The craps table at Turning Stone Resort Casino.

For many, gaming resorts represent the ultimate getaway while serving as an exciting setting to conduct business and educate meeting and convention attendees.

“Attendees enjoy going to meetings, events and conventions at gaming resorts because many operate as a city within a city,” says Greg Jenkins, a partner with Long Beach, California-based Bravo Productions. “The multiple dining options, shops, spas, fitness centers, pools, nightclubs and gaming is available 24/7. You don’t have to leave the gaming resort to find something to do.”

And even those who aren’t lured by the gaming tables, these resorts have added lots of non-gaming activities as an alternative for fun. For example, most gaming resorts offer concierge services that can arrange for everything from golf outings and sightseeing excursions to river rafting, helicopter rides and tickets for various shows. The fact that gaming resorts are self-contained and have versatile function space is also a big draw to meeting planners as they represent one-stop shopping for many. Many of the facilities have their own in-house catering, A/V services, show production and event services, such as floral designers, trade-show laborers, print and signage shops and entertainment vendors. Plus, most meeting and convention spaces are large enough to accommodate groups from 500 to 5,000. Many attendees enjoy flying a day in advance to experience the resort and/or stay a day or two after the meetings as a mini-vacation.

Daniel Chan, CMO of Freemont, California-based Dan Chan Presents, has hosted meetings at gaming resorts in both Las Vegas and California, and has found that these venues are much better for keeping attendees engaged. “In some industries, there are continuing education credits that are required to keep licenses. In other incentive rewards based events, people may stray off-site to do things, and participants may come back late for meetings,” he says. “With dining on-site and everything else on-site, convention attendees don’t have to go off-site to do anything.”

His last experience involved more than 2,000 people at an optometry conference, and it was one of the best events in terms of metrics. “Gaming resorts are an excellent place for conventions because when you host in an all-inclusive resort, the number of attendees is kept high,” Chan says. “Keeping the participation numbers high is a crucial metric when we measure success.”

Wynn Las Vegas offers four pillar-less ballrooms ranging from 20,500 sf to 83,000 sf.

Heading to Las Vegas

Las Vegas gaming resorts have the exceptional ability to dazzle both new and return visitors by constantly upping the ante with new ways to meet, entertain and gather. They offer lifestyle, luxury, convenience and something for everyone all under one roof. It is an environment that is high energy and perfect for unique experiences for all group sizes. The weather is spectacular, and attendees leave feeling appreciated, invigorated and motivated. That’s why Las Vegas is the destination of choice for Chris Chan, founder & CEO of Washington, D.C.-based 3C Strategies LLC., who has run events at a number of Las Vegas gaming resorts, including Caesars Palace, Harrah’s Las Vegas, Bally’s Las Vegas and Mandalay Bay Resort and Casino.

“Most recently, we hosted an event at a hotel with over 500 guests on the Las Vegas Strip,” he says. “We’ve found Las Vegas is usually a very customer-friendly environment, and provides ample opportunity to provide glowing recommendations. I’ve had many great experiences hosting and planning meetings and events at a variety of hotels.” The appeal of holding meetings in Las Vegas for Chris Chan is that gaming resorts have everything a participant needs at their fingertips. “Being able to provide all resources in the building means fewer people leave the event for very long, lowering attrition rates and late walk-ins for our program audience,” he says. “It’s often helpful to have the in-house shipping and customer service professionals nearby as well.”

Moreover, there’s always entertainment options and good food options at gaming resorts, which is a huge plus for participants. “Attendees can obviously gamble, but having the flexibility to grab some food, go shopping, take in a show or movie, and hang out at a bar within feet of their rooms is a huge convenience,” Chris Chan says.

Ethan Taub, CEO of Newport Beach, California-based company Goalry, has held numerous corporate events in Las Vegas over the years, his last in late 2019 due to the COVID-19 pandemic halting the plans for last year. “The lax environment makes people be themselves more, leading to more honest and creative ideas. The vibes people get when they enter fill them with a lot of positivity and energy, which is always great for meetings,” he says. “I also think that it’s a great place to build bonds with either your team or other businesses as it really allows you to get to know someone, a key aspect of team building and business.”

While he thinks some may disagree with his opinion, seeing it as a distraction or a waste of funds, he has seen big dividends among his staff. “Even if my team walks away without much more insight, the morale will skyrocket and continue for a while,” Taub says. “It also gives us something to talk about in the office, further boosting morale.”

Jenkins enjoys hosting meeting in Las Vegas because of the plethora of hotel rooms, large spaces for meetings and conventions, and the nightlife that speaks for itself. His most recent experience was staging an event and meeting for a paper and plastics group at Wynn Las Vegas for 500 attendees. “The space to stage, the general session and breakout meeting rooms was more than we could actually use,” Jenkins says. “The events were hosted at different locations — one outdoors and another in one of the ballrooms that had a stage, theatrical lighting built into the room and stage, etc.”

While Bravo Productions provided sets and scenery, the Wynn crew was responsible for most of the installation and all rigging, production and show managers. “When you are used to working with your own crew and know how they work, it’s putting a lot of trust in people you have never worked with before,” Jenkins says. “We tended to over communicate even more so as a result.”

More Than Gaming

During downtime, his attendees have done everything from sightseeing tours along the Strip and Red Rock Canyon, an outing to Hoover Dam, and attending Cirque Du Soleil shows — all group activities coordinated through the venue’s catering director and sales team. “We often hear attendees remark that it’s ‘adult escapism’ that is attractive,” Jenkins says. “While many gaming resorts are now ‘kid-friendly,’ they are still largely popular for adults.”

Jenkins gives Wynn Las Vegas and Encore high marks. The venue includes 57 scaled meeting rooms, a 20,000-sf outdoor pavilion with an adjacent 20,000-sf lawn, and four pillar-less ballrooms ranging from 20,500 sf to 83,000 sf. It also offers a new two-level meeting and convention space expansion that sits on the southeast side of the resort’s private backyard and overlooks the golf course. What’s more, all meeting and convention space is powered by 100% renewable energy sourced and delivered directly from the 160-acre Wynn Solar Facility and on-site rooftop solar panels, which attracts sustainably minded meeting guests.

Both Wynn Las Vegas and Encore offer a hotel-within-a-hotel VIP experience, including private entrances, separate elevators, additional services, private pools and restaurants. These VIP accommodations are noted by the designator “Tower Suites,” creating a hotel-in-a-hotel environment — all just steps away from the meeting and convention space.

As the only resort golf course on the Las Vegas Strip, the 129-acre Wynn Golf Club course is set among lush landscapes unique to desert golf that include several water features and streams, 100,000 shrubs and 7,000 mature trees.

When it comes to Las Vegas, there is also no better city in which to network, and the chance to relax and recharge with new associates while having the time of your life after the convention ends for the day is a fantastic way to start life-long corporate partnerships and build friendships.

Mount Airy Casino Resort offers 1,800 slot machines and 80 table games.

Around the Country

While many people consider Las Vegas to be the gaming center of the U.S., the city is not for everybody, and sometimes heading out West can be a chore for those on the East Coast. Thankfully, one doesn’t need to head to Las Vegas to take advantage of exceptional gaming resorts for meetings. In fact, the Northeast contains some of the biggest and more luxurious casino resorts around, which also offer plenty of world-class dining and fabulous entertainment.

One example is Mount Airy Casino Resort in Mount Pocono, Pennsylvania, less than 90 minutes from Philadelphia, New York City and northern New Jersey. The venue boasts the ultimate gaming experience, with more than 1,800 slot machines, 80 table games a sportsbook and poker room. As Pennsylvania’s first AAA Four Diamond-rated casino, the resort’s nearly 300 upscale guest rooms and suites are complemented by a 20,000-sf convention center and ballroom that serve as a state-of-the-art venue for private and corporate events, weddings and entertainment.

Attendees can discover a variety of signature restaurant options, including Guy Fieri’s Mt. Pocono Kitchen, and the award-winning Bistecca by Il Mulino. This all-encompassing, full service resort destination for outdoor enthusiasts and gaming enthusiasts alike, features a Sports Illustrated-recognized championship 18-hole golf course; a 16,000-sf spa, salon and exercise facility; a luxury indoor/outdoor pool — aptly called Get Wet; and a covered outdoor pavilion that hosts a summer concert series. Mount Airy is currently operating with enhanced cleaning and sanitization practices in effect throughout the property.

Turning Stone Resort Casino features a 125,000-sf, Las Vegas-style gaming floor, a 5,000-seat arena and several nightlife venues.

Another option is the Oneida Indian Nation’s Turning Stone Resort Casino in Upstate New York. The renowned, award-winning destination resort features world-class amenities, including four hotels, two luxurious spas, five golf courses, more than 20 dining options, a 125,000-sf, Las Vegas-style gaming floor, a cabaret style Showroom, a 5,000-seat arena and several nightlife venues.

Conveniently located 30 miles east of Syracuse, Turning Stone was named “Best Countryside Hotel/Lodge” in 2017 by Condé Nast Johansens, and the #1 Best Gaming Resort in New York by Casino Player Magazine in 2019.

Turning Stone, which offers 125,000 sf of meeting space, has also earned the prestigious Forbes Travel Guide Four Star Award for The Lodge, Wildflowers restaurant and Skana spa; Forbes Recommended Ratings for TS Steakhouse and, for more than a decade, the AAA Four Diamond Award for The Lodge, The Tower Hotel and Wildflowers restaurant.

Atlantic City, N.J., is the most well-known option in the Northeast, with large gaming resorts that include the Sheraton Atlantic City Convention Center Hotel, Bally’s Atlantic City Hotel & Casino, Borgata Hotel Casino & Spa, Caesars Atlantic City Hotel & Casino, Golden Nugget Atlantic City, Harrah’s Resort Atlantic City Hotel & Casino, Resorts Casino Hotel, Tropicana Atlantic City, Hard Rock Hotel & Casino Atlantic City and Ocean Casino Resort.

While gaming is a big attraction to meeting attendees, there is so much more to do in the area, such as the Steel Pier Amusement Park, the Ripley’s Believe It or Not! Museum and the Absecon Lighthouse. Plus, the famous Atlantic City Boardwalk offers plenty of shopping and other activities.

Staying on the East Coast, meeting planners can also find some top gaming resorts at Foxwoods Resort Casino in Mashantucket and Mohegan Sun in Uncasville. Both gaming resorts have become favorites of the corporate meeting set because of their top-notch facilities.

The Guitar Hotel at Seminole Hard Rock Hotel & Casino Hollywood

Foxwoods currently offers more than 150,000 sf of flexible meeting and event space, including its three pillar-free ballrooms, ranging from 15,024 sf to 47,553 sf, which can accommodate meetings and conventions of up to 5,000 people. Meanwhile, Mohegan Sun offers 45 flexible and strikingly designed individual meeting rooms totaling 275,000 sf that can accommodate up to 5,300 attendees. Both have top entertainment options and plenty of things for people to do, in addition to the casinos.

Additionally, Atlantis, Paradise Island in the Bahamas is home to the largest convention center in the Caribbean, and the resort boasts a 141-acre waterscape called Aquaventure. In their downtime, meeting attendees can enjoy the thrilling slides and river rides. It is also home to the largest open-air marine habitat in the world with more than 50,000 marine animals.

