CAESARS FORUM offers 300,000 sf of meeting space and a 100,000-sf outdoor plaza. Courtesy of Caesars Entertainment

Sitting at the top of the list as the most popular meeting and convention destination in the U.S., Las Vegas caters to groups both large and small, with some of the world’s biggest and most prominent meetings, trade shows and business conferences returning annually.

The unrivaled amount of meeting space in casino resorts and convention centers, the solid air accessibility from points across North America and beyond, and sizzling entertainment options, make Las Vegas a destination that drives attendance.

Lauren Andrews, vice president of Atlanta-based Meeting Expectations, says Las Vegas has two key elements that always make it a top contender in site selection: A wealth of event facilities and the destination’s draw for attendees. “They want to go to events there,” Andrews says. “The glitz and glam of this city encourages attendees to come in early or stay late to enjoy gambling, sportsbooks, shopping, dining, shows, trips to the Grand Canyon and more.”

Additionally, Andrews notes that the cost of hosting in Las Vegas is advantageous. “Typically, sleeping room rates Sunday through Thursday are below other major first-tier cities. The hotels offer substantial meeting space, including exhibit halls that accommodate groups of 3,000 people, avoiding the need to secure a standalone convention center like you would need in many other major cities.”

For her clients, such as Inspire Brands, the holding company behind the Dunkin’ and Baskin-Robbins brands, this means the majority of the time rental is waived with a certain food and beverage commitment, reducing overall costs. The 2022 Dunkin’ Brands Global Convention is projected to draw 3,000 attendees later this year to the Mandalay Bay Resort and Casino and Delano Las Vegas resorts, both part of MGM Resorts. Mandalay Bay offers the fifth-largest convention center in the U.S., with 2.1 million sf of meeting and exhibit space. The client had already chosen the location for the Dunkin’ event when Meeting Expectations was brought in to handle meeting management services.

“Along with our other Etherio Group brands, MeetingAdvice and GMI, we have managed dozens of events at Mandalay Bay, so we have established close working relationships with their internal events team,” Andrews says. “Our events management team knows we can always count on them to be strong partners in the execution of our clients’ events. Dunkin’ and Baskin-Robbins showcase more than 100 culinary items, which requires extensive flexibility from the venue. We’ve partnered with the hotel to identify and secure the needed kitchen space, wet and cold storage, dock space, custom-built freezers for the show floor and other related items to ensure our culinary showcase is a major success.” She adds, “Mandalay Bay and Delano are a great package for a variety of reasons. The sleeping rooms, meeting space and unique evening event space are all located on-site. This makes a planner’s job easier since he or she coordinates details with one venue, rather than multiple. Also, the overall cost of hosting an event in Las Vegas is advantageous. For an event of our size outside of Las Vegas, we could spend over $50,000 just for meeting room rental. At Mandalay Bay, the rental is waived due to our F&B spend.”

Plus, Andrews is counting on MGM Resorts Events to help develop, or bring to life, the creative solutions needed for her client. Dunkin’ and Baskin-Robbins will bring in a considerable amount of their own food and beverage, and more than 100 custom-made items will be served in the pre-function space, on the show floor during culinary showcases and within exhibitor’s booths. The chefs will need access to loading docks, custom-build kitchens on the show floor, and they’ll bring in water filtration for the coffee.

“This is not a small undertaking,” Andrews says. “We appreciate the flexibility and partnership Mandalay Bay offers each of our clients.” Andrews also notes that Mandalay Bay has a variety of “wow” experiences to leverage during an event, including The LIGHT Vegas Nightclub, which has massive LED screens to offer guests differing experiences; the House of Blues Las Vegas concert venue; the show Michael Jackson ONE by Cirque du Soleil; Shark Reef Aquarium and more.

Andrews suggests a few considerations to take into account when planning a Las Vegas event: “Factor in 10 to 15 minutes to walk from your sleeping room to the meeting space,” she says. “Send email reminders or push notifications to attendees in the morning to not forget their badge or other important items in their sleeping room — cell phone, laptop, etc. — unless they want to get their steps in for the day. Also, in Las Vegas, the sleeping room rates change daily, with rates higher on Fridays and Saturdays due to the large leisure demand. Rates are lower traditionally on Sundays, but may increase during the week, pending groups in-house or other events in the city that particular week. And don’t forget about the high resort fees that will be added on your group rate. Some are over $40 per day, so this is important to factor in when comparing rates city to city.”

Pictured, a rendering the Fontainebleau Las Vegas Pool District. The resort, expected to open in late 2023, will offer more than 550,000 sf of event space. Rendering courtesy of Fontainebleau Las Vegas

Something New

Las Vegas ceaselessly reinvents itself with fortitude, and never more than during the months following the worst of the pandemic. Planners who haven’t been to the city since 2019 will find a destination revitalized.

The $989 million, 1.4 million-sf West Hall expansion of the Las Vegas Convention Center (LVCC) has been open a year now, featuring a more contemporary design, with ample natural light and 600,000 sf of exhibition space, including 328,000 sf of column-free space — the largest such exhibition space in North America. An open-air atrium features a 10,000-sf digital screen, the largest digital experience in a convention center in the U.S., and West Hall’s 14,000-sf terrace can hold receptions with up to 2,000 attendees, with views toward the Las Vegas Strip.

Last year also saw the debut of the long-planned, $4.3 billion Resorts World Las Vegas complex, located within walking distance of the West Hall. Resorts World represents the first ground-up resort development on the Las Vegas Strip in more than a decade, and the largest multibrand deal in Hilton’s history. The Las Vegas Hilton at Resorts World has 1,774 rooms; the Conrad Las Vegas offers 1,496 contemporary rooms and suites; and Crockfords Las Vegas, LXR Hotels & Resorts, has a collection of 236 “ultra-luxury” guest rooms. The Resorts World complex includes 250,000 sf of flexible meeting and banquet space, including a 23,000-sf, Strip-facing ballroom and terrace with floor-to-ceiling windows. It’s just a 10-minute walk from the hotel entrance to the LVCC, making it the closest Strip property to the West Hall for now.

Resorts World recently unveiled its Las Vegas Convention Center Loop passenger station, providing direct underground access to the LVCC’s North and South halls within minutes in all-electric Teslas. Additional stations are planned by the Boring Company, “when development efforts move forward” on the proposed transportation system, with 55 stops anticipated to eventually form the Vegas Loop through the resort corridor.

Looking ahead to late 2023, probably the biggest project set to open its doors will be the long-awaited, 67-story Fontainebleau Las Vegas. The project, on prized property neighboring the West Hall expansion, had its groundbreaking in 2007. But in 2009, when the building was about 75% complete, the global downturn shut down construction. Last year, Fontainebleau Development and Koch Real Estate Investments returned to complete the idled project.

Tony Yousfi, senior vice president of sales, catering and events, says the resort will take full advantage of its location and upward-thinking design. “Our position on the Strip allows seamless access between Fontainebleau Las Vegas and the expanded LVCC, and we are able to accommodate conventions and conferences with multiple levels and multiple, customizable, indoor and outdoor spaces,” Yousfi says. “Our design makes it easier to navigate to the Fontainebleau Conference Center — multiple levels help ensure that events don’t overlap, and guest elevators take guests directly to the meeting floors. Critically important to planners, we have an in-house team that handles every aspect of the planning and booking process. This means organizers do not have to go through multiple venues or contacts when booking their experience.”

With more than 550,000 sf of customizable indoor and outdoor space across five levels, Fontainebleau Las Vegas will offer infinite configurations and the most advanced digital amenities in the market. “We have put tremendous focus on design features that allow for multiple interior and exterior branding opportunities, touchscreen technologies, and next-level audio and visual tools supported by dedicated and experienced in-house experts,” Yousfi says. “Fontainebleau Las Vegas will introduce a new brand of hospitality to the Las Vegas Strip, built upon more than five decades of classic beauty and unparalleled service. While we have not yet announced specifics with regard to our offerings — dining, retail, etc. — we are developing a balance of features that takes full advantage of our one-of-a-kind vertical design, our indoor-outdoor flexibility and our reputation for unrivaled luxury.”

Undeniably, Las Vegas sets the standard in hospitality and entertainment, says Patty Kindness, regional director of sales, Las Vegas and Southern California region at PRA. No doubt one of the reasons Las Vegas checks all the boxes for Kindness is the community’s ability to turn on a dime, as she learned for a corporate client’s event she planned for 575 attendees that took place in the summer. “The event was decided upon in April, with only 2-1/2 months to plan. With national hotel demand at an all-time high emerging from the pandemic, and only limited supply, Las Vegas was able to accommodate the event at the five-star Wynn Las Vegas.” She continues, “Wynn Las Vegas boasts 560,000 sf of conference space, complete with turnkey conference services,” Kindness says. “With its world-renowned fine dining, nightclubs and event space, the property was a determining factor for a client’s high-touch event. Challenges mostly stemmed from the short booking and planning window, but the hotel was very accommodating, and the support of PRA’s team made the process seamless and laid the foundation for a memorable experience for the guests.”

The event did incorporate a number of off-site activities, and Kindness says finding suitable diversions can be difficult in the heat of the Las Vegas summer. “Keeping guests comfortable while taking them off-site was integral to the success of event,” she says. “The activities we landed on were held both on- and off-site and included Topgolf, go karting, Meow Wolf at AREA15, as well as a CSR activity of Hearts Hero’s on-site at Wynn, where participants made superhero capes and care packages for local children’s hospitals. The first evening was held on-site at the XS Nightclub, transforming the nightclub space into a cabaret lounge with a distinct art-deco theme.” She continues, “Two additional evenings were held at Skyfall at Delano with a James Bond, 007 theme complete with Bond girls and villains and a Sean Connery impersonator. The event concluded on a high with the final evening at OMNIA at Caesars Palace. The impressive interactive chandelier and silk aerial performers surprised and delighted the audience.”

SAHARA Las Vegas offers more than 80,000 sf of flexible meeting space, which includes a number of indoor, outdoor and unique spaces for any size event. Photo courtesy of SAHARA Las Vegas

Refreshing Upgrades

Existing properties are hardly resting on their laurels. Caesars Palace has launched a multimillion-dollar renovation of the original main entrance, main casino and porte-cochère to create an extravagant entryway, redesigned gaming areas and a new lobby bar. The main entrance to the property is being entirely rebuilt from the ground up, resulting in an arrival experience fit for a Caesar, matching the glamour of the property’s hotel lobby. Once completed, guests will be welcomed by a soaring dome and barreled ceiling over a 15-foot statue of Augustus Caesar. Most of the project is set to wrap up by New Year’s Eve. Also coming to Caesars: Stanton Social Prime, from Chef Chris Santos, a new dining concept set to open this winter adjacent to OMNIA Las Vegas Nightclub. This new restaurant will feature iconic menu items from the original Stanton Social restaurant in New York’s Lower East Side, known for its spectacular sharable dishes featuring prime meats.

Red Rock Casino Resort and Spa in neighboring Summerlin, announced plans to elevate its dining scene, entertainment offerings and gaming experiences with all-new additions to the resort. New concepts underway include the famed Thai restaurant, Lotus of Siam, an all-new Greek restaurant, Naxos Taverna, and an oyster bar, as well as a cocktail lounge and adult-only pool. Located on the north side of the resort, the new restaurants will converge to create a dynamic addition to the resort’s restaurant row. Red Rock features a dedicated conference center that included five ballrooms and 15 breakout rooms — 100,000 sf of indoor-outdoor meeting space in all.

The aforementioned Wynn is another Strip icon wrapping up a series of upgrades. Just recently, a new room concept across Wynn Las Vegas and Wynn Tower Suites was completed. The project was the largest and most extensive design evolution ever made to the tower’s 2,674 guest rooms, suites, elevator lobbies and resort tower corridors. The new rooms feature new furniture, fixtures, lighting and artwork, and are intended to provide guests with a sense of escapism. Washrooms have been reconfigured, dressing areas are expanded, and power and data ports, and touchless in-room technologies, have been added. In 2020, Wynn opened a new 430,000-sf meeting and convention expansion, more than doubling the space at Wynn and Encore. And last year, it was curtains up for two new dining venues: A modern day supper club, Delilah at Wynn Las Vegas, inspired by 1950s showrooms and supper clubs of Las Vegas, and Casa Playa, a coastal Mexican concept located adjacent to the Encore Beach Club.

ARIA Resort & Casino offers 500,000 sf of versatile meeting and event space. Courtesy of MGM

Always a Draw

Planners looking for an upscale setting with a central Strip location may want to consider MGM’s ARIA Resort & Casino, as did Toni M. Ebra, director of operations for Educational Symposia. The medical education company provides physicians and health-care workers with symposia to meet continuing educational requirements. The company’s meetings are held around the country, but for the annual Practical Approach to Surgical Pathology held in mid-spring, she looked to Las Vegas, where she has conducted many previous events. “Las Vegas is always a draw for this group of physicians,” says Ebra, who uses only a destination’s top hotels. “There is something for everyone — shows, food, nightlife and an easy in/out airport with plenty of flights. ARIA has a great location being in the center of the Strip, and as one of the top-tier Strip properties, we use this hotel often.” Ebra notes that her groups require a ceiling height of at least 14 feet. “This can be difficult ask for a group of less than 100, but ARIA has spacious meeting rooms with high ceilings and great acoustics — it’s perfect for medical education.”

Although Ebra is a regular in Las Vegas, she has experienced challenges on the back side of the pandemic. “Don’t expect a pre-pandemic experience,” she says. “We had a cocktail hour for the speakers, and it was very hard to find a bar or restaurant that would accommodate 10 people on a Friday night. Real estate and staff is still limited, and you’ll have to pay a premium for what is up and running. I think hotels are still struggling to get their footing — service and staffing levels are not what they were.”

Jeannine Mason, director of marketing communications for Quidel Corporation, says she experienced no problems planning a mid-spring event, also held at ARIA. “It was the perfect venue, and we look forward to returning for future events,” Mason says. “We had attendees arriving from all over the U.S., as well as international, and the location of ARIA made for easy transfers from the Las Vegas airport.”

Quidel Corporation, a San Diego-based diagnostic health-care manufacturer, used the conference facilities at ARIA for its annual sales meeting. “It’s a large conference center with many meeting room options, which easily accommodated our group,” Mason says. “Working with the MGM Events team afforded our group limitless options for décor. Their extensive warehouse provided us incredible inspiration and unique options to decorate the venue specifically for our event and bring the vision of our meeting to life.”

Mason calls the accommodations at ARIA first-class, and the hotel offered spa and restaurant options for the group to enjoy when meeting activities concluded. “The advantage of working with ARIA is the wide range of restaurants and entertainment options right inside the resort. We were able to take over the Jewel nightclub one evening and host a fantastic party with fine food, a comedian for opening entertainment and a live DJ — all coordinated by the great ARIA staff.” Mason continues, “In addition to the many attractions within ARIA, we were able to take advantage of others around Las Vegas, including golf, hiking, horseback riding, helicopter tours and fine dining all over the city. We offered our guests a menu of activities to choose from, and all came back raving about their experiences.”

