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Since the pandemic, have you seen any changes in contracts relative to future COVID type of situations?

Yes, we have.  These have been in a tightening of clauses denying or limiting the ability to cancel without liability.  In other words, COVID-19 is now a known factor; and unless there is some incident which gives rise to a reason for cancellation beyond merely COVID existing or a progeny of it, cancellation can only be done with payment of a fee or as the contract may provide.  In addition, revisions in some cases will allow a rescheduling of the event with a credit of the cancellation fee being applicable to the postponed event.  If it doesn’t occur, there is no credit given, no refund.

The key here is to read your contract very carefully and to be sure you understand what it means relative to your ability to escape or minimize liability.

Have you seen much change in the ability of being able to negotiate?

Negotiations, now like always, can be stressful for both sides.  The laws of supply and demand continue to be in full force, and most particularly now as face-to-face meetings are coming back into vogue.  Although the attendance factor might be less than the pre-pandemic era, demand is exceeding supply.  Remember the last time before COVID was 2019, which was a bumper year with many expectations showing substantial increases in attendance and number of meetings.  The pandemic shot all that down.

For the most part, history is immaterial.  Basing your negotiations on what you think was done pre-Covid will find yourself in a difficult situation.

Anything else?

Strive for flexibility and review dates.  What is the ‘drop dead’ date for the event or venue?  If you need 200 days before the start date, then you need a review/decision making date set 200 days out.

Are there specific tips that you have relative to negotiating?

Yes. Obviously, you need to be extremely dutiful in your evaluation of your attendance.  Previously, we would negotiate contracts with the ability to decrease the number of room nights.  Today, I suggest you use a minimum number of room nights that you realistically believe can be filled accordingly.  Then, instead of having the ability to reduce, give yourself the ability to increase the block consistent with the negotiated rate.

Are you seeing more use of riders? 

Yes, riders continue to be an enigma in the industry.  Too often people using riders or amendments do not evaluate the ripple effect. If you change the room block for purposes of attrition, it does not change the room block for purposes of cancellation.  This is a lesson a planner recently learned when she successfully reduced her block for attrition but not cancellation. She then, in turn, was faced with the need to cancel and the hotel pursued her for the full room block based upon the initial booking.

Today, we read more and more about crime statistics.  Any suggestions how to deal with security?

Crime and safety becomes part of the risk management plan that everyone needs to consider. Too often, planners do not evaluate other aspects of the site selection requirements. What is the neighborhood? What are crime statistics? What plans and what security are in place at the venue? Remember also to consult with your insurance and security advisors as to any potential risks that may be encountered during your event. Adequate insurance coverage and upfront intelligence is the first line of defense and a major part of risk management technique.

Does your crystal ball show anything for the future?

My crystal ball is as cloudy as everyone else’s.  What is obvious in this industry is that it is cyclical.  Bank financial failings will have an impact on the hotel industry in that many of the loans and financing programs with hotels and other venues are with banks which may be facing liquidity challenges. As interest rates continue to grow, the tightening of financial resources is obvious. Of concern to me is the issue of financial stability within many hotels which had embarked upon refinancing during COVID.  Many of those are based upon adjustable-rate situations, which means that now the interest rate that was negotiated in 2020 is not the rate being paid today. Thus, margins are going to be squeezed even more and the impact on the entire industry is being felt.  Couple this with increased salary demands and the need for personnel.  Rates need to and are going up.  Performance also may suffer with cutbacks.

Is there anything else that is new when it comes to contracts?

One of the new items appearing in contracts is performance clauses. If it’s a five star hotel at the time the event is booked, the requirement is to be a five star at the time of performance. A key concern also is the amenities that would be available at the venue. If there were five restaurants at the time you signed the agreement, you may want to insist that those five restaurants will be open and available over the time of your event. Remember that many hotels today do not manage, own or operate the restaurants that are within the property. Instead, they are leaseholds.

What about housekeeping, front desk capabilities, customer service, room service, parking, etc? Service pre-COVID is not what we are seeing post-COVID. For hotels, let organizers know up front what an attendee can expect. Organizers let venues know what you must have.

What bottom line suggestions do you have? 

Today, as always, be sure to read your contract.  So often we will find that you may have read it but you do not understand it.  If you do not understand anything in your contract, be sure to ask and make sure you get a definitive answer that satisfies your inquiry.

Beware of clauses which refer to incorporation by reference of another document. If there is anything that incorporates by reference another document, be sure you read, understand and know what is required by the underlying referred to document.

Just note that events are rapidly changing.  There is no static aspect to this industry.  Being prepared and being ready to respond are your best weapons in this environment today. C&IT

Quorum By Convene opened a new 40,000-sf meeting and events space in NYC. Courtesy of Convene

As meetings and events continue to rebound after the pandemic, the look, feel and size of many of today’s gatherings have been altered. In addition to well-established cleaning protocols and hybrid options, more companies are embracing smaller meetings for a many reasons. And although large-scale events and conventions continue, smaller meetings are being celebrated for all they have to offer.

Lee Gimpel, an event designer, conference facilitator, and meeting trainer in Washington, D.C., says that for all the talk of the pandemic being over, along with travel and meetings coming back, some organizations still seem to be hedging their bets.

“If you’re not convinced that everyone who used to attend in person is still going to show up, and you’re generally feeling less certain about people’s willingness and ability to travel, then it’s easier to bet on a smaller event versus a bigger one,” says Gimpel, founder of Better Meetings, a firm that creates in-person, online and hybrid events on team meetings, conferences, retreats and networking.

He adds it can come down to a matter of perception: If there is lower demand, a smaller event that sells out feels better and more successful than a big one with a lot of empty chairs.

Also, there seems to be a newfound recognition of just how important it is for people to connect with other people at events.

“You can certainly do that at massive events, but it’s generally easier to connect – and continue to reconnect – with peers and colleagues at a smaller, more manageable meeting,” Gimpel says.

Heather Pilcher, CMP, CEO and executive producer of Blue Spark Event Design, says that post-Covid, companies are trying to connect on a more intimate level with their attendees, and make each event count.

“Broad marketing, buzzword goals are a thing of the past,” Pilcher says. “Individualization and multiple touch points are how corporations are looking to connect with their audiences at events and conferences.”

Smaller meetings also may dovetail with a trend towards more regional and niche events, as well as a move towards building persistent communities rather than one-time events.

And, at a time when it can be hard to find venues, sufficient AV equipment and staffing, smaller meetings seem more feasible. As Gimpel points out, there are, after all, many more potential venues for a 50-person event versus a 5,000-person event.

“Of course, we’re also seeing really large meetings again so it’s not that all meetings have reverted to a small-ball lineup these days,” Gimpel says.

Small Meetings Mean Better Networking

Interaction and networking aside, smaller meetings offer a wealth of benefits for both attendees and meeting  planners.

“Smaller meetings enable both attendees and planners to accomplish event goals that are impossible in large attendance events,” Pilcher says. “For example, a more intimate setting provides the ability to gather detailed feedback on the year’s initiatives. It also offers a great opportunity to really get to know your peers or colleagues through team building and predesigned bonding moments throughout the program.”

According to Gimpel, when it comes to small meetings versus big meetings, in many cases, smaller meetings are easier to build and navigate. For example, a single-track event is easier than having 10 different things happening at the same time.

“That makes it a lighter lift for planners and is easier for attendees because they don’t need to worry about where they’re going next,” Gimpel says. “And it can be a more unifying experience if everyone at the event is doing basically the same thing, rather than there being a multiplicity of different experiences.”

Also, if you think about a metaphor of big schools versus small schools, the chances are much better that you are going to get to know people better, and feel more a part of the event, when it’s smaller.

“In a way, that just means that networking can be better at a smaller event, but it’s perhaps something more important: that it’s more feasible to create a sense of belonging and camaraderie with smaller meetings,” Gimpel says.

Small meetings create a more intimate setting leading to increased bonding and better communication. Courtesy of Convene

Key Attributes of Small Meetings: Bonding, Flexibility & Sharing New Ideas

The most important element to any event or meeting, regardless of size, is “why” you are having the event. As Pilcher explains, if the goal is to share knowledge about an industry sector, and gather as many of those attendees together as possible to connect, a large conference may be a better fit. If the goal is to create a more intimate setting where bonding between specific individuals and creating new ideas is important, then a smaller meeting made up of a curated list of attendees may be best.

“The key to determining the right size for your meeting is to first establish the ‘whys,’ and then design specific milestones and touch points to accomplish them,” Pilcher says.

Indeed, rather than thinking about a “must have” for smaller meetings, Gimpel tends to think more about a “must-do.” As he explains, with big meetings, attendees can perhaps forgive a sense of the event as being all about logistics and efficiency, and therefore lacking a personal touch. But if you’re intentionally planning a small meeting, it really should be personal and, to some extent, intimate. It doesn’t necessarily have to be white-glove service, but it should be a lot closer to that versus a big “cattle call” of an event.

“A focus on service and personal connection should carry through the whole event, but it’s worth just thinking about how registration might go at a big event versus a small event,” Gimpel says. At a big event, there may be dozens or hundreds of people registering at the same time and the focus is on speed and efficiency to get everyone processed and on to the next step; it’s like a fast-food checkout. On the other hand, at a smaller event, the president of the organization, or people who sit on the board, could personally welcome everyone as they register and really get to know them as part of the process.

And as Pilcher points out, smaller meetings need a more personalized invitation, not a generic, catchall invitation that is bland and uninteresting. Companies need to show their target attendee that it’s important that he or she attends, not just anyone.

“Offering exclusive opportunities or activities also creates a more attractive incentive for attendees to participate,” Pilcher says. “For example, a meeting hosted by one of the ‘Shark Tank’ (TV) celebrities in a small group of 30 is a much more appealing experience than hearing that same speaker from a stage in front of 1,500 attendees.”

One of the very first conferences that Gimpel was involved with in his career was a regional event for writers and it only had a few hundred attendees. But one of the things that made it so successful was that attendees really felt like they had a chance to meet and talk with the big, famous speakers, even getting the opportunity to casually have lunch with them.