For a change of pace, head to the Inn of the Mountain Gods Resort & Casino in Mescalero, N.M., which, thanks to an ideal climate, has plenty of fishing, boating, zip lining and hiking available. Meeting planners can take advantage of the 29,000-sf event center, or dozens of smaller meeting rooms.

Another popular gaming resort is Seminole Hard Rock Hotel & Casino Hollywood, which features 150,000 sf of gaming space. Also, the Hard Rock Event Center boasts 120,000 sf of meeting space, including a 38,000-sf, carpeted exhibition hall that can host trade shows, conventions, large corporate groups and more.

As vaccines continue to roll out and more meeting planners are expecting to get back to in-person events by late summer or fall, these gaming resorts are forecast to be as popular as ever. A meeting at a gaming resort is akin to royal flush — it’s always going to be a winning hand. C&IT

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The long-term impact of the COVID-19 pandemic on medical and pharma meetings remains to be seen. Some experts say there were too many meetings and COVID-19 has whittled them down to a more reasonable number. Others say medical education is so well suited to virtual learning that a virtual format will likely continue at conferences. Also likely is that strict health and safety protocols, especially critical at medical meetings, will continue for some time.

Almost everyone agrees that clear, consistent, up-to-the-minute communication is crucial if live med/pharma events are to come back. “The industry needs to drive optimal communications so that all attendees have the information they need related to safety and security,” says Ariana Reed, senior manager, business strategy meetings and events, American Express Global Business Travel. “There’s increased need for meeting planners to thoughtfully communicate around all details, including information around safety protocols and supplier standards, and assurances at all touch points along the journey. It’s important to make sure participants can easily access all the relevant information to facilitate an experience they feel comfortable and secure with.”

Set Clear Expectations

Andrea Goes, CIS, HMCC, supervisor, pharma team, with ITA Group Inc. and part of MPI’s extensive health care meetings community, says there must be “strong and clear expectations from requesting pharma companies about program safety protocols to all attendees, strong and clear communication to all attendees on event details, and expectations within registration sites, and strong and clear communication to all attendees on event details and expectations five days prior to travel to capture any significant changes.” Additionally, Goes says, pharma companies may need to request attendees’ travel guidelines and expectations prior to invitation and before contractual agreements begin in order to assure the meeting meets their individual or practice’s safety needs, including where they can travel and how many people they can be around.

Current challenges to executing live meetings are many, but there’s no denying how important these meetings are. In 2019, the American Express Global Business Travel team assisted clients with nearly 47,000 medical and pharma meetings. “The medical/pharma sector recognizes the value of live events to all participants,” Reed says. “For companies, in-person gatherings are by far the most effective way to connect with health care professionals (HCPs). And for HCPs, attending certified educational events is essential for earning those all-important continuing medical education (CME) credits. In addition to engaging with speakers and educational content, HCPs find great value in networking with fellow professionals to discuss cases and share experiences.”

That said, Reed thinks planners should expect to work on different types of combination events this year. “Where staging a full-scale event isn’t practical, there’s a range of options with which we can fully support clients. These include virtual, hybrid and multi-hybrid events. Hybrid solutions are appropriate when conditions restrict numbers at physical events or planners simply want to reach a wider group of people, including those unable or unwilling to travel. It’s important to make sure the experience is as consistent as possible for both physical and virtual attendees.”

Reed expects demand for smaller, more manageable meetings to return quickly. “In this environment, multi-hybrid technology can play a valuable role, helping to create a larger-scale event by joining up geographically dispersed regional gatherings. While the impetus for pharma clients is to get back to live events where feasible and safe, hybrid solutions will continue to play a role to widen access to audiences. Whatever the format,” she adds, “events in this sector are strictly regulated, so it’s always important that all stakeholders are aligned on policies and compliance processes.”

One positive: The pandemic has created new opportunities. “Our meeting planners are now ‘super-charged’ with more finely honed digital skills,” Reed says. “This allows them to become more creative with how we support medical and pharma meetings. With the pent-up demand for live events, their creativity will be fueled by the ability to utilize everything in their toolkit to enhance the attendee and HCP experience whether virtual/hybrid or live.”

Virtual events certainly have positives, such as potential cost savings. However, Reed notes, appropriate investment is still needed. “The same principles apply to successful events whether live, virtual or hybrid: End-to-end attendee experience is core to maximizing ROI. Provide the best possible content and map the attendee’s journey across all touch points: registration, attendee management tools, audience participation/engagement, feedback reporting and analysis.”

Looking ahead, Reed says duty of care is an enhanced priority. “There’s greater reliance on agencies to be the M&E subject-matter expert on customers’ internal approvals, compliance and duty-of-care requirements for meetings. Policies remain in the spotlight and are being made more robust. This can include more rigorous approval processes, centralizing contracts with preferred vendors, and explicit language around safety and security.”

One example, she notes, is ground transportation, an increasingly key part of the attendee journey with challenges around vetting suppliers for duty-of-care and biosafety standards. “We also expect to continue investing in digital technology to create sustainable, efficient solutions as part of our strategy to help get the world moving and meeting again.”

In addition to ramped-up deployment of technology, including virtual and augmented reality, Reed thinks there will be increased focus on mindfulness due to the turbulence and trauma of the past year, resulting in time in agendas for physical and mental breaks, and content focused on well-being. She says education will include content on diversity, equity and inclusion, and sustainability will remain a priority. “The majority of our clients want more sustainable meeting programs, including measures such as recycling, avoiding disposable items, and sourcing local, ethical, low-impact food providers.”

Changes Ahead

The big takeaways from last year for Reed may be multiple new challenges for planners. “Medical education events are subject to strict policies and protocols, which were in place before the current situation. There are now additional layers of complexity, with new health and safety standards that, at times, are stricter than legal requirements. Supplier negotiations may need to focus on facilitating these exacting client requirements.”

Walter Ejnes, CHCP, president, Continuing Education Company Inc., thinks COVID’s impact on medical meetings will be lasting. “During the past year, many organizations have switched to virtual conferences,” he says. “This has made target audiences more comfortable with the format. As organizers return to live meetings, many will offer hybrid formats now that they’ve gained experience with streaming events. Audiences who have had a good experience streaming may continue to participate virtually.”

He also thinks many COVID-era safety protocols and polices will continue, making the meeting space a safer and more comfortable place, and that in-person events will return to previous levels as more clinicians receive the vaccine. “However,” he notes, “many employers continue to have travel restrictions, or reduced or eliminated CME travel budgets, which creates a challenge for health care professionals who want to travel for CME. Hopefully, these restrictions will be dropped as more get vaccinated and COVID cases continue to decrease.”

Hybrid events aren’t new to Ejnes. His company has offered a hybrid-meeting format for six years — though virtual attendance definitely increased during the past year. He thinks even as in-person events return, hybrid meetings will continue because they work well for CME conferences “when done properly.” For Ejnes, that means creating an experience as close to live events as possible. “We’ve seen many organizations grow dependent on Zoom-type approaches, which can never mimic the in-person experience. In many cases, video and audio quality is poor due to bandwidth and equipment issues. Planners’ lack of technological skill is another challenge. Streaming is new to most, and they’ve had to learn fast, often relaying on service providers who themselves only recently entered the virtual-meeting arena. Moving forward,” he says, “audiences will expect better quality and an experience similar to an in-person conference. We developed a proprietary approach to virtual meetings similar to what national broadcasting networks used at the start of the pandemic. As a result, our meeting participants have stated that our events make them feel as if they’re at the in-person meeting.”

As for benefits, Ejnes says offering a hybrid or virtual-only approach helps increase event audiences, allowing planners and CME organizations to reach a higher number of clinicians. He thinks planners should acquire solid knowledge of the technology required for virtual and hybrid meetings. “They need to understand the options and take the lead when working with streaming-technology vendors.” Yet even as technology is more important than ever, Ejnes cautions, “We need to remember that medical-meeting attendees still want the interaction they receive at live events. Organizers should not give up on planning in-person meetings.”

All 19 of his scheduled meetings ran last year, with just three shifting to virtual-only. Twelve hybrid events have run since June, with 100-150 in-person attendees, and three times that for virtual attendees. “We even added an additional conference at the end of 2020, a risky move as other organizations were cancelling their events. It was our most successful conference during the pandemic. And 2021 conference registration is already much stronger than 2020,” he adds.

ITA Group’s Goes says a requirement that may help live events bounce back is proof of vaccination or a negative COVID test. Like others, she’s sure live events will come back — but that doesn’t mean virtual events will disappear. “Virtual meetings allow HCPs easier access and reduce the stress of being away from work and home. They open up attendance to those who may not have wanted to travel or whose employers wouldn’t allow them time away, and attendees benefit from fresh perspectives offered by those new HCPs.”

But there are challenges, including home distractions and connection issues. Some reports, Goes says, showed hybrid attendance is not as good, which may mean reduced engagement as well. Moreover, she adds, sending links to meetings is a new risk. “When meetings were live, we could close doors; control hotel flow past meeting rooms and do a sweep of items in a room.”

That said, Goes sees opportunities for planners: “There are new opportunities to provide expertise in safe and healthy events, to provide engaging virtual experiences that are compliance friendly, and to connect our clients to partners, vendors and suppliers that have flexible and friendly contracting and planning,” she says.

Most importantly, perhaps, Goes sees an increased sharing of insights. “We see and hear it all. We have the responsibility of sharing that information with our clients. We hear attendee feedback, vendor feedback, technology feedback and even feedback from other clients we serve. We’re sharing more insights with each other than we ever have and it’s making everyone stronger.”

The Stakes Are High

Phil Talamo, CHCP, president, Physicians Education Resource (PER), points out that stakes for safety at medical meetings are extremely high. “Most of PER’s meetings are designed for doctors who treat patients with cancer, so after they leave our meeting, they’re treating patients in the higher risk category for COVID. This means that not only do we as planners need to be careful, we have to be extra careful because our doctors and attendees need to be extra confident in the safety.” He says precautions should include limiting the distribution of materials — in some cases, hard-copy materials should be put together many days in advance — restricting the use of shared microphones and opting for more outdoor venues.

Like Goes, he sees opportunities ahead. “I don’t think medical meetings will ever be the same, but I don’t think that’s a bad thing. The biggest opportunity is to modernize meetings by incorporating new technologies such as video-based virtual formats — not just for attendees but also for bringing faculty together. It’s easier than ever to dial-in remote faculty from increased distances, such as a different coast or even overseas. The opportunity to provide a more diverse perspective for treating diverse patients will be easier and create a more comprehensive educational meeting. Similarly, we now have a better opportunity to integrate technologies such as smartphones, tablets and computers into the live setting. We can create new ways to interact with speakers through texting, more elaborate polling and more using our own devices.”

Talamo says virtual meetings give physicians new opportunities to consume more and broader content than ever before because the travel aspect is out. “This is especially true for physicians treating a variety of diseases. A community oncologist may only treat lung cancers 10% of the time, so [he or she] may not often attend lung cancer meetings. Now, if they wanted to dial-in to a virtual meeting on lung cancer, it’s more convenient, even if they only stay for a small period.”

