company has held in the city. There were 1,600 in attendance. “The attendees were excited to experience a new destination. As a planner, I found the central location made it easier for attendees to travel to the destination without spending extra nights away from home. And all around, the costs were very reasonable, in particular with food and beverage expenses,” she says.

Dobbins worked closely with Visit Denver to plan the conference. They organized Dobbins’ group’s pre-planning meeting and stayed in constant contact with them throughout the planning process. Visit Denver also hosted a fun and interactive opening night networking event at the Denver Art Museum for their attendees. “The pre-planning and onsite experiences were great,” Dobbins adds. “The convention center is very organized with processes and documentation necessary during pre-planning, which made communication with the center and budgeting very easy.”

A prime reason for choosing Hyatt Regency at the Colorado Convention Center was its location. “Proximity to the convention center was a plus,” Dobbins notes. “In addition to the number of guest rooms and pricing, the hotel was also the host of a few of our conference events, and its space options, service levels and amenities were a great fit for our meeting.”

The group held the final night gala and awards dinner in the hotel’s Centennial Ballroom, which Dobbins calls beautiful. “We also experienced the culinary talents of the hotel’s food and beverage team, which introduced its four-course personal-preference menu, allowing our attendees to choose their own entrée. This was a new experience for our guests that was well received.”

The Denver meeting was definitely a success. “Denver is a great destination for a meeting. The proximity of hotels, offsite venues and restaurants to the convention center provides planners and attendees with many options within walking distance. The value for services also makes this a budget-friendly destination without sacrificing quality of service.”

The city has a lot going on for planners and groups in addition to the completed expansion of the convention center. Of interest to sustainability-focused groups is Denver’s achievement at the end of last year to platinum-level certification based on the Events Industry Council’s Sustainable Event Standards. The city is the first destination to reach that highest level of certification. Also of interest is Michelin’s recognition of 26 Denver restaurants, including three awarded one star.

Several hotels come online this year, including Populus at Civic Center Park in the heart of downtown, the first carbon-positive hotel. The 13-story, 265-room hotel will feature event space, multiple F&B venues and a rooftop deck and bar. The hotel will be carbon positive thanks to the sustainable design and construction, as well as substantial ecological efforts offsite, including an initial commitment to planting 70,000 trees — offsetting an embodied carbon footprint equivalent of nearly 500,000 gallons of gas and removing additional carbon dioxide from the atmosphere. Denver’s former Kimpton Hotel Born has been rebranded as the Limelight Hotel, a brand familiar to anyone who has spent time in Aspen, and a new Kimpton Claret Hotel has opened in the south Denver area.

Colorado Springs

Down in Colorado Springs, The Broadmoor is one of the country’s preeminent resorts and a perennial favorite of all kinds of groups. Libby Junker, senior vice president of international implementation at Anytime Fitness, says the resort met the needs of the company’s November Biennial Conference with 2000+ attendees. The group took over almost all of The Broadmoor, as well as six overflow hotels.

“As a franchised business, having the opportunity to bring our club owners and staff together is critical to not only educate on future brand initiatives but also to celebrate the success of each of the club owners and staff,” Junker says. “Our clubs are located in all 50 states and over 40 countries. Therefore, we look for destinations that are a place our attendees not only desire to visit but can travel to with ease.”

The Broadmoor was an ideal location for the conference. “It offered the perfect amount of meeting space for our event,” Junker says, “plus beautiful accommodations and all on a campus that allowed our attendees to enjoy the mountain views.” Additionally, attendees had two airports to choose from. “Most U.S. cities have direct flights to either Denver or Colorado Springs,” Junker notes, “and international travelers could fly in via Denver.”

Junker worked directly with The Broadmoor and says the resort’s staff “truly became one with our planning team.” She also calls The Broadmoor’s service absolutely incredible. “The Broadmoor is second to none! We will look for every opportunity to come back and visit again!”

N.R., director of marketing with a global law firm, brought a group of 230 to The Broadmoor for the 2024 partners’ retreat. “We loved Colorado Springs and The Broadmoor,” she says. “The hotel is luxurious and inviting and the amenities and service are topnotch. The nearby hiking and other activities were also wonderful.”

The choice of The Broadmoor as the setting for the meeting had much to do with its location. “We chose The Broadmoor because it stood out as being incredibly unique but still accessible, which isn’t the norm with resorts anymore,” N.R. says.

The group used much of The Broadmoor’s conference space and brought in AV as well as a local DMC to help with design and décor. She says it was, “a seamless process.” In addition, the group leaned on Visit Colorado Springs for help with items for the welcome bags.

“We will be back at The Broadmoor. The service and amenities are incredible. The property is meticulously maintained and the planning team at the Broadmoor is amazing.” Still, N.R. advises, “You will also want to use a great DMC to incorporate those really memorable elements into each event you plan.”

The city of Colorado Springs also has a lot going on that groups should know about. Hotel Polaris will open this fall at the north gate of the U.S. Airforce Academy with 375 guest rooms and spectacular views of Colorado’s mountains. Its location alone makes it worth considering for all kinds of meetings. It lies just 26 miles from the Colorado Springs airport, 78 miles from Denver International Airport, 10 miles from Garden of the Gods park, 15 miles from downtown Colorado Springs, 50 miles from metro Denver and just 20 miles from America’s Mountain, Pikes Peak. But also of note is the fact that it will have 26,000 sf of indoor meeting space, including a 12,000-sf ballroom featuring ample natural light. Additionally, the venerable Mining Exchange hotel underwent a renovation and has reopened with 128 re-designed guest rooms and additional upgrades. The spectacular 117-room Garden of the Gods Resort & Club, set at the edge of the naturally spectacular Garden of the Gods park, has wrapped up a $40 million renovation to guest rooms, dining venues, the spa and the resort’s more than 22,000 sf of indoor and outdoor space, including unique boardrooms and meeting spaces with audiovisual and business services. Drawing inspiration from the ethereal surrounding landscapes, groups from 10 to 300 can take their Colorado meetings and events to new heights.

The city is renowned as an Olympic training center and groups meeting this summer can take advantage of a celebration of the Paris Olympics in the city and at the stellar United States Olympic & Paralympic Museum through September 8. The museum will host daily activations, as well as athlete meet-and-greets, among other events.

Aurora & Beyond

Although Denver and Colorado Springs may be among the Centennial State’s best-known meeting destinations, in reality they are just two of many. The city of Aurora, adjacent to Denver, has its own attractive meeting assets, not the least of which is Gaylord Rockies Resort & Convention Center, a destination unto itself with 1,387 rooms, more than 500,000 sf of meeting space, a spa and a water park. The hotel may seem to have everything, but it recently added a new amenity — the experiential Topgolf Swing Suites. And more will be new when the resort completes phase two of a major enhancement project this year, including the “re-concept” of three of its five restaurants, a remodel of the Grand Lodge and a new event pavilion increasing the resort’s already substantial function space.

Also new in Aurora is The Benson Hotel & Faculty club located in the heart of the Anschutz Medical Campus and Fitzsimons Innovation Community, making it ideal for smaller meetings, particularly those relative to the health and medical industries.

Finally, for those who have their sights on a mountain meeting, it’s hard to beat Vail. The mountain town offers easy access from Denver, a slew of impressive restaurants and hotels to suit every budget. Recently on scene is a Marriott Residence Inn in West Vail, which includes a small amount of meeting space that could work well for a board retreat or other compact gathering where a mountain destination is preferred.

The bottom line is this: Wherever you choose to meet in Colorado, inspiration and options abound. From luxury mountain resorts to cosmopolitan hotels and dude ranches, to hidden gems, the Centennial State checks all the boxes with postcard places.  C&IT

Hailed as the World’s Leading Business Strategist, award-winning professional speaker, management consultant and business strategist Scott Steinberg is the creator of “What’s the Future of…?” — a new series of board games that can teach anyone to be more creative, innovative and resilient. Among today’s best-known trends experts and futurists, he’s been a strategic adviser to over 2000 brands, and is the bestselling author of “The New Rules of Business Development,” “Think Like a Futurist” and “Make Change Work for You.” He is also the president and CEO of BIZDEV: The International Association for Business Development and Strategic Partnerships™. His website is FuturistsSpeakers.com.

As meeting and event planners have become all too aware of in recent years, the unexpected is suddenly the only thing that business leaders can now expect, given the accelerating pace of change and disruption, and continuing advancement of new technologies and trends like automation and AI, going forward (like we point out in the new board game and training tool for meetings and events What’s the Future of…?), we won’t be dealing with “a new normal” so much as a series of next normals — each of which will only continue to come on faster in the future.

With in-person events booming, hybrid meetings remaining on the upswing, and travel continuing to skyrocket, an environment of constant change is now the new status quo. And if you’re still doing things the so-called “way they’ve always been done before,” guess what? Odds are, they’re not the right way to be doing them.

Luckily, as we share with thousands each year via keynote speeches and workshop programs such as Think Like a Futurist: How to See Tomorrow Today, you don’t have to be especially brilliant or talented to successfully navigate through all this ongoing chaos — or stay one step ahead of the curve. Better still, for industry vets who may be reeling after months of constant disruption, anyone can learn to more effectively spot and adapt to rising trends just by asking more pointed questions and exercising a little bit more critical thinking to boot.

Having spent 25 years serving as a futurist and trends expert for over 2000 of today’s largest household brands, here’s a simple three-step system that you can use to more effectively plan for whatever the future brings — and adapt to any unforeseen curveballs that it throws your way.

Focus on the Future

Futurism is the practice of actively contemplating future events and trends, and how they promise to impact your business — and it’s only becoming an increasingly vital skill to employ. Luckily, anyone can practice using it the same way we pros do: Just by studying the current state of the market and society, tracking emerging trends and challenging yourself to think about how resulting developments might impact your organization.

You can become more of an anticipatory leader by staying better attuned to what’s happening in the marketplace and making a point to actively plan ahead by creating concrete action plans for addressing any scenarios that you might face.

One of the easiest ways to do this is to challenge staffers to routinely pause and consider what’s coming next for your field — then craft sample scenarios that you and your colleagues can simulate working through to solve problems long before they ever become pressing issues. For example, simple exercises that we often use at workshops and retreats to help partners think more strategically include:

Brainstorming 10 unforeseen events and happenings that might impact your business in the future and discussing with peers how you might address them. For example, this might include asking yourself what if:

• A resurgence in travel or health-related concerns causes event attendance to shrink, industry calendars to shift and available labor to become even harder to come by?
• Audience spending and interest winds up pulling back in the wake of ongoing economic uncertainty?
• Geopolitical upheaval causes temporary or long-term hiccups to the event or travel planning process?

Thinking up 10 new trends or innovations that promise to reshape your field, and exploring which should be top of mind going forward by encouraging you to ask yourself pointed questions like:

• Which areas of your business are likeliest to be impacted by these new advancements, how and when?
• How are you preparing to greet these changes going forward, and where can you turn for help if needed while doing so?
• What simple shifts in business or operating strategy could you make to address impending changes in the market or pivot to new audiences or spaces as needed?

Engaging in these exercises — essentially playing a constant game of asking yourself what if? —can help you determine which way the future is trending, and the best plan of action to adopt going forward. Better yet, the more you make a point to role-play through possible scenarios and exercise your problem-solving skills, the more you’ll discover that the type of critical thinking that futurists use is a skill that can be strengthened through repeated exercise.

Make Strategic Planning Your Secret Weapon

Planning for tomorrow not only encourages us to get in the habit of being more proactive in the face of impending shifts, but also more purposeful when it comes to doing our research and making smart decisions. But perhaps best of all, it also gets us in the habit of exercising strong, but weakly held, opinions, i.e. making decisions using the best information at-hand and taking action, but not becoming so married to our strategies that we can’t change course in the face of new (or even contradictory) information and business intelligence.

As you go about this process, and consider new business strategies, don’t forget to take a long-term approach to planning either, and recognize that there are many ways to win in business besides boosting your company’s profits.

For example: Although it may begin as a loss leader at first, if starting a new conference or event series introduces you to new industries or partners, or provides crucial business insights and learnings, it may be worth more than a short-term boost to revenues in the end. So, as you consider which business choices to pursue, don’t forget to factor in the opportunity cost associated with any decision as well. Happily, asking yourself a few simple questions can help here, such as:

• Profits aside, how can you ensure you’re finding ways to win with every opportunity you pursue ?
• How adaptable are the business strategies that you’re considering implementing?
• How quickly can resources and learnings garnered from your efforts in any given area translate to other contexts, industries, or areas of business opportunity?

Apply a Measured Approach to Advancement

It pays to apply a structured approach to innovation. Noting this, you can get better about determining which way the wind is blowing by engaging in a few simple forward-thinking activities that indicate how tomorrow’s world is trending.

Seeing Tomorrow Today

In the end, it helps to remember that getting better about planning for tomorrow isn’t necessarily about having to get better about predicting the future so much as it is about asking more pointed questions.

The more you stay attuned to market signals, work to weave them together to spot emerging patterns, and strive to put new ideas in motion, the more successful you’ll ultimately be. Better yet, the more you practice using these talents, the more you’ll also find that tomorrow is often simply what you choose to make of it — and the better equipped to adapt to changing times that you’ll be. C&IT

Forbes Business Council, Newsweek Expert Forum and Rolling Stone Culture Council member Merilee Kern, MBA, is founder, executive editor and producer of “The Luxe List,” as well as host of both the “Savvy Living” lifestyle and travel and “Savvy Ventures” business TV shows. Connect with her at TheLuxeList.com, SavvyLiving.tv, at LuxeListReports on Facebook, Twitter and Instagram, and on LinkedIn at MerileeKern.