Las Vegas truly is the destination with something for every meeting planner and attendee. As Ebra notes: “You can’t beat the physical meeting space in Las Vegas — it was built to hold meetings.” C&IT

Arizona offers meeting attendees everything from breathtaking canyon views to awe-inspiring, orange-hued sunrises over the desert. Photo by Jack Kurtz / Courtesy of Talking Stick Resort

Star-studded night skies, crisp mountain air and warm, sun-soaked days are just a few of the myriad reasons Arizona entices visitors year-round as a top-ranked meetings destination.

Add more than a sprinkling of flexible function venues in expansive indoor/outdoor spaces surrounded by wild desert beauty, plus unlimited recreational possibilities, and event organizers have all the makings for creating a transformative corporate and incentive meeting experience.

Scottsdale

When it came time to book a site for a technology client’s quarterly sales meeting, Tessa Cameron selected Scottsdale’s Westin Kierland Resort & Spa. As strategic sourcing planner for Enterprise Events Group, Cameron zeroed in quickly on the property for several reasons, including its best overall value combined with convenient location. “The Kierland Commons is within walking distance to the hotel,” Cameron says. Plus the fact that “Westin Kierland was the first hotel to respond to our RFP, and the sales person showed a genuine desire to earn the business. Once the contract was signed, the director of sales called to personally thank us for the business. It was such a simple gesture, but appreciated.”

Located in the heart of North Scottsdale 19 miles from Phoenix Sky Harbor International Airport, Westin Kierland spans 730 acres of lush grounds and wide-open spaces framed by magnificent mountain ranges surrounding the Sonoran Desert. “Westin Kierland is a solid conference hotel with spacious meeting rooms and foyers,” Cameron says. “Everything is under one roof, which is ideal for a summer meeting in the desert.”

The resort’s more than 200,000 sf of event space includes 40 meeting rooms, the 15,000-sf Herberger Ballroom, and the resort’s largest venue, the 25,000-sf Kierland Grand Ballroom, which provides an ideal venue for up to 3,600 people in a theater-style layout. State-of-the art integrated A/V equipment enhances the meeting experience for celebratory gatherings and themed events. “The resort fee at Westin Kierland includes Wi-Fi in the meeting space, and it is enough bandwidth that additional bandwidth did not need to be purchased. This was a huge cost savings,” Cameron says.

The resort’s 732 luxurious guest accommodations include 55 suites with spellbinding views from the suite’s balcony or terrace. For dining and customizable catering menus, the resort features seven unique restaurants and lounges showcasing Southwestern dishes in casual to fine-dining venues under the direction of Chris Masco, executive chef. Among venues for hosting private events, Nellie Cashman’s Monday Club Cafe offers reinvented traditional dishes, while the Brittlebush Bar & Grill is notable for its innovative, contemporary cuisine. A taste of the Old West takes center stage at Waltz & Weiser Whiskey Bar and Cantina, and more than 300 whiskey labels are on display at The Scotch Library. Guests can kick back indoors in the comfort of The Rim lobby lounge or bask in the sunshine at J. Swilling’s Poolside Bar & Grill.

Beyond relaxing dining venues, meeting attendees have no shortage of recreational opportunities on- and off-site. From Agave, The Arizona Spa & Salon, featuring a plethora of signature body treatments and massages, to playtime at Adventure Water Park, to a dip in the Adult Aguamiel Pool, a round of golf at The Westin Kierland Golf Club, and a variety of fitness services, the resort offers unforgettable experiences. Cameron recommends Experience Scottsdale as “a great resource for planners,” she says, noting the destinations offer of ‘a special promotion for summer business,’ which was an additional cost savings.”

What’s a planner to do when faced with the need for a last-minute Paris site replacement? Jill Davis, senior project manager at Enigma Marketing & Travel Solutions, explains: “We needed a quick domestic replacement for a Paris program that was being moved.” The solution? “We narrowed our search to Arizona, and Hyatt Regency Scottsdale Resort & Spa at Gainey Ranch fit the bill perfectly. There were plenty of amenities, solid room product, great location in proximity to activities and restaurants and, of course, they met our budgetary needs.”

Arizona offers meeting attendees everything from breathtaking canyon views to awe-inspiring, orange-hued sunrises over the desert.

Southwestern elegance and endless charm are on full display at Hyatt Regency Scottsdale Resort & Spa at Gainey Ranch, located 15 miles from Phoenix Sky Harbor Airport. You have to love a venue where guests are warmly greeted with a “Would you like a margarita?” welcome at check-in, even if it is only 10 a.m. In fact, Davis singles out the exceptional hospitality and service at the resort. “The staff was outstanding, all surpassing our experience at other properties through the years. The bell team was unbelievable; not just walking to their tasks, but running most of the time,” Davis says. “The front desk and banquet team also went above and beyond expectations. The planning process was super easy, and the details were communicated clearly to all resort departments. This element ensured a smooth group arrival, experience and departure.”

Consider, too, Hyatt Regency Scottsdale Resort & Spa at Gainey Ranch’s plentiful amenities, such as on-site adventure activity planning, a 2.5-acre water playground, a 24-hour StayFit gym plus complimentary LOBO fitness classes, Spa Avania’s Himalayan Salt Room and resort shops. The resort also offers 27 holes of championship golf, the Native American Learning Center and nightly entertainment rounding out the package of varied activities and on-site venues. “The attendee reaction was that there was plenty to enjoy every evening beyond what was included in the program,” Davis says. “The lounge with the giant open-air setting was magical. It allowed everyone to be accommodated and mingle into the night.”

The resort’s 493 guest rooms include 31 suites featuring balconies and terraces offering magnificent mountain or golf-course views. Guest accommodations come with free Wi-Fi and large-screen HDTVs. All event spaces are conveniently located in one wing at the resort for easy access, attendee comfort and a focused meeting environment. Conference and catering services allow for customizable menus to meet the dietary needs and preferences of attendees.

Southwestern flavors, Japanese dishes and Italian cuisine are featured among the resort’s restaurants and bars. “The food and food service were great quality as well as a good value,” Davis says. “The set up was always done well in advance, and food quality and temperature were always maintained. The staff always were on task and keeping plates cleared and assisting where needed.” Davis adds, “We were supposed to go to France, so a pivot to Arizona was a challenge to promote. However, this trip was a win with flying colors.”

Yet another Scottsdale convention hotel option, the AAA Four-Diamond Talking Stick Resort, offers 113,000 sf of flexible indoor/outdoor meeting space. About 20 minutes from Phoenix Sky Harbor International Airport, the resort can handle events ranging from intimate executive meetings to large-scale trade shows. The resort offers the 25,000-sf Grand Ballroom, the 10,000-sf Showroom and 21 high-tech meeting rooms, all set amid views of scenic Camelback Mountain and the colorful Sonoran Desert.

As for dining, select from food options such as Tash, offering bold flavors and stunning views; Ocean Trail, offering a taste of New Orleans; the award-winning Orange Sky; Blue Coyote Cantina, offering modern Southwestern cuisine; Blue Coyote Cafe and Black Fig Coffee & Bistro.

The 14th-floor Spa at Talking Stick uses organic ingredients and the relaxing benefits of a therapeutic or Aroma Botanic massage, while its floor-to-ceiling windows allow views of the surrounding desert landscape.

Sedona offers a network of hiking trails. Courtesy of Visit Arizona

Sedona

Sedona’s Boynton Canyon, with its dramatic red-rock landscape, serves as the stunning backdrop for Enchantment Resort. a peaceful retreat infused with intoxicating natural beauty spread over 70 acres. “The Enchantment Resort always delivers a top luxury experience for our guests,” says Cheryl Cagle, S.V.P. of client services for Além International Management Inc. “So, they are tops on our list when offering a client an incentive destination. We have used the property for several groups since 2015.”

Cagle says Enchantment Resort’s proximity to Boynton Canyon adds a definite ‘wow’ factor. “Our guests love driving into the resort to see such a unique and almost spiritual location,” she says. “The light on the rock walls changes as the day progresses. It never disappoints.”

In addition to the spectacular setting, Cagle says, “The resort has a special way of making our guests feel valued, and we appreciate that added touch.” The resort’s 218 spacious, one-story guest accommodations bring the outside in through recently redesigned lavish furnishings highlighting the soothing color palette of the Southwest. Wood-beam ceilings and cozy fireplaces add to the comfortable surroundings enhanced by private outdoor decks or patios overlooking the beauty of Boynton Canyon. Private meeting rooms and flexible event space within the resort’s Meeting Village range from the 5,100-sf Anasazi Ballroom to the 2,800-sf Agave Ballroom, 1,760-sf Ocotillo Ballroom and intimate venues such as the Manzanita Boardroom, featuring a large, 25-by-8 conference table made from a single Juniper tree.

Innovative dining experiences shine in seasonal menus and award-winning dishes inspired by the locale and created by the resort’s acclaimed culinary team. Whether indulging in juniper honey duck breast entree with goat cheese and sage hummus, blue corn sourdough crostini, caramelized carrots and huckleberry jus at Che Ah Chi, or dining casually al fresco with friends over brisket burgers or black truffle grilled cheese sandwiches at Tii Gavo, attendees have numerous culinary options at Enchantment Resort. “We always did custom menus and the chef was always happy to work with us. We never had a complaint about the food or the variety of beverages,” Cagle says. “From picnic lunches to gourmet wine dinners, the food, presentation and service was always impeccable. We all loved the variety of local juices too, especially the prickly pear.”

As might be expected in one of Arizona’s premier locations, spa, fitness and well-being services together with outdoor adventures abound at the resort. Golf, tennis and pickleball are among offered activities, as are yoga, movement and mindfulness programs. “Guests love the easy access to the hiking trails, the spa, the food and the euphoric feeling you wake up to every morning,” Cagle says, summing up the group’s experience. “Every guest loved the location, and I never experienced one complaint about any of our programs at Enchantment or Boynton Canyon.” She adds, “Sedona and Boynton Canyon are different destinations. You go to Sedona to shop; you go to Enchantment for a top luxury experience. I travel extensively and have done global programs for 25-plus years, and Enchantment Resort is one of my favorites in the world.”

Sanctuary Camelback Mountain, a Gurney’s Resort & Spa, recently took honors as the No. 1 hotel in Arizona by U.S. News & World Report’s 2022 Best Hotels.

Sanctuary Camelback Mountain, a Gurney’s Resort & Spa, also a well-regarded Sedona resort, recently took honors as the No. 1 hotel in Arizona by U.S. News & World Report’s 2022 Best Hotels. The acclaimed resort sits on 53 lush, serene acres and is only 15 minutes from the Phoenix Sky Harbor International Airport. The resort features 109 casitas with amenities such as stylish modern furnishings, natural finishes and tile flooring, as well as oversized soaking tubs and desert artwork. Eight private villas feature expansive outdoor patios, infinity-edge pools and hot tubs.

Whether attending an intimate corporate retreat or team-building meeting, the resort’s flexible meeting space is top-notch. The 3,024-sf Views Ballroom, the venue’s largest event space, comes complete with a private lobby reception area. The ballroom’s large outdoor terrace is especially suited for evening receptions and outdoor dinners with its built-in outdoor bars and an indoor/outdoor fireplace.

Sanctuary Camelback also offers exceptional dining options. The resort’s upscale dining venue, elements, offers American food with an Asian twist. Seasonal menus showcase local organic produce and sustainable seafood.

After a day of meetings and classes, attendees can relax on Sanctuary’s infinity pool desk, play a game of tennis or pickleball, or join a movement class at the state-of-the-art fitness center. They can also visit Sanctuary Spa, which offers a Zen meditation garden and reflecting pond among its bounty of amenities.

Tucson

When asked what sealed the deal for selecting Tucson’s The Westin La Paloma Resort & Spa for the 54th Annual National Conference on Radiation Control, Mendy Cremeans, executive office manager for the Conference of Radiation Control Program Directors Inc., cites the people who made it happen, including the property’s sales manager, who she says,“provided a proposal that met our needs perfectly. She worked with me to get what we required for our meetings, and then some. She has a beautiful personality, is very quick to respond to correspondences and was a true pleasure to work with.” Cremeans also credits Visit Tucson’s national sales manager, who she says, “provided transportation assistance for the site visit and helped make my visit remarkable.” She adds, “She was also quick to respond to emails. She’s truly a gem in Tucson and was also a pleasure to work with.”

For Cremeans, fast response time by the host property combined with a proposal that “fell within my company budget” were the key elements that made the difference in site selection. What also came into play in making her decision, Cremeans says, was the welcome she received and her first impression of the AAA Four-Diamond property itself. “When I arrived for the site visit, I was in awe of how upscale, yet welcomed, I felt,” she says. “The Westin La Paloma feels remote and brings a sense of relaxation. The property was beautiful, and the grounds were immaculate with stunning views. What it offered exceeded my expectations.”

More than 78,000 sf of versatile indoor/outdoor event space offers spectacular views of the Santa Catalina Mountains. There are also 18 meeting rooms, plus the expansive, 17,479-sf Arizona Ballroom and state-of-the-art A/V equipment. Also, Marriott’s Meeting Services App allows for ease of handling logistics so planners can focus on attendees. “For myself and our staff, one thing that set the bar high and stood out from other venues we’ve been to is how well The Westin La Paloma takes care of the meeting planner and staff,” she says. “We were brought complimentary drinks and snacks every day, and without request. The banquet team treated us like royalty and their customer service was excellent.”

Tucson offers an intriguing mix of activities sure to exceed the expectations of any attendee. DepositPhotos.com

Cremeans’ group enjoyed several on-site amenities, such as the outdoor swimming pools that feature a mineral waterfall and waterslide. “The setting around the pools is classy and upscale,” she says. “The direct view of Finger Rock makes it even more beautiful and relaxing.” Another hit with attendees: “Some attendees took advantage of playing golf on the gorgeous golf courses — and let’s not forget the golf cart transportation around the resort,” she says. “They provided top-notch, very responsive service to our attendees.”

For dining, “Most of our attendees remained on-site and ate at the different restaurants the resort offers,” Cremeans says. “The food options were diverse and we had healthy selections also. The chef was wonderful, and created some custom menus. The banquet team was excellent at providing wonderful displays and set things with perfection. We had a few receptions, and the food was perfectly made with lots of compliments from our attendees.” Dining options range from burgers and sandwiches at Sabino’s Pool Bar & Grill to Latin American cuisine at Contigo Latin Kitchen, to authentic American food fare at AZul Lounge.

“For our attendees, I received so many compliments on the beauty of the resort and excellent customer service, but one thing that stood out was our Night Out. We had that at the Catalina Basin on the grounds of The Westin La Paloma and everyone loved it,” Cremeans says. “It was astonishingly gorgeous. Not all places have an area like the Catalina Basin. It did not disappoint. Our attendees enjoyed the terraces also, which we utilized for receptions and photo opportunities.” She adds, “There’s usually always a few that will complain about something, right? Not here. I didn’t have one negative comment from our attendees, rather, lots of wonderful things about the staff, grounds, guest rooms, you name it.” C&I

Courtesy of IMEX Group

IMEX America, the largest meetings industry trade show in the U.S., will be held October 11-13 at Mandalay Bay. If you are a meetings and events professional, you will find all the suppliers you need for your events — from new venues in major cities worldwide, to the latest event tech providers. See our full preview in this month’s digital edition of Corporate & Incentive Travel magazine.