For planners, Talamo notes, a big positive is the ability to do more meetings more quickly. “Without the complex barriers of renting a hotel, contracting venues, ordering food and orchestrating sleeping-room nights, meeting planners have more time to focus on front-of-house items. And more of them.”

PER switched fully to virtual last year, and like Ejnes, even added new events. PER launched a weekly “COVID in Cancer Care” webinar series to share best practices from inside hot spots. “Because of the shift to virtual and our vast resources, we were able to produce more content than ever before to support clinicians in the field,” Talamo says.

But successful virtual events demand expanded planner skills. One of the most important is the ability to produce content. “Not create,” Talamo emphasizes. “But produce in the sense of a TV show or movie.” Given the shift of nearly everything to virtual, attendees are likely in virtual meetings with work, friends, family, children’s school, etc. “To hold their attention in a virtual medical meeting and ensure the education makes an impact, planners need to make sure their content is the most unique and engaging it can be.”

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The Case For Face-To-Face

Not surprisingly, one critical downside to virtual events relates to networking. “Some of the most powerful educational moments at live meetings happen in the exhibit hall or buffet line when an attendee can privately ask a speaker a question about their practice,” Talamo says. “These questions are often related to the most challenging cases a clinician is facing, and live meetings provide the opportunity to get a second opinion on a case. Sure, there are ways we try and mirror that in the virtual setting, but nothing is as powerful as face-to-face interaction.”

For Talamo, the critical takeaway from last year is that the industry did an incredible job shifting to the virtual environment and continuing to provide the education physicians need. “I’m a believer in customer service. Physician attendees are our customers. They have a very difficult job working on the frontlines during the pandemic. Our job as meeting planners is to ensure they have a safe, effective educational experience that helps them fight this fight. Meeting and events will continue to evolve, and we as an industry need to do all we can to ensure that frontline workers get the support they need from us.”

Many factors affecting medical and pharma meetings are far outside the control of planners. As Jacqueline Beaulieu, HMCC, director, strategic marketing & client engagement with Poretta & Orr, points out, a return to live medical meetings will happen gradually, tied to “the mass distribution of the vaccine, the lifting of travel bans, what medical specialty the medical meeting serves and, the big factor in my opinion, people’s comfort level regarding traveling.” However, she continues, safety has already been figured out and meetings are taking place — right now. “Conventions, trade shows and meetings are not concerts or sporting events. We’re able to control the numbers, and safety protocols, so we can attend them safely and plan them successfully. We just held a webinar and one speaker mentioned they’ve held a number of safe events over the course of the last few months. Collectively, over 10,000 people have attended — safely. I think that’s powerful.”

An Uncertain Future

Beaulieu says she doesn’t know what the ongoing impact of COVID will be on medical meetings, but thinks hybrid meetings are likely here to stay — although primarily as a way to further educational components of conferences and trade shows. “Virtual is a much better fit for educational subject matter than for selling a product/service, drug or medical device. Buyers/HCPs like to touch and feel multimillion-dollar medical devices.”

Like others, she encourages planners to become proficient in new technologies. “Understanding when you need a robust platform with all the bells and whistles, and how that platform serves the end-user is critical. I’ve learned the importance of understanding platform stability, latency and bandwidth, and the impact these can have on the quality of virtual meeting. Even if you don’t understand a virtual platform as fully as those in the IT department do, understanding the questions to ask and working with a trusted partner will serve you well.”

Initially, she says, “I believe we’ll see fewer large, in-person meetings and perhaps an increase in local/regional meetings. This will gradually ramp up and increase as HCP’s comfort levels increase, and their duties as first responders to the needs associated with COVID decrease. The unknown to me is — will the virtual component demonstrate sustainable ROI long term? We have short memories . . . remember the changes implemented after 9/11? Many of those changes are no longer implemented. As we settle into life, will some of this go away? I’m not sure, but it’s something to monitor and assess as we move forward.”

Among the many positives Beaulieu sees is job security. “We all need health care. Medical meetings are the largest sector of the meetings industry. I think it’s safe to say there’s some job security there. Because of the unique skill set that medical meeting planners require, they’ll be sought after if they’re good.”

Medical meetings may look different going forward, she adds, “But our industry is resilient, strong and moving forward successfully. The HCPs are heroes and medical meeting planners are strong, creative, flexible and have demonstrated a resiliency that’s absolutely amazing. I’ve never been prouder to work in this industry, and I look forward to continuing to work for many years . . . meeting face-to-face once again.”  C&IT

Planners say attendees are now looking for experiences when it comes to F&B, so merely serving a meal buffet-style is no longer good enough. Photo Courtesy of Katie Bohrer / ALHI

For years, the standard food and beverage offerings at meetings and events were simply that — standard. Today, despite COVID-19’s temporary impact on how food and beverages are served, food and drink options are wide ranging to meet the evolving dietary interests of attendees.

Bryan Stiffler, director, meetings and special events at The Ritz-Carlton, Tysons Corner in McLean, Virginia, says, from his experience working in special events and meetings over the years, he’s seen a rise in demand for plant-based foods. “While there has historically been a focus on responsibly sourced local ingredients, during the pandemic, I’ve seen an increased number of requests for comfort foods,” Stiffler says. “With everything going on in the world, I think these comfort foods have made a comeback as people have been craving some normalcy and will take any opportunity to find joy in their day.”

The key to elevating the food and beverage experience at these meetings and events, despite the potential challenges, is to begin planning your food service as soon as possible, as advanced planning affords the greatest creativity. Deanna Nwuso, founder and event strategist at Deanna Camille Events, says COVID-19 has obviously had a major impact on in-person meetings and events. Pre-pandemic, the focus was on local cuisine and ingredients, served farm-to-table when possible. “Attendees are seeking experiences that spill over into the food at an event,” Nwuso says. “So food displays that are jaw-dropping or service styles that are Instagram-worthy are what attendees are looking for.”

The food and beverage industry is increasingly focusing on satisfying the adventurous consumer. In fact, meeting and event attendees are moving out of their comfort zones to explore bolder flavors and multi-sensory food experiences. There is a focus on heightened sensory delivery, often combined with an element of the unexpected. According to Doug Peterson, partner and founding member at Prestige Global Meeting Source, in recent years, the use of action stations for group food and beverage was a major trend. Action stations allow for variety, creativity, fresh preparation and “theme-able” or customizable experiences. “The integration of healthier options has been a growing trend with the addition of new food options as tastes and trends changed over time,” Peterson says. Communal dining was becoming the norm pre-COVID. Family style service for groups had also been growing pre-COVID, creating a more relaxed and engaging group dining environment.

As food trends move into more esoteric realms, the crowd pleasers still largely remain comfort foods. An example would be lobster macaroni & cheese with truffles, or other fun or indulgent variations, highlighting that the tried-and-true favorites are still desired. “Ethnic foods have seen a rise in recent years, adding more variation in flavors. Sushi has become a favorite now where 10 years ago that would have been a rarity,” Peterson says. “Fresh squeezed juice bars were big before COVID, as was ‘clean eating’ such as customizable ‘bowls’ with rice or greens as a base, which can appeal to many food preferences. Dishes featuring seasonal ingredients remain popular with the masses.”

According to Heather Herrig, CMP, president and chief event strategist at Every Last Detail Events, planners are more in tune with how to adequately fuel the body and brain with energizing choices. Gone are those afternoon breaks of brownies and cookies, sure to just bring along an epic energy crash shortly thereafter. “Instead, we are seeking options that help our participants focus and engage in the content we’ve worked so hard to co-create,” Herrig says. “Sourcing has also evolved quite significantly in recent years. We are looking at food and beverage more inclusively within the event or meeting as a whole, and want this to be a part of the destination experience. Sourcing locally allows us to share the destination’s story and bring it into the event in a powerful way. Plus, it allows us to support local producers and encourage a more sustainable F&B program overall.”

The Ritz-Carlton, Tysons Corner – Connect with Confidence Event. (Joy Asico / Asico Photo)

Beyond Thirst Quenchers 

The idea of “craft everything” seems to be the way of today’s beverage, including local, regional, and craft made beers and wines. The popularity of small batch, non-consumer brand or in-house produced drinks has also risen. “Wine has always been and remains a standard, but beer and distilled spirits have become much more prominent,” Peterson says. Hotels are seeing an increase in demand for whiskey-, rum- and cognac-tasting and pairing for workshop, team building, educational purposes, etc. Peterson adds, “We have also seen a resurgence of some tried-and-true drinks with a modern spin, such as a wood smoked Old Fashioned or a Vesper Martini.”

In addition, fruit-infused water, available all-day for attendees, was becoming very popular pre-pandemic. But because service for that was primarily in large format, self-serve dispensers, that is not the option it was a year ago. Still, Herrig says planners can get creative when providing this enhancement to hydration. Sponsors can provide water bottles that allow for fruit infusion, and both fruit — in single servings — and water can be safely made available to attendees in person. “If you have a virtual event, the same water bottles can be sent in advance with recipes of different fruit combinations,” Herrig says. “There are really some fantastic non-alcoholic options now, too. We are seeing craft non-alcoholic spirits gain in popularity as well, so there are fantastic options for everyone.”

Experiential beverage service also is very popular in today’s meetings and events. As Nwuso explains, not only do attendees want to be served creative, one-of-a-kind drinks, they want to be entertained in the process as well. “At an event a few years ago, I coordinated a coffee-tasting experience with a local roasting company at an event in Seattle. Attendees watched him pour over a cup as well as explain what to look for in quality coffee and the best way to brew at home,” Nwuso says. “And they all received an espresso set to take home to remind them of the event in the future. By creating something engaging like this, your attendees look forward to attending in the future, they tell other potential attendees about it and create a ‘fear of missing out’ for the next year.”

Throughout the pandemic, Stiffler has noticed an increased demand for fermented experiences, such as kombucha, and immunity-boosting beverages such as fresh-pressed juices and smoothies to keep their immune systems strong has become top-of-mind for clients. “I’ve also seen a rise in the number of requests for stations with attendants or an experience where the server comes to the guest with, for example, a coffee trolley or cart,” Stiffler says. “What’s more, there has been more demand for non-alcoholic alternatives like elixirs with shrubs and sparkling water, as well as single-use, individually bottled beverages.”

Accommodating Needs

As gluten-free, dairy-free, Keto and other types of dietary restrictions become more prominent, meeting professionals have to plan accordingly. As Peterson explains, the early attempts to provide options were clearly a “check-the-box” type offering, however, for many hospitality kitchens and bars these days, the conversation begins with the question of what food sensitivities or allergies exist within the audience of which they may need to be made aware. “The scale and scope of more artisanal versions of classic dishes made with these modern modifications or exclusions makes it difficult when the request only represents a small minority of guests,” Peterson says. “Vendors that can find ways to create ‘wow’ experiences with the limited-diet crowd will really stand out.”