As the Artificial Intelligence (AI) age evolves, customer service methods are also progressing at exponential rates.

The era of wait times and generic responses from call center agents is going by the wayside. In today’s world, AI powered businesses tools are transforming the support process by providing tailored, efficient and scalable solutions that surpass bygone era methods.

This change in customer service methodology marks a new and exciting chapter in AI-driven support services that deliver exceptional operational assistance while also ensuring customer satisfaction.

“The evolution of customer service has transitioned from traditional call centers to digital platforms,” notes Angel Vossough, co-founder and CEO of BetterAI, a pioneering developer of innovative AI solutions for their own enterprise, like the VinoVoss AI Sommelier, and for other businesses.

“This shift in customer support is primarily driven by the integration of advanced AI-powered technologies that are upending and revolutionizing the support experience,” says Vossough, who details below how nextgen AI is offering personalized, efficient and scalable solutions that surpass conventional customer service approaches.

The Rise of AI in Customer Service

The journey of AI from theoretical concepts to practical applications in customer service has been remarkable. In recent years, the adoption of AI tools, such as chatbots and AI-driven analytics, has surged across the service sector. These technologies are now pivotal in handling customer interactions, providing quick responses and personalizing service delivery. AI applications in customer service range from automated response systems to sophisticated analytics predicting customer preferences and behaviors.

Real-World Applications of AI in Customer Service

One notable example of AI’s impact on customer service is the implementation of chatbots by companies like H&M. The fashion retailer’s chatbot, powered by AI, assists customers in finding products, checking stock availability, and even offering personalized style recommendations. This not only enhances the customer experience but also frees up human agents to focus on more complex inquiries.

The Role of Natural Language Processing (NLP) and Large Language Models (LLMs)

Natural Language Processing (NLP), a branch of AI, focuses on the interaction between computers and human language. In customer service, NLP is used to understand, interpret and respond to customer inquiries in a natural and human-like manner. This technology powers chatbots, virtual assistants and AI-driven support tools, enabling them to process and respond to text and voice queries.

The emergence of Large Language Models (LLMs), like GPT-4 or Mixtral, have taken NLP to the next level by generating human-like text based on vast amounts of data. These models can understand context, generate coherent and relevant responses, and even create content in multiple languages.

Applications of LLMs in customer service include contextual understanding, writing assistance and multilingual support, further enhancing the personalization and efficiency of the support experience.

Benefits of AI-Powered Customer Service

The adoption of AI in customer service brings several advantages:

• Increased Efficiency: AI tools automate routine tasks, reducing response times and allowing human agents to focus on complex issues.
• Enhanced Personalization: AI can tailor interactions based on customer data and previous interactions, leading to more personalized service.
• Scalability: AI solutions can handle large volumes of inquiries simultaneously, making it easier to scale customer service operations.
• Improved Accuracy: With advanced language processing capabilities, AI improves the precision of responses and reduces the risk of human error.
• Challenges and Ethical Considerations: While AI-powered customer service offers numerous benefits, there are challenges and ethical considerations to address.
• Data Privacy: Ensuring customer data is handled securely and in compliance with regulations is paramount.
• Bias in AI Algorithms: AI systems must be designed and trained to avoid perpetuating biases based on factors such as race, gender or age.
• Job Displacement: As AI automates certain tasks, companies must prioritize reskilling and upskilling their workforce to adapt to new roles.
• Maintaining a Human Touch: AI should be viewed as a complement to human agents, not a replacement. Striking the right balance between automation and human interaction is crucial.

Collaboration Between AI and Human Agents

While AI can significantly enhance the efficiency and effectiveness of customer service, it is essential to recognize the importance of collaboration between AI and human agents. AI should be viewed as a tool to augment human capabilities, not replace them. By leveraging the strengths of both AI and human agents, companies can deliver optimal customer service experiences that combine the speed and accuracy of AI with the compassion and problem-solving skills of human agents.

Future Directions for AI in Customer Service

The future of AI in customer service looks promising, with potential integrations of virtual and augmented reality to create more immersive support experiences. Leveraging big data, AI can offer even more personalized customer interactions, understanding needs and preferences on an unprecedented level.

“As a former Network Support Engineer at the Cisco Technical Assistance Center (TAC), I witnessed firsthand the dedication and expertise of the Cisco team in delivering exceptional customer support,” Vossough says. “During my tenure, the TAC team managed an extensive database of previous cases, but years ago, we lacked the direct applications of AI technology available today.” Vossough adds, “The possibility of developing a Large Language Model (LLM) trained on this vast historical dataset could have revolutionized how our support services operated. Such an AI system could have analyzed patterns, identified common issues, and proposed solutions with unprecedented speed and accuracy, significantly enhancing our efficiency and effectiveness. As the CEO of BetterAI, our focus is on AI-powered search and recommendation systems, and I am so excited to see how AI has the potential to help with this transformation.”

AI-powered customer service represents a leap forward from traditional support models. By enhancing efficiency, personalization and scalability, AI is setting a new standard for customer interactions. However, the true potential of AI lies in its ability to complement human capabilities, offering a hybrid model where technology and humanity converge to create unparalleled service experiences. The integration of AI in customer service is not just an option, but rather a necessity for businesses aiming to thrive in an increasingly digital world. C&IT

Atlantis Paradise Island offers a 141-acre water park, marine habitats, five miles of pristine beaches, and so much more. Courtesy of Atlantis Paradise Island

Picture sundrenched, exquisite beaches with sugar-soft sands lapped by aquamarine waves, plenty of sunshine and tropical breezes. If you’ve imagined someplace in the Caribbean, you’d be right alongside other planners who envision an island location for their next company retreat, incentive trip, or group meeting.

With a blend of natural beauty, cultural richness and diversity, easy accessibility from many parts of the U.S., and world-class resorts, the Bahamas and Caribbean islands are an ideal choice for an unforgettable event, as they have the matchless power to renew and inspire your attendees.

Selecting an island involves more than the venue — there’s the charm, history, culture and personality of the island itself. Some are linked to famous pirates and hidden treasures. Divers today still search for gold left scattered amid the reefs. Here are some to be explored as you consider your next island destination.

Aruba

Maybe Aruba’s tagline, “One Happy Island,” is because it’s located outside the notorious ‘hurricane belt.’ At 70-square miles, the island is known for its soft, white sand and crystal-clear, turquoise water where snorkelers can look down and see colorful fish and even shipwrecks lodged beneath the shallow water. Active adventures for attendees may include kitesurfing and windsurfing off Malmok Beach, waterskiing in several protected shoals, and paddleboarding just off the shore of many swimmable beaches.

If nightlife and fine dining are more to your group’s liking, you’ll find such diverse fare as traditional Dutch, Asian, African or Spanish-influenced food all in the downtown corridor of Oranjestad. One such restaurant is the intimate Ruinas del Mar, located at the 12-acre beachfront Hyatt Regency Aruba Resort, Spa, and Casino. The resort fronts miles of soft white sand, which Jason Gross, VP, Travel for Captive Resources in Itasca, IL, found particularly appealing, in addition to its downtown location. Last winter, Gross planned a gathering of 450 attendees and was impressed at the exceedingly high level of service at the property and the easily accessible array of nightclubs and restaurants within easy walking distance.

“Out the back door is deep water and a swimmable beach, while out the front door are all of the local restaurants and nightlife,” says Gross, who’s been planning events at the resort for more than 15 years. “The staff at the Hyatt is over-the-top. Their onsite CSM gets things done, and the service is second-to-none. It’s the best Hyatt I’ve ever been to.”

New to Aruba is the adults-only Iberostar Grand Aruba and The St. Regis Palm Beach Aruba Resort. Meanwhile, the Aruba Happy One Pass — a digital travel credential system that lets travelers complete pre-boarding verification to smoothly cross border checkpoints — aims to streamline arrivals to the island.

Jamaica

If you enjoy the sultry tones of reggae, you’ve got Jamaican musicians to thank for that. Emblematic of the country’s laidback lifestyle but fused with lyrics that speak to the emergence of Jamaica from British rule in the 60s, today the country is poised to be a major player in the tourism sector.

Last year, Jamaica welcomed over four million visitors and generated more than $4 billion in revenue. This year, it’s expected to add 2,000 new hotel rooms, such as the all-inclusive Riu Palace Aquarelle, the adults-only Princess Senses The Mangrove (with its own convention center), and the family friendly Princess Grand Jamaica.

“Jamaica is the third-largest island, and it’s located in the heart of the Caribbean Sea,” explains John Woolcock, manager of groups & conventions at the Jamaica Tourist Board. “We can accommodate large conferences, business events, corporate getaways or trade conventions. Additionally, you can plan an afternoon of watersports, raft on a river, hike to our highest mountain peak or explore underground caves.”

One group recently coordinated a team-building event in which each team was supplied with precut, 30-foot bamboo poles and supplies. The teams then built rafts and tested them to see if they were sea-worthy.

Group spaces in Jamaica range from the 57,000 sf Montego Bay Convention Centre to Bellefield Great House & Gardens, or Main Street Rose Hall in the Elegant Corridor. And if you’d like your group to interact in a meaningful way, the new Artisan Village at Falmouth — a historic, experiential attraction — aims to connect local artisans and food producers with visitors.

Bermuda

If you’re looking for a VIP experience that’s on a more intimate scale, consider Bermuda: a 21-square mile nation made up of 181 islands and islets. Some unique venues include the Unfinished Church — with soaring stone arches and a fairytale atmosphere; the Spirit of Bermuda —a 19th-century tall ship; the Bermuda National Gallery or the Bermuda Underwater Exploration Institute.

Another outdoor venue is Snorkel Park with space for 5,000 attendees, a shallow reef with sunken cannons, or Hawkins Island, a 25-acre private island 10 minutes by boat from Hamilton.

The Bahamas

Melissa Halliday, director of administrative services for Amergis Healthcare Staffing in Columbia, MD, coordinated an incentive trip to the Atlantis resort on Paradise Island. The group of 780 attendees came from all over the U.S., so Halliday needed to find a property big enough to accommodate her group but accessible enough for a myriad of events.

“We’d been trying to find a place that could cater to all our needs,” explains Halliday. “With the size of Atlantis, we recognized we could take care of our programming needs and still have everyone experience the full benefits of the resort.

“It’s a large property, so we were mindful of having to get our group from one place to another. An unexpected thing happened on one of my first nights on property when some band members came out and played music. I asked the manager if we could hire them for one of our events. So, he put together a group of about 20-25 musicians. They met us in the meeting space, then walked us to the pool where our welcome event was being held. It really was an awesome experience.”

Another Bahamian resort of note, especially for group events is the Grand Hyatt Baha Mar in Nassau. Featuring eight pools, watersports, a wildlife sanctuary, arcade and the Baha Bay Waterpark, the resort also includes unlimited activities, shopping, 45 dining outlets, poolside cabanas, a full-service spa and a casino.

Cayman Islands

This enclave of British manners and sensibilities is a veritable playground for sports like cricket, rugby, croquet and golf, but it’s also where you’ll find Seven Mile Beach. Located on Grand Cayman Island, it’s been named an “Ultimate Beach” by Caribbean Travel + Life and one of the top 25 beaches in the world.

The Cayman Islands offers a Meet & Greet Service at the airport designed to expedite entry into the country for groups of up to 190, where a customs officer will meet them as they depart the plane, fast track them through the entry process, then escort them to the transportation area.

New additions to the island include the Hotel Indigo Grand Cayman, which opened this spring. The 282-room property offers more than 11,000 sf of meeting space including a 6,700 sf ballroom, outdoor patio and pool deck. Dining options run the gamut from Peruvian to Polynesian.

As for next year, new hotels include the 100-room Mandarin Oriental Grand Cayman, located in Bodden Town on a 67-acre property, the 354-room Grand Hyatt Grand Cayman Hotel & Residences, which will feature six restaurants, and the 177-unit One/GT, a boutique hotel with a rooftop venue.

Puerto Rico

According to Discover Puerto Rico, air arrivals to the island last year were up 21% over the previous year. So perhaps it’s not surprising that more accommodations are being added to the unincorporated U.S. territory’s hospitality inventory this year.

Part of the island’s largest developments are from Hilton, which intends to double its presence by 2025. “The company is introducing 10 new hotels, representing five different brands, in San Juan, Ponce and Dorado, amounting to Hilton’s largest growth market in the Caribbean by number of hotels,” states Travel Pulse, which also lists a new $500M Hard Rock Hotel in Old San Juan and the boutique hotel Don Rata Boutique Hotel & Residences in Miramar as venues of note.

Planners looking to create one-of-a-kind experiences in Puerto Rico — a Caribbean destination that does not require a passport for U.S. citizens — can look at booking rum tastings and tours at Casa Bacardi, the world’s largest premium rum distillery. They can also explore Castillo Serrallés, a luxurious 19th century mansion, as well as coffee tours at locally run plantations like Hacienda Lealtad or the Museo de Café, or coordinate salsa dance lessons with a local instructor.

Puerto Rico offers other venue choices such as the Dorado Beach, a Ritz-Carlton Reserve, with a total of 5,443 sf of event space, including a ballroom and boardroom with ocean views. Dorado Beach was founded in 1958 by Laurance Rockefeller, who transformed a former plantation on the island’s north shore into a 50-acre luxury resort with access to the beautiful beach. The 11-mile Rockefeller Nature Trail wends its way through the resort, offering attendees night walks, stargazing sessions, as well as scuba diving and underwater photography excursions.