New this year is Pathways to Clarity, where they have streamlined the education program from 10 tracks to four: Respect for People and Planet, Future Self, Innovation and Creativity and Event Planner Toolkit. There are more than 200 educational events over four days, beginning with Smart Monday on October 10, powered by MPI. Additionally, the expanded Inspiration Hub is once again home to show-floor education tailored for agency, corporate and association professionals. Sessions will include topics such as how to build communication skills; understanding new technologies, such as the metaverse and cryptocurrencies; managing post-pandemic expectations and more. Attendees will learn strategies on everything from managing supply to handling pricing fluidity and contract clauses.

The IMEX-EIC People and Planet Village, which was launched last year, will return, featuring a campfire area dedicated to sustainability, diversity, equity and inclusion, as well as the chance to take part in activities that support the local community.  C&IT

Eric Holmen is the CEO of Splash, a next-generation event marketing platform designed to help teams build and host virtual, in-person and hybrid events. He is responsible for driving the company’s transformative growth and positioning Splash to help its customers do what they love: create memorable experiences, new connections and business value. For more, visit splashthat.com.

Virtual exhaustion. ” The very idea that it can be exhausting to sit in front of a screen all day sounds strange — but it’s real.

As valuable as virtual events have been for event professionals over the last two years, people are indeed tired of them. And that’s a cause for concern as event teams feel the pressure of projected lower attendance numbers this year. Low attendance numbers scare the hell out of event professionals.

In late 2021, the Splash team surveyed more than 250 event professionals for an annual events outlook report, “Getting Back to Business,” and learned that their top concern, no matter the size or type of event, is low attendance. Their other main concern is combatting virtual event fatigue. But perhaps a more significant factor that could drive lower attendance rates in 2022 is the onslaught of in-person events this year.

With the return of in-person conferences and meetings and a continuance of virtual events, attendees face an overwhelming number of events to choose from. That leaves event professionals facing increasing pressure to make their event the essential one to attend. To do this, there will be challenges, but they’re not insurmountable. Here are some thoughts on how event professionals can overcome those.

Your Event Attendees Want More Options

The first pill to swallow for event professionals is to eliminate a “one or other” approach — virtual versus in-person. Event attendees expect more choice now and offering them that choice is the responsible thing to do. Even as the pandemic wanes, some attendees will still feel uncomfortable going to a large in-person gathering and prefer the relative safety of attending remotely.

Rather than alienating a portion of your audience, offer both. Attendees who are still uncomfortable in person will appreciate the virtual component. Those who are present at the event venue won’t have their experience affected by the availability of a virtual option. Having that option alone could make a long-lasting impact on those attendees who still want to go virtual, building loyalty among this segment for future event programs.

Another benefit of offering a virtual option is broadening the attendee pool and improving your numbers. Why give attendees an ultimatum to come to an in-person event or not at all? Give them a third box to check, a virtual choice that provides flexibility and makes the event work best for them. You want all the right attendees at your event, regardless of the format.

If They Choose It, They Will Come

After two years of canceling or postponing events, companies are redoubling efforts to make up for lost time — and revenue. Naturally, some attendees may feel overwhelmed by the volume of events this year. Hybrid models ease that tension by offering virtual and in-person options.

Hybrid events give potential attendees additional choices when deciding which events to prioritize. They might not be able to justify the travel expense to attend an in-person event, but they could attend virtually. More hybrid event options mean more flexibility in attendees’ calendars and schedules, which facilitates them attending more events overall. Another thing to consider is that choice makes for a more engaged and involved attendee. If guests choose to go virtual in a hybrid model, it’s because they prefer to engage in that way, as opposed to attending a virtual event that was replacing a canceled in-person event.

Embrace The New Tech

The technology used to host virtual events has come a long way. Our 2022 event outlook survey found that nearly 6 in 10 companies are increasing their investment in event technology compared to 2021, and 46% anticipate hosting more virtual events this year than last. That’s the right approach — testing and learning new technologies to engage your audience.

But the only way to combat virtual fatigue and low virtual attendance is to offer a virtual experience that feels new and refined. Earlier this year, we unveiled an all-in-one event platform called Splash Studio to vastly improve the backstage experience and reporting for professionals running a virtual event and elevate attendees’ screen experience.

Some of the innovations we developed within a virtual setting include easy access for attendees to engage in polls or chat with attendees or speakers during a session. New networking features also enable several session hosts to moderate different networking circles, where attendees can also break out into private chats. Essentially, networking can be as structured or unstructured as event professionals want, from small groups to a wide-open platform for attendees to mix and mingle.

Bring In-Person to Virtual

A true hybrid experience also gets virtual attendees engaged with the in-person experience. Event professionals can do things such as stream live in-booth interviews with exhibitors on the floor, show webcasts of live in-person presentations, perhaps launch a drone video of what’s happening on the ground, or stream videos of awards or other presentations. Company events can bring remote attendees to the live stage with streaming and live online chat interaction.

The most important part of a true hybrid event experience is integration — the virtual component must be woven into the fabric of the event itself. Too often, the virtual side of a hybrid event feels tacked on, either a static simulcast of what’s happening at the venue or a parallel program that lacks the dynamism of the in-person experience. High-performing hybrid events use their virtual channel to augment and complement the live show, not just replicate it. This way, those attending virtually have as full an experience as possible and get as much value from the event as their in-person counterparts. Of course, a seamlessly integrated hybrid event is hard to achieve with outdated event technology. Hanging onto old tech or not paving the way for more choice is the easy option. But now is precisely the time to experiment, learn and improve. It won’t be easy, but it’s the only way to generate renewed excitement and deliver an experience that differentiates your event programs this year.

Educate And Educate Some More

Critical to the hybrid model’s success is educating attendees and setting expectations, explaining how the virtual and in-person components work together, and highlighting what attendees will recognize or is brand new. For event professionals, this means proactive outreach and communication both before and during the event. For event managers, more interaction with both virtual and in-person attendees will be required. But the payoff in terms of engagement and attendance ratios will be well worth the effort.

Events this year are launching with added pressure to make up for lost revenue and engagement. Securing more bodies for the show floor or log-ins for a virtual session will be tough. At the same time, companies hosting their events want to create an outstanding experience for employees, customers or partners regardless of how they participate.

One thing is for sure: not building out and communicating a hybrid offering will only make your job as an event marketer or professional much harder this year. Leverage the improved event technology that is available, renew the event experience for your guests, and don’t settle for a “one-or-the-other” approach. C&IT

Team-building activities are a quick and easy way to build corporate social responsibility into any meeting or event. Courtesy of Lisa Jennings

Corporate social responsibility (CSR) is quickly becoming a key component within the meetings and events industry. Thanks in part to a greater focus on issues that affect meetings and events participants — climate change, poverty, health and wellness and other areas of focus — more meeting attendees are looking for events that speak to and reflect the issues they are passionate about. In addition, companies that have integrated CSR into their brands are looking to showcase the work they’re doing in that space and align themselves with meetings and events that reflect their CSR ethos.

According to Lisa Jennings, chief experience officer and meeting planner at Wildly Different in Orlando, Florida, team building has always been an important component of meetings, allowing attendees to get out of their seats and move to enjoy a fun break from content, but more importantly, giving them an opportunity to get to know each other better. “I’ve been conducting team-building events for 34 years, and in the past five years, I’ve seen a huge shift of companies wanting the team-building events they book to do more than just be fun — they also want them to benefit others. CSR programs bring the feel-good factor, allow companies to demonstrate that they care, and while they impact all participants, it is especially appealing to their millennial employees, who are more engaged in community service and philanthropic giving than previous generations.”

Often, there is not enough time in a meeting agenda to transport attendees to an off-site volunteer experience, so, Jennings and her team bring the CSR program to their meeting and event clients wherever they are. “We are full-service and take care of everything related to the event, including reaching out to the type of charity they’d like to benefit, identifying what their needs are, creating a fun program around the charities’ message and needs, purchasing and delivering items to the charity, etc.,” Jennings says. For instance, if someone wants to help local schools, they may conduct a Reading Rocks program where they play games such as having teams guess the name of the famous children’s book by the hint provided, participating in a spelling bee with a unique spin and racing to be the first to find images in books before all other teams to earn books — not points — that are all donated at the end of the program.

Tiffany Cohen, CMP, CITP, senior director, client engagement at MCW Events, says when CSR initiatives first started showing up on agendas, it may have been as simple as a backpack-stuffing activity for a local school, a competitive “build-a-bike” event or group painting for hospital artwork. “The CSR at the time felt more about checking a box,” Cohen says. “Now, it’s exciting to see companies work back with the local communities to find out what the biggest needs are — and how their group can help make an impact. The meetings industry celebrates bringing people together for meaningful interactions, and it’s great to see that spill into meaningful impact to the community at large.”

Hal Powell, regional vice president of sales and marketing for Benchmark, Pyramid Luxury & Lifestyle, has seen an increased interest in community engagement opportunities and a desire to better understand sustainability practices by meeting and event planners. Now, as events quickly ramp back up, that trend continues and is becoming even more widespread. Powell is seeing smaller and shorter length events — even one-day meetings — working to weave CSR into their programming, whereas previously it was the three- and four-night programs carving out the time. “Meeting planners are approaching the opportunity with more seriousness and intentionality, too, proactively asking us about the communities their group is visiting, what its needs are, and how their event can do the most local good. It’s not just about team building, but about impact,” Powell says.

Leeatt Rothschild, founder & CEO of Packed with Purpose, suggests organizing a volunteer event, above, or having attendees build gift bags. Courtesy of Leeatt Rothschild

Successful CSR Programs

Successful CSR programs link the company’s CSR efforts with the meeting/event theme and any major sponsors’ CSR priorities. For example, as Sara Zellner, principal at Lynz Consulting LLC, points out, CSR initiatives in the financial industry often work to provide better resources and capital to disadvantaged areas or the businesses in these areas. “For a financial industry-related event, it could be held in a disadvantaged area, vendors from the area could provide their services for the event, special meeting content could highlight CSR programs of major sponsors that have benefitted the area, etc.,” Zellner says. As the CEO of a corporate responsibility consulting firm, Zellner works with her clients to determine how to best incorporate CSR into their organizations and through their meetings and events. She identifies their CSR priorities based on their industry, corporate objectives and other factors. Then, she explores ways to weave CSR into their meetings and events given these priorities, meeting goals and the budget.

One client Zellner worked with was organizing an event around health and wellness in the workplace. “With this theme, we created an event where all of the food served throughout the day was healthy and fresh — items like fried food, refined sugar and red meat were not included in the event menu. Wellness and mindfulness breaks were also interspersed between meeting sessions that consisted of light stretching and meditation,” Zellner says. “Another priority for the client was showcasing local, minority-owned businesses in the healthy food industry, so we had a special snack break where a couple of food vendors came in and provided their products to event participants.”

According to Leeatt Rothschild, founder & CEO of Packed with Purpose, there’s no shortage of ways to include CSR into today’s meetings and events, and planning ahead can ensure a company’s CSR initiatives double in value. Some examples Rothschild suggests include:

• Invite a speaker that can talk to a particular aspect of your CSR strategy, and build that session into your event
• Organize a volunteer opportunity to bring your attendees into the community to help with a food bank, soup kitchen or neighborhood cleanup
• Create a hands-on experience by letting attendees build their own gift bags comprised of products from social enterprises, sustainable brands or diverse- and women-owned businesses
• Ensure any kind of swag aligns with your company’s values and is sourced accordingly
• Think beyond the end. Is there a community resource that could use the materials left over from your event?

“For example, our company recently attended a law conference expo and we partnered with a local food shelter to receive the remaining snack products from our booth,” Rothschild says. “No matter how you incorporate CSR, make sure you are telling your attendees and audience at large why you are making these choices. Creating events that support this larger purpose — often found in the CSR side of a business — further illustrates your company’s commitment to better corporate social responsibility. But they will never know the good your event does at a larger level if you’re not sharing the how and the why. Over communication on real commitments to positive environmental and social change will ensure that everyone knows you take your CSR initiatives to heart.”

Powell also advises meeting and event planners to understand the mission of the host. It’s important that the off-site experience aligns with the company’s values and corporate pillars. “It’s also a smart investment of time to try these experiences personally, or have a connection to a trusted insider with direct experience, so you know it’s set up for success,” Powell says. “And be mindful of the activity itself, and if it’s well suited to the group of attendees. Not everyone can or wishes to build houses, for example. Finally, think through the timing of the experience. An initiative that can be accomplished in the time allotted is going to feel much more fulfilling for the group and have a better impact on the community.”

Jennings’ key tip in making a CSR program a success is to choose an event based on the charity’s need — not a group’s desire. For instance, taking pictures of attendees surrounded by items they decorated or assembled for charity may look impactful, but often that impact can be a negative for charities as they may not want those items or be unable to store that many of them. So, ask what the charity’s capacity is and what they desire most. “Often that could be money. It doesn’t mean you simply have to hand over a check — you want your attendees to connect with the give via the event,” Jennings says. “So, it’s up to you to build a program that allows for that.” For instance, in Wildly Different’s Unlock The Donation program, for the charity they are helping, teams race to use information to solve clues that will eventually unlock a chest at the front of the room containing a charitable donation. “The education and involvement built around the program makes an impression on the group, and the charity gets the money they sorely need,” Jennings says.

The most popular CSR programs Wildly Different offers are those that benefit kids in need. Everyone loves to put a smile on the face of a child, and the pictures the charity can send afterward, demonstrating the results of the program, really tug at the heartstrings. “Programs like Red Wagon Brigade, where teams assemble and decorate red wagons and play games to win toys to fill the wagon; Kids Snack Packs, where teams compete in activities that are food-focused so they can earn items to assemble into after-school snack packs for kids who go hungry outside of school hours; and Play For Keeps, in which teams use much-needed sporting equipment to compete in relays that are donated after the event, are top picks at the moment,” Jennings says.

Another popular CSR “ask” is for programs that can be done with little to no space and that can be done outdoors. Charitable hunts are ideal for this. Teams can spread out around a resort to do the event in small teams. “Our technology allows them to explore an area as they open up charitable-themed tasks, such as answering questions about charitable giving, solving clues that reveal facts about the charity, allowing them to visit stations where they collect items for the charity, etc. — all in the great outdoors,” Jennings says.

Cohen adds that it’s important to understand the level of sweat equity your attendees are willing and able to contribute. “Not everyone will be interested in spending half a day of their Club program getting sweaty and dirty — and that’s OK. It’s important to provide multiple outlets for giving,” Cohen says. “Maybe there are donations that attendees can bring with them — school supplies, old electronics or even cash are all easy for attendees to do.” Then, you can also provide the opportunity to engage those who are willing to give more of their time — in areas such as construction, painting or planting. Making this investment optional also shows that the organization respects the time of their attendees. “However, you’ll be surprised at how many people do opt to participate — giving back is cool,” Cohen says.