“That’s the kind of advantage that you have with smaller events and if you’re not leveraging it, then it probably feels like a wasted opportunity for attendees,” Gimpel says.

When Gimpel works with organizations, he usually starts by asking them what a home-run event would look and feel like.

“Inevitably, their answer involves some version of ‘people really connecting with each other’ but the events they’ve been running didn’t do that; or they just leave that connection piece to lucky happenstance,” he says. “Along with a lot of other intentional planning and design, smaller events help us foster a sense of community and let us achieve that home-run vision.”

Therefore, Gimpel’s advice to meeting planners who are trying to entice attendees to consider smaller meetings is to “sell the people.” As he points out, that smaller event really provides an opportunity for people to meet and connect with their peers in a way that an event that fills up a convention center can’t.

“But, the other side to this is that you do have to actually deliver on your promise,” he says. “If a smaller event is going to provide better connection – and that might mean more learning, more problem solving, better career opportunities, etc. – then you can’t just stick attendees in a big room and have them watch lectures over and over. That misses the opportunity. In a way, you’re promising quality over quantity so the quality really does have to be there.”

In addition to the above elements, Pilcher says meeting planners can focus on the individual attendee’s experience in all areas of the program, such as seating arrangements, unique F&B offerings, exclusive offsite activities, branded swag, etc. – and use these crafted elements as tie-ins to team building, product training or awareness, recognition, networking, and other conference or meeting goals.

“Spending more of budget dollars on the things that attendees see, hear, touch and do demonstrates the value of attending,” Pilcher says.

Jill McCluskey, senior director of meeting & events at Convene, adds that the need for workplace flexibility is at the top of everyone’s mind, and that goes for meetings and events as well. She says the trend towards smaller meetings is driven, largely in part, by the increased demand for hybrid capabilities – while there may be fewer guests on-site, the ability to seamlessly integrate virtual attendees allows these events to reach a broader and more dispersed audience.

With today’s workforce more dispersed than ever, Convene has witnessed a shift in the scope of meeting schedules among some of its clients. Many are hosting several smaller, regional events throughout the year, rather than one large annual event. This encourages greater in-person participation and allows for a more collaborative event.

“There is something special that happens when you bring people together and we’re committed to fostering that feeling,” McCluskey says. “For small meetings and events, having the right environment and space to meet is critical. Pay close attention to the layout for these events, smaller groups need to feel comfortable and not lost in the space. And, of course, incorporating inspiring design, great food and warm hospitality can create an extraordinary experience for attendees, no matter the event size.”

Small Event Challenges Include Budget, Attendance and Venue

Although smaller events should require less time, energy and cost than big events, Gimpel says the reality is that they still require a lot of work, sometimes almost as much as a large event.

“Similarly, it can be hard to get the best speakers because the audience and the budget don’t allow for that, whereas big events can splash out,” Gimpel says. “That also goes for trappings like decor or an entertainer. As a result, it is perhaps easy to spread one’s self thin with a small event, which can be particularly difficult because a smaller event seems to demand more personal attention and care than big events.”

Also, it’s tempting for meeting planners to want to run a small event like a big event where connection often takes a backseat to simply putting attendees in seats and churning through an agenda of lectures, rather than really helping them to engage and connect with each other and the content.

Pilcher stresses that the biggest challenges facing smaller gatherings are budget, attendance and venue. While budget numbers are a concern for all meetings and events, it can be particularly difficult challenge for smaller conferences as there is less wiggle room for fluctuating costs.

“And attendance is a challenge because with smaller groups, one less paying attendee can greatly impact the overall budget,” Pilcher says. “And venues present yet another challenge because if your group only needs a small number of room nights, but is looking for lots of meeting space, it will not be an attractive fit for many hotels [and resorts].”

McCluskey adds that shifting your strategy from one-large annual-event to several-smaller regional-events throughout the year can lead to a more strenuous and time-consuming process for planners.

“Working with a single-solution provider with a presence across a number of cities can help alleviate some of the stresses associated with multi-event planning,” McCluskey says. “As a general trend, we also see these smaller meetings generate a higher volume of positive feedback for the overall experience.”

Successful Smaller Events Tend to Grow

The reality is that small meetings have a habit of growing into bigger meetings if they’re successful.

“But, on the other end, we tend to not pare back bigger meetings as they mature,” Gimpel says. “It’s attractive to try out an idea or focus on a niche audience and then, if it is works, continue to add to the event until its small origins are unrecognizable.”

With respect to the trend in meeting size, Gimpel expects that the meeting and event industry will probably see more hybrid events over the next few years.

“Where there might have only been one big national conference in the past, we might now see a central event, and then a constellation of smaller, regional meetings that tie into it, connected by an online platform,” he says. “Also, if air travel and hotels continue to be so jammed up, smaller regional events start to look more attractive to planners and attendees who can just hop in a car and spend the night in their own bed rather than getting stuck [somewhere].” C&IT

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In an age when technology controls many facets of a business, attention to cybersecurity is becoming paramount as event planners recognize how digital breaches can rob them of vital intangible assets. More importantly, it can jeopardize the well-being of event organizers, staff and attendees.

With the internet comes many avenues for an event planner to further enhance their business practices within the realm of event organization. From online registration, social media marketing, and online access of presenters’ documents, nearly every facet of an event leaves a digital footprint. With this access comes the risk of receiving malicious programs, or malware, that allow a hacker direct access to business systems, credit card information, and other personal information of planners, presenters and attendees.

David Guse, vice president and data protection officer at Meetings & Incentives Worldwide, says phishing and spoofing continue to be a big concern as they become more believable. Individuals often voluntarily provide sensitive security information, such as passwords or routing numbers for payments, without verifying if the email is legitimate because of the convincing format or the “high alert for response” type of messaging.  “Never, ever, give out your passwords remains rule No. 1,” Guse says.

The meeting and event planners at Meetings & Incentives Worldwide are updated and well-trained on cybersecurity developments in the industry.

“We follow best practice guidelines in updating passwords – even though we know that it is tedious and repetitive,” Guse says. “We monitor industry standards and developments to stay ahead of the ‘bad guys’ curve and apply these practices. Yes, multi-factor authentication is your friend.”

Guse and other industry leaders turn to cybersecurity experts.

So what do cybersecurity criminals look like? Cybercriminals come in all shapes and sizes – and from any number of demographic backgrounds – but what they’re looking for is simple: access to personal information and data they can use for malicious purposes. These individuals often take advantage of an unprotected network where there are multiple users connected to the same network – such as at events and large-scale meetings. Open Wi-Fi networks allow cybercriminals to easily distribute malicious software (malware) to everyone connected in the blink of an eye. Cybercriminals also may attempt to gain access to restricted areas of a conference venue or to obtain information through social engineering tactics, such as pretending to be a vendor or conference staff member.

Jacqueline Beaulieu has worked across all sectors of the trade show, events and association industry. Currently with Poretta & Orr Exhibits & Events as the director, strategic marketing and client engagement, Beaulieu has spent nearly 16 years with Healthcare Convention & Exhibitors Association (HCEA). She is on the board of directors for Meeting Planners International Medical Meeting Planner Advisory Board, Georgia Chapter of Meeting Planners International, and the Exhibition and Events Workforce Development Federation.

According to Beaulieu, some of the biggest cybersecurity issues that meeting planners may encounter include unscrupulous people that pose as corporate, association or meeting planning staff trying to sell either mailing lists or room blocks.

“This is an ongoing problem and one that planning staff needs to educate others about,” Beaulieu says. “Inevitably attendees fall for this year after year.”

Beaulieu also points to phishing or malware attacks by criminals trying to obtain information via fraudulent ways, such as an email. Those sending the emails, and the emails themselves, look legitimate but they will be used for inappropriate purposes. In addition, attacks are now being directed to non-IT systems, which traditionally have been ignored, such as printers, security cameras and building control systems. Phishing and social engineering are also used to look for specific accounts or staff who may be easily spoofed into providing unauthorized access.

“Meeting planners collect information that is private, and a data breach could expose this information,” Beaulieu says. “Preventing this through a variety of security measures is advisable so as to not be exposed to legal or financial legal matters. Often this can happen via the Wi-Fi network and meeting planners may need to take steps to secure the networks and educate attendees on how to use them safely.”

Alyssa McArdle, director of events at NeuGroup, agrees that today’s meeting planners face several internet security issues when organizing meetings, especially data breaches, hacking and phishing.

“One of the biggest cybersecurity issues meeting planners face is the risk of data breaches,” she says. “This can happen when sensitive information about attendees, speakers, or the meeting itself, is stolen, leaked or exposed. Hackers can try to gain access to a meeting’s online platforms, such as video conferencing tools or virtual event platforms, to steal data or disrupt the meeting. Meeting planners and attendees may be targeted by phishing attacks, where fraudulent emails or messages are used to trick individuals into sharing sensitive information or clicking on malicious links.”

Digital criminals may also use social engineering tactics to manipulate meeting planners or attendees into revealing sensitive information. Social engineering isn’t a cyberattack. It is when bad actors gain the trust of their targets, so they lower their guard and give up sensitive information.

“As technology continues to play an increasingly important role in the meetings and events industry, it is incumbent upon planners to ensure data and information is safe,” Beaulieu says.

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Steps To Take

Cybersecurity used to be viewed as an IT problem, but as the threats have changed, meeting planners have begun to include cybersecurity into the meeting planning management team, and for good reason.

Most cybersecurity breaches occur where care is not taken to secure network infrastructure from illegal intrusion. Also, operating systems and virus detection software must be kept updated with the latest security patches in place. Not only does this mean that networks, servers and PCs must be configured in the most secure fashion available regardless of event size, but ongoing logging of the network traffic must also be maintained. Security patches are a method of updating systems, applications or software by inserting code to fill in, or “patch,” the vulnerability.

One of the best approaches for planners to use in convincing organization executives that funding directed at cybersecurity for an event is essential remains following a “best practices” cybersecurity framework. This also establishes a firm plan that can help with financial justification if a cybersecurity breach does occur at an event since you will have been adhering to a well-established security strategy, rather than arbitrary “off the cuff” security spending.