Anguilla

Tucked away in the Eastern Caribbean is the secluded island of Anguilla, a British Overseas Territory. New on the scene is Entertainment Park, located at the Aurora Anguilla Resort & Golf Club in Rendezvous Bay. The property boasts Anguilla’s only golf courses on beachfront property.

Slated to open this year at Cap Juluca, a Belmond Hotel in Anguilla, is Cap Juluca Spa by Guerlain, a $8M facility inspired by the Arawak Indians, Anguilla’s earliest inhabitants. The historic Malliouhana — a combination of low-key glamour and historic heritage — is celebrating its 40th anniversary this year with a new program led by James-Beard award-winning sommelier Shelley Lindgren that showcases unique food and wine pairings.

Meads Bay is another great area, consistently ranked among the top beaches in the world. One venue to note is The Four Seasons Resort & Residences, with 181 guest rooms, 13,127 sf of event space. It is near Barnes Bay Beach, and provides snorkeling gear and other beach equipment.

Dominican Republic

Located on one of the few islands in the world shared by two independent nation-states, the Dominican Republic comprises two-thirds of the island of Hispaniola. Considering its robust size — for a Caribbean island — it might not be a surprise to learn there’s a resort property that stretches more than 7,000 acres.

Originally opened 50 years ago as the first resort in the country, Casa de Campo Resort & Villas is regarded today as the best golf resort in the world. The property includes the Pete Dye course Teeth of the Dog®, which is on many golfers’ bucket lists. But for Salwa Scarpone, director of events & supplier marketing for Bluewave Technology Group in Parsippany, NJ, the main reason for selecting the resort was the overall experience she knew her group would have.

“I’ve taken three different groups there because it is an amazing venue,” says Scarpone, who recently coordinated an incentive trip for 15 salespeople and their plus-ones. “It’s an all-inclusive property, which makes things easy for the planner and the attendees. All activities are included — like skeet shooting and horseback riding — and there’s an opportunity to go out on a catamaran to a private island where you can snorkel and have a chef prepare you lunch. Though the property itself is vast, each villa comes with a golf cart so people can get themselves around independently.”

Casa de Campo also features such unusual venues as an outdoor amphitheater which is located at Altos de Chavón, a replica of a 16th century Mediterranean village, that can be rented out for special events.

Saint Lucia

Rising out of the Caribbean Sea are the volcanic Piton mountains. Considered some of the most iconic mountains in the world, the twin peaks of Saint Lucia are a UNESCO World Heritage Site, and many visitors count a climb to the top of Gros Piton among their top things to do.

But outside of nature hikes, Saint Lucia offers incredible rainforests, a multitude of animals and its own diverse history.

Cornucopia Events, which caters to the meetings and events industry, coordinates an array of activities for groups from exclusive gala dinners at the Governor General’s house, to a boat trip to the town of Soufriere to visit Hotel Chocolate, where attendees can taste, shell and grind cocoa beans, to a St. Lucian Creole cookoff or a “Pirates of the Caribbean” themed dinner party.

In recognition of the island as an ideal choice for smaller events, last year the St. Lucia Tourism Authority announced it had won the Caribbean’s Best Corporate Retreat Destination 2023 at the 4th Annual World MICE Awards.

U.S. Virgin Islands

At this year’s U.S. Travel Association’s International Pow Wow, the U.S. Virgin Islands Department of Tourism shared that Trunk Bay, located on St. John, was ranked #1 on the list of The World’s 50 Best Beaches™ 2024.

On St. Thomas, one of the three islands that make up the U.S. territory, is Frenchman’s Reef Resort, where attendees can experience two distinct properties: the Westin Beach Resort and Morningstar Buoy Beach Haus Resort, an Autograph Collection Hotel. Collectively offering more than 85,000 sf of indoor and outdoor event venues, the property can accommodate up to 1,000 attendees.

Forbes recently declared the Ritz-Carlton, St. Thomas, to be the Best High-End Hotel in the U.S. Virgin Islands. The hotel has partnered with local rum brand, Rock City Rum, to create an exclusive rum in the hotel’s signature flavor and scent — lemongrass — which is only available at the property.

Look only as far as the Bahamas and the Caribbean for an island location. With their blend of natural beauty, a wealth of cultural experiences, exceptional dining, and stunning sea and mountain views, these island destinations offer high-level venues that set the stage for a successful event. C&IT

Picturesque Marina del Rey is conveniently located near attractions such as Santa Monica’s Third Street Promenade, which offers a wide variety of restaurants and shopping. Courtesy of Marina del Rey Tourism Board

Renowned for its diverse landscapes and vibrant culture, California offers an unparalleled mix of natural beauty, world-class amenities and innovative spirit. The state’s pleasant climate, with abundant sunshine and mild temperatures year-round, ensures that outdoor events and activities can be enjoyed almost any time of the year.

Major cities like Los Angeles, San Francisco and San Diego are hubs of business and creativity, providing cutting-edge facilities, top-tier hotels, and exceptional dining and entertainment options. Each city boasts its own unique attractions, from Hollywood’s glitz and glamour to the tech innovation of Silicon Valley, ensuring a dynamic and engaging experience for attendees.

Kimberly Lewis Inkumsah, executive vice president of equity, engagement and events at the International WELL Building Institute, has organized numerous events in the state of California.

“I’ve had an abundance of experience in California throughout my career: San Francisco; Monterey, supporting the jazz festivals; Desert Springs, when I worked in corporate incentives, as well as nonprofits,” she says. “Annual citywide events in San Francisco, Los Angeles, San Diego, smaller places for retreats at Asilomar in Pacific Grove, Sacramento and Coronado, you name it. I am an East Coast girl, but California makes for a great spot to host.”

A native Californian, Cathy Mariano, CMP, head of the pharmaceutical client group with Bishop-McCann, has been planning meetings in the state since 2005.

“Many of the meetings I have planned in the past were primarily in Northern California, but I have done events throughout the state in Central and Southern California just as much,” she says. “There are many benefits to hosting a meeting in California. First of all, you can’t beat the climate. The state has a mild climate year-round that makes it an attractive destination any time you have a program without major concerns about weather-related disruptions.”

Additionally, she loves that California has great air lifts via major cities like Los Angeles, San Francisco and San Diego that makes it a great gateway for attendees traveling domestically or internationally.

California is a hub for innovation in tech, entertainment and healthcare, which makes it easy to find thought leaders to contribute to a program, and it’s often a state that is the initiator of emerging trends.

“The state is incredibly diverse culturally and in venues,” Mariano says. “You can find top notch hotels and resorts, conference centers, and indoor and outdoor space. From the warm beaches in San Diego all the way up to Lake Tahoe, you can find beautiful venues along the coast, inland or just about anywhere in between.”

Many attendees love to be able to explore this destination outside of meeting times. With the beautiful weather year-round, many enjoy taking the opportunity to be outside, Mariano says. “Outdoor venues are particularly popular. Depending on where you choose to host a meeting in California, there is natural beauty nearby. Spending time outside can be a natural hike in a state park, water sport/cruise on the water, or visiting art museums or aquariums throughout the state.”

Plus, many believe the culinary scene is like no other. There are great hubs with amazing cuisines gathered from chefs all over the world, and it’s also a state where sustainability, farm to table, and wellness are top of mind.

“Since the culinary scene is strong in the state, many groups like to do dine arounds or chef lead activities,” Mariano says. “You will find world-class dining and widely diverse cuisines in any major cities. With the close proximity to the water, California has great seafood options, while the inland offers a lot of local produce that allows chefs to be able to keep their menus hyper local with the best products available year-round.”

San Diego

From boutique hotels to the largest properties connected to a state-of-the-art convention center, San Diego is a city that is incredibly flexible with all group sizes.

For this and many other reasons, San Diego is Mariano’s favorite destination. “It’s a large city with access to a beautiful coastline, the iconic California beaches, and a great downtown to balance it all,” Mariano says. “Due to the nice weather, you can find many venues with rooftop or outdoor access to add to the diverse venues available in the city. Outdoor offsite activities are always top of mind and can be crafted into any program year-round.”

Wine Country

Napa Valley and Sonoma offer breathtaking scenery, rolling vineyards, picturesque landscapes and scenic vistas — not to mention some of the best wineries in the world.

“The natural beauty is unparalleled and hard to find within the U.S.,” Mariano says. “It is an area with some of the most luxurious accommodations varied in sizes or styles, including boutique hotels, resorts, bed and breakfasts and wellness retreats, to offer a unique experience to attendees. Food is top-notch, and not only is there an abundance of renowned restaurants, but groups can find great culinary activities for team building.”

Long Beach

Last spring, Inkumsah planned the International WELL Building Institute’s WELL Conference in Long Beach.

“As a public health organization focused on well-being in people-first places through healthy buildings, we saw an opportunity to provide an experience from a less “traditional” destination in southern California,” she says. “It’s a city of art, a city that’s conscious about how they conduct themselves as one of the largest port cities in the world.”

She designed the event so attendees had full access to nature, meaning no one was trapped in a stodgy, stuffy conference room for hours on end.

“The theme of the conference was RECHARGE, and this was a place that lent itself to bringing this idea to life,” Inkumsah says. “People could enjoy their space and place in Long Beach, settle in and recharge.”

Long Beach also boasts several of the 10 concepts of WELL — it’s close to water, a walkable city that encourages movement, fresh air — while also presenting opportunities for the healthy building movement. “A big boon was its climate — no one was locked up in a convention center; our entire conference was connected to fresh air,” Inkumsah says. “You could walk to the beach on breaks, and enjoy tented sessions.”

Pasadena

Conveniently located 10 miles from downtown Los Angeles, Pasadena offers easy access to major airports like Los Angeles International Airport and Hollywood Burbank Airport. It’s also part of a robust public transportation network, that includes the Metro A Rail Line, which makes getting around a breeze, further enhancing the accessibility and allure of this dynamic city.

“Pasadena’s appeal extends beyond its pleasant climate and beautiful gardens,” says Kristin McGrath, executive director of Visit Pasadena. “It boasts iconic landmarks like the Rose Bowl Stadium and architectural gems such as The Gamble House. The city also offers diverse shopping experiences, a vibrant arts and culture scene, and incredible culinary offerings.”

Meeting planners are impressed by the 130,000-sf Pasadena Convention Center, centrally located with 1,200+ hotel rooms within walking distance, and another 1,300 rooms a short drive away.

Jennifer Minzey, senior meeting planner, SCPMG Meeting & Events and MPISCC vice president of education for Kaiser Permanente, has been producing events in Pasadena throughout the past two decades.

“Everyone loves coming to Pasadena,” she says. “It serves as a central hub for a lot of attendees from Southern California. Attendees enjoy exploring Old Pasadena — the restaurants and shops that are solely Pasadena-centric.”

Using Pasadena as their home base, attendees also like to venture out to Universal Studios, Disneyland and other area attractions that they to try to squeeze in while in SoCal. Recently, Minzey was charged with an event for a client that had a conference of about 1,200 people. “We were able to use the Pasadena Convention Center for our meetings and then easily switched to another portion of the Convention Center for our evening event,” she says. “It was a great success, and many people enjoyed the fact that there was a local golf course, a downtown and that the city was very walkable, as this was an international conference. “For interesting venues, I recommend Hilton Pasadena for their enormous ballroom and El Cholo for a great outdoor area for a private reception,” Minzey says.

Marina Del Rey

Marina Del Rey, L.A.’s premier waterfront playground, is an event planner’s coastal dream. With mesmerizing sunsets and fresh ocean breezes, it is the perfect backdrop for a successful meeting or event.

Located just four miles from Los Angeles International Airport [LAX] and with quick access to the region’s major freeways, the Marina offers an unmatched level of convenience. For planners looking for hotels by the beach, Marina Del Rey Marriott is just five blocks from Venice Beach. It offers 370 newly renovated modern guest rooms and suites, 18 unique meeting spaces, including a rooftop ballroom with panoramic views of the Los Angeles coastline.

After meetings, attendees may relax by the hotel pool, take up paddleboarding in the harbor, or grab a drink at Sinder, the hotel’s ultra-trendy outdoor lounge.

Monterey

Located in California’s rugged central coast is Monterey. With its natural beauty known around the world, Monterey is an iconic destination that consistently increases event attendance. With over 220 lodging facilities and 11,800 rooms, planners will find a wonderful variety of venues for all budgets. Monterey County’s full-service resorts are a destination in themselves, comfortable enough to host from large scale events to smaller groups. A top favorite in the meeting industry is the Alila Ventana Big Sur.

This iconic property — perched at the edge of the continent overlooking the majestic Pacific — features 59 guest rooms, plus suites and villas, Spa Alila, two pools with outdoor Japanese hot baths, The Sur House restaurant, Big Sur Smokehouse, and 12,000 sf of event and meeting space surrounded by the stunning beauty of Big Sur. Among 160 acres of rolling meadows, towering redwoods and ocean views, attendees can indulge in complimentary Signature Activities such as fitness classes, daily guided nature walks, yoga, Tai Chi, meditation, and s’mores at Social House.

Anaheim

Anaheim stands as a premier destination for corporate meetings and incentive trips, offering an unrivaled combination of accessibility, climate and amenities. Located in the heart of Southern California, Anaheim benefits from nearly perfect weather year-round, “Our city is a gateway to world-renowned attractions and cultural experiences, with the beach, mountains, and desert all within a short drive,” says Ronnie Collins, Visit Anaheim’s senior vice president of sales and services. “Anaheim offers something for every attendee, ensuring a memorable experience beyond meeting hours. From world-renowned theme parks and signature dining options to local breweries, upscale shopping and diverse neighborhoods rich in culture, there’s no shortage of activities.”