Lisa Jennings, chief experience officer and meeting planner at Wildly Different, says one of the best ways to get attendees to join CSR activities is to make sure it’s fun. Courtesy of Lisa Jennings

The Future of CSR

It’s no secret that the pandemic really affected both sides involved in CSR events. Many participants saw what it was like to be in need during the past few years, and they now doubly understand the importance of helping others. “On the flip side, charities were hard-hit during the pandemic, and their need has never been greater,” Jennings says. For these reasons, she sees CSR programs’ popularity continuing to rise. “As for how it will evolve, my hope is that it evolves to help the charities get what they truly want versus just being a ‘wow’ picture-taking opportunity for attendees,” Jennings says. “Planners are constantly asking us for ‘what is new,’ but the needs of charities remain the same — money, food, consumables. As team-building experts, we have to find ways to make the programs that will deliver these items interesting versus making the items donated more interesting.”

Rothschild stresses that when you want the value of an event to be as high as possible, aligning all the event-planning tasks to a CSR framework can only help. “When you build the event brand to uphold the high standards of the corporate social responsibility initiatives, you’re also building the brand of the company, creating a cohesive experience and exceeding expectations of what a great event can be. It also helps to draw clearer, more consistent lines of communication and impact to those whom the CSR initiatives assist,” Rothschild says. “Yes, it may be extra planning and work, but it will always provide an outsized benefit to those your program seeks to help.”

Powell also thinks CSR programming is here to stay. As such, he anticipates meetings will be built around CSR, rather than building a CSR initiative into a meeting. It will become the foundation around which businesses gather. “I anticipate companies, hotels and resorts will also start taking a more holistic approach to programming decisions, weaving a common CSR mission into all aspects of their work, rather than just a one-time event,” Powell says. “This is going to lead to greater impact by the meetings and events industry, because each gathering will be pushing a larger vision and mission forward.” C&IT

Jeff Grass, chairman & CEO of HUNGRY Marketplace Inc., thinks the trend of serving individually packaged meals will wane as COVID becomes less of an issue. Courtesy of Jeff Grass

As meeting and event attendees become food savvy, crave variety and demand a wider range of flavors, unique food and beverage options are now viewed as an easy avenue to please attendees and keep them coming back for more. And as the world recovers from the COVID-19 pandemic, new trends in food and beverage offerings are proving to be a great way to offer unique dining options that make lasting impressions.

Packed lunches and outdoor receptions are two of the biggest trends Heather Odendaal, co-founder, CEO and event planner at WNORTH and Bluebird Strategy, is seeing right now in the conferences and events space. The idea of having packed lunches available helps support those who are not comfortable with sitting down for a meal with other attendees. Meeting and event planners also need to be prepared with options for their guests interested in “take away” food and beverages, if requested.

“When I attended IMEX in Las Vegas [last] fall, it was the first 5,000+ attendee conference that I had been to since before the pandemic,” Odendaal says. “All of the receptions that I attended were held outside, in large spacious pool areas around the Mandalay Bay property. Serving food and beverages in this type of environment definitely meant that attendees felt more at ease and resulted in better attendance than those held inside.”

The COVID-19 Effect

Jeff Grass, chairman & CEO of HUNGRY Marketplace Inc., which connects companies with local chefs to provide event catering, says individually packaged meals are currently much more common than pre-COVID. “We believe this will wane as COVID becomes less of an issue and we regain our focus on environmental sustainability,” Grass says. “Individually packaged meals have limited COVID safety benefits, but are terrible for the environment, and typically provide lower levels of guest satisfaction. These two factors will mean the shift to individually packaged meals won’t last long after COVID.”

Jon Chir, Pechanga Resort Casino’s director of sales and catering, says the demand for booking meetings and events is as high as ever. They’re seeing groups and planners wanting to book events into 2023 at Pechanga Resort Casino. Chir says when it comes to food being served, groups have largely stopped asking for everything being individually wrapped and prepared. “There’s been this shift in looking at how much waste all the packaging creates, and we see groups wanting to go back to our normal selection of menus. They’re wanting to get back to the comfort that our chefs’ food provides,” Chir says.

Desserts always prove popular with meetings and events. Chir has seen a shift this past year with groups requesting individual, hand-held and bite-sized desserts. “I don’t think I saw one whole pie or cake, except for at weddings, on our orders this past year. And that’s even through the holidays,” Chir says. Pechanga’s pastry chef created miniature gingerbread cookie houses that visually are appealing. He also created yule log cheesecakes for one event, and many more single-serving confections planners really loved. “We think they’ll continue to appreciate this dessert style so everyone gets their choice in the part of the meal that carries a lot of importance for most,” Chir says.

Bree DiBernardo, senior sales manager at the Gant Aspen in Aspen, Colorado, says healthier food options, more vegetarian requests and a larger focus on sustainability is taking over the food and beverage segment within the meetings and events industry. People are also looking for more local, farm-to-table options. In addition, people want fresh foods and the ability to support a local company, as opposed to larger corporations.

At Grand Hyatt Vail in Colorado, sustainability, with an emphasis on locally sourced ingredients, is a trend right now in meetings and events. Courtesy of Dilyana White

Dilyana White, director of events at Grand Hyatt Vail in Vail, Colorado, agrees that sustainability, with an emphasis on locally sourced ingredients, is a big trend right now in meetings and events. She is also seeing more requests for “local fare” in their events. Many restaurants and caterers will actually have small gardens where they grow their own produce to be served on the menu. This also cuts down on costs and enhances the freshness of the meal. “People are being more cognizant of their global footprint, especially with larger gatherings. We are happy to see this trend continuing to gain momentum, as it aligns with our culinary purpose at Hyatt, where we do our best to ensure we are limiting as much food waste as possible, supporting local agriculture and purveyors, all while creating a memorable and enjoyable experience for our guests,” White says.

And while sustainable menu options are key, meeting planners also are turning their attention to such things as incorporating “green” utensils, which can include bamboo, wood and compostable options for guests. In general, sustainable or organic meats and produce do cost more than conventional meats and produce, but there are cost-savings benefits to embracing environmentally friendly practices.

Event producers and attendees also are asking for more consideration in dietary needs and preferences. In today’s world of various dietary restrictions, today’s food and beverage providers are usually well versed in the unique dietary needs because they serve so many people at various events. Providing vegetarian, gluten-free and vegan options is a common request, and one that can usually be accommodated during the planning process. It also is helpful to have attendees select a dish or list dietary preferences during the RSVP process of an event, so the food-service provider can best prepare to accommodate the needs of guests.

As White explains, more people are opting for plant-based meals a few days a week, or eliminating ‘inflammatory ingredients’ like gluten and dairy. With this in mind, they have tailored their event food and beverage menus to incorporate all these pieces into every menu offering so that the ‘special request’ is already accommodated within the event menu.

Instead of attendees sitting at a single table for an event, the planners want to see attendees mingle. Courtesy of Heather Odendaal

“Sustainable and fresh local ingredients were popular before the pandemic, however supporting local suppliers and eating farm to table has become increasingly more popular over the pandemic,” Odendaal says. “Global supply-chain issues and inflation have also pushed up the price of overseas goods and meat. I believe we are going to see a much stronger push for vegetarian options on event and conference meal plans.”

The biggest food and beverage trends that Ryan Thompson, director of sales and marketing at The Alida in Savannah, Georgia, is seeing is that clients want to see new, fun, interactive stations as opposed to a more traditional plated or buffet meal. This is everything from carving stations to pretzel bars, to grazing tables. A lot of events and meetings that Thompson is seeing are less about the actual meeting and more about interacting as a company and enjoying in-person events again. So, instead of attendees sitting at a single table for an event, the planners want to see attendees mingle around with everyone and interact with each other, as well as the food and beverage options. “Meeting planners and attendees definitely want to see ‘what’s new,’” Thompson says. “They are looking for new items they haven’t seen before that will impress their guests, but also taste delicious. On the food side especially, having that ‘wow factor,’ in addition to great taste, really makes an event in the planner’s eyes.”

On the beverage side, Thompson is seeing a lot more requests for local items — such as beers and spirits — or a nod to a local flavor, such as a Georgia Peach Martini. “This also goes back to the fact that events are really starting back up again, and a meeting or reception might be the first-time group attendees have traveled in a couple of years,” Thompson says.

Continuing Problems

CulinAero by Proof of the Pudding provides catering to the Georgia International Convention Center and the Gateway Center Arena at College Park. General manager of food services Howard Hickman says COVID is impacting food and beverage in so many ways. “Supply-chain shortages have wreaked havoc. In many instances, we have had to modify finished menus based on what’s available in the market,” Hickman says. “The price of proteins is ever changing, driving up our food costs to record numbers. We are also seeing a lot of commitment phobia from our meeting planners. They are reluctant to make guaranteed commitments until the last possible minute, because most are fearful that attendees will drop out and they will be stuck with a large bill.”

Odendaal agrees that everyone has had to pivot as a result of the pandemic, and she has actually seen new businesses start during the pandemic as a result of changing food and beverage needs of consumers. “At the end of the day, everyone needs to eat, and not everyone likes cooking for themselves. I have seen many chefs leave the catering kitchen to start companies that cater to smaller dinners, meal-prep kits and even become private chefs,” Odendaal says. “A local company in my town started just before the pandemic to serve charcuterie to wedding parties. They quickly developed other markets, including a growing list of Realtors in the area who were purchasing their trays as thank you gifts for clients and deliveries for virtual networking events.”

Staffing shortages also continue to be a sore spot for the food and beverage industry, as a lot of hospitality workers have not returned yet. “Industry wide, there is a huge shortage of workers; it has become a war for talent,” Hickman says.

Providing vegetarian, gluten-free and vegan options is a common request, as more people are opting for plant-based meals a few days a week. Courtesy of Heather Odendaal

There is definitely an emphasis now on food safety from a serving perspective, as food and beverage professionals are seeing more requests for individual portions opposed to buffet options. “Those who do order buffets have requested our team to serve the food or require all guests to wear masks while serving themselves,” DiBernardo says.

At Grand Hyatt Vail, the supply chain has caused the largest impact on food and beverage in meetings and events. “A protein that you were able to get one week may not be available the next week. We have created a contingency plan to ensure we are still creating the experience that the event producers are looking for without sacrificing quality of product,” White says.

Grand Hyatt Vail has seen a lot of success with breaking up typical buffets into multiple stations to allow for more distancing. For example, at breakfast, attendees can have a fruit and pastries station, a yogurt/oatmeal granola bar, an eggs station and a few beverage stations, such as juice, hot beverages or cold-brew coffee. This can help eliminate long lines where people are standing in close proximity for longer periods of time. This can also create an opportunity for increased networking as well during breakfast or lunch, versus having to wait for the reception held later.

Creating unique noteworthy food and beverage events is something on White’s trend radar — how do they create experiences that people love to be a part of in smaller groups that they can create on a larger scale. For example, food or beer halls, food trucks, chef dinners, farm-to-table communal dining, etc. “We have successfully operated several chef-led dinners, where we have an executive chef from a local or destination restaurant partner with our executive chef to create an experience where the chef is cooking right in front of the guests and introducing each individual course,” White says. For a more interactive dining experience, Grand Hyatt Vail works with local restaurateurs to create pop-up stations within their event space to create a “food hall” experience along with multiple beverage stations, wine bars, craft-beer tasting, signature cocktails/mocktails, etc.

Creativity Rises

Because the ice sculpture champagne fountain and cascading fruit waterfall may not be as COVID-19 safe, meeting planners now have to get creative. Odendaal recently attended a conference in California where the organizers hosted a seated cocktail hour which consisted of a beautifully displayed DIY cocktail-making kit, complete with [clear] ice cubes and edible flowers. Each guest was seated five to a table at half rounds, where a bartender presented on stage the step-by-step instructions. “It was incredibly creative, fun, socially distanced and unique,” Odendaal says.

The team at the Alida is focused a lot more on the presentation of food. So, if it is a shared item, like an interactive station or buffet, they are changing out those serving utensils more frequently and providing more serving options. The days of grabbing a piece of cheese with your fingers from a charcuterie board are over, and guests are actively looking for utensils to use.

“Similarly, we have received some requests for a served buffet where, instead of the guests serving themselves, a staff member will serve instead. This keeps the food options fun and away from a more traditional plated meal, but does offer a little more safety on the food presentation side. This can also be a little challenging as we are diagramming the space,” Thompson says. “Adding in a server requires extra space and equipment, and also flips the setup of a traditional ‘serve yourself’ buffet so a few new room sets have been necessary.”

Looking ahead, the rising cost of F&B is going to be unavoidable and very necessary for meeting planners to account for in their budgets. “Over the pandemic, many workers have left the industry, and in order to keep attracting new talent, wage increases are imminent,” Odendaal says. “That, coupled with the rising costs of goods, means that, at Bluebird Strategy, we are accounting for a 30% rise in F&B costs compared with pre-pandemic.” C&IT

A hot-air balloon floats near Hilton Orlando Lake Buena Vista – Disney Springs Area. The resort offers a total of 78,000 sf of indoor and outdoor event space, which includes everything from 22 breakout rooms and grand ballrooms, to private patios. Courtesy of Hilton Orlando Lake Buena Vista

Each year, thousands of meeting planners are drawn to everything Florida has to offer in the meetings and events space. From intimate soirees in Miami Beach to large festive gatherings at one of the many Disney resorts in Orlando, to beachfront experiences on Amelia Island, Florida simply can’t be beat for its menu of offerings for today’s meetings and events.

Jacksonville

When Rochelle Frederick, meeting planner & executive assistant at a company based in Winter Springs, Florida, sought a “go-to” destination for a meeting for her company, she was drawn to Sawgrass Marriott Golf Resort & Spa in Ponte Vedra Beach near Jacksonville, thanks to its full-service convention location — meaning they had everything the company’s team needed in one place. “They had the meeting space — we needed a large area — and they had additional spaces for breakout rooms and for catering,” Frederick says. “We also liked the fact that they had on-site A/V, and they had shipping and receiving through FedEx, so FedEx was also able to provide and install our signage. Most importantly, the event-planning team was on point and provided us with all the information we needed. They answered all of our questions and addressed any concerns we had during the planning stages, and it was all done professionally.”

Frederick also chose Sawgrass Marriott Golf Resort & Spa because of the ease of access and one particular available activity: “We specifically liked that Ponte Vedra Beach is right in the middle of several major golf courses,” Frederick says.

Sawgrass Marriott Golf Resort & Spa is an ideal hotel for meetings and events, offering groups more than 90,000 sf of flexible indoor and outdoor event space, ample options for room configuration, special access to championship golf courses and an excellent location. The ballroom space is condensed on one level, conveniently located just steps from the main lobby, and the two largest ballrooms come with a built-in registration desk and lockable storage offices. “Meeting planners are only seconds away from the action while coordinating events featuring expert event-manager and event-concierge teams,” says Aaron Weegar, director of sales & marketing at Sawgrass Marriott Golf Resort & Spa.