Peterson suggests that these menu modifications will only continue to grow as the trend overall is moving toward more health-conscious eating. While many do a great job with unique dietary requests and requirements, there are still vendors that just simply label what ingredients are in the food, so people may make informed choices. “A tactical approach is to think about the eaters and make sure each group can find things that will meet their needs and find a couple of surprises in the offering,” Peterson says. “Catering to specialty needs is now the norm, not the exception. Banquet menus created solely with this in mind is a must. Some hotels are designing full menus that are all vegan, for example, and we are seeing more and more clients looking for those menus.”

MGM Resorts International has introduced technology where attendees can scan QR codes with their mobile device and view event menu details. Photo Courtesy of Victoria Chivers

Of course, as an event planner, it is impossible to create one menu that addresses the full spectrum of dietary needs and requests. Nwuso has tried to make sure that during each meal there are food items that meet a variety of needs. For example, serving salads without nuts or cheese, dairy-free starch sides, such as potato croquettes, or build-your-own taco stations that include lettuce wraps in addition to traditional flour and corn tortillas, have all worked well. “Secondly, it is now widely expected to label all food with dietary concerns or allergens so attendees are fully informed as to what they’re being served,” Nwuso says. “Sometimes, you may have to just order special food for attendees, like for those who eat Kosher, and make sure you have a method of locating and serving those attendees during meal functions.”

Herrig says the key is to learn how to listen and then how to plan, so a vegan meal isn’t just a plate of vegetables, but something as appetizing and delicious as any other entrée. “Dietary restrictions and dietary lifestyles are impacting our industry because they are pushing us in very constructive ways to plan better,” Herrig says. “We need to be more creative and more collaborative to successfully feed all our guests and participants safely and with care. These needs are pushing us to be better planners and better industry partners.”

And while there are definitely many more requests to accommodate allergies, and dietary preferences or restrictions, than ever before, those who eat bread, love bread, so that won’t be going away anytime soon. “But the need to have a low-carb, non-starch, non-gluten base as a vessel for the protein or whatever else is being served is the quest. You’ve seen cauliflower ‘dough’ for pizza,” says Shaun Roberts, vice president of sales for Great Performances catering and events company based in New York City. “Generally, though, I think we are steering toward more plant-based meals, and that is something easily achieved, and can accommodate most allergies. There is so much great flavor organically occurring in nature, and we will see more and more creativity in that direction to keep our taste buds engaged.”

Victoria Chivers, vice president of catering, MGM Resorts International, says dietary requirements and preferences have played a large role in events and the overall curation of catering menus for many years, and MGM Resorts continues to develop new ways to streamline this for planners and attendees. “For example, we are excited to introduce new technology where every event guest will have the ability to scan QR codes with their mobile device and view event menu details,” Chivers says. “Additionally, our culinary concierge is also available at several of our properties by simply texting any questions about the menu and [receiving] quick responses back from the chef.”

At The Ritz-Carlton, Tysons Corner, chefs introduced bento-style and/or market-style meal presentations in their meetings and events. Photo by Joy Asico

Delivery With a Purpose

And due to the pandemic, how food and beverages are served is as important as what’s served. For example, at The Ritz-Carlton, Tysons Corner, they’ve introduced bento-style and/or market-style presentations in their meetings and events. “During the stay-at-home orders, executive chef Frederic Barasse and I brainstormed on how to best serve a function,” Stiffler says. “In response, we created bento-style breakfast, lunch and dinners, which are served on beautiful acrylic trays. For the events that want a more traditional buffet experience due to the array of options, we created market-style buffets with food stations where each item is individual wrapped in a biodegradable container.” At these food stations, they have proper guards in place, allowing for an experience where the attendees’ and attendants’ well-being are top of mind.

The Ritz Carlton, Tysons Corner recently served an event lunch in stackable ceramic containers. The container had three components — the top was for salad, the middle was the warm entrée and the bottom was dessert. These containers only required the server to visit the table once, thus limiting contact between the server and guest. “At the end of the day, every event has a different comfort level with COVID, and it’s so important, now more than ever, to find ways to cater to these individual needs,” Stiffler says.

As we continue to navigate meetings during this time, Chivers is seeing many groups opting for plated events that limit interactions with staff and other attendees. “We’ve created inventive ways to revitalize this experience with a ‘one-drop service’ that features a bento box-style meal perfect for lunches with time constraints,” Chivers says. “For groups still looking to offer a wide variety of selections, we’ve created marketplace pods to take the place of traditional buffets, where guests are served by attendants and chefs with packaged portions presented in beautiful, creative arrangements.”

“I firmly, and happily, believe long buffet lines will be a thing of the past.” — Doug Peterson, Partner and Founding Member, Prestige Global Meeting Source

Joel Feigenheimer, assistant professor at the Florida International University’s Chaplin School of Hospitality & Tourism Management, points out that hotel operators, caterers and restaurateurs are always trying to present their food and beverage products in unique and interesting ways. The issue with food and beverage presentation during meetings and events is more related to the logistics of delivering the food to all attendees in a reasonable amount of time versus designing plates or beverages that are beautiful and unique but are hard to produce and distribute. “Meeting food must not only be of commensurate quality with the budget, but the operator must be able to feed the attendees in such a manner that it does not interrupt the flow or timing of the meeting or convention schedule,” Feigenheimer says. “Companies don’t care how pretty the food is at lunch if the convention runs 45 minutes late because the operator was unable to feed everyone on time.”

Looking Ahead

Peterson anticipates we’ll take the best of what we’ve learned for cleanliness and efficiency and these will become new standards. To some extent, the former ways of food and beverage service will come back with some modifications. A family-style meal still brings a camaraderie to a table and will find its way back. Peterson would like to think instead of a “new normal” we will see an “improved normal,” taking the lessons learned forward from this challenging time. “We are rethinking everything from the moment the delegate walks in the door to the moment they leave the event,” Peterson says. “Reinventing ways of doing the basics in terms of seating, service and even the creation of banquet event orders. I firmly, and happily, believe long buffet lines will be a thing of the past.”

Chivers adds that with challenge comes innovation — and the pandemic has given the industry time to evolve new catering options and introduce new technology to enhance the guest experience. “In looking at everything through the lens of health and safety,” Chivers says. “We’ve also developed new service and presentation alternatives that allow meeting planners to truly customize an event that is enjoyable and comfortable for all.” C&IT

Photo Courtesy of Greater Miami Convention and Visitors Bureau / MiamiAndBeaches.com

Hosting a successful business meeting or event is part art, part science. But if you host it in a world-renowned locale such as Miami, you’ve got it made. Miami is a city of neighborhoods — each with its own personality and unique characteristics. These neighborhoods carry a pulse of their own, whether it’s cultural, architectural or artistic. Some of these ever-popular areas include Brickell, Miami Beach, Little Havana, Little Haiti, Historic Overtown, South Beach and Coconut Grove.

So why is Miami such a popular meetings and events destination? For Beth Miller, director of global accounts at ConferenceDirect, Miami’s biggest draws include its beaches, its culture and the excitement of an urban, international city with a laid back, beach vibe. “One particular event that I planned was a law firm partner meeting,” Miller says. “It was over Miami’s Food and Wine Week and the law firm included tickets for those who wanted to stay and enjoy the festival, which is a very special event. Other events were also legal related and the sunshine, beaches, warmth, boating, and great cuisine and restaurants, definitely exuded the Miami draw.”

Krista Emmons, CMP, operations manager, Meeting & Events with Your Event Solutions (YES), says the key attributes of Miami ideal for meetings and events include access to two international airports within 25 miles of each other, and the newly refurbished, state-of-the-art Miami Beach Convention Center (MBCC). In addition, the variety of hotel accommodations — from art deco boutique properties to luxury resorts, to big-box convention properties — simply can’t be beat. “We hosted a corporate leadership forum for one of our top clients at the Confidante in South Beach,” Emmons says. “Attendees from around the world gathered for a week-long leadership forum. The group enjoyed dining outdoors, meeting in the naturally lit meeting space, and participating in nightly activities — including beach Olympics, an awards dinner off-site at a local restaurant, and a gorgeous sunset reception on property. We partnered with PRA, a local destination management company, to provide transportation and additional staffing for this VIP group.”

Gladys Mezrahi, founder and president of Indigo Events, says not only does Miami offer state-of-the art venues that can accommodate a full convention with expo, but also unique venues that can bring a sense of intimacy to any event. “There are very few cities that can offer floating venues that range from a normal cruise for a private dinner to a happy hour/team bonding in a floating hut with the most spectacular views,” Mezrahi says. “Only in Miami will you find private mansions on the beach where you can host an event, or a private suite at a casino overlooking a horse race while being served the latest gourmet delicacy.”

What’s more, Miami has been blessed with the authentic gourmet style of the world. You can find caterers or restaurants with menus that will connect the attendees with food from many different countries to bring back memories of those that come from far away. “Famous chefs call Miami their home and award-winning restaurants can be closed for private events,” Mezrahi says.

Brickell City Centre is the home for the international headquarters of major banks, corporations, real estate companies and law firms. Photo Courtesy of Greater Miami Convention and Visitors Bureau / MiamiAndBeaches.com

Brickell

Miami’s Brickell area, which includes dozens of banks and investment firms, is home to the majority of the major corporations and large businesses in the city. Along Brickell Avenue, you will find international headquarters for major banks, corporations, real estate companies and law firms, making your corporate meeting and event attendees feel right at home. And while the area is teeming with skyscrapers, you will also find quiet, shaded streets that offer a charm and relaxed atmosphere that is truly unique among major metropolitan areas.

Brickell has a long-standing history with meetings and events, having been established in the mid-1800s and gradually becoming the city’s “Millionaire’s Row,” with majestic mansions, high-end, upscale office and residential towers, and many of the accoutrements associated with esteemed wealth.

Today, Brickell is the epicenter of Miami’s financial arena, but this downtown neighborhood also offers plenty of modern-day amusements, including convenient access to popular Miami attractions and upscale services that will keep meeting attendees refreshed and productive.

While Brickell is an international financial hub, it is also home to an assortment of wonderful eateries, high-class boutiques and a French-style village called Mary Brickell Village. Offering the ideal venue for gatherings and entertainment, Mary Brickell Village is a wonderful collection of brasseries and bistros, as well as unique shops and services that reflect the incredibly eclectic nature of the region.

The benefits of hosting meetings in Brickell are endless. Not only does it boast a broad variety of meeting spaces, but also offers venues an ideal proximity to areas that can be explored when business is done. From elegant venues in historic settings to modern meeting spaces, Brickell is an exceptional option for financial-based meetings or conventions of any size.

The Mandarin Oriental, Miami offers the ideal spot to play host to meetings and events. Set on a private island, Brickell Key, the Mandarin Oriental is considered one of the most luxurious options for event planners. Located about 10 miles from the MBCC and about 8 miles from popular South Beach, the Mandarin Oriental offers 15,000 sf of meeting space options, including a 20,000-sf private beach, an expansive, stunning ballroom and a myriad of other meeting rooms from which to choose.

Located in the heart of the Brickell business district, Four Seasons Hotel Miami features wonderful views of Biscayne Bay and offers nearly 15,000 sf of meeting space, including 12 redesigned meeting spaces that are perfect for meetings of all sizes.