Poretta & Orr, on behalf of its clients, has had to work with partners to ensure various security measures were implemented at many of the events the company has planned. “We have found that these can be achieved in a variety of ways,” Beaulieu says. These include:

• Secured Wi-Fi networks.
• Encrypting information.
• Two-factor authentication, which provides an added sense of security beyond one password.
• Compliance with General Data Protection Regulation (GDPR) and implementing the nine steps typically outlined to keep data secure. California state officials have implemented data protection rules that need to be followed for those holding meetings in California.
• Training staff to recognize risks and educate them on how to conduct interactions online safely is also growing in popularity.
• Similar in concept to hazard insurance for meetings, cybersecurity insurance protects, in various degrees, attendees from digital threats.

McArdle and the team at NeuGroup recognize they have to make sure that all data is stored securely and encrypted, and that access to sensitive data is restricted to authorized staff only.

“We must ensure that any virtual or streaming platforms we use are secure and have robust authentication procedures in place to prevent unauthorized access,” McArdle says. “And we have to educate staff and attendees about the risks of phishing attacks and encourage them to take steps to protect themselves, like not clicking on suspicious links or downloading attachments from unknown sources.”

McArdle advises fellow meeting planners to take a comprehensive approach to cybersecurity: risk assessments; planning and ongoing monitoring; and training to ensure they can manage the various digital threats.

It’s also important to partner with trusted cybersecurity professionals who are well-versed in the meetings and events industry when appropriate. Cybersecurity professionals need to have a broad range of skills beyond IT, including business process, vendor management, physical security, threat awareness and business continuity management (not just disaster recovery).

Guse also recommends meeting planners remain vigilant with regard to security issues. “Protect yourself and the information you work with,” he says. “One additional email or phone call to confirm is so much better then to just give a response that can cost you much more in the long run. And by all means, simply look at the email address that is coming from the sender, for example, because you will probably catch that it was sent from another email address then the actual sender. This is a big red flag to help you identify spoofing.”

Meeting planners at Poretta & Orr always discuss with clients their security needs and goals, then the meeting planners work with professional cybersecurity partners to determine the appropriate level of security to keep safe the attendees’ information.

“This is an example of the importance of working with a partner that is an expert with a proven track record,” Beaulieu says. “Often clients don’t know what is needed, but an important step in determining this is understanding who their attendees are.”

Beaulieu recommends event planners work with reputable and expert partners in cybersecurity. Then, be sure to create a comprehensive checklist of tasks that need to be followed.

“Do not deviate from this list and take shortcuts,” Beaulieu says. “This is not an area that warrants ‘fast and easy.’ Making even the smallest change in a meeting registration format, adding a new field of information, or change to a database, can cause unintentional problems. Always consult your partners or experts prior to implementing data changes to understand the impact of that change.”

It’s also vital to remember that virtual events are just as susceptible to a variety of cybercrimes as are in-person events. And as virtual events continue to gain momentum as attendees recognize the ease and accessibility being offered to participate in events near and far, cybersecurity issues also need to be addressed in this realm. This type of cybercrime also includes data theft and conference interruptions or obstructions to the conference operation.

Meeting planners should choose a virtual event platform that is secure from potential cybercrime. These platform providers can provide the details needed for planners to adequately evaluate the safety and security of their programs.

So, what should a planner do if he or she suspects a cybersecurity breach? First of all, attendees should immediately be notified so they can run antivirus and other software to insure their laptops, tablets and mobile phones have not been hacked. Changing passwords is also paramount and this should occur across all emails and social media accounts. Attendees should keep a close watch on their financial accounts and credit cards. Meeting and event planners also should establish a contingency plan in case of a cybersecurity incident. This plan should include an established response team (as well as the roles of each member of the team), a backup system and a communication plan for all stakeholders.

Future Planners Could Become More Proactive

The line between business cyber-risk and personal cyber-risk within the meetings and events arena has never been blurrier. That’s why companies and individuals cannot afford to ignore it. Cybersecurity will continue to be a challenge. Lone wolves, terrorists, those engaged in espionage and even the disgruntled worker will continue to target industries, including the meeting and events industry.

Though training and vetting of security and data-management procedures are taking place throughout the events industry, experts agree that the planners must be mindful that procedures should evolve as threats change. Best practices must be adapted and efforts must be undertaken to ensure that others are adapting as well. Complacency or viewing cybersecurity threats as static, rather than dynamic, is a recipe for disaster. Many industry experts hope that cybersecurity in the meetings and events arena will switch from a reactive posture to one that is proactive, allowing meeting planners to better combat threats to security.

“I can’t imagine a time when we will be free of unscrupulous individuals,” Beaulieu says. “With technology evolving at warp speed, this is an area that meeting planners need to stay on top of with either their own internal cybersecurity staff or through a trusted expert cybersecurity partner.” C&IT

When creating an RFP, be specific about the types of activities to include. If you want country music, for instance, be sure to specify that versus “a band.” (Right:) Brightspot Incentives & Events team at Billy Bob’s Texas in Fort Worth. Photo courtesy of Brightspot

Meeting planners and venues, as well as suppliers, need to build robust relationships.  A first step begins with a request for proposal (RFP), especially when meeting planners can’t tour multiple destinations and, therefore, want to choose a venue without an initial visit.

The RFP should be strategically written, and subsequently responded to, for an event’s success. It begins with planners writing as thoroughly as possible, as well as tailoring it to a specific service: it could be for a hotel or resort, technology, marketing, catering, audiovisual, entertainment, or meeting- and event-production services, among others. The more key information provided to the vendor, the more thorough a response.

Jill Garcia, president and owner of the meeting and event planning firm, The Hutton Group, says precision is paramount when it comes to an RFP.

“The more specific you are in an RFP, the easier it is for the hotel or vendor to provide the correct needs,” Garcia says. “For example, requesting a meeting space and not specifying the set of said space can make for an uncomfortable situation if the details are not accurate or caught before contracting. Ensure that you provide the vendor with the actual needs versus general requests. Things can be interpreted differently from client to vendor. Having a western-themed event? Specify that you want a country band versus a band. An inaccurate RFP could spell disaster.”

New Tech Can Assist But Keep the Human Touch

When Garcia started in the industry, RFPs were faxed. The paper trail could easily be lost, or misinterpreted by messy handwriting. “Today, an original RFP can be traced for accuracy with online formats or through email,” Garcia says. “In the past, if there was an error on paper or a space-booking error, that booking could be pencil erased and there wasn’t accountability or proof of who made the mistake or change.”

Genny Castleberry, CMP, director of sourcing at Brightspot Incentives & Events, agrees RFP technology has advanced to make it more strategic. Even so, the human element is still key.

“We are seeing hotels still struggling with staffing shortages stemming from COVID and the delayed responses to hundreds of leads coming in daily,” she says. “It is not uncommon to receive hotel responses well past the due date, which is unfortunate as timelines can’t always be extended when a client or prospect is expecting a proposal by a certain date. Technology is a wonderful tool, but we will always need the human connection to make it a win-win in the meeting and events industry. Although it may take more time on the front end, a meeting planner should try to include budget, program history, program details and decision timeline.”

That’s why Castleberry says the more details, the faster a response from hotels and vendor partners. And after the RFP response, it’s important not to just rely on emails or the RFP platform, but to talk directly with a sales manager.

Be transparent about the decision timeline: Castleberry recommends clearly articulating with the vendor how the bid or decision-process works, as well as how you prefer to handle the follow up by hotel and others.  “Most sales managers will follow up early and often, so to eliminate additional work for both parties, include information in your RFP regarding your expectations and anticipated timeline,” she says. “Don’t blanket an RFP to the world but instead strategize on destinations or properties that would be the best fit for your program.”

Remember The Venue’s Perspective

When creating a strategic RFP, keep hotel priorities in mind. As Tom Pasha, president of the event planning company, CONTACT Planning, explains that hotel sales managers are trained to maximize revenue and minimize waste for each department.

“The planner should include as much salient, revenue-driven information as possible on the exact rooms, meeting space and banquet sales that the group will bring to the hotel,” says Pasha, who teaches a class for meeting planners, The Meeting Planning MasterMind, in which he discusses hotel operations, P&L, RFPs, space usage, negotiations and contracts.

Pasha points out that, years ago, rather than using RFPs, planners would simply speak with sales managers and negotiate a group package.  Now, most sales managers are required to present each booking to their director of sales for approval.  “Sales managers are often competing with other sales managers for specific dates, so the planner needs to show as much revenue, space management and room optimization as possible so their sales manager will win the competition,” he says.

Another RFP strategy includes spelling out hybrid-event plans. In the post-pandemic environment, Vinnu Deshetty, founder and CEO of EVA Event Tech Hub, says many planners are still trying to determine their virtual- or hybrid-event strategy. This can affect the RFP progress. Collaboration amongst vendors once happened after vendors were chosen.  “Now, I’m seeing more planners involving their existing vendors to be part of the selection discussion,” she says, giving the example of a client who asked Deshetty to meet with its AV vendor. They were able to tell them how the Earned Value Analysis (EVA) software and onsite staff would work with the AV team.

“By directly communicating with each other, we were able to ask questions and get information that ultimately provided the best solution for the client,” Deshetty says. “RFPs are great place to start and identify the basic requirements.”

Learning the RFP Ropes

As with most components of any role, we often learn from our mistakes. As such, it’s important to pay attention to the errors in RFP strategies that other planners may have made — and avoid doing the same.

One area to avoid is providing either incorrect or too little information. “From the RFP to the proposal, to the contract and banquet event order (BEO) – there could be a huge miss from one document to the next,” Garcia says. “Ultimately, the RFP must be correct so that the final product, the BEOs and all the pieces fall in line.”

Discuss with your team to make sure everything is correct with your RFP so that everything is specific to your needs. DepositPhotos.com

The more information provided makes the RFP process much smoother for both the venue and the meeting planner. Sometimes, there is not enough detail when an RFP is originally sent, or details don’t match what is being proposed, so a supplier may have to reach out to the planner to receive more details on the event.