This winter, the property will see a series of exciting upgrades. The resort’s meeting spaces will receive a full refresh, bringing a new modern and neutral ambiance to the ballrooms, breakout rooms and pre-function areas. The Villas at Sawgrass, which offer resort-style accommodations and home-like amenities with room to relax, will be upgraded with a new design inspired by the region’s mineral-rich history, to match that of the ballroom spaces. A new upscale rooftop beachside restaurant at the resort’s private Cabana Beach Club will open, offering fresh seafood, small plates, elevated cocktails and fine wines to go with breathtaking views of the Atlantic Ocean. Plus, the entire Cabana Beach Club dining experience will be reimagined with a new building, new menus and the reopening of Sea Porch restaurant.

“At the Sawgrass Marriott, we have an unbeatable location for golfers looking to get out on a renowned TPC course, a variety of accommodation types to suit various needs, flexible meeting space, a private beach club, plus a beautiful, tranquil property covered with mature oak trees,” Weegar says. “Our unique, open-air, event venues offer a curated experience unlike any other, and we truly have something for everyone.”

Orlando

Casandra Matej, president & CEO of Visit Orlando, says Orlando is a destination that continues to offer a wealth of options for meeting planners. In fact, the area has experienced tremendous growth in recent years. “We have more than 480 hotels and resorts, including more than 150 convention hotel properties, across every taste and budget, offering more than 5.8 million sf of event space, in addition to our award-winning Orange County Convention Center,” Matej says.

And as far as dining, for the first time, 34 Orlando restaurants will be recognized by the upcoming Florida MICHELIN guide. In addition to those dining gems, Orlando boasts more than 6,000 restaurants. “When it comes to entertainment, Orlando is second to none. Our destination continues to unveil theme-park expansions, thrilling new attractions beyond the parks, and a world-class performing arts center welcoming national live acts,” Matej says, also touting Orlando’s growing, walkable Convention District.

Orlando has welcomed several new properties, including The Swan Reserve at Walt Disney World Swan and Dolphin, JW Marriott Orlando Bonnet Creek Resort & Spa, Lake Nona Wave Hotel, AC Hotel Orlando Downtown and Tru by Hilton Orlando Convention Center Area. Renovated and reimagined properties with meeting enhancements include the Caribe Royale Orlando, Orlando World Center Marriott and Hyatt Regency Orlando.

In addition, new venues offer a combination of entertainment and unique meeting space or options for buyouts. Some favorites among meeting planners include “Drawn to Life” presented by Cirque du Soleil and Disney at Disney Springs. The show combines Disney animation and awe-inspiring performances and is available for group buyouts. Steinmetz Hall at the Dr. Phillips Center for the Performing Arts opened early this year in the heart of downtown Orlando. The hall is available for groups and can accommodate 850 for a reception, 600 for a banquet and 1,700 theater-style.

The meeting venues within Orlando pride themselves on meeting the needs of planners and attendees alike. For example, at the Walt Disney World Swan and Dolphin, the team takes great pride in the mentality of “If you want it, they’ll find a way to make it happen.” As Jim Curtis, director of sales & marketing at Walt Disney World Swan and Dolphin, explains, the resort has more than 348,000 sf of meeting space on the property, which gives the venue a large canvas to work with, and the creativity their teams put into designing experiences is really astounding. “Beyond our indoor meeting rooms, we offer extensive outdoor space featuring a variety of different ambiances, including our private beach, lakeside terrace and causeway connecting the Swan and Dolphin,” Curtis says. “We can do a range of unique and memorable events, including a private Food & Wine festival, re-creating the one we host annually at the hotel.”

And, of course, the Swan and Dolphin resort is in the heart of the Walt Disney World Resort, where attendees are just minutes away from EPCOT, Hollywood Studios, Magic Kingdom or Animal Kingdom. By hosting a meeting with them through Disney Meetings & Events, groups have access to the “Disney Difference” to be able to host private events inside the theme parks, such as EPCOT’s World Showcase or Hollywood Studio’s Star Wars Galaxy’s Edge. It’s also important to note that, at the Walt Disney World Swan and Dolphin, they offer three unique properties, featuring three different Marriott brands: Autograph Collection, Westin and Sheraton.“We offer the best of all worlds,” Curtis says.“From small meetings to massive trade shows, we can create customized programs to create a truly memorable and productive experience for virtually any group.”

Walt Disney World Swan and Dolphin recently added a third property to its complex, the aforementioned Walt Disney World Swan Reserve. The Swan Reserve offers 349 rooms, all featuring a captivating design and incredible floor-to-ceiling views of the resort. Of those rooms, 149 are suites complete with a large table, two 65-inch HDTVs and extensive A/V, perfect for small breakouts or executive meetings. In total, the property has more than 15,000 sf of meeting space, including two modern ballrooms, 12 meeting rooms and more than 13,000 sf of outdoor event space. To top it all off, the entire top floor of the Swan Reserve is dedicated event space featuring floor-to-ceiling panoramic views of Walt Disney World Resort, including all four parks and multiple fireworks shows. “It truly is like nothing else, located in a place like nowhere else,” Curtis says.

Another favorite Disney resort meetings and events destination is Hilton Orlando Lake Buena Vista – Disney Springs Area. Attendees can gather in style in the resort’s many indoor and outdoor meetings and events spaces that encompass 78,000 sf. From 22 breakout rooms to grand ballrooms to private patios, there is ample space for groups of all sizes. In addition, meeting attendees can access special Disney benefits, and an expert meetings and events team can work with outside meeting planners to bring it all together.

As part of its $125 million reimagination, nearby Caribe Royale Orlando recently debuted a significant expansion to its event space with the addition of the Palms Ballroom, which provides 50,000 sf of additional event space designed to host large conventions and corporate gatherings. All 220,000 sf of Caribe Royale’s versatile meetings and events space is located on a single level — something most planners and attendees appreciate. New highlights of Caribe Royale’s enhanced meetings and events program include exciting and elevated catering offerings, all designed with a focus on creating engaging and interactive culinary experiences for attendees.

“As a privately owned resort, Caribe Royale Orlando offers planners faster approval cycles and more flexibility to create standout events. At our resort, there is no event idea that is ‘too big’ or out of the question,” says Amaury Piedra, managing director, Caribe Royale Orlando. “We’ve made it our mission to thoughtfully and completely customize each of our offerings to meet the diverse range of groups we work with. From the moment your attendees step on-site, they receive ‘the Royale Treatment,’ which extends to every aspect of their stay. Our reimagined resort and events experience couldn’t be possible without our team of brilliant and creative hospitality professionals, who make planning effortless and help to develop events that exceed all expectations.”

Pictured, Omni Amelia Island Resort has hosted HCA Healthcare’s annual Leadership Meeting since 2018. Photo by Eric Adkins

Lee County

LeAnn Koenig Olson, vice president of operations at VerticalXchange, frequently hosts programs in Fort Myers — Islands, Beaches and Neighborhoods, on Florida’s west coast on the Gulf of Mexico. “Really, what isn’t to love about Florida for approximately seven months out of the year?” Koenig Olson asks. “But that’s coming from a Minnesota girl who can’t handle Florida’s summer heat and humidity.”

The events Koenig Olson and her team have planned in Florida have all occurred at the The Westin Cape Coral Resort at Marina Village. “Our most recent program was the last week of March. Our program was Sunday to Wednesday, and was for the multifamily housing industry,” Koenig Olson says. We had approximately 75 executives participate who either work for large multifamily housing builders or for solution providers within that industry.” The attendees participated in one-on-one private meetings, on-site group networking and meal functions, and an afternoon of outings and dinner around the local area. The VerticalXchange team utilized many service providers in the area, including three local temp staffing agencies for the program.

“We originally selected Florida as our destination for two reasons: It provided us a warm, sunny location to take our attendees during the winter months when no one wants to be in the Northern states — unless you are skiing or doing other winter activities — and the Westin had the ideal set up of suites for our meeting program’s flow,” Koenig Olson says. “In general, I think Florida is a good option for meetings and events because there is ample airline service, great hotel options throughout the state and plenty of opportunity for group or individual outings. With the variable seasons, groups have an opportunity to capitalize on some great deals in the shoulder season after the peak of leisure travel.”

Koenig Olson advises meeting planners interested in Florida to book early. “It has been awhile since I have felt the need to get so far ahead of our bookings and contract the desired dates before someone else locks them in,” Koenig Olson says. “With the pandemic, Florida was one of the first destinations to really bounce back and have ‘normal’ events again, which attracted many groups, but also leisure guests.”

Destination Miami

Miami truly offers something for everyone in the area of meetings and events. Just ask Nancy Lycan, CMO at DEX Imaging, which hosted a recent sales incentive trip at Trump National Doral Miami. Approximately 350 sales executives and their guests attended. “This annual event is our top sales honor every year, and we spare no expense in making it an extraordinary ‘DEXperience’ for our elite sales executives,” Lycan says. “This was the third year in a row that we activated at a Trump Hotels property. We have been loyal to the Trump Hotels organization over the years because they are the absolute best in terms of understanding how to [operate] a five-star group experience.”

Florida has always been a great destination for event planners to consider because of the plethora of outdoor activities that can be enjoyed year-round, as well as the vast hotel options. “But now you can add to that list the fact that Florida remained open for business during the pandemic, while states like California and New York did not,” Lycan says. “We were able to produce an unbelievable event without restrictions last October. That would not have been possible in any other sunbelt state.”

Lycan has been planning and producing events for DEX Imaging’s founders/owners for more than 30 years, and she can without hesitation say that their activations at the Trump Hotels properties have far exceeded those that DEX Imaging has held at other five-star hotel properties. “This is in large part due to their unparalleled event staff and how hands-on their top-tier executives are in overseeing every detail,” Lycan says. “Most hotels use turnkey, cookie-cutter programs, where they repurpose generic ‘themed’ events that have no real purpose or tie-in to what the host company does as a business. The Trump events teams roll up their sleeves and get creative with us to produce truly unique, one-of-a-kind, meaningful experiences.”

Maria Daniel, director of sales at another Trump property, Trump International Beach Resort Miami, points out that the venue is a Forbes Four-Star resort offering 360 luxuriously appointed rooms and suites and 22,000 sf of meeting space. “Our location is one of our greatest assets — just 20 minutes from Miami International and Fort Lauderdale International airports,” Daniel says. “Our property overlooks the beautiful waters of Sunny Isles Beach, providing inviting and relaxing meeting spaces with plenty of natural light. We have multiple venues for meetings and events, including outdoor venues that go from lawn to pool decks”

Trump International Beach Resort’s dedicated team, from their meetings and events specialists to their catering department, works hand-in-hand with planners to ensure meetings and events are executed flawlessly and on-budget. The resort offers a dedicated catering and conference services team to assist with planning and executing events. Amenities include A/V equipment, high-speed internet and catering services. “We also offer groups with a sports court and a wide-variety of water activities, from kayaking to jet skiing and paddleboarding,” Daniel says. “And while concessions have changed with regards to food and beverage discounts due to higher costs and logistics, the good news is that hotel rates in the destination are finally softening.”

JW Marriott Miami Turnberry Resort & Spa is another one of Miami’s many gems. Boasting a 120,000 sf Conference Center, as well as 40 flexible meeting rooms, two grand ballrooms and an array of outdoor meeting spaces, JW Marriott Miami Turnberry Resort & Spa has proven to be a favorite among meeting planners.

Sawgrass Marriott Golf Resort & Spa offers more than 90,000 sf of flexible indoor and outdoor event space, as well as special access to championship golf courses. Courtesy of Aaron Weegar

Daytona Beach

Julie Daniels, meeting planner and senior director, global accounts at HelmsBriscoe, has worked for the last few years on a client event in Daytona Beach called RPM Daytona. The event has taken place for the past few years at The Plaza Resort & Spa, and will be returning there again next year. “This event runs in conjunction with the DAYTONA 500, and the attendees are those who organize, officiate, promote or sponsor racing events,” Daniels says. The RPM@Daytona Workshop coincides with Daytona Beach’s DAYTONA Speedweeks, with more than 10 days of racing at Daytona Beach-area short tracks and Daytona International Speedway, culminating in the DAYTONA 500. For more than 50 years, Daytona Beach has been the February gathering place for racers of all kinds. “Our guests attend workshops by day, then take some time to enjoy the sun and sand of Daytona Beach-area beaches,” Daniels says. “Each night, they take in some of the hottest, most anticipated racing at the World Series of Asphalt Stock Car Racing at New Smyrna Speedway, the Dirt Car Nationals at Volusia Speedway Park, the Winternationals at East Bay Raceway Park and special events at Bubba Raceway Park.”

Daniels is quick to point out that Daytona Beach has something for everyone, regardless of age or interests. Whether you crave the thrill of the speedway, or a quiet sunrise walk on the beach, there is room for anything you can imagine in Daytona Beach. “As a planner, I love how convenient it is to get there — just a 15-minute ride from I-95 and a 10-minute ride from the airport to the ocean. Most of the hotels with larger meeting spaces are oceanfront, so having access to outdoor scenic spaces is an important aesthetic element when pulling off successful beach-themed events,” Daniels says. “Finally, I can’t talk about Daytona Beach if I don’t mention the fabulous team at the Daytona Beach Area CVB. They always go above and beyond to assist and welcome groups to Daytona Beach. They connect us with local gift companies for amenities, [freight transfer] companies that can help at the last minute, and even help with ideas for the registration bags. It is always one of my favorite places to recommend.”

Linda McMahon, director of group sales, Daytona Beach Area CVB, points out that Daytona Beach continues to evolve by investing more than $2 billion in renovations and construction — which include new beachfront hotel developments and major upgrades to attractions and restaurants. Among many projects on the horizon, planners and attendees can look forward to a new four-star oceanfront hotel — the Renaissance by Marriott Daytona Beach Oceanfront — which is slated to open next year. The Max Beach Resort, which just opened in late spring, offers spacious one-, two- and three-bedroom residence-style suites, with an array of lifestyle features and amenities. Other new hotels include the Hard Rock Hotel Daytona Beach, which has 200 rooms, and The DAYTONA Marriott Autograph Collection at One DAYTONA — the dining, shopping and entertainment destination.

“Accessibility to the destination is another significant benefit to meeting planners,” McMahon says. Located only a few minutes’ drive to most oceanfront hotels, Daytona Beach International Airport offers multiple, daily non-stop flights. In addition, attendees in the Daytona Beach area are always within minutes of exciting adventures, such as walking along 23 miles of white-sand beaches, experiencing high-speed thrills at Daytona International Speedway, or climbing 203 steps to the top of Ponce Inlet Lighthouse, Florida’s tallest, for spectacular views of the Atlantic Ocean.

Seminole Hard Rock Hotel & Casino Hollywood offers 120,000 sf of meeting space, including a 38,000-sf carpeted exhibition hall and a 7,000-sf poolside function area. Courtesy Photo

Amelia Island

Authentic touches and attention to details at a wealth of luxurious accommodations on Amelia Island are sure to impress attendees. From the moment of check-in, extraordinary décor, serene Atlantic Ocean views and coastal lobby scenes set the standard for a memorable arrival. Infinity pools and sand dunes create the most picturesque backdrop for exploring island life.

In addition, there are plenty of outdoor and flexible meeting spaces that grace Amelia Island. Picture rolling green vistas with colorful sunsets, magical lighting and entertainment to get even the quietest introverts up and networking. Nontraditional meeting space options, such as a local brewery or mini-golf venue overlooking a peaceful marina, will be the highlight of any meeting or event on Amelia Island.