Imagine hosting a rooftop meeting or event 50 stories above the city of Miami. Brickell’s W Miami is a luxury Miami, Florida resort housed in the Icon Brickell, a 10-acre bayfront enclave adjacent to historical Miami River Circle Park. Priding itself on the utmost in sophistication, the W Miami is within walking distance of the Brickell financial district and minutes from American Airlines Arena and the Adrienne Arsht Center for the Performing Arts. W Miami is also a short drive from South Beach, the Design District, Coconut Grove, Coral Gables and other Miami locations. Meeting attendees at the glamour-infused W also can enjoy the events hosted in the hotel’s 2-acre outdoor living room complete with a 300-foot long pool.

Refined rooms and amenities aplenty can be found at Conrad Miami, which offers more than 20,000 sf of meetings and events space. From delightful poolside terraces to a state-of-the art boardroom, to the towering ballroom with sweeping views of Biscayne Bay, Conrad Miami offers something for everyone.

Located in the heart of Brickell, JW Marriott Miami is an award-winning establishment whose mission is to pamper guests at every turn. Recently named one of the “World’s Best Business Hotels” by Travel & Leisure Magazine, JW Marriott boasts more than 28,000 sf of meetings and events space, with a capacity for up to 1,000 attendees. Smaller, more intimate event spaces and breakout rooms are also plentiful in this prestigious venue.

The Miami Beach Convention Center has implemented policies to minimize risk and protect the health of attendees.

Little Havana & Little Haiti

Bring a Cuban feel to your next meeting soiree in Miami’s Little Havana, which comes complete with Cuban coffee shops, restaurants, eclectic stores and offers a wealth of Cuban-infused sounds, sights and tastes that are reminiscent of Cuba’s capital city, Havana. Evolved to become a cultural epicenter for “all things Cuban” Little Havana offers a variety of venues that can play host to any event. It is becoming a magnet for the young, the hip and the artistic.

Miami’s Little Haiti neighborhood is a wonderful way for meeting and event attendees to experience a taste of Haitian culture and cuisine in a low-key, non-touristy destination. Located along Northeast 2nd Avenue, Little Haiti is adjacent to the major Wynwood Art District, and is being called Miami’s next big art and cultural center. In addition to art galleries, bookstores and Haitian music establishments, the Little Haiti Cultural Complex boasts a myriad of dance and theater venues that illustrate the musical and theatrical renaissance of Haitian cultural activity in Miami. The complex — which has several intimate meeting spaces available — houses an art gallery and theater, and features Afro-Caribbean celebrations and performances, including a weekly Caribbean marketplace, where visitors can hear music, purchase classic Haitian art, and savor delicious Creole delicacies.

Coconut Grove

In the Coconut Grove neighborhood of Miami, you’ll find the Vizcaya Museum & Gardens — a perfect venue for intimate groups. Vizcaya is the historic Italian-inspired estate built as a winter home for American businessman James Deering in the early 1900s. Today, Vizcaya is open to tours and rentals for individuals, groups, corporations and other entities. Considered one of Miami’s most iconic landmarks, this stunningly beautiful American villa features European-inspired gardens and exquisite interiors, and provides the ideal backdrop for unforgettable events.

Coconut Grove, Miami’s vibrant and historic “village by the bay” is also home to The Cruz Building, a glamorous, three-story venue that is elegant and unique, and can accommodate business events ranging from 100 guests to large-scale cocktail parties with up to 700 guests. The majestic rooms within The Cruz Building boast stunning art, antiques and luxurious amenities.

If your group’s tastes are more modern, check out The Loft on Bayshore in Coconut Grove. Recently renovated, The Loft is an ideal space for intimate corporate and social gatherings, and can accommodate up to 300 guests for a cocktail reception and up to 150 guests for a formal, sit-down event.

The Courtyard Miami Coconut Grove reopened last fall. Significantly damaged during Hurricane Irma in 2017, the property has been closed for the past three years to undergo a complete renovation to create a stylish haven. Redefining contemporary comfort and quite unique to the Courtyard brand, the Courtyard Miami Coconut Grove welcomes travelers with a stunning waterfront location, modern amenities and 11,000 sf of total event space.

Loews Miami Beach Hotel offers balconies with spectacular views of the Atlantic Ocean.

Miami Beach

Walk throughout Miami Beach and you’ll notice a common theme: construction and facility improvements are happening at every turn. It should come as no surprise that Miami Beach has long been a popular convention and meetings destination. And as the region continues to attract convention meetings and events, its existing venues are being remodeled to meet the ever-changing needs of visitors.

One of the largest renovation projects in the city is the refurbishment and expansion of the ever-popular MBCC, which wrapped up in 2018. For years, the MBCC has been the epitome of convention locales within the Miami area. The $600 million MBCC expansion and renovation will result in the MBCC becoming one of the preeminent, state-of-the-art venues for conventions of all sizes in Miami Beach. The renovations further enhanced the venue, making the historic, 50-year-old building more efficient, flexible and responsive to the needs of today’s convention clients and attendees.

To make an event truly unique and memorable, the Faena Hotel Miami Beach boasts authenticity and refined design to create one-of-a-kind experiences. Evoking the glory days of Miami Beach, the Faena Hotel offers the Faena Theatre and a variety of beautifully curated indoor and outdoor spaces available for groups of all sizes. The hotel’s La Cava dining room, which includes a hand-carved, 22-seat private dining table by Frank Pollaro, is surrounded by an outstanding collection of world-class wines. The intimate space caters to private wine tastings and sophisticated multi-course menus customized by the Faena’s executive chef.

Regardless of the ongoing pandemic, innovation and development continues throughout the Miami region. For instance, Mondrian South Beach, the waterfront oasis on Miami Beach’s Biscayne Bay, underwent a $20 million, property-wide transformation. First opened in 2008, the bayside retreat is again setting out to redefine trends with a new modern tropical look, feel and experience with a completely refreshed design.

Kimpton Surfcomber Hotel, situated oceanfront in the heart of South Beach’s Art Deco District, is currently in the final stages of a full rooms and public areas renovation. Kimpton Surfcomber is also refreshing its meetings and events spaces, with completion set for later this year. The property will be able to offer refreshed events inventory for groups of all sizes.

Loews Miami Beach Hotel offers all the amenities expected of a top luxury hotel in this area. Offering 65,000 sf of indoor function space, the iconic hotel’s Americana Ballroom offers 28,000 sf and seats more than 7,000 attendees banquet-style. It also has 22 additional meeting rooms, salons and parlors ranging in size from 300 sf to 4,000 sf. Expansive outdoor function space includes the Americana Lawn and the St. Moritz Lawn. Its five restaurants and bars, include the temporarily closed Lure Fishbar, featuring fresh seafood, sushi and American classics; Nautilus Pool Bar & Grill, featuring locally brewed beers on tap; Preston’s Market, offering a flavor-filled breakfast experience; Miami Joe Coffee Co. offering specialty coffee, pastries, and grab-and-go items; and Bar Collins, featuring innovative cocktails, local micro-brews, delicious bar bites and shareable plates.

Virgin Hotels Miami is expected to open in 2023.

Mainland Miami

The new Hilton Aventura Miami is now open. The luxury hotel is poised to welcome locals, leisure and business travelers, as well as groups, with well-appointed accommodations, a robust culinary program, artful touches, premium business services and vibrant lifestyle amenities. The 208-room hotel is surrounded by world-class shopping, as well as some of the finest beaches, golf courses and casinos, and is a short drive from Miami International Airport.

Another gem within the Aventura area of Miami is the JW Marriott Miami Turnberry Resort & Spa. With a 120,000-sf conference center, including 40 flexible meeting rooms, two ballrooms and a wealth of outdoor venues, the Turnberry is ideal for events of all sizes. And when not in meetings, the resort features an array of team-building activities that will inspire and entertain attendees.

Synonymous with golf and South Florida, Trump National Doral Miami — with more than 100,000 sf of meetings and events space — is considered the ultimate golf getaway. And thanks to the new outdoor pavilion, meeting planners have an additional 20,000 sf to utilize for outdoor dining and exhibits. For those planners who want to incorporate a golf experience within a meeting or event, Trump National Doral Miami features a wealth of corporate clinics, multi-day golf schools and private instruction.

The Miami Beach Convention Center recently completed a major renovation.

Miami Worldcenter

Confident and cutting edge, Miami offers one of the most intriguing destinations for meeting and events. From high-tech hotels to art gallery spaces, the city is teeming with venues aplenty. That said, in Downtown Miami there is a renaissance of sorts occurring, the construction of the monumental Miami Worldcenter.

Located in the heart of Miami, the Miami Worldcenter will be opening the door to new and unique meeting spaces for meetings and events of all sizes. The quintessential Miami experience will be captured in the world-class retail, hospitality and residential aspects of the Miami Worldcenter. As the preeminent bridge between the city’s ever-popular South Beach neighborhood and Downtown Miami, Miami Worldcenter will create new links to Miami’s many unique locales, including its growing art and entertainment district.

At the heart of the development is a delightful open-air, pedestrian-friendly shopping center and entertainment complex. One- and two-story shops and restaurants will be interspersed with public promenades and plazas. In addition, the monumental Expo Center and Marriott Marquis World Convention Center Hotel will deliver a level of style, setting and service for guests that is simply unprecedented. Offering approximately 1,700 rooms and 600,000 sf of meeting, exhibition and convention space, the hotel will boast a wealth of resort-style amenities, including an expansive pool deck with views of the bay, the American Airlines Arena and the downtown skyline, as well as an 80,000-sf outdoor event deck. C&IT

Rick Grimaldi is a workplace trends expert and the author of “FLEX: A Leader’s Guide to Staying Nimble and Mastering Transformative Change in the American Workplace.” His unique perspective comes from his diverse career in high-ranking public service positions, as a human resources and labor relations professional for an international hi-tech company, and presently in private practice as a partner with Fisher Phillips, LLP. Day to day, Rick works with companies to help them adapt to the ever-changing business environment, achieve their workplace goals and become better employers.

At long last, the COVID-19 vaccines are here. While employers everywhere are breathing a sigh of relief, they are also wondering how to best handle the sticky subject of getting their employees vaccinated and back to work ASAP.

The good news is many employees appear to want the vaccine. Recent poll numbers indicate that 71% of those surveyed are willing to get vaccinated, up from 65% in late December, and the highest number since July.

Despite the imminent widespread availability of vaccines and an increasing likelihood that workers will want to receive the shot, many employers don’t yet have a plan to deal with vaccinating their workforces. Before you know it, it will be time to start bringing people back to work. To do that in the safest and quickest way possible, you need to start preparing now.

What should employers do now to prepare for the imminent widespread distribution of vaccines?

Develop a vaccine implementation plan now. As experts have explained, the number of available doses by late spring will allow for much more of a “mass vaccination approach.” For employers, this increases the likelihood of the mass vaccination of workforces sooner than later. With that in mind, your organization should be preparing right now for how you will encourage employees to get vaccinated so they can safely return to work.

Decide whether you will mandate the vaccine. (It’s your choice.) As an employer, you can make the vaccine mandatory as long as you honor federal anti-discrimination laws. However, most employees are avoiding this option. Instead, they are trying to incentivize employees to be vaccinated voluntarily. The issue of whether to mandate is very industry specific and employers must take consideration of those who object for health or religious reasons. Even if you don’t mandate the vaccine, you can address the potential roadblocks that might prevent employees from being vaccinated and reward employees with a variety of incentives.