Disneyland and Disney California Adventure Park provide unique, customizable spaces that cater to a wide range of group sizes and preferences, while Anaheim’s Grand Plaza, connecting the Convention Center campus, is an ideal location that can be transformed with gourmet food trucks, live entertainment and immersive experiences. “For groups planning events in 2026 and beyond, there will be a new multibillion-dollar entertainment complex called OCVIBE,” Collins says. “It will include state-of-the-art concert venues, open park spaces, two new hotels, and a variety of signature retail and dining options.”

Earlier this year, the NAMM show, hosted by the National Association of Music Merchants, marked its return to regular programming since the pandemic. The event welcomed more than 62,000 attendees, including 10,000 international participants from 125 countries. “NAMM utilized every hall of the Anaheim Convention Center and featured over 150 musical performances across a 5,000-seat arena, outdoor plaza stages and hotel lobbies,” Collins says. “The seamless organization and continuous musical experience made NAMM 2024 a standout success, building on nearly 50 years of rich history in Anaheim.”

Carmel

Mariano recently held a meeting for a group of 150 people that had a four-day sales meeting in Carmel Valley within Monterey County. “Carmel Valley is a small seaside town that features an amazing coastline view that is hard to beat,” she says. “We selected a luxurious resort not only with the world-class amenities and impeccable service they offered, but it was also situated in a 500-acre land that had an incredible list of indoor and outdoor activities for our guests to enjoy on property. Since this program was part business and part as a team recognition, we built in more free time within the agenda for guests to enjoy all the onsite activities.”

Carmel Valley features some of the best restaurants in the world, especially seafood, so Mariano coordinated dine arounds for one of the evening activities.

“Mid-week we had offered one day of offsite activity options to our guests,” she says. “Each person was able to choose their own adventure from doing a wine blending class, a cooking class on property, a hike along the scenic coast trail, a kayaking excursion in Monterey Bay, or simply a spa treatment in the award-winning spa onsite.”

Carlsbad

Carlsbad is a charming city near Tamarack Surf Beach. Known for its picturesque Sea Wall and the tranquil South Carlsbad State Beach, this destination offers a serene atmosphere perfect for relaxation and team-building activities. Additionally, Carlsbad is home to the famous Legoland California, featuring exciting rides, a water park and the Sea Life Aquarium, providing a unique and entertaining backdrop for events.

Michelle Zwirek, director of sales and marketing at Omni La Costa Resort and Spa in Carlsbad, notes the resort offers a large number of function spaces flexible enough to accommodate events featuring large general sessions with dazzling audiovisual presentations, intensive breakout programs, large vendor exhibit shows, and unique settings for meals, entertainment and team-building activities.

West Hollywood

Everything is conveniently located within West Hollywood’s 1.9-square-mile, with most of the larger meetings and group hotels situated along the iconic Sunset Strip.

“You can opt for a headquarters hotel, and adjacent or nearby, you’ll find additional sleeping rooms and breakout spaces of equal quality and uniqueness, offering flexibility to expand the group as needed,” says Sean Keliiholokai, chief sales officer for West Hollywood Travel + Tourism Board. “We offer traditional meeting rooms with many boasting natural light and stunning views, along with rooftop areas suitable for meals, receptions and more.”

The city boasts iconic restaurants, music venues, nightlife and a vibrant atmosphere unlike any other. Situated at the geographic Heart of LA, West Hollywood offers easy access to nearby attractions, including Rodeo Drive, Santa Monica Beach, local museums, hiking to the Hollywood Sign, Universal Studios and more. Some notable venues include The West Hollywood EDITION, Andaz West Hollywood, 1 Hotel West Hollywood, and Kimpton La Peer Hotel.

California is the ultimate meeting destination. From coastal elegance to urban innovation, the Golden State’s diverse landscapes and year-round sunshine offer unmatched venues for every event. C&IT

Artificial intelligence can help planners with everything from security at an event to enhanced networking, customization and post event analysis. Courtesy of Bizzabo

In a world where events strive for heightened attendee engagement, facial analysis technology has emerged as a game-changer. By decoding facial expressions, events now have the power to tailor experiences to each individual’s emotional responses in real time.

Nick Borelli, director of marketing for the ethical facial analytics company Zenus Inc., who has been in the event industry for decades, explains how there is a difference between facial analytics (which captures anonymous, aggregated and median trends in group behaviors) and facial recognition which is recording and accessing databases to determine, based on AI, who a specific face is and then ties that information into another database.

Facial analysis offers exhibitors and sponsors analytics and insights into the impact of their investment in a show in a way that is similar to digital marketing metrics without collecting personal identifiable information. There’s a limit to what information is collected by design because it’s perceiving the environment in 1s and 0s and not specific faces. So, it won’t know if a CEO came to your booth, but it also doesn’t require someone to sign something if they come within 30 feet of an area being analyzed. There are tradeoffs but for organizations focused on protecting attendee privacy while still collecting data, this offering is the right balance. Facial analysis works by placing sensors attached to very small proprietary iOT boxes which leverage massive processing power and AI training to gauge things like impressions, dwell rates and attendee energy. The calculation of sentiment, which his company calls “energy scores,” looks for the changes in the face during a specific time period — with the AI denoting positive facial expressions, which is accurate of up to 90%.

“We can give you metrics for return on experience in person,” Borelli says. “It’s very trackable and very clear to understand behavior.”

Will Curran, who works at wearable tech company Bizzabo as the Head of Klik, spent more than 15 years as chairman of Endless Events, so he understands the meeting and event industry as well as anyone, and quickly saw the usefulness of facial analysis technology in driving the industry forward.

“I always looked at events through a technological lens, looking for ways to make events better, using it to facilitate more engagement and everything we are looking to do as organizers,” he says. “Once the big AI push started to happen, I knew it was something that I wanted to be a part of and use data to craft better and smarter events.” He feels that meeting and event organizers have forever been using natural facial recognition means — in other words, just using their experience to see things with their own eyes and making opinions that way.

“In reality, we need to be more specific than ever before, which is why this AI facial analysis data is so important,” Curran says. “It can tell us how much everyone is paying attention to the general session; are they happy? All the things we process through our eyes and brains can now be done at scale and also get the hard data.”

The reason why this is so important in a 2024 world, Curran says, is event organizers are becoming more valuable as part of the larger business process, particularly in the marketing world.

“We are at this moment in history where, because of AI, content marketing is no longer as successful as it used to be,” Curran says. “So, the next way to engage with our prospects and our potential customers is through our events. Marketers are looking for more and more data to understand how successful they are and understand the actions taken at events. Facial analysis is providing that data to allow them to have more sophisticated conversations.”

Matt Little, a meeting planner who has worked with several high-profile companies and events, including major Australian corporations such as Telstra, AN and Qantas, has seen firsthand how this technology has transformed the way everyone connects and collaborates.

“AI’s facial analysis technology is revolutionizing the way we conduct and experience meetings,” he says. “At its core, this technology uses sophisticated algorithms to interpret facial expressions, providing real-time insights into participants’ emotions and engagement levels.”

For instance, during virtual meetings, facial analysis can gauge whether attendees are attentive, bored or confused, allowing presenters to adjust their approach dynamically. This ensures a more responsive and engaging meeting environment, which is particularly beneficial for remote teams where non-verbal cues are harder to read.

Moreover, facial analysis can enhance participant interaction.

“For example, in a hybrid meeting setup, where some participants are in-person and others are virtual, the technology can help bridge the gap by monitoring and analyzing the reactions of all attendees,” Little says. “This creates a more inclusive atmosphere, ensuring that virtual attendees are equally heard and engaged. It’s like having a silent assistant that helps you understand the room better and tailor your interactions accordingly.”

Therefore, AI facial analysis presents a breakthrough tool for deciphering attendee behavior and preferences, empowering planners to optimize event content and delivery in real time.

“By harnessing AI facial analysis, meeting planners and event professionals can gain valuable insights into attendee sentiment, enabling more personalized, educational and impactful experiences,” says Chris Piche, founder of Smarter AI, a software platform for AI cameras.

The company’s AI vehicle cameras and computer solutions can help planners “see, listen and understand” what’s happening in the room.

“As AI facial analysis capabilities continue to evolve, we anticipate even greater opportunities for enhancing attendee engagement and overall event success,” Piche says.

Valerie Bihet, director of the VIBE Agency, which plans events throughout the world, first started using facial recognition software back in 2018 and found it hugely helpful for live, in-the-moment response to content being presented.

“Content is king in marketing, and with corporate events, the quality of the content and how well it reaches the audience adds to the entire experience,” she says. “Getting feedback from attendees after an event can be hard though, so using facial recognition on-site allows you to get an immediate summary of how people are reacting to each speaker and the content.”

Additionally, knowing things in real-time allows a planner to address any issues or enhance the experience so that everyone leaves with a very positive feeling about the event.

“AI is very good at data analysis. It will help condense the responses faster. You can learn for next time — pivot quickly during a session or multi-day conference if there is a less than favorable reaction,” Bihet says.

For instance, for two recent events in Paris and Miami, Bihet used facial recognition in conjunction with event apps to deliver on-site photography faster.

“The photographer uploads all the photos they take throughout the event each day to the app,” she explains. “It then scans the photos in the pictures and matches them to each attendees’ profile they upload and they get all the photos of them delivered right to their phone.”

Jon Morgan, CEO of Venture Smarter, has worked with meeting planners at several events and has seen the transformative power of facial analysis and technology in the industry.

“With this technology, event planners can now tailor their content, speaker selection and even venue design to maximize attendee satisfaction and engagement,” he says. “For example, if the AI detects a dip in audience interest during a particular session, the event organizer can quickly pivot to a more engaging topic or adjust the presentation style to re-capture attendees’ attention.”

In Action

In April, Zenus was contracted in Baltimore at a show for museum operators, and facial analysis was being used by a client at their booth, as they wanted to know the effectiveness of their booth.

“We find that when we deal with brands directly, they’re looking at their spend between all the places they exhibit at. They want to double down on the ones that work and they want to cut the ones that don’t,” Borelli says. “Currently, the only metric that they have in the B2B space is leads generated. They might get a metric of tickets sold of that event, but that’s not really that valuable. That’s where we come in.”

Zenus deploys a few different sensors in a space and can determine whether people react positively to the messaging, can look at the average length of conversations between different booth operators, and just get an overall feel for what’s working and enticing attendees to stay.

The company is also doing zone coverage at the upcoming IAEE Expo! Expo! deploying sensors and looking at if there are areas that have higher amounts of traffic, dwell rates or sentiment, and can provide this data to anyone who exhibits. “If they want to go deeper and have specific sensors put in their booth for specific things that they want to track, that’s the next level,” Borelli says.

There are numerous innovative and practical ways that facial analysis can be utilized to enhance and improve the experience and management of meetings and events. Some of the use cases include audience energy scores, which show engagement during presentations against time. Another is evaluating traffic flows and operational optimizations.

Curran notes an important use is with helping to enhance security and access control, explaining facial recognition can be used to control access to certain areas of the event, ensuring that only authorized individuals can enter specific zones, such as VIP lounges or backstage areas.

“The technology can continuously monitor and verify attendees throughout the event, providing an additional layer of security and helping to quickly identify unauthorized individuals,” he says.

And don’t underestimate the power of tailored interactions for attendees.

“By recognizing attendees, event staff can offer personalized greetings and services, creating a more welcoming and customized experience,” Bihet says. “Based on facial recognition data, event organizers can provide tailored content or recommendations, such as suggesting sessions or activities that match an attendee’s interests.”

Panos Moutafis, Ph.D., CEO and co-founder of Zenus, says networking can also be greatly improved at events with facial software doing its job.

“Facial analysis can help organizers understand where attendees are connecting and engaging with each other through real-time dashboards.” he says. “Additionally, by integrating with smart badges or mobile apps, it can provide attendees with information about nearby participants, making it easier to initiate conversations and build connections.”

While facial recognition has a lot of pluses, Borelli warns it does have negatives as well.

“On an individual level, you’re being tracked and followed, and the information that is gathered about you could be tied to other databases potentially,” Borelli says. “There’s some holes in that from a privacy standpoint.”

If that’s a deal-breaker for organizations, facial analysis provides a happy medium. Facial analysis collects return on experience data in the form of trends anonymously without crossing any privacy lines. Those lines are the major difference between recognition and analysis.

After the Event

Facial analysis can offer some great analytics to help meeting planners post-event. After all, the technology provides accurate data on who attended the event, session participation, and overall foot traffic, enabling detailed attendance reports.

“Event organizers can analyze how long attendees stayed at specific sessions or booths, providing insights into engagement levels and interests,” Curran says. “Post-event, organizers can use the data collected to send personalized follow-up emails and marketing materials based on attendees’ behaviors and preferences during the event.”

Also, by understanding which sessions or areas were most popular, it can help with planning future meetings, making them more successful.

“We can tell you what’s working and what’s not,” Borelli says. “You want to cut a day, you want to add a day, you want to start earlier for your presentations, you want to start later, we can tell you that. We can tell you if one style of presentation has more energy and yields to more engagement. We can tell you which is better: a Q&A of 10 or five minutes.” And all this is done in a way that post-event surveys don’t necessarily provide.

Learning Curve

One doesn’t need to be a tech genius to utilize facial recognition; in fact, things have advanced so much in such a short period of time that practically anyone can use it as long as they have the right software.