Since 2018, the Omni Amelia Island Resort has been home for HCA Healthcare’s annual Leadership Meeting. With 2018 being the company’s first annual event, they hosted approximately 285 physician leaders from across the organization, growing by 100+ attendees year after year. “Our three-day agenda consists of a blend of general sessions and various breakout lectures and educational workshops, using approximately 85% of the resort’s meeting space,” says Jon Snider, manager, curriculum and meeting planner at HCA Healthcare.

The Omni Amelia Island Resort is a premier destination for any organization. It offers breathtaking views, a perfect escape from the hustle and bustle of major cities, and a generous amount of quality event space. “Your attendees and their families will fall in love with what the property has to offer — from its putt-putt course, numerous walking trails and outdoor activities, and the exceptional customer service as they are waited on next to two relaxing pools and splash pad — just as my attendees have,” Snider says. “For the last four years, I look forward to my time at the property and I never want it to end.”

Their property speaks for itself, but their team becomes part of your team, Snider adds. “Lean on them. They are there to support you and make your role as a meeting planner easier with less stress and worry. I can always count on the sales, banquets and A/V staff to immerse themselves as members of my planning team for me to host an exceptional meeting, raising the bar from the previous year,” Snider says. “I highly recommend utilizing their beautiful outdoor event space for evening events as weather permits. The string lighting accents the gorgeous sunset and a light breeze from the ocean, and the sound of live music just sets the stage for a wonderful evening on the lawn.” C&IT

Royal Caribbean’s Wonder of the Seas took its maiden voyage earlier this year. It’s one of five Oasis Class ships in the Royal Caribbean fleet. Courtesy of Royal Caribbean International

Cruising, whether it be on large-scale vessels traveling through oceans to exotic lands or more intimate river cruises for smaller gatherings, have been a favorite among meeting and event planners for years.

Roger Frizzell, chief communications officer, Carnival Corporation, says meetings and events, like cruising, are about bringing people together and making connections with others. Aboard a ship, attendees can also experience new places and cultures, so it is naturally a great backdrop for meetings and events of all types and group sizes. And based on convenience, value and overall experience, cruising is one of the world’s most popular travel experiences, which is true for individuals, families, and small to large conference and event groups.

“With so much already included in a cruise, the ease of planning and opportunities to customize the experience are among the many benefits of hosting meetings onboard, on top of the experience of being at sea, which makes it even more memorable,” Frizzell says. “Guests enjoy countless onboard amenities and activities, great entertainment, high-quality dining options, including celebrity chef-inspired restaurants, spa and workout facilities and much more, on top of the convenience of unpacking once and being able to explore multiple destinations all in one trip.”

Tanya Murphy, travel adviser and independent franchise owner with Cruise Planners, an American Express Travel Representative, says event and meeting organizers may want to consider a cruise for their next event for a variety of reasons. “First, cruise ships’ venues that go unused during the day [evening restaurants, theaters and other entertainment venues, as well as actual meeting space] can often be reserved at no charge. This is a huge advantage over the prices usually charged by hotels and resorts for meeting space,” she says.

While cruise ships may have additional charges for any food and beverage or A/V requirements for your meeting or event, these costs are often much more economical than similar services through hotels and resorts. “And really, unless you’re meeting over mealtimes, you can probably skip bringing in food. Meals and snacks are included on cruise ships, and there’s plenty of food around at all times,” Murphy says. “This is another aspect that makes cruises more economical.”

And similar to hotels and resorts, there’s dedicated meeting staff on ships that will help with all the details with whom meeting and event planners can work directly. “The big benefit I see is that there’s so much to do on a ship and in the various ports, that all you have to plan is your own meetings,” Murphy says. “Your clients or guests have plenty of already-planned activities to choose from on their down time or on port days. If you want, you can skip activity and entertainment planning altogether as part of your event, because it’s already built in.”

Kristi Kincaid, meeting planner and owner at Curated Travels, says a meeting at sea creates a captive audience, built-in entertainment and potentially extensive savings. And meeting spaces can be set up for classroom, theater-style, trade show, boardroom, card rooms, etc. “They are equipped with multimedia technology with flat-screen televisions, AMF panels, sound and lighting equipment, podiums and more. Food and beverage stations available with set-up fee and group excursions can also be arranged,” Kincaid says.

And while many meeting planners consider cruising at sea the ideal meeting locale, others are turning their attention to river cruising. Wesley Bosnic, vice president of charter & incentive sales at Uniworld Boutique River Cruises, says river cruises are a fantastic setting for meetings and events. First, guests can enjoy a more private and intimate gathering on a ship that caters to the needs and interests of the group. Secondly, for planners and attendees alike, cruising takes the stress out of organizing event logistics. For instance, Uniworld’s Charters & Incentives team handles coordination and planning entirely.

Post-pandemic, Uniworld has experienced an uptick of groups interested in river cruising. The root of the appeal stems from smaller ship size. Plus, small ships enable river cruising vessels to take guests to destinations that larger ships cannot enter with ease, such as the stunning Venetian Lagoon in Venice, Italy. “Meeting planners can expect to see more groups seeking bucket-list destinations such as Peru, Vietnam, Cambodia and Egypt, and splurging on high-luxury vacations,” Bosnic says.

Amy Conover, director, charter & incentive sales for Windstar Cruises, a small-ship cruise line based in Miami, says cruises can be a really streamlined option for meetings and events. You have essentially a single location, lodging and meals basically decided, and you have a captive audience. “But sometimes with that ease, you don’t get a lot of flexibility in your choices. That’s where the benefit of small-ship cruising comes in,” Conover says. You can book an exclusive full-ship charter for 148 to 342 attendees, or small groups from 20 to 140 attendees.

Windstar Cruises offers customizable itineraries and shore excursions, and their culinary team can pivot to even the most restrictive or specific of dining requests. “Our entire fleet provides many different options for incentive trips, full-ship charters and groups with up to 170 staterooms, paired with an endless choice of destinations. We’re also able to charter multiple ships at once, accommodating larger corporate groups,” Conover says. “In addition to our Star Plus Class ships — which are roomier and lavish with design elements like walk-in closets — our three sailing ships with actual tall, billowing sails have been known to elicit ‘oohs and ahhs’ from clients when they first step aboard.”

Cruise meetings offer the benefit of visiting multiple ports, and sightseeing activities as well as excursions that are already planned. Photo by Adrian Wlodarczyk

Safety First

The cruise industry has been hit hard by the COVID-19 pandemic, but based on Carnival’s restart of guest cruise operations, for example, it is clear from new bookings that there is tremendous confidence in the company’s health and safety protocols and the return of cruising. “While there have been some changes onboard in our enhanced health and safety protocols, they have been designed to serve the best interests of public health while preserving a great cruise experience for our guests,” Frizzell says.

For example, Carnival is operating cruises with enhanced protocols developed in conjunction with global government and health authorities, and informed by guidance from public health, epidemiological and policy experts. This includes cross-industry learnings and best practices based on the proven health and safety record of industry-wide sailings. In fact, Carnival’s enhanced COVID-19 protocols have made cruising among the safest forms of socializing and travel, with far lower incidence rates than on land. “We just announced a fleet-wide rollout of comprehensive upgrades to each ship’s hotel HVAC systems, while indoor air quality is also continuously monitored and maintained to the highest standards at sea, using an industry-leading air filtration and ultraviolet-C treatment throughout the ship,” Frizzell says. “As health protocols around the world continue to evolve, we will be well-prepared to comply and adjust to changing circumstances while serving the best interest of public health.”

Carnival has also introduced more touchless interactions, which has been accelerated to a degree since the pandemic, and will help make the experience even more frictionless for meeting and event attendees. “At its core, cruising continues to be what it has always been — a convenient way to travel, meet people, experience new things and see the world, all at a tremendous value. And we are thrilled to once again be providing millions of guests with much-needed vacations,” Frizzell says.

Murphy advises meeting planners that the biggest difference between cruising today versus cruising pre-pandemic is paying attention to the ever-changing protocols at embarkations, ports, destinations, etc. “The protocols differ between cruise lines, between embarkation ports and destinations, and based on whether guests are vaccinated,” Murphy says. “Overall, continuing changes seem to be heading in the right direction toward fewer requirements, but it’s still a major factor in the planning.”

Meeting planners will want to make sure they understand, for their attendees, what the protocols will be for both vaccinated and unvaccinated attendees, as well as any children, as protocols can differ for them. In some cases, unvaccinated guests still cannot leave the ship at a few ports, so you’ll want to be careful about which countries you choose if you have some attendees who are unvaccinated.

“You will also see even more cleanliness protocols on ships than in the past with more hand washing and sanitizer stations, as well as lots of cleaning going on at all times,” Murphy says. “Buffets look different now, with staff serving guests rather than self-serve, or with items in single-serving dishes so that you can touch only what you are taking. I think some of those changes are here to stay.”

And as far as conference amenities specifically, Kincaid has seen one particular cruise line doing away with conference space, while another cruise line is gearing their conference at sea toward more of an intimate gathering — making it comfortable and easier to charter the whole ship. “Then, there is another cruise line that is embracing the meetings at sea segment and making their conference space more adjustable in sizes and amenities,” Kincaid says.

Celebrity Ascent, the fourth ship in the award-winning Edge Series, is expected to make her highly anticipated maiden voyage from Fort Lauderdale late next year. Courtesy of Celebrity Cruises

Amenities Aplenty

Aside from the convenience of having rooms, dining, entertainment, spas, fitness centers and multiple activities readily available while not having to worry about details and logistics, cruising is also a great consumer value, especially when compared to comparable land-based alternatives. “For many of our brands, the larger costs of a meeting, such as accommodations, meals, meeting facilities, support services and A/V equipment, are already included in the price of a cruise,” Frizzell says. “Our brands also have teams who can help plan for private events or meetings on board. We also offer advanced connectivity solutions on board, including mobile apps and Wi-Fi capabilities to support staying well-connected at sea.”

The Carnival brands have departments to help specifically with group travel or event planning, including private events, meetings and seminars, which can include complimentary equipment available on the ship to facilitate events, along with additional options to consider such as photography and videography.

The cruise industry also partners closely with travel agents around the world who specialize in helping pair the wants and needs of meeting planners with unique brand offerings and experiences. “Many travel agents have expertise on cruises, so they are a valuable resource to meeting organizers looking to plan an event onboard one of our ships,” Frizzell says.

What’s more, cruise ship venues such as the theaters and nightclubs, for instance, have great décor and high-tech lighting and sound systems, which can turn a ho-hum meeting into something pretty fun and enjoyable if you want to get creative. “In addition, groups can qualify for additional amenities based on group size and sailing date, such as a free cocktail party, wine delivered to rooms, or onboard spending money for guests,” Murphy says. “Food and beverages can be brought into the meeting space if needed for a reasonable charge. Compared to a hotel or resort meeting, planners will find that hosting a meeting aboard a ship is much more economical, without losing any pizzazz.”

At Royal Caribbean International, many ships in the fleet are home to a number of customizable venues to suit every group size and meeting objective, which makes it easy to find the perfect venue. The cruise line’s theaters, lounges and outdoor spaces accommodate groups as small as 25 to as large as 1,400. What’s more, each venue is equipped with state-of-the-art technology and complimentary A/V services. For a true ‘wow’ experience, each ship in the Oasis class has a distinct Neighborhood available, as well as the Boardwalk or an awe-inspiring “evening reception under the stars” in the Solarium. When it’s time for business, each Conference Center room can accommodate as few as 18 attendees up to 400 attendees, and can be configured to meet the needs of any meeting setup.

Celebrity Cruises also offers a variety of theaters, conference rooms, bars and lounges, rooftop terraces and more available for meetings and events. The line’s theaters are perfect for larger conferences, presentations and ceremonies. These modern, multifunctional rooms are fully customizable for audiences from 200 to more than 1,000. Several adaptable conference rooms can also accommodate events of various sizes, such as intimate gatherings, meetings for 60 attendees, banquets for 100 diners and conferences for 220 attendees. For truly memorable experiences, Millennium Class ships in the fleet also offer Rooftop Terraces, the exclusive Magic Carpet, Sky Observation Lounges, the Lawn Club and Solarium. The Rooftop Terrace offers a movie screen and soundscape perfectly suited for inspiring outdoor events.

Freedom of the Seas visits Royal Caribbean’s top-rated private island destination in The Bahamas, Perfect Day at CocoCay. Courtesy of Royal Caribbean International

All Aboard

The cruise industry is recovering quickly, and cruise companies continue to see strength in demand for travel. As such, meeting and event experts have some advice for fellow meeting professionals as it relates to organizing a meeting or event on a ship or boat. “If your guests need to fly to get to the cruise port, have them arrive a day early. Even before the pandemic, this was the conventional wisdom, but post pandemic, it’s imperative given the current airline industry struggles to keep up with demand,” Murphy says. “Flight changes and cancellations are very common now, and you need a window of time to deal with possible issues. This means you’ll also need pre-cruise hotel arrangements for your guests, so plan on that.”

If you do use a travel adviser, make sure that person puts you in touch with the meeting planning staff for that ship directly. It will just make it easier for you to work with them to make sure your event goes off without a hitch. “Also, arrive early at the port so you can board early and maybe even have a little time with the meeting staff to go over any last-minute details. Put together an itinerary for your attendees of any group meeting events, as well as when their free time is,” Murphy says. “Make use of the travel adviser to help guests with any additional needs, such as helping them with excursions or general questions about the cruise. That is what they are there for, and it takes some of that burden off your plate.”

Bosnic’s advice to meeting planners is to heavily rely on the in-house cruise staff to arrange the event details. Don’t be afraid to communicate your needs and ideas, then leave it up to the planning team to make it all come together. “On full-ship charters, clients can privatize the experience, enabling them to add company branding or personal touches, make changes to cruise schedules and programming, organize special events on board and more,” Bosnic says. “These benefits are great for all groups, no matter the size.”

And Conover advises planners to become familiar with the ship. Ideally, they need to at least walk on the vessel while in port, but better still is to do a few days sailing on it. “They need to be familiar with all the public space on a ship and the capacities and function availability in each, in order to properly place the client’s events in the best possible locations,” Conover says. “They need to understand the goals, and important factors, their client has in order to deliver a successful program. Meeting the client’s goals is key.”

Looking ahead, industry experts see a bright future for cruising. “Our near-term bookings are outpacing even where we were before the pandemic,” Frizzell says. “With people’s natural desire to travel and connect, and the pent-up demand we are experiencing for cruising, the outlook for the cruise industry is very bright moving forward. As the industry continues to grow, the cruise experience will only gain strength as a great way to bring people together, enjoy a customizable vacation experience and create new memories, which is the perfect backdrop for organizing a highly successful onboard meeting or event.”

Murphy adds that the overall travel industry is bullish on cruising. “More than 10 new ships on various lines are scheduled to debut in 2023 alone. Cruise lines need to fill those ships, so they will continue to make it appealing for groups to sail, offering group pricing, amenities and continuing to offer things like free meeting space,” Murphy says. “Enticing groups to sail will continue to be a key sales strategy as more and more ships are deployed in the coming years.”