Mount an effective vaccine education campaign. While concerns about vaccination side effects are legitimate, worries over contracting COVID-19 from the vaccine — and other safety concerns — are based on inaccurate information. You can help ease some of this apprehension by providing accurate information and offering clarifications to address misinformation directly. This includes being as forthcoming as possible about likely side effects and providing information about the benefits of getting vaccinated. Employees who understand how the vaccine has been tested, its effectiveness, and track record are generally more likely to get vaccinated. In providing access to helpful information, you should be mindful that employees place much more confidence in information from established health-care authorities rather than material from the vaccine manufacturers or political figures.

“Having a well thought out vaccination and return to work plan for your organization will help you get back to business quicker, but it also helps the whole country.”

Consider whether you will offer on-site vaccinations. If you are an employer of a larger organization, you may be in a position to establish an on-site vaccination center, permitting health-care personnel on your property to administer the vaccine to your workers and perhaps members of the local community. While doing so would most likely increase the vaccination rates and reduce the time your workers would need to spend traveling to a vaccination center, it also raises several legal issues related to premises liability, privacy and more.

Start planning now for post-vaccination issues. The Centers for Disease Control and Prevention (CDC) indicates that it is not uncommon for COVID-19 vaccine recipients to experience side effects, such as pain at the injection site, fatigue, headache and chills, most often within 24 hours of receiving the second dose of the vaccine. Employers should proactively consider how to handle issues that arise as a result. Perhaps you will avoid scheduling employees to work the day after receiving the second dose or provide additional paid time off afterward. You might also consider working with your workforce to stagger the vaccine appointments — especially the second dose — within departments or units.

Don’t ease up on workplace safety measures. According to the CDC, not enough information is currently available to say if or when it will stop recommending that people wear masks and avoid close contact with others once COVID-19 vaccinations become widespread. Thus, even after your workers receive their full vaccine doses, you should continue to require them to adhere to common CDC recommendations until experts better understand the real-world protection that COVID-19 vaccines provide, such as:

• Wearing a mask over nose and mouth
• Staying at least 6 feet away from others
• Avoiding crowds
• Avoiding poorly ventilated spaces
• Washing hands often

Having a well thought out vaccination and return to work plan for your organization will help you get back to business quicker, but it also helps the whole country. Employers can play a role in getting more people vaccinated and combatting the pandemic. This is one way you can make a difference and help save lives. C&IT

Edward D. Hess is a professor of business administration, Batten Fellow and Batten Executive-in-Residence at the Darden School of Business, and the author of “Hyper-Learning: How to Adapt to the Speed of Change.” He spent 20 years in the business world as a senior executive and has spent the last 18 years in academia. He is the author of 13 books, more than 140 articles and 60 Darden case studies. His work has appeared in more than 400 global media outlets, including Fortune, Fast Company, WIRED, Forbes Inc., Huffington Post and The Washington Post. For more information, visit EdHess.org.

Conversations happen in the workplace all the time. Co-worker small talk aside, many workplace conversations are really just two people having their own separate monologues.

Or they’re “check-the-box” meetings contrived to get pre-ordained results. Or they may be “competitions” where one person emerges a winner, or at best agrees to meet someone halfway in a kind of tepid compromise.

As the Digital Age surges on, we’ll have to do better if we’re to stay agile and relevant in a marketplace defined by flux, accelerating levels of chaos, and the relentless march of smart technology, especially artificial intelligence (AI).

As skill sets become increasingly specialized and business gets more complex, it will take multiple people working together to quickly problem-solve, innovate, and do all the other tasks technology can’t.

The conversations that should predominate in today’s business world are those where each person is a) striving to be understood by the other, and b) trying to understand the other.  These are called “High-Quality, Making-Meaning Conversations.” Such conversations — which must occur in a caring, trusting, noncompetitive setting — serve several purposes:

• They meet our innate needs for social connection and belonging to a group.
• They help us validate our uniqueness and humanity.
• They help us build caring, trusting relationships with others.
• They help us learn, unlearn  and relearn. This is a vitally important outcome of conversations, since we are all suboptimal learners who are ego-driven and have a hard time letting go of our beliefs.
• They help us unpack underlying beliefs, assumptions, facts, lack of facts and differences, and achieve critical thinking in the spirit of an idea meritocracy.
• They help us pursue and achieve creativity, imagination, innovation, sense-making or emergent thinking.

Constructive Conversations

If such conversations regularly happen at your company, it says good things about your culture. It suggests that you’re an idea meritocracy and that you embrace the principles of positivity, psychological safety and self-determination. Most likely, people bring their “Best Selves” to work and maintain the inner peace needed to mitigate the two big learning inhibitors: fear and ego. These are the kinds of cultures that allow companies to thrive.

The good news is, there are things you can do to make it more likely that these kinds of conversations will unfold. For instance, set the right preconditions for the conversation. It helps if everyone arrives at the meeting in a state of positivity. But even if not, there are things leaders can do to make meetings go well. They can explain the purpose of the meeting, ask everyone to agree on common values and spell out the rules of engagement.

“As the Digital Age surges on, we’ll have to do better if we’re to stay agile and relevant in a marketplace defined by flux.”

Make sure all parties respect each other and uphold each other’s human dignity. People vary quite a lot in what they find emotionally hurtful. Some are very sensitive to the slightest perceived insult. It’s better to err on the side of respecting the dignity of each person. It doesn’t matter that you do not think your words or behavior are hurtful. Never critique the person; critique the idea and do so in a manner that increases the probability that the other person actually hears you. Say something positive; start out with what you agree with. Then, offer your differing views in a calm, non-personal manner, setting forth your data.

Ask, Don’t Tell

Prioritize asking over telling. The best high-quality, making-meaning conversations happen when people ask questions and when they reflectively listen. Telling sends the message that “I know more than you.” Sometimes, of course, you have to explain your position. But, this still doesn’t require telling; rather, it requires sharing.

When you share, you should make it explicit that you are sharing and not expressing certainty. When you disagree with someone, you should first explain the points on which you agree. Then, you can share your questions, concerns or disagreements. I’ve found it helpful when I disagree or have concerns to say, “Here is my hypothesis,” not, “Here is what I believe.”

Ask additional questions. Remember that the purpose of work conversations is to learn. Learning requires a lot of questioning. Practice reflective listening. This requires a quiet ego, quiet mind, quiet body and positive emotional state. Remember, we are wired to be speedy thinkers who seek confirmation and affirmation. We tend to let our minds wander or begin making up our response while the other person is still talking. Reflective listening is the opposite. It requires us to demonstrate that we truly are listening and trying to understand what the other person is saying.

The best way to do that is to first paraphrase and restate the words and feelings of the person who is speaking and ask if you are correct in your understanding. Demonstrating that you really listened before advocating your position evidences that you care about the person and his or her views.

When we hold the right kinds of conversations, we find they are the gateway to the highest levels of creativity and innovation, emotional engagement, and higher-order critical thinking. They literally allow us to leave our egos and fears at the door, tolerate uncertainty, and not only trust others but trust ourselves — the more liberated, peaceful versions of ourselves. C&IT

All live events held in the next few months must make sure all attendees feel safe and secure. Associated Luxury Hotels International (ALHI) held its 2020 Leadership Summit at Sea Island, Georgia in October 2020. Photo Courtesy of Katie Bohrer

Writing last fall on ustravel.org, Roger Dow, U.S. Travel Association president and CEO, stated, “Unfortunately, the meetings and events industry has been — and will continue to be — uniquely impacted by the pandemic. Meetings and events will likely be one of the last segments of the travel industry to reopen . . .”

While in-person events are not yet booming, there is forward progress. Last year, Beck’s Hybrids, the largest family-owned seed company in the United States, kicked off its annual sales event at the JW Marriott Indianapolis with more than 600 people in attendance. Deep relationships and detailed planning made the live event possible. “We have a great, long-standing relationship with the JW Marriott Indianapolis,” says Brittany Street, CMP, travel and events lead for the company. “Both parties have each other’s best interest at heart. When we were planning the event, we often were on conference calls together and would walk through what the attendee would be experiencing from pulling up in their vehicle to leaving in their vehicle to head back home.”

Adjusting on the Fly

Given how fluid the situation is, what worked in Indianapolis may not work for everyone. But Street says navigating the changing landscape of events in the time of COVID-19 has positives. “We’ve obviously gained a lot of knowledge since executing our meeting in Indianapolis. Normally, we would be designing and planning our event months in advance, but [last] year we were changing things up to a week in advance based on our state’s executive orders. While COVID made us create new procedures to keep our people safe, it also brought more ways to creatively host an event. These new ways of thinking generated new ways to better serve the needs of our people. We’re planning to keep some of them in place for our future in-person events.”

Street credits her industry with making it possible to rise above the challenges. “We’re blessed that we’re part of the agricultural industry, which has a reputation of being very resilient. Every year, the people involved in agriculture are faced with challenges, [such as] drought, excessive rains or the latest derecho in our western marketing area. I believe, because of our ability to be resilient, it has taught us to think on our feet and problem solve at a fast pace.”

The success of the meeting proves her point. “Our event is voluntary, so to gauge attendance, we sent out a survey to our potential attendees to see if they would attend an in-person event. The results: An overwhelming number of people were wanting to proceed with the event. We made sure to communicate with our attendees the steps that we and the hotel were taking in order to make the experience safe and keep a learning experience similar to what they were accustomed to in the past. The event was an astounding success and the attendees even thanked us for hosting an in-person event.”

Indianapolis has been working hard to ensure safe meetings, investing more than $7 million in health and safety improvements inside Indiana Convention Center. Photo Courtesy of Chris Gahl

Indianapolis has also been working hard to ensure safe meetings. The city has hosted many in-person groups and thousands of attendees, invested more than $7 million in health and safety improvements inside Indiana Convention Center — including hospital-grade air filtration and deep-cleaning machines — and has been offering zero hotel attrition for groups, a major planner concern. The city is also using Concept 3D, allowing planners to visit the city via their own computer.

Chris Gahl, senior VP of marketing and communications at Visit Indy, points to some of the city’s current initiatives. “At the convention center, we’ve found a safe rhythm of conducting a temperature check, stamping an attendee approved to enter and circulating each person inside to outside the building. We’re working with hotels connected to the center to increase the space each convention can access and working with hotels to provide pop-up, grab-and-go food options from their individual ballrooms.”

Among the trends he’s seeing are a preference for driving over flying, and lower/uncertain attendance making ROI especially challenging for in-person meetings. As for planner/CVB communication, Gahl says transparency is paramount. His team encourages planners to speak with the city’s health department directly, for example. “We’re all in the meetings industry,” he says, “both CVBs and planners. Sharing insights and takeaways during this difficult time will help us all recover in a meaningful way.”