Even though it’s important to provide the event’s key details, Pasha says, it’s also imperative to keep the RFP simple: Delete any words about presentation topics, speakers, etc. and focus on exactly what the group needs.

“Show the day-by-day room block, the daily space usage and a bullet-point list of requested concessions,” Pasha says. “Concessions should include the comps, upgrades, special services and price-points you want from the hotel. Be sure to include specific history of the group, showing the last two to three years by date, location and hotel. The sales manager will review everything with their directors of sales and revenue. The booking that generates the best-proven revenue-profile wins.”

Deshetty suggests meeting planners include enough time for suppliers to ask questions and get responses. “It is very likely that if one vendor asks questions, others will have the same questions,” Deshetty says.

RFP Requirements

The basic elements of an RFP are the dates, the meeting type (board meeting, sales, team building, etc.), number of attendees, how many guest rooms per evening, meeting space and sets, meal requirements, audiovisual requirements and meeting history.

Specifically, the RFPs should include:

• The client and its business
• Meeting/event goals
• Pertinent meeting information (dates, location/preferences, number of attendees)
• Meeting/event overview including agenda
• Event history
• Services required
• Budget
• Decision factors in order of importance
• Response deadlines
• RFP instructions that include expectations for the response (capabilities, references, samples of work)
• Contact information for questions and who receives the proposal

In current RFPs, planners should include their requested concessions, clearly spelled out. “Bear in mind the hotel may not extend all of them, but it’s a good basis to negotiate,” Pasha says.  Planners should also include any clauses required by their legal department. Most hotel companies have an in-house library of approved clauses, so be sure to see what clauses are typically offered for attrition, cancellation, resell and rebook, renovation and more.

“Recently, many planners have added service standards to their RFP, mostly in response to hotel staffing issues in the post-COVID world,” Pasha says. Some standards may include: One server per 20 attendees at a banquet, one bartender per 75 attendees, daily housekeeping, open food and beverage outlets and other items.

“Well after COVID, many hotels have extended limited staffing in banquets and housekeeping, but are still charging full-service pricing and maximizing profits,” Pasha says.

Specific arrival- and departure-patterns are critical to the RFP, and it should show that the daily use of meeting space follows the room-block bell-curve of most bookings. “Planners should work to limit multi-day set-ups, which makes even the best booking a ‘space hog’ to the hotel,” Pasha says. “Most hotels are built with 125-150 sf of space per group-room, so if a group exceeds that, the booking is space-heavy and will not be accepted.  Also, a daily-catering spend ranging from $150- $175 per room, per day (plus service charge and tax) is critical for most convention hotels.”

From a planner’s perspective, hotels and vendors often use standard responses and don’t take the time to prepare a custom response. Look for properties that are willing to take the extra time and respond with a high level of detail. It will be expected when the event is underway.

Also make a note if the date or your program is flexible. That simple step can drastically change the way the hotel responds to your RFP.

“Given the current climate with lack of hotel availability and compression for space between corporate clients and the leisure market, the more flexible you can be, the better the odds of receiving positive responses from hotels,” Castleberry says. “Include attachments if your program has a significant amount of meeting space too. Also focus on your top concession must-haves, rather than a lengthy list of wishes. This will assist the hotel’s sales manager in making a case for your program to his/her revenue manager and whether the property will submit a proposal or turn down the opportunity.”

Planners also should know that hotel sales managers are trained to sell three things: space, rates and dates. As Pasha points out, sales managers are also trained to allow planners to receive their preference for just two of the three items.

“Many planners send a list of demands to the hotel that are disproportionate to the size of the group, and the hotel or center will specifically avoid booking the group and give the space to another, more reasonable planner,” Pasha says.

Make sure RFPs are very specific to counter a wave of contractual “traps” that many hotels have added to their contracts.

“Many hotels have added clauses during COVID that are one-sided in the hotel’s favor,” Pasha says. “Some attempt to charge rooms and F&B attrition on a day-by-day basis, when it had formerly been on a cumulative basis.” Some hotels try to extend VIP upgrades over the peak nights of a booking, when VIPs prefer to arrive early and stay late. Even in-room internet has been changed to basic bandwidth, so if the guest requires better Wi-Fi, there is an up charge.

“For any item that is important to you as the planner, be sure it is clearly spelled out,” Pasha says. “Also, because sales managers are constantly moving in and out of the business and from hotel to hotel, be sure you have a signed and countersigned agreement for every booking.”

And remember to proofread the RFP since it should look professional. It is also important to avoid generalizations, so be as specific as possible in all RFP sections, as this minimizes miscommunication.

Finally, don’t forget to inform all of the potential destinations after a decision has finally been made about where the meeting will be held. Hotels and convention centers are holding valuable meeting space and guest rooms, which could be sold to another group. After all, it’s important to keep the line of communication open with all the vendors. And be ready to explain why their site was not selected to host the meeting. C&IT

Joni Rogers-Kante, founder & CEO of SeneGence, chose Aspen, CO, for their Queen Retreat, a leadership getaway for top qualifiers. Courtesy of Elisabeth Gerkovich / SeneGence

Meeting planners have always dealt with challenges — it’s their job — but sometimes it’s time to mix it up and operate beyond the boundaries. Translation: It’s time to substitute destinations known for mega-hotels, oversized arenas and high-density living for those smaller and slower in pace, but complemented by luxury enhancements and back-to-nature lures.

Remarkably Remote: McCloud, CA

With a population of less than 1,000 residents, McCloud, CA, isn’t on the radar of many corporate planners. However, its authenticity and natural amenities captured the attention of one of the world’s perfectionists, newspaper tycoon William Randolph Hearst. As the setting of the family’s private estate — not the famous Hearst Castle — but rather Wyntoon, the town’s anonymity remains an attraction for celebrities. These have included Clint Eastwood, as well as earlier stars such as Davy Crockett and Fess Parker.

Located at the base of Mount Shasta — the state’s noted 14,180-foot landmark in the Cascade Range of northern California — McCloud has a rich history in the mill industry.  There are many outdoor activities, including skiing the legendary peak, world-class fly fishing, spelunking and rafting.

Few in the corporate world know of McCloud, but San Francisco-based Pattern Energy Group is an exception. The renewable energy company has a wind farm in the town of Burney, 50 miles southeast of McCloud. A few years ago, the former executive assistant for the company, recalled her trip to the town. She mentioned that it seemed natural to have the team of 23 meet in San Francisco and board a bus for McCloud to spend time at the wind farm and have a one-night, get-to-know-each-other-better getaway. She mentioned how nice it was to get away from the hustle bustle and enjoy a pure, natural setting in an off-grid locale.

When it came to where to stay the night, the company chose The McCloud Hotel (self-described as “an upscale, clapboard inn paying homage to bygone times” but with modern conveniences).  “I don’t want my (attendees) to lose any of the amenities,” McCloud innkeeper Cindy Rosmann says. “That’s the surprise we have here.”

Hoping to showcase the best of the town, the hotel gives attendees the following options: golfing at the McCloud Golf Course, kayaking on the McCloud Reservoir or hiking the McCloud River Falls Trail. At first glance, McCloud’s downtown seems simple, consisting primarily of its three-block Main Street. However, the town offers three historic-boutique-luxury properties, including their restaurants and meeting spaces, a collection of fine dining eateries, as well as the potential of seeing bears at night.

After the Pattern Group danced the night away at the hotel’s next door hangout, the Axe & Rose Public House — the lumber town’s former workforce cafeteria and dance hall preserved in its original 1930s condition — the executive assistant says her morning highlight included this memory: Walking along the railroad tracks for fresh air and fresh views of Mount Shasta. “For me, that morning walk was really the highlight of our stay,” she says. “It pained me to return to the congested Bay Area. … I think there was something about being away from any sort of urban-suburban sprawl that was especially conducive to everyone being able to relax, catch up and get to know one another.”

Dr. Lisa Powell (left), Dr. Simon Platt and Dr. Joel Beth Navratik. Photo courtesy of Dr. Joel Beth Navratik

Purple Mountains Majesty: Whitefish Lake, MT

Located one hour south of the Canadian border, The Lodge at Whitefish Lake (Montana’s only AAA Four Diamond-rated resort) is perfectly positioned within the Rocky Mountains on the edge of Glacier National Park. The Whitefish Lake location attracted VetVacationCE, which specializes in continuing education for veterinarians in a vacation setting, and its group of 150 attendees, in the past few years.

Having visited such past destinations as Austin, Texas, Charleston, South Carolina, and Utah’s Zion National Park, Dr. Joel Beth Navratik, veterinarian and the organization’s co-owner, says of the Montana selection: “The national park is amazing with its distinctive landscape and glacier lakes. Plus, we have a goal of visiting all the national parks.” The destination has stand-up paddle boarding, whitewater rafting,  mountain biking, float-plane tours, horseback riding and tours of Glacier National Park in vintage red buses styled from the 1930s.

Navratik’s group activities included boating on the resort’s 31-foot custom cruiser (The Lady of the Lake) and hiking around Lake McDonald, the national park’s biggest lake. One highlight mentioned by the planner, which enhanced the seminars’ educational sessions, was an open-air location beneath a permanent, oversized tent situated lakeside. “Looking out over the water during the lectures was magical,” Navratik says.

The Four Seasons Resort Rancho Encantado Santa Fe in New Mexico has a program to teach attendees about equine therapy, and how it can improve human communication. Courtesy of Jayson Teagle / Collideoscope

Southwest in Santa Fe, NM

According to Teagle, the selection of this Four Seasons resort for Unstoppable Cultures’ events was a no-brainer. While the resort is small with 65 private, stand-alone casitas, it has a large property with 57 acres, providing plenty of fresh air, signature sunsets and relaxation in a safe, comfortable environment. With the resort’s Adventure Center and its Adventure by Design program, customization is vast. They include early-morning guided-hikes along the Camino Encantado Trail, hot air ballooning, jeep tours and horseback riding. Among its cultural excursions are a Santa Fe city tour, a Georgia O’Keeffe-Abiquiu expedition — famous for the noted artist and longtime Santa Fe resident, along with guided outings to nearby pueblos timed for seasonal, ceremonial dances and feasts.