Conover agrees that cruising is definitely back, but it will probably take until 2024 to reach pre-pandemic levels. “Our leisure clients are definitely booking into the future; while the corporate client is still hesitant,” Conover says. “Programs are returning, but in smaller numbers, under 350 passengers is what we are hearing across the industry at the moment, which is great news for small-ship lines.” C&IT

The “Apache Mountain Spirit Dancer” welcomes visitors to the Museum of Indian Arts and Culture in Santa Fe, New Mexico. Photo by Brenda Kelley

The magic of the Southwest’s desert cities, with their warm weather and strikingly beautiful landscapes, provides a special allure for meetings and events that is even more enticing this year as the COVID-19 pandemic recedes.

“Desert locations are ideal for meetings and events because they provide a very unique type of experience,” says Marian Vrabel, director of sales for The Ritz-Carlton, Dove Mountain in Marana, Arizona. “Many event attendees are used to city or beach locations, and are usually mesmerized by the Rocky Mountain landscapes, cacti framing the horizon, blue skies and stunning sunsets. Additionally, desert locations offer very stable weather conditions, with very little or no chance of rain, which offers planners the ability to enjoy outdoor events and activities that may be risky in other locations.”

Laura Schield, chief operating officer at Bank Director in Brentwood, Tennessee, says her company holds its annual event in late January or early February, making Phoenix an ideal location. “When so many places across the country are cold and/or covered with snow, our attendees love the fresh air and the outdoor spaces,” she says. “And what is not to love?”

David Sobek, director of sales at The Phoenician in Scottsdale, notes that the desirable weather facilitates a plethora of options for planners. “Weather is a major attraction, allowing for unique outdoor events from both a culinary and meeting perspective,” he says. “It also provides the opportunity for a variety of outdoor activities, such as golf, tennis, pickleball, desert tours — hiking or by vehicle — and hot-air ballooning. Of course, spending a relaxing day at the pool enjoying one of nearly 300 days of sunshine is popular, as well.”

Karolyn Kiburz, CMP, president of Meetings & Concierges Source LLC in Scottsdale, says the company plans 90% of its events in Arizona. “There’s so much to do and see,” she says. “Attendees are not only interested in the actual meeting, but in the destination. We have so much to offer in the state, which I think is a big draw to meeting attendees. They often tag on a pre- or post-trip to enjoy all that Arizona has to offer.”

Many Southwest properties have been eagerly awaiting a chance to show pre-existing and exciting new features for meeting groups. Here’s a look at some of the main attractions at stellar Arizona and New Mexico properties.

Phoenix, Arizona

Phoenix offers a renowned collection of resorts that cater to corporate and incentive groups. “Most properties have lush lawns and/or themed outdoor venues that help drive a unique experience,” says Deborah Lahti, director of hotel and resort sales for Visit Phoenix. “The properties also offer a variety of amenities to attendees, from sparkling pools and lazy rivers to horseback riding.”

JW Marriott Phoenix Desert Ridge Resort & Spa features 950 guest rooms, including 81 suites, along with 241,106 sf of indoor and outdoor event space. “Expansive meeting spaces provide for creativity and flexibility, complemented by equally as many outdoor event spaces to immerse in the beauty of the Arizona skies and Sonoran Desert landscape,” says James Anderson, director of sales and marketing for the property. April was a big month for the resort, which completed a $60 million guest-room transformation and opened Tia Carmen, a contemporary Southwestern restaurant by celebrity chef Angelo Sosa that will celebrate the stories of farmers, the community and the land.

After holding its annual 1,200-person event at the resort, Bank Director plans to hold it there through 2028. “The space is perfect for what we need,” Schield says. “It’s expansive, all under one roof and has spaces in many different sizes. The rooms are outstanding — and will be fully renovated by the time we return in 2023. But above all is the team at Desert Ridge. At Bank Director, we provide a very high level of service, but we are a small team, so we look at their experienced and service-focused team as an extension of our own team.”

Schield was particularly impressed with the resort’s JW Griffin Club. “It’s much more than an executive lounge; it’s a place to meet with food and drink throughout the day. From made-to-order omelets to concierge-level service, from know-your-name and favorite-drink-type hospitality to comfy indoor and outdoor seating options, there is no other adults-only club lounge like this in the brand.”

She highly recommends the resort to other planners. “For a meeting planner, it’s the whole package, Schield says. “It has marvelous amenities, including a spa, cabanas, pool, golf, biking, a variety of restaurants and so much more. There are indoor and outdoor spaces for meetings and activities, luxury-level service, spacious meeting rooms and gorgeous guest rooms, with many different types. But above all, it has a proactive and service-focused team.

Set on stunning 440 acres in Litchfield Park, adjacent to Phoenix, The Wigwam is known for its wellness offerings for the mind, body and soul — including mid-day massages, yoga breaks, team building, wellness activities and customizable wellness menus — during meetings and events. “There continues to be a large demand for wellness for the business traveler,” says Katy Powers, managing director and general manager of the property. “We’ve seen great success in offering the customizable wellness menus for meeting groups on the property as the way we work continues to shift, and employers begin to realize the importance of putting a focus on both the mental and physical wellness of their employees.”

The Wigwam offers 331 casitas and suites as well as 100,000 sf of flexible indoor and outdoor meeting space, including 25 meeting rooms and 10 event gardens and lawns. Groups can also enjoy three pools, 54 holes of championship golf and the LeMonds Aveda Salon-Spa, featuring hair, skin care and body treatments that incorporate natural ingredients from pure plant and flower extracts.

Mary Meade, far left, director of sales for Visit Tucson, and clients participate in a visit to the Arizona-Sonora Desert Museum in Tucson. Courtesy of Mary Meade

Scottsdale, Arizona

Located 12 miles northeast of Phoenix, Scottsdale is a very desirable meetings destination in its own right. “Scottsdale offers corporate groups advantages that few other destinations can match — fresh air, sunny skies and the luxury of space,” says Rachel Sacco, president and CEO of Experience Scottsdale. “From campus-style resorts to lush outdoor meeting spaces, Scottsdale is the ideal choice for groups ready to convene.” She adds, “The city has all the services and amenities meeting groups expect: top-tier accommodations for groups of all sizes and budgets, state-of-the-art meeting facilities and hassle-free transportation both in the air and on the ground. These conveniences are coupled with world-class golf, an acclaimed resort and day spa, and award-winning dining and nightlife to keep attendees engaged and entertained.”

Lindsay Gold, CMP, director of meetings and events for Associated Builders & Contractors in Washington, D.C., has hosted meetings at two Scottsdale properties — The Fairmont Scottsdale Princess and The Westin Kierland Resort & Spa — during the past three years. “Scottsdale is a great location because it has several amazing properties in a small area,” she says. “In addition, our attendees come from all over the country, and so the easy lift and great weather help to make it a popular destination for our last meeting of the year. Attendees like to take advantage of the amenities on-site and those within a reasonable drive from the area. Many of them arrived early for our November 2020 program to take day trips to Sedona, see the Grand Canyon or enjoy the championship-caliber golf courses both on-site and in the area. Any time that I can book a location where attendees want to extend their time in is a win.”

One of the city’s top luxury properties, Boulders Resort & Spa Scottsdale, Curio Collection by Hilton, sits on 1,300 acres of the Sonoran Desert. “Meeting planners searching for unique destinations choose Boulders Resort, where guests can feel safe in a peaceful, natural environment,” says Harold Fehr, the property’s director of catering and conference services. “Our unique layout offers an area focused on meetings. Then, when guests leave the meetings, they have a sense of vacation and/or retreat.”

The property features pickleball tournaments, two world-class golf courses, and a 33,000-sf spa that offers customized treatments and notable culinary selections. “Our talented culinary team creates healthy menu options where meeting guests can indulge in healthy, fresh meals prepared with just-picked plantings from our expansive, certified organic garden while chefs conduct organic cooking demonstrations and interactive classes in the garden’s outdoor chef’s kitchen,” Fehr says.

Boulders Resort has 219 guest rooms and 50,000 sf of meeting space, including the 5,600-sf Latilla Ballroom. “Mid- to small-size groups can be self-contained and feel like the ‘big fish’ here, as opposed to larger convention hotels,” Fehr says. “Smaller, more boutique events are our forte, in which we can customize events on every level. For example, taking meetings and breakouts outside is huge now. Groups enjoy getting in touch with our desert environment.”

Another outstanding property, The Phoenician, is nestled at the back of Camelback Mountain. It provides 645 guest rooms and 160,000 sf of meeting space. “The Phoenician is a great place for meetings, both large and small, in that it offers a personalized AAA Five Diamond experience within a luxury resort setting,” Sobek says. “Overall, customers have responded to the results of the major renovation undertaken from 2016 to 2019 — the largest since the property opened.”

Renovations were done on the 18-hole golf course; the only Forbes Five Star spa in Scottsdale, featuring a rooftop pool and a dry bar; the athletic club, with a 4,600-sf fitness center; and public spaces. The Phoenician also features flexible and functional meeting facilities, two ballrooms, multiple breakout room capabilities, 13 unique outdoor locations for group events, and activities such as tennis and pickleball.

Three other attractive properties for meetings are in the works. Hilton North Scottsdale at Cavasson, with 237 guest rooms and a 15,000-sf events center, is schedule to be unveiled late this year. The Ritz-Carlton Paradise Valley, featuring 215 guest rooms and 20,000 sf of event space, is on tap for the winter late this year or early next year. Slated to open in February 2024, Caesars Republic Scottsdale will offer 265 guest rooms and a 7,000-sf conference center with sliding doors that open up to a 7,000-sf lawn area.

Tucson, with more than 550,000 residents, is the second most-populous city in Arizona. Attendees will find plenty to do after a long day. Courtesy of Visit Tucson

Tucson, Arizona

Boasting more than 550,000 residents, making it the second most-populated city in Arizona, Tucson is situated 116 miles southeast of Phoenix. “The weather in Tucson is warm and welcoming,” says Kay Mayes, executive administrative assistant at Dura-Line, which held its 2022 United States/Canada Sales Summit at Omni Tucson National Resort in early spring. “The sunsets are fabulous, with stars gazing above you, like nowhere else in the country. This is the perfect setting for an outdoor event.”

Mary Meade, director of sales for Visit Tucson, also lauds Tucson’s weather. “Our weather and unique landscapes bring the groups here, but the friendly locals bring them back,” she says. “As a college town with 40,000 students attending the University of Arizona, the energy is vibrant, young and optimistic. You must experience enjoying a prickly pear margarita, watching one of our next-level sunsets and eating the famous James Beard award-winning Sonoran hot dog — preferably doing all three at the same time.”

Tucson also offers a great variety of hotels, resorts, destination spas and dude ranches. One of the most spectacular properties, Omni Tucson National Resort, will begin undergoing a multimillion-dollar renovation next year. “Tucson’s stunning natural beauty is the inspiration behind the upcoming transformation,” says Sandy Shipman, director of sales and marketing for the resort. “Resting at the foothills of the Santa Catalina Mountains, the color palette and landscape of this idyllic locale will inspire the newly designed spaces, which will include the lobby, restaurants and lounge, meeting space, spa, fitness center, and casitas and haciendas. The relaxed yet inspired ambiance of this Southwestern destination will create an ideal backdrop for leisure, golf, the spa, dining, wellness, and corporate and groups stays.”

Omni Tucson National Resort offers 79 guest rooms and 10,500 sf of meeting space, including many outdoor venues. Papago Ballroom & Terrace features 2,870 sf of space and opens to a stunning 2,000-sf terrace, complete with sweeping mountain views.

Set deep in the canyon of the Tortolita Mountains in Marana, 2 miles northwest of Tucson, The Ritz-Carlton, Dove Mountain offers a wide variety of activities, such as hiking trails that start on the property, as well as guided hiking options, 27 holes of championship golf, an award-winning spa, historic petroglyphs, stargazing and a nightly Spirit of Adventure experience that enlivens the senses. “Desert jeep tours, guided meditation hikes and horseback riding are some of our groups’ other favorite activities,” Vrabel says. “Some more unique offerings include glass blowing, jewelry- and perfume-making workshops and team-building activities. We partnered with one of the biggest destination management companies in the world, PRA, whose representative is based directly on the property and can provide many unique options.”

The Ritz-Carlton, Dove Mountain has 253 guest rooms and 44,000 sf of meeting space, consisting of 20 indoor meeting rooms and three outdoor venues, the largest of which can accommodate up to 850 people.

Another leading Tucson property, historic Hacienda del Sol Guest Ranch Resort, is nestled at the base of the Santa Catalina Mountain Range. The resort recently added 40 new guest rooms, bringing its total to 99, all featuring luxurious appointments and Southwestern historic charm. Hacienda del Sol also has 14,000 sf of meeting space, beautifully landscaped grounds and an excellent restaurant, The Grill, with an extensive wine list.

Albuquerque, New Mexico

Located in north-central New Mexico, Albuquerque is the most-populous city in the state, with more than 560,000 residents. It draws groups partly because of its warm weather and proximity to other attractions. “For our group, the weather played a role in our decision-making, given the equipment we bring,” says Dennis Ethier, director, plant engineering with the Wildlife Conservation Society’s New York Aquarium, and president of Aquatic Animal Life Support Operators, which held its annual symposium at ABQ Biopark Aquarium in March. “I found that the culture and amenities in the area were fantastic and Albuquerque International Sunport [ABQ] was easy and convenient to get in and out of.”

The host hotel for the symposium was DoubleTree by Hilton Hotel Albuquerque, with 295 guest rooms and 12,340 sf of meeting space. Ethier and many other members of his group enjoyed Albuquerque so much that they decided to extend their visit. “Some went sightseeing to the south and others went up to the mountains to ski,” he says. ‘I enjoyed the various restaurants in the area. I found that Albuquerque had much more to offer than I had expected. Personally, I would like to go back at some point for the annual Albuquerque International Balloon Fiesta.”

Tania Armenta, president and CEO of Visit Albuquerque, emphasized the city’s uniqueness. “In Albuquerque, diverse cultures and centuries of history blend with boundless creativity and cutting-edge innovation to create an authentic destination like no other,” she says. “The city’s one-of-a-kind cuisine, unmatched weather and abundance of open space have the power to change perspectives. Both ancient and cutting-edge, equal parts cool and quaint, the city is an oasis in the high desert, full of people with rich histories and inspiring ideas you won’t find anywhere else. There is truly no other city like it.”

There’s plenty of recent hotel happenings in Albuquerque. Hotel Albuquerque at Old Town, which has 62,000 sf of indoor and outdoor event space, reopened in mid-spring after renovating its 188 guest rooms. Hotel Zazz, a boutique property with 50 guest rooms, an outdoor entertainment venue and a speak-easy, is set to open soon in historic Nob Hill, along Route 66.

The former Hyatt Regency Albuquerque, situated downtown, has been rebranded as The Clyde Hotel, paying homage to the legacy of Clyde Tingley, former chairman of the Albuquerque City Commission and the 11th governor of New Mexico. “A refresh of the lobby and ground-floor public areas is underway, with plans to renovate the 392 rooms in the coming months,” Armenta says.