“It’s very simple with an iPhone,” Bihet says. “Pay for the license for the software to attach it to your event app. I have been using a European provider for this because it’s more cost effective for my clients and gives them all the same result.”

Looking Forward

Looking toward the future, the potential of AI’s facial analysis in meetings is vast.

“Imagine a scenario where the technology not only tracks engagement but also offers personalized feedback to speakers,” Little says. “This could include tips on pacing, tone adjustments, or even suggesting breaks when the system detects waning interest. Plus, integrating facial analysis with other AI tools, such as natural language processing, could provide a holistic view of meeting dynamics, capturing both emotional and conversational nuances.”

As an event planner, Bihet looks out for new tech to incorporate into events, as it is something she will be using more in the years ahead. “It will continue to evolve and the smart planners will stay ahead of the curve and ready to evolve along with it, and use it in ways to benefit our clients,” she says.

Morgan envisions this technology being integrated into virtual and hybrid events, enabling organizers to measure the emotional resonance of remote attendees and create more inclusive and immersive experiences.

“Facial analysis could be used to facilitate more effective networking, pairing attendees with similar interests and preferences, and even helping to identify potential business partners or collaborators,” he says.

Borelli feels for this to become more of a common thing, facial analysis must best its biggest competitor — meeting organizers’ guts. “We end up validating a lot of hypothesis that organizers have. Because they’ve worked in a vacuum of data for so long, they have gotten really good at expectations. But we can confirm to them if they are right or wrong,” he says. “Plus, data is often seen as, and often is, a road to more work. But this is an opportunity for improvement and I think more people will realize that and utilize this in the future.” C&IT

Offering swag or a special offer to attendees who register early is a good incentive to make sure people don’t sign up last minute. Courtesy of ACCENT New Orleans

Attendees waiting until zero hour to register for an event isn’t exactly new. A recent study by Maritz, however, shows there’s been a definite uptick in this practice over the last few years. Their research found 22 percent of attendees wait until the final week before a show to register, and nine percent don’t register until they arrive on-site.

It’s no secret that last-minute registrations increase the stress factor for all — client, planner and venue. Late registrants mean a last-minute shuffle for the kitchen to have the right amount of meals. It’s harder for attendees to find a hotel room, or they could miss out on any group room rates related to the event. They could miss potentially valuable networking opportunities at pre-con events like happy hours or informal get-togethers. Planners always factor in a certain number of late registrants, but with the noticeable uptick in this practice and its impact on event logistics, many are looking at new ways to encourage registering early.

“I’m definitely seeing a lot more last-minute registrations since COVID,” says Susan Brooks, “logistics Wonder Woman” with Powerhouse Meetings and Events in Chantilly, VA. “People aren’t as confident in their attendance as they used to be. I had a conference where we had seven people register on-site, and we’d never had anyone register on-site before.”

Her theories around this are either people are getting approved to attend later, or lingering effects of COVID are holding them back. The Maritz study found those most likely to register late are first-time attendees, concentrated in certain industries, and those who live within driving distance of the event. Another possibility is remote workers could be wary of networking in-person and therefore put off registering.

Regardless of the reasons why attendees and sponsors are registering late, the basic requirements for hosting an event have all risen. Venue costs are up. F&B costs are up. AV costs are up. And attendees expect a lot more today with their in-person experience. People don’t want to travel to watch what could have been a Zoom call.

Nicole Knoderer, CMP, senior director of meetings and events for the Society of Hispanic Professional Engineers (SHPE) in City of Industry, CA, attributes at least some of the increase in late registrants to SHPE’s membership demographic — approximately 80 percent college students and 20 percent working professionals.

The college student demographic comprises most of the event attendance. Professional development workshops on topics such as writing a resume and how to be a leader, as well as valuable networking opportunities, are two hallmarks of SHPE’s events.

“I think maybe their funding didn’t come through in enough time. For many of them, their funding is paid by their college,” she says. Due to these limited funds, it’s often necessary for attendees to be strategic with attendance. “People are assessing what they want to attend. Do they go to this local event, or the national conference? Or they wait to hear the list of sponsors or presenters before they decide,” Knoderer says. She works closely with the leaders of SHPE’s regional chapters to understand the issues or challenges around event registration and propose solutions.

“We’ve provided them with complimentary registrations to help them advertise in their region,” she adds. “We’ve also done social media pushes to promote the event, and maybe the prize will be a free event registration. A lot of it is trying to understand our regional leaders, who are talking to members about the reasons for late registration. Maybe we can remove that barrier for them.”

Their overall attendance numbers are roughly the same or a little higher than they were pre-COVID; there are simply more attendees waiting longer to register. “Our overall attendance is broken up between attendees and sponsors,” she says. “For us, the lateness — we’ve always had it, but let’s say it was one month out. Now, it’s one to two weeks out. The timeframe for lateness is tighter than it used to be. A lot of the time, people are signing up after we’ve guaranteed our numbers. It may change how we’re doing our seating, and we need more meals. Now, we have to shuffle.”

On the incentive side, Josh DeSilva, DMCP, president of DeSilva Meeting Consultants in Haiku, HI, says waiting too long to sign up could mean having to settle for a second- or third-choice destination. He encourages meeting planners to set a deadline for incentive-type programs — typically two months prior.

“You’ll still have people at the last minute, but make it clear they might get their second- or third-choice option, or have to book the same trip with an outside vendor,” he says. “There’s really no advantage to waiting. As people sign up, there might be a waiting list. You may have to choose a few options, or book on your own, at your own expense, that’s not with your group.”

Call on the Keynote and Presenters

Book the keynote as early in the planning process as possible, and make that part of your marketing, as this often drives registration. “For me, it’s a hindrance not to announce the speaker — that really drives my attendees to come,” Knoderer says. “I make it very clear on what attendees can expect — that can help drive why they want to be there even more.”

When the keynote and a list of presenters is set, work with the keynote on exclusive incentives to encourage early registration and lean on them to help promote the event. Nora Burns, speaker, leadership consultant and founder of The Leadership Experts, is a former meeting planner and urges planners to partner with keynote speakers to drive registration, particularly those speakers receiving upwards of $15,000 for their appearance.

Burns suggests planners work with the speaker on creating short promo videos for social media, and creating programs that give early registrants additional value. To identify the right incentive, planners need to understand their demographic and what type of program would offer the most benefit. Burns served as an opening keynote at a recent event and offered a pre-conference session the day before the official kickoff.

“When I was talking with the meetings team for that conference, I asked, ‘What do the registration numbers look like, and what do they need to look like?’ she says.

My next question was, ‘What would entice your members — more learning or more play?’ If your group is driven by additional knowledge or bonus learning, then a pre-con works great.” Burns worked with the event planners to offer a “Choose Your Own Adventure” format — early registrants selected the topic for the three-hour pre-con segment.

“Those registered one month before the pre-con received a survey to force-rank seven potential topics, all in the realm of workplace culture.” The price for the pre-conference was set at the same time as the early bird savings. Burns and the planners then did video and social media promotion to register early to get another half day of value for the same price. “I think giving the early birds a say really helped promote,” Burns says.

Another suggestion would be the first X number of registrants would be entered to win two free hours of coaching or consulting with the keynote speaker. “If you’re paying $15,000, the keynote probably has an extra two hours of content,” Burns says. “I allow the winners to ask whatever they want. I make it as accommodating as possible for whomever they want to give that to. It makes it valuable for all. If it’s a topic they’re going to enjoy, that’s a draw.”

Similarly, planners can offer a bonus webinar when registration hits a certain number, to be offered one month before registration closes, and featuring the keynote speaker.

“If the members or attendees are driven by the opportunity to learn, another free webinar after so many registrants really adds value,” Burns says. “Anybody in the organization — if it’s an organizational membership — can come to that webinar. It can build anticipation for learning at the conference.”

An event focused around a hot topic or emerging industry could see more early registrants simply because it’s something new. “For some of my clients, some of their annual meetings are pretty routine, with a lot of the same people,” Brooks says. “Awhile back I worked on a cannabis conference, which was a brand-new type of conference in that space. People were really excited for the launch, and there was a lot of push for attendees to come.”

Incentivize Pre-Con Opportunities

Partner with the event keynote on promoting and developing pre-con programs. Think of them as “sneak peeks” or a warmup to the main event. “An interesting and flexible professional speaker can be the meeting and event planner’s ‘secret weapon’ in driving early registration in this ‘wait until the last-minute world,’” Burns says. “Incentivize the behavior you want while partnering with a keynote speaker who understands you’re in this together.”

Discounted pricing is another popular incentive for early registration, and one Knoderer has used numerous times. “We try to front load and get the bulk of registrations early. We offer early bird pricing and incentivize those who do it. We’ll give a discounted price — members get a price that’s over $100 less if they register early versus waiting until the last minute,” she says.

Incentives with a “feel good” component give early bird registrants the opportunity to help others. Incorporate some volunteer or community service project into a pre-con event where early registrants can get involved.

“We feel so much pressure in our lives. You know the community needs your help. We want to give back but don’t have time,” says Diane B. Lyons, CMP CDMP, founder and president of ACCENT New Orleans, Inc, a DMC Network Company. “Build something in. If we go in early and help pack meals for families at homeless shelters, we’re giving back. It’s all about incentivizing and offering a unique team build up front.” Attendees who want to volunteer on their own but don’t have time will appreciate the opportunity to participate in a community service pre-con event and give back.

Limited Space

Late registrations posed a different logistical challenge for Lyons at a recent event — not enough space. While working on an annual meeting for a physicians’ organization, Lyons and her team planned on 100 attendees.

“We’re one of two meetings in the hotel, and we’re not in the biggest of their two ballrooms. We based it on 100 people; we’re now at 130,” she says. She attributes at least some of the last-minute registration rush to the meeting’s location in Washington D.C. — a drivable distance for many of the attendees. Lyons says the last-minute registrations can be good if it’s set up where latecomers can be charged more. “Because the world is so indecisive, we’re willing to pay more at the last minute for hotels and airfare. Meetings have to do the same thing. Start with incentives, build with a lot of marketing, and at the end — 10 days out — charge more. It covers the increased costs,” she says.

Planners can’t just count on marketing campaigns to draw attendees. In a world full of cluttered inboxes, sending reminder emails and social media posts is less effective than it was even five years ago. “We have to do a lot more marketing, but we get so much of it,” Lyons says. “My challenge is how do you market more without bombarding people?”

Lyons’ other challenge is having flexibility with space. “We worked with an organization on their semi-annual meeting, and in the last week and a half, we had people saying they’re coming. We looked at the space and realized it wouldn’t work. You just try to accommodate.” Lyons adds she’s seeing more flexibility with food and beverage, as well. “You just can’t get a firm count. I’m seeing more buffets. Our responsibility is trying to find more food products and not necessarily a sit-down lunch or dinner so you can add or decrease as needed.” Buffets are a good option to meet any dietary or allergy needs, and there is less concern about not having enough food.

Despite incentives and pre-con “extras” for early registration, meeting planners should not expect this behavior to end anytime soon. Late registrations are part of event planning to a certain extent. Venues and planners have learned to be more flexible with the agenda.

“We do the best we can,” Knoderer says. “People think we have a ‘magic meeting planner crystal ball’ to know where we’re going to be and understand those behaviors. Sometimes, we have to make hard choices. To get everyone in, we must cut it off at some point. Once we start being more intentional, people will say, ‘Maybe I should have registered earlier.’”

Brooks’ best advice for planners is to be prepared for latecomers. “Logistically, we just deal with it. We bring extra blank nametags, extra labels for materials so they feel like they’re part of the conference right from the start. We never want anyone to feel they’re not welcome.” Waiting to register can cause issues, however. “People will call to say they can’t get a room at the group rate, and can we help them? Sometimes we can, sometimes we can’t. It’s important to make that cut off date clear, because after the cut off date, we can’t guarantee we can get them a room at the group rate,” Brooks says.

Above all, be clear about what attendees will get for their registration fee to motivate attendance. “It’s really important for us, when talking about pricing and why people should go, to include what people get for their registration. Be clear on value statements and what people are going to get.” C&IT

Port Everglades in Fort Lauderdale is one of the busiest cruising ports in the country. Photo by Anthony J. Rayburn / Visit Lauderdale

Sun-loving planners of corporate and incentive travel are often drawn to the Sunshine State, and Florida does not disappoint. With 1,350 palm-fringed miles of shoreline — the largest coast in the lower 48 — a welcoming climate, and lots of visitor-friendly amenities, Florida is often at the top of the charts for meetings and events.

From the Emerald Coast in the northwest corner of the state to Orlando, the most-visited destination in the U.S., to the Latin vibe of vibrant Miami, Florida’s combination of sunny weather, fantastic beaches, natural beauty, exceptional facilities, nautical recreation, theme parks, and logistical convenience allows business and pleasure to mix, creating a vacation-like ambiance.

Fort Lauderdale

Fort Lauderdale is poised to dramatically increase its appeal to travel planners, with a significant expansion of the Broward County Convention Center and the construction of the Omni Fort Lauderdale Hotel, both of which are slated to open next year.

The East Expansion Building will feature 400,000 sf of ballrooms, exhibit space and a kitchen that will service the entire 1.5 million-sf convention center. The 29-story, 801-room hotel will offer an 120,000 sf of space, including ballrooms and meeting rooms, multiple restaurant options, an amenity deck, rooftop bar and an array of luxury offerings including a six-acre outdoor plaza with amphitheater, art installations and a spectacular waterfront view.