Safety is No. 1

Katie Bohrer, CMP, VP, meeting design and experience, with privately held global sales organization Associated Luxury Hotels International (ALHI), has worked on several conferences since COVID began. All had a live component of about 50 attendees and two added another 150 virtually. The ALHI Executive Women in Leadership 2020 event was held at Naples Grande Beach Resort in Naples, Florida. “The safety and well-being of our attendees is of the utmost importance, Bohrer says. “Ensuring that every partner on the event would adhere to the strictest CDC guidelines was paramount. In addition, it was very important to communicate with attendees that, by attending our event, they were committing to a shared responsibility to doing their part to follow the personal guidelines. Controlling the meeting environment and the experience for the individual was what our team focused on. Second to the safety and health of our guests were the meeting objectives and goals. Could we accomplish what the meeting was intended to do while ensuring that every guideline was followed?”

The answer was yes, thanks in large part to the resort. “Naples Grande Beach Resort was our first partner in hosting a face-to-face event [during the pandemic]. About 60 days prior to the event, we got on a call with their team and confirmed that we were all committed to being one of the first face-to-face events to be hosted since March [2020]. The hotel detailed the protocols they had put in place since reopening, then we went through the specifics of the meeting and how we were going to achieve our goals.” Bohrer added, “One of the most important things that Naples Grande did was allow us to ask all our questions, and then they spent dedicated time answering them or researching if they didn’t know the answer. Planning right now is all about planning together and ensuring that we’re working as a unit between the hotel, airline, transportation company and event organizer to create the safest meeting environment possible.”

ALHI’s Executive Women in Leadership 2020 was held live at Naples Grande Beach Resort. Photo Courtesy of Melinda Hutchins

Bohrer thinks communication regarding the facts and safe meeting protocols is key to success. “There’s a lot of confusion out there, and with each state and city reopening differently, attendees understandably have a lot of questions,” she says. “The most important thing a planning team can do is to over-over communicate the intended plan for the meeting, and take the time, like Naples Grande Beach Resort did, to answer any and all questions your group may have. The questions may spotlight something that you haven’t thought of. That’s why we talk so much about the partnership and vendors all working together.”

Her group learned a lot during the process and the meeting, and perhaps the biggest takeaway was this: “The most positive thing I can share is that, even with distancing, masks and modified breaks, meal set-ups and schedules, meetings can still accomplish the goals and objectives — and can accomplish them with bravado and joy. People,” she continues, “are so resilient — and we need face-to-face meetings at the core human level. Watching our group navigate new safety measures and still enjoy meeting new people, networking and open sharing was one of the highlights of these experiences for me.”

Going forward, she says her team will continue to over-program and “force” connection more in this current environment. “Meaning, in the past where we may have hosted a networking reception and just trusted people to meet one another, now in its place is a seated small-group networking time with more facilitated questions and guided discussion time. We’re assigning seats to ensure people get to meet everyone at the event. Some of the organic nature of our meetings is more programmed now. However, we’ve seen such positive feedback on that experience that I still feel we’re accomplishing what those events set out to do.”

Bohrer gives a lot of credit for the success of the events to her team. “Meeting planners, and my team especially, are very gifted at checking the boxes, following guidelines and then innovating within the parameters of an event,” she says. “I encouraged my team to look at what we could do differently to innovate and create something special versus feeling like we were focusing on what was not possible. It was a mindset change for us and rising to the challenge of accomplishing networking, learning, sharing and peer-to-peer exchanges in this world felt like an opportunity rather than a roadblock. We worked closely with the hotel to check each other’s work. And we frequently referenced [the World Health Organization], the [Centers for Disease Control and Prevention] guidelines for groups and followed the [Events Industry Council] APEX committee on their findings on safe meeting guidelines.”

Permanent Changes

Although no one can predict how the pandemic will ultimately play out, Bohrer thinks meeting planning will see some long-term changes. “I think we’ll have a permanent continued emphasis on cleanliness, sanitation and very clear safe meeting protocols for all future meetings. Our hotels, airlines and partners have been cleaning and keeping us safe this whole time — and now we’re asking them to explain the ‘how.’”

That means more of the ‘behind-the-scenes’ pieces are on stage today, and Bohrer says that’s a positive thing. “Again, our partners have been doing all of this for a long time as an industry. We’re now just getting the education on the how and what has been happening this whole time. In addition, I do think personal travelers are going to consider more about how they can keep themselves healthy as well. I think they see their role and importance in keeping the travelers around them safe.”

Like Street, Bohrer says her events were received very positively. “The feedback for all our events has been overwhelmingly positive. Some of our highest meeting scores as a company were seen at these most recent events. With that said, worry and concern is a very prevalent part of our culture right now. While our attendees did express that they were pleasantly surprised at how safe they felt, I still think it’s the responsibility of a meeting planner to ensure that we address each and every attendee’s concerns.”

They do this by thinking differently about the attendees. “We start from the ground up right now on each meeting and we encourage our teams to treat each group like they haven’t traveled before. How would you explain everything to someone who hasn’t been on a flight in six months? While some of us have started traveling again and are accustomed to the new way of meetings and travel, we have to take care of the individual who is essentially leaving his or her house for the first time since March [2020]. We do this through increased pre-event communication, more staff on-site to answer questions, open dialogue with attendees to hear questions and concerns, and a constant reminder to the group of the protocols we’re following and are committed to following.”

Indianapolis has been working hard to ensure safe meetings, investing more than $7 million in health and safety improvements inside Indiana Convention Center. Photo Courtesy of Chris Gahl

The Naples Grande has hosted several live events since last March. The corporate meetings have mostly been fewer than 100 people. Melinda Hutchins, director of sales and marketing, echoes Gahl, noting that with the constant changes, planners want transparency in terms of where the city and the hotel are in terms of health and safety protocols. “Our goal is to welcome back meeting planners and attendees with a feeling of safety and security, while still providing them with the comfortable Naples Grande experience and hospitality they know and love. We’re fortunate to have ample large meeting facilities to accommodate the new setups that require additional space for social distancing, as well as ample outdoor function space.”

Referencing the pre-event virtual call before the ALHI event, Hutchins says, “The call was scheduled in conjunction with the group organizer, airline representative, hotel representative and destination rep to be a ‘panel’ of live resources to answer, or clarify, any pending attendee concerns. It was scheduled shortly after the planner sent out all the protocols for each travel partner and noted that if they wanted any further information or specific questions to participate in the call for direct and live responses. This provided an open and personal communication by the attendees to ask direct questions to the subject-matter experts and ultimately alleviate any pending concerns.”

As long as COVID-19 remains a threat to public health, Hutchins says, “We’ll continue to implement strict health and safety procedures to keep our meetings and events safe for all. The upgrades made in technology during these last few months, such as livestreams of meeting sessions and the development of hybrid meetings, will continue to shape the client’s needs and future of the industry.”

Large Events Possible

Walt Disney World Swan and Dolphin Resort hosted a multi-month event last summer. Major League Soccer (MLS), a single-entity corporation that, with investors, owns its teams and player contracts, bought out the resort. At peak, there were approximately 1,500 attendees. The success of the event proves that larger conferences can be safely executed during COVID. Not surprisingly, how to prevent transmission of the virus was a huge concern. “To mitigate risk,” says Jen Maurillo, SVP, events with MLS, “we implemented a comprehensive testing operation that included a rigid testing cadence for our players, club staff, management staff and others interacting with players. Health and safety protocols were required to be followed by all staff and players on-site.”

In addition to following the hotel’s protocols, MLS developed its own health and safety protocols with the league’s infectious disease doctors, which Maurillo says provided a level of confidence to proceed with the event. Swan and Dolphin, Maurillo adds, was a great partner. “We brought 26 teams into the Orlando market and it was important to give each team adequate space to social distance in meal rooms, meeting rooms, club lounges and performance centers while also providing our players and club staff the opportunity to relax indoors and outdoors when not on the field. Swan and Dolphin was able to accommodate those needs.”

“Our protocols are tried and tested now, so we’ll be more prepared and experienced if we do another in-person event during this pandemic.” — Jen Maurillo, SVP, Events, Major League Soccer

To ensure safety, Maurillo says off-property dining wasn’t permitted. “Each team had its own meal room and banquet staff. Individuals arrived at staggered times and tables were set so diners were socially distanced while eating. The buffet was served by banquet staff wearing PPE [masks and gloves] behind Plexiglas. All meals were served in disposable containers and each utensil set was wrapped in plastic for single-use. There were also four restaurants on-site that accommodated our clubs with private dining areas set up for socially distanced seating, servers in PPE, etc. Takeout was also available.”

In terms of transportation, MLS provided charter flights for the teams, but many staff took commercial flights. “They were required to test prior to travel and when they arrived. There were some members of our group who chose to drive due to safety concerns, but the majority were comfortable with airline carrier safety protocols.”

MLS used its own transportation agency on the ground, which sourced all vehicles through local providers. MLS then customized the buses. “We installed Plexiglas between the driver and the rest of the bus,” Maurillo says. “The buses and drivers were assigned to the same team for the duration of the tournament. Buses were at half capacity [every other seat was used] and seats were assigned. Dispatch staff and drivers were not allowed within 6 feet of any member of the group. All were required to wear masks.”

Even with meticulous planning and adherence to stringent safety protocols and procedures, Maurillo acknowledges it wasn’t possible to plan for every challenge. “We were unable to predict many challenges we faced on-site and were required to react and modify our medical and safety protocols as new information about the virus surfaced every day.”

Contingency Plans Are Key

Moving forward, Maurillo thinks, contingency plans will be more established across the meetings industry to address virus and health-related issues that might arise during planning or on-site at an event. “I also believe you’ll see more medical professionals contracted for events. They might be brought on-site for real-time evaluation, and assessment of situations, or available remotely.”

To other planners considering a live event, Maurillo says, “Do your best to plan for the unexpected, knowing it will be impossible to plan for everything. Give your team the flexibility and the ‘forgiveness’ for a pre-event plan to fail and to create a new one on the fly. And ensure that you’re working with great partners. Pulling off an in-person event during this pandemic requires collaboration, creativity and trust.”

Face-to-face meetings are coming back. Fortunately, the successes already achieved provide a blueprint for planners making their first return to live meetings. Although no one knows how this will all play out with the vaccines being administered, everyone agrees that open communication between planners, hotel staff, CVBs and attendees is more critical than ever before.

Hutchins’ advice is something all partners should keep at the top of their pandemic best practices list: “Collectively meet often, collaborate ideas, challenge each other, and do more advanced planning than you think necessary to ensure the most successful execution.” C&IT

DepositPhotos.com

Today’s current events have provided an exceptional opportunity for corporate meeting and conference organizers to consider the future of event planning from a new perspective. According to industry insiders, one of the greatest opportunities lies in the ability to reach a broader audience and be more inclusive through the offerings of virtual programs.

Why Inclusivity Matters

For Jon Trask, CMP, CMM, owner of Strategic Meeting Tech based in Orange, California, that means having the ability to include those who might otherwise be excluded from attending a live meeting because of “distance, cost or physical limitations.” Why does that matter? “Because we can no longer live within a bubble,” Trask says. “Bringing more diverse voices to the conversation increases the effectiveness of the conversation and solutions that resonate with more people.”