Santa Fe, New Mexico

Situated 64 miles northeast of Albuquerque, Santa Fe has long been a meetings magnet. “We enjoy our high-desert climate, [allowing us to] truly experience all four seasons, only a mild version of each,” says Kim Harmon, national sales manager for Tourism Santa Fe. “Because of our location and altitude of 7,000 feet elevation in the Sangre de Cristo Mountains, the sun shines brightly just about every day. The wide-open spaces and expansive views set the scene for beautiful sunrises and sunsets.” She continues, “Santa Fe boasts some of the best views and magical light; this is why artists are so strongly drawn to the area. Meetings held in Santa Fe take on a certain energy, as the city allows for a true refresh and reset, a chance to take deeper breaths and really settle in, either to immerse oneself in the moment and relax, or to focus and channel new ideas and direction.”

The city is particularly well-suited to small groups, since the largest hotel is still “on the boutique side,” with slightly more than 200 guest rooms. Larger groups typically utilize multiple hotels and the Santa Fe Convention Center — with 40,000 sf of flexible meeting space, fireplaces in some rooms and an open interior courtyard — and many unique venues are located within walking distance of downtown. “Meeting attendees can easily explore our very walkable city and take advantage of any free time with a variety of activities and experiences, including our newest activity, the Sky Railway, Santa Fe’s adventure train with options ranging from a sunset jazz ride to brunch rides and star gazing,” Harmon says.

One of the city’s iconic properties, Bishop’s Lodge, recently reopened with a lengthened name — Bishop’s Lodge, Auberge Resorts Collection — on 317 secluded acres that border the Santa Fe National Forest. “Auberge has done a fantastic job of preserving the history of the resort while offering amenities that are next-level comfort and beauty,” Harmon says.

The 100-room lodge offers a bevy of recreational options, including mountain biking, fly-fishing, hiking and horseback riding. Some 12,000 sf of meeting space is available, ranging from a secret garden with a wood-burning fireplace to a 3,000-sf restored event hall. C&IT

St. Louis Cathedral in Jackson Square is one of several iconic buildings located in New Orleans. Photo by Justen Williams

If there’s one quality the city of New Orleans has demonstrated time and again, it’s the ability to face adversity, overcome the odds and ultimately come back stronger than ever. Whether upended due to hurricanes, tornadoes or COVID-19, New Orleans carries on with grit and resiliency. And that’s good news for planners seeking a historic, world-class destination poised to welcome back meetings in 2022 and beyond.

“We’ve reignited in-person meetings and special events,” says Stephanie Turner, senior vice president of convention sales & strategies with New Orleans & Company. “In the fall of 2021, we welcomed large city-wide meetings, which brought tens of thousands of visitors to the city. These city-wide events continue to grow in 2022, and include corporate exhibitors and attendees. All COVID restrictions such as masks have been lifted for New Orleans. Furthermore, nearly 80% of local residents are fully vaccinated, which is above the national average.”

Beyond the city’s over-the-top, fun-filled Mardi Gras celebrations, New Orleans offers an exciting choice for meeting venues. As if traditional cajun and creole cooking alone weren’t enough to attract visitors to its location, when asked to define what makes New Orleans such a desirable destination for planners, Turner doesn’t hesitate: “New Orleans is ‘Built to Host’ and built to bring life to complex meetings and events. Our meeting spaces are uniquely New Orleans. The historic rooms, courtyards and world-renowned restaurants are within walking distance of world-class hotels. More importantly,” Turner adds, “the people of New Orleans are why hospitality is in our roots. All these elements are what bring events and meetings to life to create memorable experiences.”

From Turner’s viewpoint, “Unique experiences and unbeatable backdrops set the tone for meetings and events. Our city is ‘Built to Host’ because the entire community is committed to creating memorable experiences. New Orleans’ historic venues and courtyards are not the meeting spaces you’re used to. With every breath, the voices and sounds of our local musicians fill our meeting spaces and streets with the rich, soulful tunes that excite lasting interactions. New Orleans caters to the attendee’s expectations of a uniquely, unparalleled experience.”

Continuing to Grow

During the collective pause over the last two-plus years, New Orleans has continued to renovate, innovate and expand its offerings, attracting repeat visitors eager for new unique experiences in the “Crescent City.” Turner points out the 26,000 hotel rooms in the downtown area, and cites examples of the city’s growth. “In 2021, we welcomed The Four Seasons Hotel + Residences, Virgin Hotels New Orleans and Kimpton Hotel Fontenot.” In addition, Turner notes Caesars Entertainment’s $325 million investment “to renovate and rebrand Harrah’s New Orleans Hotel & Casino, with additional plans for a 340-room hotel tower by 2024” as yet one more example of the city’s unstoppable energy and growth.

The Creole Queen steamboat, with the Mississippi River Bridge pictured in rear, is one of the many off-site activities offered in New Orleans. Photo by Justen Williams

Ideally located in the heart of downtown on the banks of the Mississippi, “Riverfront luxury” defines the Four Seasons Hotel + Residences. All of its 341 accommodations feature city or river views, and bring the outdoors in with botanical designs and shiplap walls in a nod to riverboats that ply the Mississippi River. Marble bathrooms, spacious showers and customized lighting that transitions the space from day to night are among the special room features. For meetings, 29,000 total sf of event space provides planners with a variety of venues to consider for receptions, banquets and breakout rooms from The Garden to two ballrooms to the two-level rooftop observation deck.

The hotel offers a 24-hour fitness center, while the newly opened spa showcases several signature experiences, such as the Body Method full-body massage and The Southern Gentleman, inspired by the city’s favorite cocktail, the Sazerac. A 75-foot outdoor pool, plus heated spa tub overlook the Mississippi River. Under the direction of two chef partners, Alon Shaya and Donald Link, the site’s two signature restaurants, Miss River and Chemin À La Mer, offer both elevated and down-home Louisiana food fare infused with the chefs’ own take on the region’s unique flavors.

Another popular option for planners and attendees, the redesigned JW Marriott New Orleans, welcomes guests to the historic French Quarter “just moments away from Jackson Square, the French Market and the New Orleans Ernest N. Morial Convention Center,” says James Mollere, director of sales, Harrah’s New Orleans. The House of Blues New Orleans and the Audubon Aquarium of the Americas are also nearby, “complementing the attendee experience by offering convenient access to unparalleled dining and attractions,” he says. A variety of 501 guest rooms and suites offer luxurious accommodations in peaceful retreat settings featuring city or French Quarter views, marble bathrooms and ergonomic workspaces.

The hotel’s 23,313 sf of total event space includes 22 flexible event rooms, expert planning services and seating for up to 750 attendees theater-style in the Ile de France Grand Ballroom overlooking Canal Street. But it’s not simply the size or number of meeting and event spaces available that attracts planners to the hotel. Rather, says Mollere, it’s the “intricate details, such as magnificent glass chandeliers and New Orleans-inspired crown molding, which blend modern elegance with old-world charm.”

Also, guests who reserve an executive-level room enjoy exclusive access to another outstanding feature of the business-friendly hotel: the reimagination of the stylish JW Executive Lounge, offering a host of amenities such as dedicated attendants for assistance, complimentary deluxe continental breakfasts, a range of business services, and a selection of beverages and snacks throughout the day. Evening hors d’oeuvres and an honor bar round out the beverage offerings. For after-business hours, the executive lounge provides flat-screen TVs and a billiard table to help guests relax after a busy day of meetings.

Outside of the meeting and business space, Mollere cites “the hotel’s state-of-the-art 24-hour fitness center, complete with new Peloton bikes, a saltwater rooftop pool, a lobby lounge and bar and a bi-level concierge lounge,” all designed to help guests relax, unwind and rejuvenate. “The eighth-floor executive meeting spaces offer a unique atmosphere to foster engagement and productivity with semi-private terraces,” Mollere says. “With a variety of unique features, such as natural lighting and indoor/outdoor access throughout several of the 19 meetings and events spaces, planners can select from a variety of floorplans to best suit their needs.”

For dining, the hotel’s Fogo de Chao steakhouse offers breakfast, lunch and dinner, and features Brazilian churrasco cooking. An all-day Happy Hour spotlights South American wines and Brazilian-inspired cocktails. Or guests can opt for more casual dining in the JW Marriott’s Lobby Lounge, also serving creative cocktails, shareable plates and entrees. “From a welcome reception in a bi-level suite, to a large reunion in our Grand Ballroom or post-meeting celebration on one our outdoor terraces, there is something for everyone at the JW Marriott New Orleans,” Mollere says.

New Orleans & Company officials are excited to again be a top spot for planners to select for in-person meetings and conventions. Photo by Justen Williams

A Story to Tell

Celebrating the story of the “Greatest Generation,” the art deco-designed Higgins Hotel New Orleans, Curio Collection by Hilton offers 230 “era-inspired” guest rooms in the Arts and Warehouse District near the French Quarter. Acclaimed as the “Official Hotel of the National WWII Museum,” — a history buff’s dream — the eight-story Higgins Hotel is also near the New Orleans Ernest N. Morial Convention Center, which Turner notes has embarked on a $557 million improvement plan, including renovations to 140 meeting rooms and a makeover to its exterior experience.

The Higgins also enjoys the distinction as the first hotel in the state of Louisiana to be part of the Hilton’s exclusive Curio Collection, with all proceeds generated earmarked for the ongoing educational mission of the museum. With the 1940s theme as backdrop, guests are introduced to several unique features set within the luxury hotel. World War II artifacts, such as General George S. Patton’s piano, service member and period photos, preserved letters from the war, and glass recreations of commonly awarded ribbons and medals are among the numerous thoughtful touches. The lobby’s grandeur is reflected in a magnificent bronze staircase, stunning glass chandelier and a captivating mural of wartime factory workers set against the New Orleans skyline by renowned art-deco artist Michael Kungl.

The hotel’s guest rooms and suites include three expansive presidential suites named after WWII-era presidents Harry S. Truman and Franklin D. Roosevelt, and WWII general and later president Dwight D. Eisenhower. Amenities include 55-inch HDTVs, luxury bedding and bedside tablets for ordering convenient in-room dining, while the hotel’s art-deco theme continues with the addition of Victrola record players in selected suites, artwork reflecting both the war and home-front efforts, period lighting and bathroom vanities with under-mount sinks and illuminated mirrors. A state-of-the-art fitness center provides cardiovascular machines, free weights and CrossFit equipment.

The hotel offers 18,000 sf of flexible event space, with 14 spaces ranging from executive boardrooms to an elegant ballroom and includes experienced on-site meeting professionals, customized catering menus and state-of-the-art A/V equipment. In addition, as the hotel is attached to the WWII museum, planners have seamless access to the museum’s spaces.

Continuing the 1940s theme, Virgile Brandel, executive chef, leads the culinary team at the Higgins Hotel & Conference Center, which includes four distinct dining outlets from grab-n’-go options at Provisions to a country French-inspired bistro at Café Normandie, the casual Kilroy lobby bar that pays homage to the iconic WWII cartoon character, and Rosie’s on the Roof honoring women factory workers notable for their wartime efforts.

“When attendees visit New Orleans,” Turner says, “we treat them with the same amount of attention and hospitality given to a single, lifelong friend. The people in the community and our hospitality workers are the architects of how we execute and deliver complex in-person meetings and events.” Turner advises meeting planners to be sure to fully utilize New Orleans & Company to plan their next event. “Our diverse group of professionals are the most-trusted resource for all phases of planning and executing meetings and conventions in New Orleans.” She adds, “Meeting planners can rely on our experienced sales, services and marketing teams to provide a seamless workflow in a dynamic, fast-paced meeting environment. The comprehensive sourcing assistance, convention services offerings, and customized marketing and attendance-building tools, coupled with the new developments in the city and the authentic culture, are all what make New Orleans the best choice to conduct business.”

Visit Baton Rouge, which is celebrating its 50th year, has helped many planners who chose Baton Rouge to host an event or activity. Photo courtesy of Visit Baton Rouge

Baton Rouge

Just more than an hour’s drive to the northwest, Baton Rouge is looking forward to the return of meetings and events as well. Before the pandemic, business travel alone — meetings and conventions — in East Baton Rouge brought in $54 million in economic impact. But the pandemic, like it did to cities nationwide, took a huge bite out of city’s economy. As the pandemic wanes, officials are hopeful for a big comeback.

“Visit Baton Rouge is planning for a future that will strengthen East Baton Rouge Parish’s tourism industry and economy,” says Paul Arrigo, CDME, president and CEO of Visit Baton Rouge in a news release. “We’re not only celebrating our 50th anniversary this year, but we are also determined to focus on how travel benefits our workforce, supports our local economy, fosters sustainability and innovations, and reconnects Americans to each other and the world. We will continue to support the many events that bring in visitors to have one of the best experiences of their lives.”

Baton Rouge offers a host of unique meeting venues, such as The Cook Hotel and Conference Center at Louisiana State University, which offers just more than 11,000 sf of event facilities encompassing nine conference rooms and banquet halls featuring the latest A/V technology. The Ashley Manor Reception & Conference Center, set on 4.5 acres, can accommodate up to 500 attendees and features two banquet rooms.

Downtown convention hotels include Hilton Baton Rouge Capitol Center, which offers 34,000 sf of total event space, including 16 meeting rooms, the Riverview room at 7,000 sf and the Pool Deck at 14,000 sf. The Raising Cane’s River Center complex features a 30,000-sf arena, two exhibition halls totaling 70,000 sf, a 2,000-seat theater, two ballrooms totaling just more than 26,000 sf, a galleria and 21 meeting rooms totaling nearly 19,000 sf.

“The impact that we’ve had on this city has been a reward of its own,” Arrigo says of Visit Baton Rouge’s effect on the city. “We’re known for being an effective organization that knows how to get the job done, no matter what the circumstances are. We’ve always managed to excel in our roles here, and I couldn’t be more excited and proud of our team that we’re celebrating 50 years of serving this community.”

Shreveport-Bossier

Located in Louisiana’s extreme northwestern corner, the Shreveport-Bossier area makes its own claim to fame as a place for foodies and music lovers. Home to six casinos, the area offers plenty of gaming and activities. Nothing gets an attendee’s mind away from a long day of meetings more than a swamp-buggy tour or a visit to the Sanctuary Glass Studio for special glass-making experiences and more.

The 350,000-sf Shreveport Convention Center can accommodate large expos, state and national association annual meet-ups, religious conferences, board meetings and sports events. It also has a 10,545-seat theater. The 311-room Hilton Shreveport is connected to the convention center and offers overflow meeting space of nearly 245,000 sf, which includes the 97,197-sf SCC Main Exhibition Hall and 22 meeting rooms.

The Shreveport-Bossier Convention and Tourist Bureau offers a wide variety of services to planners to ensure a great conference. Based on the number of hotel rooms used, services may include bags that can include visitor guides, maps and promotional items; site visits for pre-planning purposes; event marketing, such as news release distribution, email blasts, direct mail, video and other collateral; registration and planning assistance; marketing collateral, such as high-resolution images and save-the-date cards to boost attendance, and a volunteers program. C&IT