Just across the 17th Street Bridge, the iconic Pier Sixty-Six Resort is finishing up a more than $1 billion renovation, and the spiffed-up landmark will welcome guests back this fall. The revolving lounge atop the space age, mid-century modern hotel was a favorite with celebrities like Frank Sinatra and Cary Grant, and will soon be turning heads again with craft cocktails and unparalleled ocean views.

“Our property in particular holds over 28,000 sf of completely refurbished luxurious meeting space with three ballrooms ranging from 5500 to 9500 sf, with 14 to 23-foot ceilings in our grand ballroom,” says Brett Boering, executive director of sales & marketing for Pier Sixty-Six. “And with the Omni opening, you’ll have two luxury options within the convention center. It really is changing the face of Fort Lauderdale.”

Hollywood

Immersed in the lively rhythm of Hollywood, Florida, there’s Seminole Hard Rock Hotel & Casino Hollywood, inviting event planners and their attendees to check in and rock out! Known as the Guitar Hotel, with 638 luxury guestrooms and suites, it is designed to resemble back-to-back guitars, complete with guitar faces and brightly lit strings. This masterpiece reaches 450 feet into the sky, outlined with floor-to-ceiling glass panes — an architectural marvel that redefines the South Florida skyline. Seminole Hard Rock Hotel & Casino Hollywood is located 15 minutes from Fort Lauderdale’s beaches and 30 minutes from Miami. It offers three towers with a total of 1,271 rooms, ranging from 430 to 4,000 sf, and boasts 120,000 sf of meeting space for a luxurious and versatile stay.

Event spaces at Seminole Hard Rock Hotel & Casino Hollywood are meticulously designed to accommodate both small intimate gatherings and large-scale events. Equipped with state-of-the-art audio visual facilities, the venues cater to events’ every technical need.

Miami

With world-famous beaches, plentiful domestic and international air connections, a technicolor arts and culture scene, and more than 64,000 hotel rooms, Greater Miami and Miami Beach check all the boxes on any event planner’s list.

This vibrant, cosmopolitan destination is also known for its collection of art deco buildings and rich Cuban influence. The city is home to many diverse neighborhoods and cultures that bring community and soul to Miami as a whole. It also has numerous outdoor activities, parks and museums, and nearly 10,000 restaurants. With high-adrenaline activities, health and wellness, nightlife and sports — including Intel Miami and the Miami Heat, planners can make Miami whatever destination they want it to be. In addition, the Miami Beach Convention Center (MBCC) has been completely reimagined following a $640M renovation that includes a 60,000 sf Grand Ballroom, two parks, and more than $10M in art. A leader in sustainability, MBCC is LEED Silver certified with GBAC accreditation and recently received the Events Industry Council (EIC) Foundations Certificate for Sustainability and Social Impact.

The Miami Beach Convention Center features restaurants, a botanical garden, entertainment and the beautiful beach within walking distance. Filled with natural light, the center delivers high-tech and high-touch amenities like no other convention center.

For groups wanting to embark on an outdoor adventure, Oleta River State Park, Florida’s largest urban park, offers the perfect setting for mountain biking and kayaking. Located along the scenic Oleta River and Biscayne Bay,  the park also includes the Oleta River Outdoor Center, with beautiful outdoor venues, a wide selection of fun activities, catering, and on-site experts to make every event a success.

South Walton

In addition to Gulf of Mexico’s turquoise waters and 26 miles of silky white sand beaches, South Walton lures visitors with quaint beach communities, a lively arts scene and plenty of shopping.

Residents in the Southeast find the Panhandle particularly attractive, as it’s an easy day drive from Memphis, Houston, Atlanta, New Orleans, Louisville and Charlotte. Nashville’s Associated Equipment Company returns to South Walton repeatedly, trusting the Hilton Sandestin Beach Golf Resort & Spa to take care of the 300 guests they invite to a weekend event.

“The resort is right down the walkway from Baytowne Village, that’s a very huge and a positive draw for our guests,” says Joy Heckman, marketing & special events manager for Associated Equipment Company. Packed with restaurants, shops, galleries and nightlife, the Village of Baytowne Wharf is chock-full of festivals, events and entertainment throughout the year.

“This is at least the fourth time we’ve used Sandestin,” Heckman continues. “So, we are very familiar with the resort and clearly, they’ve done a great job over the years of taking care of us.”

Fort Myers

There’s a reason why people want to be on “island time.” It’s the kind of laid-back feeling that comes with the sun on your face and the wind in your hair.

Event planners looking to host their events in Florida’s West Coast will find Fort Myers to be the perfect place to escape on a tour boat to Cabbage Key or Useppa Island for lunch, or cross a bridge or two to quiet Pine Island or Sanibel and Captiva Islands, with their quaint villages and famous shelling.

Island hopping around Fort Myers is both peaceful and exhilarating – an experience planners and attendees alike will never forget. New meetings scheduled thru Dec. 31 and before Dec. 31, 2027, are eligible for Fort Myers’ Island Incentive Offer. When planners book an event throughout Fort Myers’ islands, beaches and neighborhoods with a minimum of 10 rooms on peak nights and 150 total room nights, they can save up to $5,000.

Ray Sarracino, communications director for the Lee County Visitor & Convention Bureau, loves the weather and the walkability of Fort Myers, his adopted hometown. “Downtown Fort Myers is a very walkable little city with a number of restaurants and retail outlets,” he says. “It’s just generally a very pleasant experience for people when they come down from an area where the weather’s a little worse. The destination is a gracious host, and generally, it’s a guaranteed good time. You have to be really unhappy if you can’t have a good time in the winter in Southwest Florida, in Lee County in particular.”

The city has seen a number of improvements in the past few years that have made it more appealing to larger groups. The newly opened Margaritaville Beach Resort Fort Myers Beach has 254 rooms and versatile event venues with more than 5,000 sf of indoor space and 15,000 sf outdoors.

Downtown, the 243-room Luminary Hotel has 37,000 sf of meeting space. The Luminary also manages the city’s Caloosa Sound Convention Center & Amphitheater, which is adjacent to the the hotel and divisible into five rooms with various configurations to accommodate up to 3,000 attendees.

Luminary Hotel is located on the banks of the Caloosahatchee River in the heart of a historic and bustling downtown, which hosts concerts, festivals and events. Event planners can take their events al fresco and compose the perfect gathering for their attendees, who will have plentiful diversions right outside the hotel’s doorstep, from fine dining, shopping and attractions.

Punta Gorda/Englewood Beach

Known as a Florida hidden gem, Punta Gorda/Englewood Beach is a top destination nestled in The Charlotte Harbor Gulf Island Coast. For planners looking to provide an event experience that offers all the best of Florida’s west coast with its outdoor and laid-back lifestyle — from beaches, shelling, golfing and fishing, this is an outdoor wonderland. Off the beaten path, Punta Gorda and Englewood Beach offer top experiences and amenities without the crowds. For planners looking to design an event or corporate retreat in Southwest Florida, with that small-town charm and exclusive resort setting on an island, this destination is a perfect fit.

The Charlotte Harbor Event and Conference Center is located on the waterfront in historic Punta Gorda’s downtown district. It offers state-of-the-art facilities and friendly hospitality just steps from nearby hotels, dining options and attractions in a very walkable city.

The area offers a variety of venues, including Sunseeker Resort Charlotte Harbor, where business and luxury seamlessly coexist.

Orlando

One of the most-visited destinations in the country, Orlando is Cvent’s 2024 top choice for meetings and conventions with world-class event spaces, almost 500 hotels with 120,000 guest rooms, a Michelin-recognized culinary scene, and endless entertainment and amusements. The award-winning Orange County Convention Center has a jaw-dropping 7 million sf of meeting and exhibit space.

Michael Beaudoin, executive vice president of ALLPRO, a buying cooperative for independent paint store owners, has chosen Orlando’s Rosen Shingle Creek Hotel to host three of the company’s spring shows. Set at the headwaters of the Everglades, Rosen Shingle Creek has 1,501 rooms and suites set on 255 acres. The resort has its own golf course, and the 95,000 sf Gatlin Ballroom is one of the nation’s largest column-free ballrooms.

“What I appreciate most about Shingle Creek is that it’s engineered for corporate events,” says Beaudoin. “What I mean by that is, if you went to another property in Orlando, you’d be competing with people’s vacations, people going out for fun. Whereas when you go to Shingle Creek, you have all the amenities of those other properties, but Shingle Creek is geared and structured for corporations. It’s very easy to get things done, to communicate with them effectively. Their service, their everything is just top-notch. It’s like hitting the easy button when you put things on there.”

If you ever wondered why Walt Disney chose Orlando for a location to build his namesake resort in the 1960s, he envisioned this to be the most visited destination in the United States, and he was right. Disney didn’t just create a theme park but terrific venues where people could stay, and as event planners know, they are an important part of the theme park experience.

Located between Epcot and Hollywood Studios, with the Animal Kingdom and Magic Kingdom parks nearby, is one of the more iconic hotels in the Florida resort area: Walt Disney World Swan. The elegant and sophisticated hotel is also next to the Disney BoardWalk, where planners and attendees can explore Disney’s best shopping, dining and entertainment options.

Walt Disney World Swan is not easy to miss. The two 56-foot tall swans on top of the building are a giveaway. Aside its luxurious accommodations, spa, pools and dining areas, the resort is renowned for expensive meeting facilities. Together with the Walt Disney World Dolphin and Walt Disney World Swan Reserve, the complex offers over 348,000 sf of meeting space,  with 99 meeting rooms, executive boardrooms, 110,500 sf of contiguous convention and exhibit space, outdoor function areas, three business centers and exclusive group Disney Benefits.

Just steps from Walt Disney World is Disney Springs, an amazing hub of unique boutiques, one-of-a-kind eateries and jaw-dropping entertainment. A skybridge provides direct access to Hilton Orlando Buena Vista Palace, an official Walt Disney World hotel, which offers newly renovated guest rooms and suites, from which attendees can experience views of Disney Springs or nightly fireworks from most rooms. Hilton Orlando Buena Vista Palace also offers 120,000 ft of vibrant and versatile meeting and event spaces, creative catering and special access to Disney Benefits and a professional meetings team that can make your event dream come true. For a summer tropical escape, Caribe Royale Orlando is offering the most unforgettable summer adventurous, with 15 percent off their best available rate and a daily $25 dining credit for stays of 2+ nights. Designed with the Orlando Magic dream in mind, Caribe Royale Orlando offers a new collection of spacious suites and villas. And for planners who like to dream big, the resort’s meeting room space spans over 240,000 sf to elevate their meeting experience.

The Palm Beaches

The Palm Beaches proudly proclaims itself as America’s first resort destination and Florida’s Golf and Cultural Capital. It has over 218 hotels and resorts, 3,200 restaurants,  150 world-class golf courses, 47 miles of Atlantic Ocean coastline and two walkable downtown meeting districts.

Aside from its natural beauty, such as the Intracoastal Waterway, the Everglades and Lake Okeechobee, which allow for premier outdoor activities and memorable experiences, plus the capability to prioritize mental and physical well-being, this destination offers a robust and diverse group of community partners. The Cultural Council for Palm Beach County provides arts and culture experiences from more than 200 cultural institutions and the Palm Beach County Film & Television Commission connects planners to local production companies and turnkey AV solutions to make hybrid events easy, too.

Robin Prakash, associate vice president at The Palm Beaches — Palm Beach County’s tourist information center — loves talking about the region’s storied history and culture. Standard Oil founder Henry Flagler — who also started the Florida East Coast Railway — put Palm Beach on the tourist map in 1894, and his Royal Poinciana Hotel, now called The Breakers, has set the standard for luxury. In the 1960s, socialite Lilly Pulitzer put Palm Beach on the fashion map when school pal and First Lady Jackie Kennedy was photographed wearing her friend’s colorful shift dresses.

“What a great story,” says Prakash. “We’ve got a strong European and Caribbean culture. Lilly’s story just brings the colors or diversity of the people who live here; it just brings it all together.”

The Palm Beaches has recently undergone nearly $1 billion in investments, including new developments such as Amrit Ocean Resort, a haven for wellness enthusiasts, and enhancements at renowned properties such as The Breakers and The Singer Oceanfront Resort, a Curio Collection by Hilton.

Steven Diekhoff is a director of customer operations for GE Healthcare. He’s looking forward to upcoming training sessions at The Singer, which recently underwent a multimillion-dollar renovation and rebrand.

“We’ve been hosting events there for the last 10 years under the previous name, which was the Hilton Singer Island Oceanfront Resort,” says Diekhoff. “You can’t beat the location, and you can’t beat the flexibility of the team that we work with there.”

This classic beach resort is a relaxed retreat only 30 minutes away from Worth Avenue on Palm Beach Island, where you can find shopping, dining, and cultural activities.

There have also been major developments at CityPlace, a shopping, dining and entertainment hub in West Palm Beach near the downtown convention district. The Palm Beach County Convention Center (PBCCC) offers over 350,000 sf of meeting space, floor-to-ceiling windows and a connected hotel with 400 rooms. PBCCC is within one mile’s walking distance to Clematis Street, more than 1,200 guestrooms at six hotels and a plethora of dining options near the Intracoastal Waterway.

Getting to The Palm Beaches is a breeze. From major international airports with over 2,000 flights daily, high-speed rail via Brightline Trains, Tri-Rail service and highways, groups will enjoy exploring this world-renowned community famous for its beauty, quality of life and small-town character. While Palm Beach International Airport in the heart of West Palm Beach is the closest option, Fort Lauderdale-Hollywood International Airport (FLL) and Miami International Airport (MIA) are just 30 minutes and one hour away, respectively.