Teagle says: “We’re gonna make this home. There’s a lot to learn about our country’s culture and much of it is here in Santa Fe and New Mexico.”

Near Santa Fe, it is possible for a group to interview a Native American chieftess, indulge in a salsa-making contest and learn about equine therapy —  and how dealing well with horses can translate into communicating well with colleagues.  So, whether it’s bourbon and cigars while listening to a former Navy SEAL, who was an Unstoppable Cultures’ coach for the session, or roasting green chilis with one another, there were plenty of activities.

Sunny Sarasota, FL

“I source meetings globally, but one of my favorite spots for a venue is Sarasota,” says Missy Erickson, event strategist at Maritz Global Events and resident of the city near the Gulf of Mexico. Erickson’s client, PGT Innovations, hosts its annual PGT Innovations Sales Meeting at the Art Ovation Hotel, Autograph Collection, in downtown Sarasota. It is held each fall for 60 to 80 attendees, who gather the national sales force and leadership to collaborate on business strategies.

The hotel is located near the theater district and displays more than $35 million in artwork from local artists. Each meeting room is filled with original paintings and artistic touches from Sarasota regional artisans. The artsy boutique hotel also offers a sunset team-building event called Picasso and Painting. Held on the hotel’s rooftop, attendees are divided into teams, given art supplies and receive guidance from a local artist. Prime team-building opportunities also include shark tooth hunting at Venice Jetty, kayaking or stand-up paddle boarding through the Lido Key mangrove tunnels and traversing the canopy walkway at Myakka River State Park, and more

The Sarasota-corporate experience is unlike those in Miami or Orlando. “I have used larger cities for venues, but the bigger cities do not offer the uniqueness and personality that smaller destinations serve up,” Erickson says. She adds smaller groups are more easily able to eat off-site at local restaurants, and transportation is never an issue, especially if situated in the downtown area. “Sarasota is a safe city,” Erickson says. “Our streets are quiet at night and peaceful during the day. We are very rich in culture but still have the small-town mentality, where everyone looks out for one another.”

In the end, Sarasota lends itself to a more intimate, boutique-like setting. “There is no hustle and bustle like you find in larger cities,” she says. “As an escape from fast-paced places, when in Sarasota, you want to slow down and enjoy the surroundings. And being surrounded by water creates a calm, relaxing atmosphere which, in turn, generates an optimum learning and collaborative environment.”

High-Elevation Luxury: Aspen, CO

“There’s a certain comfort level with intimacy created by small venues,” says Elisabeth Gerkovich, global events manager at SeneGence, a marketing company that sells skincare and makeup products. “Our company is always on the cutting edge of what people are seeking at the time.” And now is the time for incentive groups to go small. At 3.6 square miles, Aspen, Colorado, is diminutive. However, the town, which exploded upon the discovery of one of the world’s richest silver lodes,  has maintained its original prominence, and to this day is recognized for its high-country, high-style atmosphere. Attracted to this elegant energy is Joni Rogers-Kante, founder and CEO of the Oklahoma-based skincare/makeup company, who selected Aspen as the site of SeneGence’s Queen Retreat, a Thursday through Sunday leadership getaway of about 25 top qualifiers.

The Gant, the area’s premier condominium resort, was picked for its lodging facilities. Distinctive moments in and around the destination included daily-sunrise-rooftop yoga, a private off-site cooking class and a SeneGence-only function atop Aspen Mountain. The function was complemented by glasses of champagne upon arrival and, upon departure in the gondola, cake pops decorated in the company’s colors — royal blue dusted with an edible gold shimmer.

Meredith Maaske, Gant director of sales, helped find a private golf instructor for Rogers-Kante, who was fine tuning her golf game for an upcoming outing with a U.S. president. Gerkovich says the staff at The Gant remembered the little things, down to the locally-inspired menu, to make sure they were cared for, something she says she greatly appreciated.

There are four mountains surrounding Aspen, with miles of hiking and biking trails, a historic downtown, restaurants and boutiques, and such distinctive group venues as Holden/Marolt Mining & Ranch Museum, the Wheeler Opera House and the 48-acre Chaparral Ranch. Aspen has an average of 300 days of sunshine. Summer was not on Gerkovich’s radar. She had always thought of this elite enclave as a winter destination. However, once introduced to Aspen, she longs to return with her own family — the premier endorsement for a planner, “From the moment you land, there’s just something quaint about Aspen. You feel you’re in an intimate space with nature and are with those who appreciate nature. Everything feels special in Aspen,” she says.

Go for the Gold: Adirondack Mountains

The Adirondack region has been a vacation destination since early on, when it was the place to get away, especially life in New York City. It remains the place to go to unplug, regroup and commune with nature. “Once you cross the blue line of the Adirondack border, you feel like you’ve actually gotten away from the craziness of everyday life,” says Stephanie Lange of the Mirror Lake Inn. Located in Lake Placid, the hotel attracted the attention of Behavioral Health Services North. A representative of the company explained last year why it was chosen: its 40-mile proximity to the company’s headquarters in Plattsburgh, NY and its ease in developing an inspired meeting theme. It’s the setting of the 1980 Winter Olympics, when the U.S. Men’s Ice Hockey team (Miracle on Ice) won the gold medal.

The goal of the two-day retreat for a small employee group was to reflect on the past year and plan strategic business goals. It was titled The Competitive Edge, which perfectly reflected the goal of the retreat. The representative explains: “We thought this would be an ideal location to plot our future and cultivate a more competitive edge in the marketplace.”

As the state’s only AAA Four-Diamond hotel/restaurant combination outside New York City, the destination is popular for its tranquil-lakeside lifestyle, private beach and year-round experiences, such as skiing, boating, fishing, hiking and more. Its award-winning dining features such specialties as a breakfast with locally sourced products, the region’s pork pate served with house-made apple butter and Hudson Valley foie gras. It was the resort’s chocolate chip cookies that made an impression. The representative adds, “Reservations and timing go much more smoothly, and then there is the personal attention. It’s always there.” C&IT

Adobe Stock

Marc Andreessen, co-founder of the venture capital firm, Andreessen Horowitz, created a furor when he called for a total ban on alcohol at tech industry events. He tweeted alcohol could lead to inappropriate behavior and could create an unwelcoming environment for women and minorities.

Andreessen isn’t the only prolific executive to make such a statement. Salesforce CEO Marc Benioff enacted a no-alcohol policy, saying alcohol is a drug and is unfair to the Ohana (Hawaiian word for family), who either do not want it or can be intolerant. The concept sparked a new group, Soberforce. It’s a community for sober, sober-curious and sober-allies at Salesforce. The growing group now includes 450 members.

The issue has intensified along with sexual harassment and assault incidents at tech events. As a result, the nonprofit group, Project WHEN (Workplace Harassment Ends Now), was created to help combat the issue. Studies show that alcohol consumption can increase the likelihood of these types of incidents and therefore a primary reason for the ban at corporate events.

Still, if there’s alcohol, experts say that corporate duties must be conducted during the social event. In addition, employees must be made aware the same standards of behavior will be in place during off-site events as those at the workplace.

“At first, the announcement that alcohol would be banned at industry events was met with mixed reactions,” Anthony Prusak, director of business development at FHT Global, says. “Some attendees were disappointed, while others welcomed the decision with open arms. As for me, I was in complete agreement with the ban. In my 30-plus years of experience, alcohol often leads to poor decision-making and inappropriate behavior at professional events. People can become loud and obnoxious, and it can be difficult to network and make meaningful connections in such an environment. I can purchase my own adult beverages outside of the event at a local bar or restaurant, if I choose.”

There can be other considerations as well, Prusak added: the risk of someone getting drunk, causing a scene or even getting into an auto accident. Another impetus behind the ban has been the emphasis on corporate diversity, equity and inclusion (DEI). Some could be in recovery for substance abuse.

To avoid drunk driving, provide transportation after an event, or ride-sharing vouchers. Adobe Stock

Alcohol Service Should Include Drunkenness Plan

If there’s alcohol at an event, there should be a contingency plan that outlines specific steps for dealing with drunkenness. For example, some sporting-event venues have stopped serving alcohol before the game ends. This tactic can help attendees sober up before leaving.

At any gathering, there will be people who choose not to drink. This should be respected and not spotlighted. The cocktail hour may not appeal to everyone. There are some who struggle with substances, others who do not imbibe because of religious practices, as well as for health reasons.

Differing Event Dynamics, Differing Precautions

Dana Toland, chief event planning strategist and sourcing specialist at IT Exchange Group, says the issue of serving alcohol or not depends on the type of attendees.

“In my 20-plus years of experience, I have never received a complaint of harassment or misconduct about another attendee’s actions resulting from overconsumption of alcohol,” she says.

“My conferences typically include 30% to 40 % of professional-international attendees, making for a diverse audience. They seem to enjoy a cocktail or two, but it is not the focus of their night.”

She does stress her company takes the issue seriously.  As an added precaution, it hires extra bartenders and servers to help monitor consumption. “Our events also have 24-hour security,” Toland says. “We have walk-through receptions to make sure that there are no problems or potential problems.  If we feel in advance that there is risk for overconsumption, then we have issued two-drink tickets to each attendee, and don’t permit them to purchase more. Plus, it is our company policy that two-to three-staff members remain in the reception and/or lobby bar area, until the area bars have closed for the evening.”

Banning Alcohol Isn’t Complicated, But is it the Best Solution?

Planners agree that an alcohol ban during events limits liability, which is always smart. It doesn’t have to be complicated.

“To enact the ban, organizers could simply choose not to serve alcohol at the event,” Prusak says. “They could also make it clear in their marketing materials and communications that alcohol will not be provided or tolerated. Finally, they could have security on hand to ensure that attendees are adhering to the policy.”

Event organizers can offer engaging activities that don’t revolve around alcohol. For example, they could host a panel discussion, keynote speaker or team-building exercise. These activities not only provide attendees with something to do, but also create opportunities for networking.

If alcohol is served, then professional bartenders should be hired so they can spot who has had too much to drink. If employees pour their own drinks, then it’s more likely they could over indulge.