Florida’s Sports Coast

Located in Pasco County north of Tampa, Florida’s Sports Coast includes the communities of Holiday, Odessa, Port Richey, Trinity, and Wesley Chapel, and is a mecca for planners looking to please outdoor enthusiasts seeking sporting adventures. This year, it played host to the 42nd Annual NACBA Invitational Basketball Tournament, with 65 teams registered and over 1,000 attendees.

In Wesley Chapel, Saddlebrook Resort embarked on an extensive renovation project this summer, upgrading their 95,000 sf of meeting spaces. Guest rooms and suites, the resort’s pool, lobby and Arnold Palmer-designed golf courses are also being given a fresh look. The first phase of this impressive renovation is set to be completed by fall, with other projects going into next year.

With so much to offer, from unique world-class event venues, beach resorts, amusement parks, warm and sunny climate, a vibrant culinary scene and nautical recreation; attractions such as Walt Disney World, the Kennedy Space Center, and Miami Beach, which draws tens of millions of travelers annually, planners and attendees can only find success in the Sunshine State.

Sunshine, sunshine sunshine! It’s not called the “Sunshine State” for nothing. C&IT

DepositPhotos.com

Las Vegas means business. Beyond the façade of glitz, glamour, and around-the-clock fine dining and gaming excitement — Las Vegas is a favorite destination for business leaders looking for a one-stop shop where they can keep everyone under one roof.

When you consider comprehensive Las Vegas classics like Caesars Palace, Red Rock Casino Resort & Spa, Rampart Casino at the Resort at Summerlin, Resorts World Las Vegas, The D Las Vegas, Bellagio Las Vegas, Mandalay Bay, Paris Las Vegas, Wynn Las Vegas, The Venetian Resort Las Vegas, Sahara Las Vegas, MGM Grand Hotel and Casino, ARIA Resort & Casino . . . this city is a magnet for in-person corporate events where serendipitous moments happen. Coffee with a new friend leads to an interesting business connection. A food tour develops into employee bonding and cocktails with the boss sparks a new collaboration.

In other first tier cities, transportation may be an issue. Not in Las Vegas. Convenient for business travelers, Las Vegas Airport provides free shuttle service to select hotels in the Las Vegas Strip.

Experiential Entertainment

Las Vegas may be synonymous with gambling, Michelin-starred restaurants helmed by celebrity chefs, but it is also exploding with spectacular, mind-bending technological experiences like the one in store for attendees at Hewlett Packard Enterprise’s HPE Discover at Sphere this summer.

“Our goal is to leverage the complete capabilities of the Sphere to create a magical moment for our customers,” says Jason Newton, vice president of global marketing at Hewlett Packard Enterprise. “We believe that Sphere creates a unique platform for brand storytelling and we’re really excited to be the first company in the world to be able to hold the brush on this amazing palette.”

Located just off the Las Vegas Strip and east of The Venetian/Palazzo Las Vegas, Sphere is 366 feet high, 516 feet wide at its broadest point and has 875,000 sf of space, making it the largest spherical building in the world.

It includes 18,600 seats, all with high-speed internet access, as well as a 160,000-sf wraparound LED screen and beamforming audio technology that can direct sound with pinpoint accuracy. The exterior of Sphere features 580,000 sf of event space that can be used for advertising and featuring holiday themes.

Sphere opened last fall, as the rock band U2 began a residency there. Hewlett Packard Enterprises will use the venue for the keynote address of Antonio Neri, its CEO and president. Newton says that he expects at least 12,000 attendees.

“When plans were announced to build Sphere, we were very interested because we saw this as an opportunity to deliver an expanded message to an even larger audience, as well as to elevate the experience, giving us the added benefit of a huge platform to tell our message to the world,” he says. “Another reason we chose to integrate Sphere is we wanted to signal that we are dramatically transforming HPE as a company and we need a platform to reintroduce it today to a broader market.”

HPE intends to make good use of one of Sphere’s most advanced technological features: presentations in multiple languages without using headphones.

“One of the obvious uses for beamforming technologies is providing translations into different languages,” Newton says. “We will be hosting customers not only from throughout North America: Customers from more than 80 countries will be in attendance.”

HPE Discover 2024 will be held at The Venetian/Palazzo Las Vegas, which has more than 3,000 guest rooms and 2.25 million sf in its Venetian Expo Convention Center. The spaces at Sphere will be used to host small groups and receptions, as well as the keynote.

“The combination and convenience of Venetian and the Sphere is unbeatable,” he says.

Sphere’s Oculus Grand Ballroom occupies the whole geodesic dome and seats up to 2,150 for a theater-style presentation and 1,300 for a banquet, and can be divided into seven smaller areas for breakout meetings. Lagoon Pavilion is an airy outdoor space with lush landscaping that can accommodate up to 350 attendees for receptions, lunches or cocktail socials. The 160-sf boardroom is well-suited for small executive meetings or VIP gatherings with up to 16 people. The Venetian/Palazzo Las Vegas culinary team can provide on-site catering for meetings and events at Sphere.

Allegiant Stadium is another large, attractive venue for large corporate and incentive business gatherings. This domed, all-purpose venue in Paradise, adjacent to Las Vegas, is best known as the home of the National Football League’s Las Vegas Raiders. It offers more than 10 spaces for private events, including the 95,000-sf field.

Kim Lefebvre, DMCP, the general manager and “quarterback” of Imprint Events Group in Las Vegas, planned activities at the stadium for a gathering of 1,300 attendees last year.

“Allegiant had the guests enter right onto the field, so from the moment they got off the transportation, they experienced a sense of wow,” she says. “They walked onto the field with cellphones in hand to capture this unique experience. Branding everywhere was fantastic.”

Lefebvre provided a Punt-Pass-Kick activation for her group to really bring the excitement of being on the field to the attendees. In addition, she added photo activations, roaming entertainment, a deejay and games. “We also had a few ‘wow’ moments for the attendees, including the opening entertainment: The Las Vegas Golden Knights’ staple drumline, the Drumbots, which helped welcome guests into the already jaw-dropping field level for an incredible kickoff to the evening.”

Fabulous Fine Dining Experiences

Fine dining aficionados have a plethora of magnificent restaurants to choose from in Las Vegas. Although the city’s food scene continues to evolve and attract the culinary world’s brightest stars, each restaurant has a niche catering to various discerning taste buds.

According to Lefebvre, Silver & Black Hospitality did a phenomenal job of preparing specialty menus that catered to the group demographics. In this instance, there were various taco stations, slider stations and her personal favorite: chicken and waffles with a syrup pipette.

She says, “The presentation was fabulous and it was always maintained and replenished. I can’t forget about the ice sculpture presentation that held milkshakes inside of it either!”

Corporate and incentive planners seeking more intensive, upscale culinary experiences often opt for Lip Smacking Foodie Tours, which provide up to 500 attendees with the opportunity to experience up to four of Las Vegas’ most renowned restaurants, day or night. Tours are offered through restaurants on The Strip, as well as through the eclectic Arts District and downtown.

“Our extravagant Savory Bites & Neon Lights tour not only includes dining at three renowned restaurants at prime time, but also a Maverick Helicopter evening flight over both east and west ends of the glittering Strip for a dazzling view,” says Donald Contursi, president of Lip Smacking Foodie Tours. “It’s a true bucket-list experience.”

On every tour, guides educate attendees about interesting and thought-provoking sights along the way, and a surprise stop is often included.

“Our exclusive experiences provide the ultimate [business] networking opportunities,” Contursi says. “At a typical sit-down dinner, you’re lucky to engage the person to the left or right of you. Because our tours take place at multiple restaurants, with walking in between, there are countless opportunities to interact with different people. Our experiences not only provide more ways to network, but a more convivial way to do so.”

It’s no secret that Las Vegas’ many famed resorts and hotels also offer an amazing diversity of unique, delectable culinary experiences. Aria Resort & Casino, with more than 4,000 guest rooms and 500,000 sf of meeting space, an MGM Las Vegas property, features 16 restaurants, including Carbone, which features the glamour, showmanship and tableside service of the Italian-American restaurants of the mid-20th century.

Jean Georges Steakhouse offers three different types of beef, including Kobe A5, arguably the best beef in the world. Blossom features a diverse, 100-dish lineup of Chinese cuisine. And Aria’s catering and convention services offer a wide range of menus created and customized by a master chef.

Sherry Hunt, CMP, CMM, the senior director of operations and events for Applied Systems, a software company based in University Park, IL, utilized the catering services for an event she planned recently for some 4,000 people at Aria Resort & Casino.

“The culinary team is wonderful,” she says. “We had a large group, so managing meals of this size is no easy task. Their menus are robust and creative, and the team is flexible to address the dietary restrictions needed.”

She recalls one particular F&B experience where they had a small group of approximately 50 people in the Cypress Executive Lounge. “It was an informal group, but the setup was not informal. There were interesting and interactive food stations, a whiskey tasting with dry ice around the setting, dessert towers and more.”

Several other MGM properties, including Mandalay Bay Resort and Casino, Las Vegas, have added restaurants with innovative dining concepts.

“Celebrity chef Michael Mina has a culinary empire in Las Vegas,” says Rebecca Deluca, vice president of destination sales for Las Vegas Convention and Visitors Authority. “His latest, Orla, opened at Mandalay Bay Resort and Casino earlier this year. Inspired by the Mediterranean’s markets and bazaars, the new restaurant offers kebabs, zesty vegetables and fresh seafood.”

The eatery specializes in group dining, catering to parties of 15 or more attendees.

Fontainebleau Las Vegas, which opened last fall, with 3,644 guest rooms and 550,000 sf of meeting and convention space, is also attracting corporate and event planners’ interest with its host of restaurants, including signature dining experiences. The property offers more than 36 first-to-market F&B concepts, spanning more than 188,000 sf.

“One dining experience in particular that comes to mind is Papi Steak, which is guaranteed to leave guests awestruck,” says Kurt Wuebbenhorst, vice president of sales for the property. “It’s a high-energy dining atmosphere and every element — from the menu to the entertainment — is inspired. The Australian Wagyu tomahawk is presented in an ice-filled, gold-lined briefcase, better known as the ‘Beef Case.’ It is presented tableside by the Papi Steak team, surrounding the table with the enthusiastic singing, clapping and flashing lights, creating an atmosphere of pure excitement.”

Cantina Contramar restaurant, slated to open this year, is combining the efforts of three of the most celebrated women in the Mexican culinary and creative communities: chef Gabriela Cámara, award-winning architect Frida Escobedo and Tequila Casa Dragones founder and first maestra tequilera Bertha González Nieves. Cantina Contramar will include the chef’s signature seafood dishes and a tequila tasting room.

John DeLeon, vice president of sales and operations for MTI Events, helped to plan a meeting at Fontainebleau Las Vegas for a corporate client’s 200 members earlier this year.

“Fontainebleau Las Vegas exceeded all of our expectations,” he says. “The meeting space is strategically positioned and easily accessible. The resort’s BleauLive Theater also provided the perfect setting for our entertainment needs, offering both functionality and flair. The F&B was outstanding throughout the event. By providing impeccable food quality and amazing service, they exceeded our expectations at every turn. It can be a challenge when you have large groups, but the flexibility in menu planning ensured that everyone would be taken care of, no matter their preference.”

Melissa DeLeon, president and owner of MTI Events, notes that Fontainebleau Las Vegas was able to source the client’s special requests for wines and champagnes. She adds that the restaurants offered several private dining rooms, which were perfect for the client’s board of directors’ meetings.

“Although the hotel was new and still going through some opening challenges, the staff was all super helpful, service oriented and willing to find out if they didn’t have the answer. It is a luxury offering, and the décor and ambiance of the hotel was exactly what my client was wanting.”

Sahara Las Vegas, with its $200 million multiyear renovation, offers 1,613 guest rooms, 95,000 sf of meeting space, and new eateries, including Balla Italian Soul, featuring coastal Italian cuisine form James Beard award-winning chef Shawn McClain; The Noodle Den, offering the flavors of Northern China with unique, hand-pulled noodles, dumplings and innovative twists on classic Chinese dishes; and Chickie & Pete’s, ranked by ESPN as the top sports bar in North America.

“One of the best dining experiences at Sahara Las Vegas is the Jose’s Way tasting menu at Bazaar Meat by Jose Andres,” says Chris Bond, CMP, vice president of sales, catering and convention sales for the property. “Each course is thoughtfully crafted to showcase chef Jose Andres’ unique culinary vision, incorporating both traditional and avant-garde techniques to create unforgettable dishes, from succulent cuts of premium meats and seafood to inventive small plates and decadent desserts.”

Jennifer Hanna, CMP, the senior event manager for Conscious Discipline, an education development company based in Sanford, FL, planned a meeting for 2,023 attendees at Sahara Las Vegas last summer.

“Having multiple food options on site was a huge help for our attendees as the navigated their lunch hour,” she says. “Being in Las Vegas was a unique experience for them. The location of Sahara is great. We were on the Las Vegas Strip for easy access to shopping and entertainment, and were not very close to the busy parts. Sahara does a great job of differentiating meeting space from casino space, so attendees are not tempted to navigate their way to the meeting.”

Caesars Palace Las Vegas, with 3,500 guest rooms and 300,000 sf of meeting space, also offers an impressive array of dining choices. Peter Luger Steakhouse, a legendary establishment originally based in Brooklyn, New York, recently opened on the Caesars Palace Las Vegas property. It is known for its high-quality, aged steaks and classic steakhouse ambiance.