Photo by Bre McGee / Courtesy of Zero Proof Collective

Nonalcoholic Beverages = Inclusivity

Cate Faulkner and Jen Gilhoi, cofounders of the Zero Proof Collective in Minneapolis, MN, want to promote more spaces with non-alcoholic beverages. They are educating planners about the growing non-alcoholic (NA) movement and its importance for corporate events. There are other beverages readily available for events, such as nonalcoholic, ready-to-drink beverages, NA spirits, NA wine and NA beer, as well as elevated, zero-proof cocktails.

Employee Resource Groups in many global companies are helping with the NA movement — as shown by Salesforce, Oracle and more.

“We are disrupting a space that has been centralized around alcohol and drink tickets that can only be redeemed for alcoholic drinks,” Gilhoi says. “At corporate NA bars we’ve hosted, it’s exciting to serve elevated nonalcoholic beverages that are equal to or higher value than alcoholic options. Employees appreciate this and we love seeing them redeem their drink ticket in anticipation of enjoying a celebratory beverage crafted just for them.”

These are not ho-hum, nonalcoholic drinks. At a recent corporate event, the offerings included elevated, zero-proof cocktails with names like Lemon Golang, Basil Rosa and Minneapple Mule.

“The flavor, garnishes and low sugar created quite a stir and provided a valued option for those who wanted to try something new, or those who choose not to drink for whatever reason,” Faulkner says. Her favorite comment came from a woman who walked up to the NA bar and said, “Where have you been all of my whole corporate life?”

Faulkner and Gilhoi agree corporations have the prerogative to ban alcohol, but this is not part of their mission. Zero Proof Collective’s mission is not about taking alcohol away but providing more nonalcoholic-beverage options at social gatherings.  They say this is more aligned with the current NA movement as well as the cultural shift happening all over the world.

With Alcohol Comes Responsibility

“Giving full attention to the role of alcohol in planning your event will minimize the associated risks, such as unruly guests or worse,” says Wade Pederson, senior vice president of property and casualty and management liability at Woodruff Sawyer, an insurance brokerage and consulting firm. Woodruff Sawyer offers the following guidelines:

Review local and state laws regarding the sale and consumption of alcohol. You may need to obtain a special license or permit to serve alcohol during your event or confirm that the venue or caterers are properly authorized to do so.

Confirm with the venue that serving alcohol is permitted. In addition, bartenders should be licensed. Security should check identification, control access and enforce the last call.

Check if the venue has general liability, or liquor liability, insurance.

Woodruff Sawyer recommends using a mutually agreeable contract, which contains provisions that appropriately transfer risks to the caterer services. These provisions should include indemnification of your organization and require the vendor to provide a Certificate of Insurance. The contract should specifically require the inclusion of your organization as an additional insured under their Commercial General Liability insurance policy, as well as supported by the certificate as proof. This provides protection for the organization’s vicarious liability under the vendor’s insurance policy.

Part of screening vendors should include the training of servers and the assurance the vendor tracks that training and certification. Training for Intervention ProcedureS (TIPS) certification is a well-known program across the country. And in some states, like California, there are additional requirements for serving drinks, such as Responsible Beverage Service certification. Vendors should be able to show required certifications and how they track those who serve alcohol.

For mixed drinks, vendors should be able to show how they ensure the proper amount of each type of alcohol is dispensed. There is technology and auditing processes available to help make sure the intended amount of alcohol for each drink is correct.

Woodruff Sawyer also recommends using bar signs and giving servers orders to cut off those who are intoxicated.

Drunk Driving Liability

A drunken driver is the single largest risk associated with hosting an event. According to the National Highway Traffic Safety Administration, each day 32 people die in the U.S. from drunk driving crashes. There were 11,624 preventable deaths in 2020.

To eliminate this risk, provide transportation after your event. Another alternative is to offer ride-sharing vouchers for the event.

“I fully support the decision to ban alcohol at industry events,” Prusak says. “By doing so, organizers can create a more professional and productive environment that encourages networking and relationship building. And with a little creativity, there are plenty of alternative options that can help make the event just as enjoyable without the presence of alcohol.” C&IT

Michael E. Frisina, PhD, has authored more than 50 papers and published articles on leadership and organizational effectiveness. He is a contributing author to the Borden Institute’s highly acclaimed textbook series on military medicine. He is a visiting scholar at the Hastings Center in New York, a visiting fellow in medical humanities at the Medical College of Pennsylvania and a John C. Maxwell Top 100 Transformational Leader.

From time to time, we all face situations we fear and dread. A Zoom call with an unreasonable client. A team meeting with a coworker who likes to complain or argue. A performance review after a dismal quarter. Even a family dinner where a contentious relative will likely be present.

You know from experience two things will happen. One, the encounter will not go well. Two, you’ll leave in a state of stress, anxiety and ill temper. For the rest of the day, you’ll brood in your office, speak curtly to employees, and go home to snap at your kid or jerk the dog’s leash.

This happens when a situation puts you in lower brain, a fear-driven state of mind where you’re hyper-focused on keeping yourself safe. (It’s the fight, flight, freeze thing.) The solution? Get yourself into upper brain mode — a state of positivity, openness, engagement and creativity — before the event.

We know ahead of time when something is going to trigger our lower brain. Don’t we? It just makes sense to learn how to prepare for it. When we do, we can rewrite the entire story, for us and for the other people involved.

Typically, I teach leaders to shift their behavior, so they don’t scare, shut down and stress out their employees. But since we don’t all work for bosses who understand or care about neuroscience — and most of us deal with unenlightened clients, coworkers and family members — it pays to know how to stay in upper brain ourselves.

It’s mostly a matter of stepping out of our shoes and into someone else’s. This shift allows us to stop building that protective wall and open up to a more productive way of thinking.

Stephen Covey said it best, “Seek first to understand, then to be understood.” When you can get into a seeking frame of mind before you pick up the phone or walk into the meeting, it will dramatically change how you experience the encounter. It puts you and the other person in a different place. And you’ll be more likely to get a more effective outcome. The key is always to get the best outcome you can in the midst of the event.

Four tips that may help you shift into (and stay in) upper-brain mode when you’re in (or just anticipating) tough circumstances:

Accept that your lower brain is going to get triggered.

Knowledge is power. If you can tell yourself, I am human, and part of my brain has some primitive wiring, you’re ahead of the game. You’ll know what’s happening and be able to put things in perspective. The saber-toothed tiger isn’t going to crash through the wall and devour you. You’re safe. You’re free to work with the other person to come up with a solution.

Know when your lower brain is triggered.

Self-awareness is key. You’ll start to feel anxious, edgy, defensive and just want to get away from the situation. Realizing you are there and naming it is the first step to getting control of the situation. Often we don’t realize it’s been triggered and we let things escalate or spiral. While we are often justified in being in this state, we have to remember that it’s not where we do our best work and try to move ourselves back to our upper brains.

It’s usually a good idea to pause when we know we’ve been triggered. Just taking a moment to breathe, calm down, and regroup can prevent us from reacting in a way that shuts down dialogue or even damages relationships.

Take a walk in the other person’s shoes.

Try to understand them. What is driving their behavior? What pressures do they face? What do they need to get out of this partnership? How might they be perceiving you? There’s a quote attributed to Abraham Lincoln that goes, “I don’t like that man. I must get to know him better.” It is so true. The more we know most people, the more we come to like them, and the more open we are to working with them.

Start asking questions.

(It can help to prepare some thoughtful ones ahead of time.) Being inquisitive is powerful. First of all, it leads to learning, and learning is always a good thing. Too often we go into situations thinking we already know the answer. But this kind of self-righteousness makes us rigid, which sets us up for conflict and failure. We should really approach conversations by asking: What can I learn from you?

But also, asking questions opens minds, hearts and doors. It shows people you care about them. They are far more likely to settle down, open up, and be more willing to cooperate and collaborate with you.

We all must work with people who may not have been our first choice. But when we master the art of shifting out of lower brain mode, we can end up having a great experience.

We may be able to reach consensus, or find our own perspective has changed, or even discover that someone we thought we didn’t like is a great partner. The more we practice putting ourselves into upper brain, the more of a habit it becomes — and the more it benefits not only ourselves but everyone around us.  C&IT

Merilee Kern, MBA is a brand strategist and analyst who reports on industry change makers, movers, shakers and innovators: field experts and thought leaders, brands, products, services, destinations and events. Merilee is also founder, executive editor and producer of “The Luxe List,” as well as host of both the “Savvy Ventures” business TV show that airs nationally on FOX Business TV and Bloomberg TV, and the “Savvy Living” lifestyle TV show airing in top U.S. markets. Connect with her at TheLuxeList.com, SavvyLiving.tv, at LuxeListReports on Facebook, Twitter and Instagram, and on LinkedIn at MerileeKern.

MENA Speakers founder and CEO Saana Azzam, the MENA region’s premier public speaking authority, is a globally-known “Chief Inspirational Officer.” As an international award-winning economist and professional speaker, Azzam is globally known for delivering impactful conference and event keynotes. Her online Experts Market platform avails a marketplace where a variety of speakers may be booked for events, market their books, provide online courses and client advisory, and generally market themselves more effectively. So, Azzam’s insights below on “the new rules of professional speaking” come from a place of deep knowledge and front-line experience.

Much has changed in the business landscape over the last few years, kicking the public-speaking sector into the stratosphere as virtual-live presentations (via Zoom and others) have become a norm.

International, award-winning professional speaker Saana Azzam gives keynote speeches around the globe. She is the founder and CEO of MENA Speakers, located in Dubai, United Arab Emirates, and gives advice for veteran and novice speakers.

MK: How do you see public speaking evolving?

SA: Professional speaking has grown substantially over the years into a global industry and, in doing so, has opened doors of career opportunity for those who are experts and influencers in their respective fields. While opportunities have arisen, so too has competition for professional speakers. The world of professional public speaking has also changed over the past 18 months, much in the same ways the world did as businesses evolved in light of the global COVID-19 pandemic.

Professional speaking no longer exists in a vacuum where experts take the stage, give a presentation and are compensated for their time and expertise. Professionals today must continually work on their skills, continually examine industry trends and manage speaking engagements with care to rise above the competition. Prospects in 21st-century professional-speaking are often live, though some excellent opportunities exist in the virtual realm with more to come in the future. With these changes in the industry come new rules of professional speaking.

MK: So how about the new rules — to what should today’s public speakers aspire?

SA: While it may seem as though virtual professional speaking came on the scene quickly after the global pandemic, it has actually been around for quite some time. What has changed is clients are now actively seeking virtual speakers to motivate and encourage employees and customers with nearly the same frequency as they seek live speakers for conferences, seminars, conventions and more.

Professional speakers are no longer the purveyors of ritualistic prepared remarks. Instead, today’s most influential presenters are those who give off an effective, honest and communicative dialogue. As presentations become more interactive, audiences expect conversations, not lectures, which means professional speakers can stay ahead of the competition with dynamic, interactive speeches designed to draw your audience in and deliver your message in an accessible and engaging manner. Formal presentations are out, approachability and authenticity are in. There is a new rule No. 1: Be yourself and continue to hone your speaking skills.

Refining a skillset doesn’t necessarily mean more practice. Instead, it means better practice. Repeating what has been done it the past won’t lead to improvement, but taking feedback and making positive changes can. The latest technology can also help. Simply record rehearsals, watch them back and take notes, while factoring in any feedback. The changes needed will become clear, allowing practice of a newer, better presentation technique with those adaptations.

Visuals can also enhance a message or detract from it. Rid presentations of ineffective visuals and add those that truly express the main message or idea. Always choose high-quality images, even when using stock. Rather than matching the presentation to the visual aids, develop a narrative and then enrich it with assets that help focus the audience on the intended message.

MK: What are the fundamentals for professional speakers?

SA: Nearly everyone is familiar with the saying, ‘The more things change, the more they stay the same.’ While featuring its own unique measure of sarcasm, the adage is accurate. Although changes happen frequently, much remains constant in the midst of that ebb and flow—certainly in the professional speaking industry. There are rules of public speaking that will stand the test of time.

Professional speakers still need to hone their style in order to establish authority and guide the audience to focus and relate as they glean the benefits of listening to an expert. Setting the tone requires the professional speaker to first know the audience and incorporate their own personality into the speech or presentation. In addition, clothing, sense of humor and movements also help to establish tone and style.

As a professional speaker, eye contact remains key. This establishes a connection with audience members and demonstrates investment in them. The goal remains to make the audience a part of the speech or presentation, drawing them in and encouraging them to engage and participate. Pacing presentation and pausing to punctuate important points endures as a significant tenet, both in live venues, as well as virtual ones.

One final reminder in this world of change: Venue arrival time is critical and it should be done before the appointed time, whether appearing before a live audience or virtually from the living room. Take the time to familiarize with the setup, ensure the technology being utilized is functioning properly, and check audio and visual equipment. Also take the extra time to get in a minute or two of practice before the presentation begins.

MK: I know you advocate a more conversational tone when public speaking, as if the speaker is engaged in a dialogue with friends. Can you elaborate on that?

SA: While some of the tried and true rules of effective professional speaking remain steadfast, much has changed in this realm, whether live or virtual. Today’s most powerful speakers are authentic and approachable. Their presentations are less like formal lectures and more like a conversation with friends. The best professional speakers find that success lies in their ability to make a connection with their audience, while sharing valuable information from a position of both knowledge and confidence. C&IT

Hailed as the world’s leading business strategist, award-winning expert witness, strategic consultant and professional speaker, Scott Steinberg is among today’s best-known trends experts and futurists, and the bestselling author of “Think Like a Futurist;” “Make Change Work for You: 10 Ways to Future-Proof Yourself, Fearlessly Innovate, and Succeed Despite Uncertainty;” and “Fast >> Forward: How to Turbo-Charge Business, Sales, and Career Growth.” The president and CEO of BIZDEV: The International Association for Business Development and Strategic Partnerships, his website is FuturistsSpeakers.com.

Digital transformation, geopolitical volatility and supply chain disruption continue to sweep through the MICE and travel industries like a tsunami, bringing with them a tidal wave of change and innovation at every turn. But as countless scrappy organizations who have found ways to thrive despite disruption continue to demonstrate, there are many ways to reengineer the fundamental customer experience (CX) and value they offer to stay one step ahead of the curve. That’s good news, as we explain in the new book, “Think Like a Futurist 2022: The Next Normal,” because experience is everything to tomorrow’s traveler, noting that a superior CX minimizes friction, maximizes efficiency and makes every exchange feel more human.

In short, give your customers a great experience and they won’t just be likelier to hit the road and rave about the times they’ve had to friends and family. They’ll also buy more, be more loyal, and be likelier to engage in repeat business. Bearing this in mind, as I often remind keynote speaking audiences, for businesses looking to adapt to fast-changing business environments, it’s imperative to keep a laser focus on what counts: Finding ways to create customer experiences that audiences will adore, inspire added shopper loyalty and keep travelers coming back for more.

Here, let’s take a closer look at what the future of several fields — including travel, hospitality and events — will hold and, ultimately, how to adapt.

Travel, Transportation, Hospitality and Events

Imagine dropping your bags off at an artificially intelligent airport kiosk, winking at a screen as you stroll right through security, and checking in for a flight just by walking on a plane. Afterwards, upon arrival at your destination, picture unlocking your hotel room just by tapping an app and grabbing a snack from the gift shop with a wave of your hand.

Thanks to new face- and voice-recognition technologies, which eliminate the need for physical documents, manual-identification checks and human interaction, it’s now possible to securely verify your ID and process transactions in literally seconds at a glance.

Already, artificially intelligent and biometric (touchless or spoken word) solutions are transforming the future of travel, to the point that entire airport terminals are now instituting self-service check-in, drop-and-go baggage and automated-checkpoint screening-systems. Capable of providing organizations with detailed insights and analytics into business processes and customer behaviors as well, these tools enable passengers to enjoy shorter wait times, greater convenience, and safer, more intuitive interactions at every turn. They also provide organizations with the business intelligence and predictive capabilities that they need to optimize workflows, cut costs, and minimize overflow and congestion.

Check-ins that occur via text message or with the scan of a QR code. Customer service calls handled by computerized chatbots smart and well-spoken enough to pass for human counterparts. Digital signs that lead you to your guest room or dining area, and virtual reality headsets that let you attend conferences and events with hundreds of colleagues in 3D computer-generated worlds. Going forward, high-tech solutions will lead the way for the future of travel, meaning that if you’re a company looking to play in the space, there’s never been a better time then now to consider upgrading your infrastructure, back-end technology and business plan.

Destinations and Properties

Speaking of eye-popping innovations: Tomorrow’s tourist will soon be able to browse the globe’s most-storied art-galleries in 3D from their smartphones or even insert their face on top of history’s most famous paintings. Alternately, museumgoers will enjoy the option to step right into 360-degree robotically-powered recreations of prehistoric environs, or swim with dolphins and fly to the moon, by donning a virtual reality (VR) headset. From 8K ultra-high-definition remote-video tours to augmented reality (AR) digital pop-ups, rest assured that not only will high-tech tourism soon be on the rise, but we’ll also all enjoy the chance to see the world from a host of fresh high-tech perspectives.

Of course, the rapid rollout of high-speed 5G communications technology (and its ability to quickly move and process massive amounts of data) also promises to further transform the world of events and destinations. Picture enjoying personalized sightseeing experiences where you’re holding your phone camera up to real-world objects, allowing you to pull up interactive games or hi-def streaming multimedia info on them or instantly translate signs into your native language. Now envision hearing stories of timeless tales right from the mouth of history’s most famed figures via lifelike holograms; getting to play your way through 360-degree video simulations of the globe’s most infamous battles; or scanning a museum gallery for hidden high-tech clues that lead you on interactive adventures throughout otherwise unassuming everyday backdrops. Heck, given the degree of immersion tomorrow’s VR devices can conjure up, you’ll soon be able to plop on a headset and see exactly what life was like firsthand during the Middle Ages or Renaissance. Mind you, that’s before we consider the introduction of cutting-edge simulations that let you role play and interact with artificially-intelligence characters of all kinds.

Given growing interest in extended reality (XR) technologies (which blend real-world and digital environments) and metaverse solutions (online, computer-generated environments), it bears reminding: The future of events and entertainment will only get more interesting from here. In other words, technology is quickly helping destinations of all kinds morph from static real-world spaces into interactive virtual playgrounds — and is expanding access to the globe’s top tourist destinations, even to hit the virtual ski slopes or mountainside without leaving your living room.

The Bottom Line

As you can see, the future already looks bright, even at a cursory glance. Moreover, like we routinely point out, you don’t have to be a futurist to see it coming on either. A little more planning and forethought is all it often takes to adapt your travel, transportation or MICE industry business to capitalize on new and emerging trends. Again, a tidal wave of change is quickly coming to the industry. However, you can learn to be much more successful at surfing, when it comes to surfing, just by preparing for what’s coming next and making a few forward-thinking changes of your own in turn. C&IT

Courtesy of Visit Orlando

Orlando may be globally renowned for the magic and fantasy it conjures up to an almost unimaginable scale. But its true forte is providing an unequivocally serious business destination for meetings and conventions. Of course, there’s still magic — this is Orlando after all — but it takes the form of ROI-igniting options and a superior level of support and services to make a planner’s job easier.

Visit Orlando President & CEO Casandra Matej is seeing many positives for meetings and conventions coming down the pike in Orlando. “We are already seeing a strong start to the year with the group segment hotel as bookings for the first quarter of 2023 are 61% ahead of the first quarter of 2022. Additionally, 2022 citywide attendance reached 101% of 2019.”

According to research trends, Matej says that lead volume is up and clients are looking short term for their meetings, which, in turn, helps shape business for 2023. She thinks planners have a lot to count on in Orlando in 2023. “Continuously ranked as Cvent’s No. 1 meeting destination in the country, Orlando offers everything meeting planners need to create memorable and productive meetings and keep them coming back,” she says. “Here, planners will discover a state-of-the-art convention center, an abundance of hotel rooms, ease of accessibility, award-winning dining and world-class entertainment.”