“We also recently opened an exceptional dining experience at Stanton Social, a popular Lower Eastside restaurant from New York City,” says Kelly Gleeson Smith, vice president of sales for Caesars Entertainment. “This upscale restaurant features a diverse menu of globally influenced dishes designed for sharing, allowing guests to sample a variety of flavors and textures in each bite.”

The Wynn and Encore Las Vegas complex, with 4,748 guest rooms and 560,000 sf of meeting space, boasts a variety of bars, casual and fine dining establishments, including Casa Playa, the newest restaurant in the Wynn collection, which offers a variety of Mexico’s regional cuisines in its sustainably sourced menu.

Resorts World Las Vegas, which offers 3,500 guest rooms and 250,000 sf of meeting space, features more than 50 F&B options, ranging from traditional American fare to Southeast Asian street foods.

Las Vegas also features several annual food festivals, including the Great American Foodie Fest in April, Vegas Unstripped in May and Las Vegas Food and Wine Festival in October.

Transportation Options

Corporate and incentive planners seeking chauffeured transportation services for dining expeditions, business affairs, nights on the town, celebrations, airport transfers and shuttles, sporting events and more — often utilize AW Ambassador. It provides a wide range of diverse luxury vehicles for groups, including sedans, SUVs, stretch limos, party buses, sprinter vans and executive mini coaches.

Las Vegas is where business meets leisure. For event planners and attendees looking for a bit of both, a word of caution: your “work and play” skills will be put to the test. Las Vegas is not only one of the most popular tourist destinations in the U.S., but it is also the most popular destination for business travelers in the world.  C&IT

Miami’s sandy beaches and wonderful weather continue to draw groups to its South Florida shore year-round. Courtesy of the Greater Miami Convention & Visitors Bureau

Ours is a fast-paced industry. Cities and regions across the country are ever evolving, expanding, preserving and upgrading. Hotels are newly built or renovated, new venues open and major development projects break ground. What’s happening in your favorite U.S. destinations? CVB execs are happy to tell you. Although the past few years have been challenging on a number of fronts, CVB CEOs are optimistic about the future.

David Whitaker, president & CEO of Greater Miami Convention & Visitors Bureau, says he’s encouraged by “the level of interest, leads and RFPs being generated and the confirmations received so far in 2024.” He adds, “For the current fiscal year, we’re pacing ahead of our goal to secure future major citywide conventions for the Miami Beach Convention Center. Most encouraging is the expanded interest in hosting international meetings and capitalizing on our gateway status — especially with key Latin American markets.”

One of last year’s hallmarks was an unprecedented demand in leisure travel, making it hard at times for groups to get the places and spaces they wanted. Whitaker says that’s dissipated in Miami. “The ‘log jam’ that was created with the high level of leisure travel has worked itself out as we, and others, get back to a more normal cadence of lead generation and rate stability.”

That said, he notes that the “new normal” for the industry remains “the incredibly short-term nature of opportunities and expectations.”

One focus for Whitaker and the GMCVB is maintaining the highest level of customer service, which he calls both a primary opportunity and primary challenge. Introducing or reintroducing planners to the renovated and expanded convention center, and incorporating and expanding technology are front and center for the GMCVB team.

The one thing Whittaker would like planners to know: “Our culture is built on a customer-first approach, grounded in creativity and flexibility — and quite frankly, it’s also our greatest strength.” As for his best advice for planners, “Take nothing for granted!”

Michael Heckman, president and CEO of Houston First Corporation, agrees that things are looking good. “So far, 2024 is shaping up exceptionally well,” he says. “We’re pleased with our early sales figures. Hotel performance continues to trend in the right direction. We had several exceptional major events to start the year, including a couple of large-scale conventions and the College Football Playoff championship in early January.”

And he’s seeing business travel continue to improve alongside growth in leisure travel. “Based on how we finished 2023 and the trajectory we’re on, this is exactly what I expected,” he adds.

But challenges remain. “For a destination like ours that gets a significant number of international travelers, the visa backlog continues to be an issue, though the federal government appears to be making headway there,” he notes.

Worker issues remain, too. “We hear from our partners and industry stakeholders how hard it is to find and keep talent — whether in the hotel space, restaurants or other businesses … Our industry has to do a better job of positioning the value proposition we offer and the opportunities for building a career, not just getting a job.”

Then there’s the proverbial elephant in the room — or sky. “I’m also concerned about problems on the horizon in air travel,” Heckman says. “The issues we’re seeing in plane manufacturing will cause delivery delays just as airlines are phasing out older aircraft. There are personnel concerns as well as folks retiring. These are significant headwinds the industry will need to figure out to maintain and grow capacity to meet demand.”

When it comes to the meetings industry as a whole, however, Heckman is upbeat. “Our industry has shown incredible resiliency and flexibility in recent years. The pandemic made clear that people want to meet in person. To meet that demand — giving travelers and meeting planners what they want — our industry has exhibited a willingness to rapidly change and evolve. I’m proud of what we’ve done as a sector to adjust and continue to deliver.”

As for Houston itself, he says clients are often surprised by the city. “The walkability of our convention campus provides increased opportunities for networking, reduces transportation costs and directly connects with our broader sustainability initiatives. They’re also usually surprised by our abundance of green space, which doesn’t square with their image of Houston, so that’s a good thing.”

To planners, Heckman says, “A really transparent, open dialogue between destinations and clients emerged during the pandemic out of necessity. Those conversations helped us solve unique and challenging situations. Just because the pandemic is behind us doesn’t mean we can’t continue that level of direct communication. There are a lot more short-term requests these days and effective, open dialogue will help us get to the finish line.”

Deana Ivey, president & CEO of Nashville Convention & Visitors Corp, says they’re continuing to see incremental growth. “There’s been an uptick in business travel, and international travel continues to gain momentum for Nashville. We’re still seeing a lot of short-term bookings, but we now have additional availability with a surge of hotel rooms coming online and the fact that leisure travel has normalized.”

Looking ahead, Ivey says Nashville is on track for a record-breaking year. And though the city still feels residual effects of the pandemic, there’s light ahead. “We anticipate a full recovery by 2025 compared to 2019.”

What planners should know, Ivey notes, is that the Music City brand is authentic. “More music is created, written, produced and performed here than anywhere in the world. Visitors come here to experience music along with art, culture, sports and the amazing culinary scene.”

By the end of 2027, she continues, “we’ll become a premium destination for major events when Nashville’s state-of-the-art domed stadium and East Bank development complex open. Mega concerts and special events will take place year-round. We’ll be able to accommodate larger convention groups in the downtown campus. Nashville is poised for continued growth.”

The big news at New York City Tourism & Conventions is that president & CEO Fred Dixon leaves in June to head up Brand USA, the nation’s DMO. Before going, he gave us his insights on the state of NYC Tourism, which is experiencing another year of growth.

“This year, we’re projecting a total of 64.8M travelers — 51.5M domestic and 13.3M international — which would mark a 97% recovery of 2019 benchmark visitation,” Dixon says. “Business travel accounts for approximately 20% of all visits to New York City annually, and in 2024, we are expecting 12.6M business travelers.”

Like other destinations, NYC is still seeing shorter booking windows. However, Dixon says, “We actually view it as an opportunity; we’re well equipped to accommodate groups with various timelines and needs. With over 121,000 rooms in active inventory and about 10,000 more planned over the next two to three years, we have an incredible variety of hotel and venue product for groups of all sizes and types.”

Dixon says two primary challenges are “inflationary pressure at home and abroad, as well as lingering visa wait times in some markets.” But he points out that the city can meet any planner need, including budget options, thanks to a diverse product mix. “Our Convention Development team is dedicated to finding creative solutions for business planners’ event needs in New York City, whether they require budget-friendly options, sustainable practices, unique activations or assistance overcoming obstacles such as dates and space. Whatever the task, our team is ready to support.”

He lists assistance with public transportation, an accessibility guide, the NYC Delegate Pass and a dedicated promo code among the tools available to planners to help them meet whatever their needs may be.

All in all, Dixon believes the travel, meetings and hospitality industries are strong and time has shown that face-to-face meetings are not going anywhere. “The travel industry continues to benefit from strong and growing demand. Travel remains a top priority among consumers, and our data shows that travel demand to NYC is continuing to increase in 2024 and beyond. Face-to-face meetings, trade shows, conferences, conventions and exhibitions continue to provide undeniable value for businesses and inspiration for employees.”

Not surprising, his top advice to planners is to leverage the resources and expertise of local DMOs. “Utilizing these services not only enhances your event’s quality but also makes sure your event supports the local economy, creating a win-win scenario for everyone involved.”

Across the country on the Pacific Coast, San Francisco is on track with forecasts but down in some key areas as the specter of the pandemic still negatively impacts today’s business. “While we expect to see growth in transient visitation and overall visitor spending, our citywide events are below their historical impact,” says Scott Beck, president & CEO of San Francisco Travel Association. “The diminished impact of meetings and conventions is the direct impact of being unable to sell Moscone Center for two years during the pandemic.”

Beck acknowledges that leisure travel demand has increased but says that hasn’t been a problem. “The strength of the leisure market is never a problem, only a management issue. Unlike some of our peer cities, we didn’t see leisure travel impacting business travel last year. Business travel hasn’t yet returned to pre-pandemic levels due to the slow return to the office in San Francisco, but it continues to grow. The booking window for business travel continues to be short, and the booking window for events at Moscone Center is shorter than in the past — around three years compared to over five years pre-pandemic. However, the booking window for self-contained meetings at venues other than Moscone Center has returned to normal, which has trended to be shorter overall.” There are other residual shifts from the pandemic that also affect meetings. “For urban destinations, the impact of hybrid or remote work environments continues to have the largest impact of any post-pandemic or industry shift. In addition, the lingering impact of organizations being asked to do more with less staff, budget and resources has clearly impacted the recovery of the meetings and convention industry. While the fears around inflation have diminished, increased costs of doing business are also impacting our ability to meet the demands of our clients. Greater creativity, collaboration and efficiency are necessary to be successful and provide more value to planners, attendees and travelers.”

While some negative narratives continue, San Francisco Travel has experienced great success with its Ambassador program. “One of the initiatives most valued by our customers is the city’s Welcome Ambassador program,” Beck says. “These very visible Welcome Ambassadors are posted on streets in key convention and tourism areas to greet visitors and provide directions or other assistance. They provide a sense of welcome and immediately give our visitors a sense of place, enabling a much deeper connection with our vibrant neighborhoods and iconic natural points of interest.”

Among the trends Beck sees in the industry is a continued emphasis on sustainability, a trend San Francisco is well suited to support. “This is important for the entire industry, as we must do our part as stewards of the natural environment to ensure the well-being of future generations,” he says. “San Francisco continues to be a national leader in sustainability, and is the only city in the world to have achieved the most advanced LEED Platinum certification for its convention center and airport.” In addition to sustainability, he’s also seeing increased emphasis on DEI and well-being.

Beck wants planners to understand and make use of San Francisco’s unique assets and San Francisco Travel’s resources. He says, “We often say that San Francisco meets you where you are. Attendees can connect to San Francisco’s spirit of innovation through its people, food, art and natural beauty. This city of 49 square miles continues to have an outsized impact on the world. There’s a reason so much of what has transformed the world started here! San Francisco Travel offers a wide range of services to support planners, from targeted attendance-building programs including video assets, customized websites and social media strategies to CSR suggestions and ways to make our destination an integral part of any event.”

It’s not all about the big cities. One result of changes brought on by the pandemic is more attention paid to what second- and third-tier cities have to offer. Durham, NC is one of those cities, and it, too, sees a lot of positives in 2024.

“This is shaping up to be a promising year for Discover Durham, says Neil Curiel, director of sales at Discover Durham. “Like everywhere else in the world, the pandemic halted tourism here in a way we’ve never seen, shifting the market and forcing us to reexamine our strategy for selling Durham as a destination. Now that we’re on the other side of recovery, we’re focusing on gaining momentum. Many people in the industry were disappointed to see that business travel did not bounce back instantly. Instead, we’ve looked for new opportunities in a business market that looks different than it did before. For instance, we’re seeing strong demand for a return to in-person meetings over the next few years as companies aim to maintain in-person connections in a hybrid environment.”

Echoing many others, Curiel says booking windows are shorter but he’s seeing some changes. “For a while, people were apprehensive about long-term planning given the disruption caused by COVID, but we’re starting to see an increase in demand for this year.”

Although the city isn’t quite back to 2019 levels, Curiel sees many reasons for optimism. “With hybrid work being integrated into the new norm and costs still limiting many travelers, we’re not surprised to see that we’re not quite there yet, but we’re at a healthy point in our growth and recovery. Where there are still shortcomings in occupancy, we’re actually seeing a return of RevPAR and overall stabilization of the entire market.”

One focus of Discover Durham today is to connect planners in meaningful ways to the things that make Durham uniquely Durham. After all, a city doesn’t have to be top tier to have assets that make meetings memorable.

“We want to connect planners with true, authentic Durham experiences for their events. Whether it’s meeting Wool E. Bull, the mascot for the Durham Bulls baseball team, or networking with furry friends at the Duke Lemur Center, we work with planners to layer Durham’s charisma and unique culture into their events.”

Durham has small-town, southern charm with all of the thrill of the big city. Even surrounded by other cities within the Triangle metro region, Durham stands out.

“It also offers an array of unique meeting spaces among walkable districts and quaint neighborhoods that provide far more than large conference room can,” says Curiel.

Best of all, perhaps, Curiel wants planners to know this: “Your meetings are VIP events when you’re in Durham.”

Across the nation, optimism and opportunities abound for 2024 and beyond, and you can leverage that wherever you decide to meet. C&IT