She notes that several new hotels are expected in 2023, including the Conrad Orlando, part of the expansive Evermore Orlando Resort, and points to the increased accessibility for meeting attendees with the addition of the high-speed rail connecting Miami and Orlando. “Orlando also continues to evolve as a dining destination with 33 restaurants recognized by the MICHELIN Guide to Florida, including four one-star restaurants. Many of these MICHELIN-rated establishments offer private dining options for groups of varying sizes,” Matej says.

Finally, she says, “A partnership between Visit Orlando and Orlando Health will provide event planners customizable health solutions for their conference and attendees through an Orlando Health Virtual Care Center, which will open later this year at the Orange County Convention Center. Here, medical providers will be available via virtual visit 24 hours a day. During major conventions, the clinic will be staffed by Orlando Health clinicians.”

Clinton Harris, national conventions meetings & travel manager with Ace Hardware Corp., has brought groups multiple times to Orlando. Attendance for the company’s semi-annual convention ranges from 13,000 to 15,000 attendees. Most recently, the convention was set in Orlando in the fall of 2021, and it will be returning in fall 2023.  Harris says Orlando is the right destination for the group for multiple reasons.

“It goes without saying that the weather is a big plus,” Harris says. “Beyond that, Orlando has ample lift, so ease of getting there is a definite advantage. And many of our guests extend their stay beyond our convention to take advantage of the many options to enjoy some family fun. We typically see a pick up in registration for the reasons mentioned above.  For our last several trips to Orlando, we have booked Universal Studios for our Ace After Hours event, which is always a great time for all of our attendees.”

The Orange County Convention Center (OCCC) provides the bulk of the space and service. “One of the clear advantages of OCCC is space,” Harris says. “We require a lot of square footage to host our conventions. The OCCC’s proximity to most of our hotel blocks cannot be understated as a positive.”

Another aspect that makes OCCC a nice fit for Harris’ group is the catering. “Orlando was our first show back after the pandemic,” he says. “Obviously, there was some angst with some of our attendees.  The OCCC catering team were so great at accommodating our requests with special setups for food service, which helped allay some of our attendees’ fears.”

As for hotels, Harris says, “When we bring our convention to Orlando, we have designated either the Hilton or the Hyatt as our headquarter hotel.  We do this for several reasons.  Their proximity to the OCCC is chief among them.  Additionally, we typically get larger blocks of rooms, thereby offering that proximity convenience advantage to a larger number of our attendees.  I don’t discount that both of those properties are also very well run, look beautiful and offer a number of meeting spaces where we conduct some off-site meetings.  Their staffs are attentive and provide excellent service to our attendees and staff.”

But, with a group of this size, they need hotels  beyond the headquarters hotel.  “I don’t want to isolate the praise to just those two properties, though,” Harris says. “We also partner with 21 other hotel properties in Orlando, which offer different price points and amenities that appeal to the varied tastes and budgets of our guests, vendors and suppliers.”

To meeting planners looking for a destination for their company or clients, Harris says, “Orlando has to be on your list of cities to visit and consider.  You can’t beat the sunshine.”

Contracts Protect for Certain Challenges

A representative from a South Carolina-based building products company brought a group of 1,350 to Universal Orlando in February. Loews Royal Pacific Resort served as the group’s headquarters hotel. The representative says the group is fully back in person and, in fact, this meeting — the first in-person event since the pandemic — had record-breaking attendance.

That said, the pandemic is still impacting contracts. “One major change is that we are much more careful about the language in contracts to protect us against cancelled events due to things that we cannot control,” the rep says. “We take a whole lot of hand sanitizer and also bring masks and testing kits to have just in case.”

In terms of the destination, Florida’s weather is a major draw. “We have a large attendance from the Midwest and for them to get out of that winter weather in February is a huge plus,” the rep says. “In addition, the draw of being on the Universal property is also a huge plus, as this is turning into more of a family-friendly event.”

Added to the destination itself, the representative says another big selling point was the free Universal Express Unlimited from the hotel, which allows guests to skip the regular lines at participating rides and attractions at both Universal Studios Florida and Universal’s Islands of Adventure. “As a planner,” the rep notes, “being able to be so close to the Universal property and host fantastic events was terrific.”

Loews Royal Pacific Resort worked well for the group in multiple ways. First, the hotel’s meeting space was a good fit.  “The resort has great space options with a good mix for what we need as far as trade show space, general session space and also small breakout rooms,” the rep says. “We were very satisfied. The Wi-Fi was terrific, and as this event was very digitally focused, it was important that it performed well.  We worked with Encore and the AV support was great.”

Additionally, the rep says, “The proximity to Universal Orlando’s theme parks was a big selling point and gave attendees a lot of options for additional entertainment. Our group also hit all of the hotel dining outlets very hard, and I only heard great things about them. The same with the staff, which was amazing. This was the first time hosting our event at this property so there is always some trepidation about that. But, they did a fantastic job.”

As is true for real estate, often a successful meeting destination is all about location, location, location. “The Loews Royal Pacific Resort location is wonderful,” the rep adds. “Being at Universal makes attendees happy.  Also, the free Universal Express Unlimited is a great perk. In addition, we needed last-minute overflow rooms, so having Loews Sapphire Falls Resort, Universal’s Aventura Hotel and even Universal’s Cabana Bay Beach Resort so close made it better for those last-minute needs.”

Erin Cook, president and general manager at Florida-based e2Destination and Event Management, says group travel to Florida is busy. And while there’s much to keep groups engaged in Orlando, she points out that there’s a lot just outside the city to consider.

“Just outside of the Orlando area are many smaller communities that maintain the Florida charm without the same numbers of tourists as Orlando,” she says. “Winter Garden is a very walkable city filled with local shops; it’s known for Plant Street Market, an indoor artisan market with a diverse assortment of vendors featuring natural, organic foods and handmade products. Crooked Can Brewing, a local and national favorite, rounds out the market.” She notes that Winter Park, just north of Orlando, and Clermont, west of Orlando, are both excellent locations for teambuilding, private tours and offsite dinners.

More Than Just Magic

Of course, Orlando itself has plenty of riches when it comes to what it offers groups — and it’s not all about fantasy and magic. Security, for example, is an important element of many corporate meetings and conferences, whether VIPs or high-level executives are in attendance, or whether content includes sensitive proprietary information. Cook, whose company is part of the Hosts Global network, notes that Four Seasons Resort Orlando is located within a gated community. Additionally, she says, “any of the hotels on Disney property have a guard gate that all visitors must pass through.”

Planners looking for that wow element to elevate their conference have a lot to choose. For an upscale venue that will introduce visitors to the cultural side of Orlando, Cook suggests the Dr. Phillips Performing Arts Center and its new acoustically perfect Steinmetz Hall. “The performing arts center is centrally located in downtown Orlando and offers one-of-a-kind skyline views,” she says. “Orlando also has many facilities able to accommodate large groups for receptions, such as Mango’s Tropical Café, which will entertain your group all night long.”

She adds that Topgolf and Andretti Indoor Karting & Games can be part of a block party to create an impressive opening reception. “This block-party concept is great because it can accommodate 3,500 guests and is walkable from the Orange County Convention Center.”

As much of a draw as Orlando’s ever innovative theme parks are, they are by no means the only excitement in town. Like most of the rest of Florida, Orlando has plenty of natural spaces to engage and thrill attendees as well. Some of it ideal for teambuilding and offsites, but it’s another option for attendees who want to combine their business conferences with a family vacation before or after the event. “We encourage planners to check out Florida’s natural areas,” Cook says. And there’s a lot for groups to choose from.

Wekiwa Springs State Park, for example, is just 30 minutes away. “Kayaking there will take groups past many bird species, beautiful old oak trees and other wildlife,” she says. “And in Kissimmee, close to many of the convention hotels, there’s kayaking on Shingle Creek, the headwaters of the Everglades.”  Cook suggests Blue Springs and Silver Springs state parks as great places to spot manatees, just 45 and 90 minutes away, respectively. “There’s also off-roading nearby,” she adds, “and in Clermont, you can ride a monster truck through an active citrus grove. Where else can you do that but in Florida?”

What’s New in Orlando

Orlando is always inventing new ways to entertain guests, as well as bring substantial ROI to meetings, such as through increased attendance. Experiencing what’s new in a favorite destination is a proven enticement to attendees. Here’s some of what is new in Orlando:

Grande Lakes Orlando unveiled the completion of its newly reconfigured and expanded Grande Lakes Water Park at JW Marriott Orlando, including a lazy river, multiple waterslides, the AquaVenture obstacle course and new poolside dining. The Ritz-Carlton Orlando also recently debuted new amenities, among them poolside cabanas with a private butler, Wi-Fi, HDTV and more.

Over in the Disney Springs area, the Drury Plaza Hotel Orlando opened with 604 rooms and 17,000 sf of meeting and event space.  The Drury Plaza is an official Walt Disney World Hotel, and as such offers free shuttle service to all four WDW theme parks, as well as early entry to the parks.

Groups looking for an exclusive venue for its C-suite execs or VIPs should consider Foreigner Restaurant, and interactive culinary concept from Chef Bruno Fonseca. The 10-seat restaurant in the Audubon Park district offers a five-course “trust-the-chef” dinner (the chef chooses the menu), during which attendees can also watch the busy kitchen at work.

Orlando’s globally renowned theme parks “are rolling out a host of new attractions this year,” Cook says, “including Tron Lightcycle Run at Magic Kingdom, Guardians of the Galaxy: Cosmic Rewind at EPCOT, and Pipeline: The Surf Coaster at SeaWorld Orlando.”

Cook says that the soon-to-open Brightline rail station is a game changer. It is currently scheduled to open in Orlando International Airport’s new Terminal C in the second quarter of 2023. The train will connect the airport with Miami and two levels of service will be available.

The truth is, no matter how many times a group meets in Orlando, it never gets old. There’s always something new to keep conferences fresh, engaging and, often, magical, with something to ramp up a meeting’s ROI. C&IT