It’s an attitude of inclusivity that resonates with other event organizers, such as Michelle Robinson, CMP, senior meeting planner at Nestlé Purina North America. “When participants feel as though they matter, that changes the experience of the meeting/event,” Robinson says. “In terms of events, we want to ensure every participant — regardless of race, creed, religion, sexual orientation, ability, gender, generation, veteran or non-veteran, personality type [i.e. introvert versus extrovert], parent versus non-parent – feels included.”

To Amani Roberts, chief musical curator at The Amani Experience, “It’s of paramount importance, because in virtual, as well as real life, people need to hear different perspectives to help increase the educational value of the event for everyone in attendance.”

Alex Plaxen, former vice president of experience strategy at Nifty Method Marketing & Events, looks at it this way: “If diversity is being invited to the party, then inclusion is being asked to dance. The engagement component for a virtual meeting is essential to elevating your diversity and inclusion efforts. Passive participation will never lead to long-term retention of a diverse group of attendees. You need to get buy-in, which comes with inclusion. This can be achieved in a number of different ways, but one of the most essential is making sure everybody can participate.”

Ensure Diverse Representation

If diversity and inclusivity are recognized as added values to the learning experience of virtual programs, how can meeting planners ensure then that a variety of voices, needs and expectations will be heard? “We as meeting professionals aren’t simply planners; we are event designers,” Robinson says. “We must be intentional about inclusion.”

Pawntra Shadab, CIS, CTA, CITP, vice president & event strategist at Elite Productions International, suggests that having a group or committee dedicated to diversity and inclusivity can make the task much easier. “Planning inclusive virtual events starts at the beginning of the process, continues through the middle and extends to the end,” she says. “Make sure meeting planners planning the event are diverse, that they have different types of backgrounds and are part of the discussion. Otherwise, you might never know your blind spots.”

“Make sure meeting planners planning the event are diverse, that they have different types of backgrounds and are part of the discussion.” — Pawntra Shadab, CIS, CTA, CITP, Vice President & Event Strategist, Elite Productions International

At the top of the list, once meeting planners determine the audience and goals of the event, “You can start to think about who should attend, maybe who hasn’t in the past, and how you can better engage those communities,” Trask says. “Sometimes, it’s as simple as asking them. Other times, you may have to dig deeper and understand what has kept them away in the past. Were they just unaware, because your marketing wasn’t reaching them? Did they feel excluded or unwelcome, even if it was unintentional?”

Plaxen suggests simply asking around to get answers. “Reach out to micro-influencers in these diverse communities you’re trying to reach and make an ask. Ask them to be a part of the planning process. See if they’ll join a committee.”

It will take effort and a bit of creativity, but in the end, it’s worth it, Shadab says. “Look beyond your backyard.” If cost would limit registrations, she says, “offering scholarships opens up the opportunity for attendees to participate even though they may not have the financial means to do so at that time.”

Ensuring inclusivity in virtual events goes beyond who’s in the audience, but it also extends to the speaker lineup. “When thinking about representation of attendees, it is as important to take a 360-degree view and include presenters and entertainment as well,” Shadab says. For instance, if you’ve assembled an all-male panel for a women’s leadership discussion, this is something [you’ll definitely] want to reconsider.”

As part of their community outreach efforts, Nifty Method Marketing & Events published a list of their 50 favorite African-American professional speakers, “in an effort to ensure that event organizers no longer have an excuse not to hire diverse speakers for their events,” Plaxen says. “When you see diverse speakers headlining an event and being featured in the marketing, 69% of consumers are more likely to make a purchase from that brand. It’s even more effective when there is more than just a stock photo. It serves as a message to the potential attendee that ‘You are welcome here,’ and ‘Your voice will be heard here.’ Those are simple, but powerful messages.”

Planners say some tips for including people with disabilities in event planning include remembering to invite disabled authors when putting together a series of authors to read their work. When organizing a comedy show, hire disabled comedians to be part of it. If hosting a webinar series, have disabled experts among the speakers.

As the pandemic results in more virtual and hybrid meetings, planners say don’t forget about diversity and inclusivity. Photo Courtesy of Pawntra Shadab

Create Engaging Exercises and Activities

Virtual programming provides both opportunities and challenges for creating inclusive experiences that balance the needs and expectations of diverse audiences. “Entertainment is a great way to connect individuals, especially with music; it’s a universal language,” Roberts says. “Incorporating segments into your program with a live band, DJ or even dance performance can really engage the audience in between education sessions.”

When designing specific exercises and activities to engage attendees on a virtual platform, Robinson emphasizes the importance of making every attendee feel included. For example, “If one of your participants wears a hijab, make the entire event a hat-themed event so this person feels included and doesn’t stick out.” She adds, “There should be closed captioning, sign language, effective lighting, and larger fonts,” as well as “adequate breaks, ensuring everyone speaks and much more.” For instance, “The introvert may be left out unless the speaker is intentional about calling on individuals. If there’s a language, hearing or sight barrier, it may be difficult for that participant to stay engaged. If someone has a different ability level, sitting for long periods could be tough. If someone is a parent and they have small children in the home, that may be difficult for them.”

Despite any inherent challenges of virtual programming, Plaxen looks at the bright side: “The biggest thing to remember is that virtual events have flexibility that face-to-face events do not. For example, if you’re interested in captioning for attendees who have hearing disabilities, you’re far more limited at a face-to-face event,” he says. “A virtual event can be streamed on a delay with accurate captioning added in. You can also record your sessions more easily and offer them on demand, opening yourself up to an entirely new audience who can view the content on their own time, like working parents who may not be able to travel to a live event or attend an event during the day.”

In any event, explains Roberts: “You need to have different levels of breakouts that meet the intellectual and ability needs of all participants from the C-suite to mid- and entrance-levels, as well as freelancers and entrepreneurs. Select presenters with universal appeal who can speak to the needs of those groups, who can apply their content to the everyday lives of participants.”

Events Outside Your Control

As any meeting planner well-versed in staging virtual events knows, organizers can expect something to go wrong when it comes to technology. Beyond that, however, unexpected situations can provide opportunities to highlight the organization’s commitment to diversity and inclusion. For example, when a program on which Nifty Method Marketing & Events was working was set on the same day as George Floyd’s funeral, the team made the decision to reschedule. Floyd died in 2020 during an arrest by Minneapolis police officers. “I’m sure you can imagine the complexities behind moving a 24-hour-long event a week before it is set to go live. [There were] many stakeholders . . . to address with the decision, including the attendees, the speakers and the sponsors,” Plaxen says. “The CEO of [the] client organization created three unique videos that were sent out to each of the segmented stakeholders. Being authentic when dealing with diversity and inclusion is key to having positive responses, and we did. We were fortunate [there was] a solid marketing team in place who was able to shift on a dime and immediately put out messaging on social media and by email that garnered positive responses as well.” The result? “We saw an immediate surge in registrations.”

Next Steps

As organizers look to the future of virtual meetings and conferences, opportunities to create events that are welcoming and inclusive of diverse audiences abound. In Robinson’s view: “We must also remember we have the opportunity to do some amazing things. There is no template for virtual events; we are all simply navigating our new normal. Planners are out-of-the-box thinkers, so here’s the time to really create some meaningful experiences.” Roberts encourages meeting planners to “Have an open mind and don’t assume people all learn the same way and that they want to learn the same subjects.”

“Have an open mind and don’t assume people all learn the same way and that they want to learn the same subjects.” — Amani Roberts, Chief Musical Curator, The Amani Experience

As Plaxen sees it: “At the end of the day, marketing and content are just stories being told. Make sure they’re coming from diverse voices. And, lastly, tell stories about diversity. It’s OK to brag about yourself a bit,” he says.” If you’re making these efforts it’s important to share them or nobody will know what’s going on behind the scenes to make this happen.”

Trask says by challenging himself to learn about diversity and inclusivity, he has broadened his perspectives. “By simply trying to become better educated and aware of things I might not have noticed in the past, it’s helped me to question things in other areas that I might not have considered in the past. There are groups you can reach out to and begin a dialogue,” he says. He challenges his planner colleagues to “be fearless, and, when necessary, step outside your comfort zone to widen your perspectives.” He adds, “I attended my first ever protest march a few months ago to stand up for what I believe is necessary and right. There’s a time I would have never done that, simply because it was a bit outside my comfort zone. But, now, I have challenged myself to take actions when I can. My presence was a small thing, but small things can lead to bigger ones. And, in the end, it can lead to us living in a better place that meets the ideals we were raised to believe that our country stands for.”  C&IT

Photo Courtesy Las Vegas News Bureau

Las Vegas has reopened for meetings and convention business — that was the implicit message from Nevada Gov. Steve Sisolak in early spring when he announced loosened restrictions on large gatherings, including meetings and conventions, by increasing attendance limitations to 50% of venue capacity. “Las Vegas has been the top convention and meetings destination for many years,” Sisolak says. “We pride ourselves on providing the best facilities, the best service and, now, the safest.”

Good News, Good Vibes

The announcement is welcome news for planners such as business event management firm PRA, which counts on Las Vegas to deliver a “wow” experience for its clients. Patty Kindness, director of sales and marketing, Las Vegas, at PRA Business Events, ticks off a list of new offerings, on and off the Strip, which will allow the city to remain among the country’s top meeting destinations for corporate and incentive groups. Many of the ideas embrace the open air, and allow for distancing requirements that may be in place for some months to come. “With the opening of Allegiant Stadium, the bar for the ‘wow’ experience got significantly higher in Las Vegas,” Kindness says. “Imagine a tailgate party on the mezzanine overlooking the plaza with a full panoramic view of the Las Vegas Strip as the backdrop to set the tone for your amazing opening night. How about a glamping-style, tented experience on the field itself, or, an elegant plated event on the field under the canopy with a custom drone show for entertainment?” She adds, “AREA15 opened its doors in 2020, and is quickly making a name for itself in Las Vegas.”

AREA15 in Las Vegas.

The immersive playground has a variety of tenants rolled into an oversized event space. Continuing additions to AREA15 include the 10,000-sf Emporium Arcade Bar, offering a range of classic arcade games, pool tables, pinball, foosball, and an ongoing calendar of live shows, DJs and game tournaments. Chef Todd English debuted his 6,500-sf food hall The Beast, with a communal dining area complete with a competitive mixology program. “There’s a myriad of opportunities at AREA15 for meeting participants to experience this uniquely interactive venue,” Kindness says.

And she notes that Downtown Fremont East has become solidly established as the city’s arts and cultural hub. “It extends for six blocks and it’s lined with refurbished antique Las Vegas neon signs. The district is widely known for its award-winning restaurants, unique and trendy bars, shopping and entertainment at Container Park, and so much more.”

Open for Business

As Las Vegas eases into spring, re-openings dominate the local buzz. In early spring, MGM Resorts resumed operations at Mandalay Bay Resort and Casino, Park MGM and The Mirage. And in accordance with revised state guidelines, MGM returned its David Copperfield (MGM Grand), Australian Bee Gees (Excalibur) and Terry Fator (New York New York) shows back to the stage. The risqué Absinthe returned to its center-Strip stage at Caesars Palace Las Vegas, with a limited number of VIP tables set aside at every show, offering extra space and other amenities for a cool $1,000 per couple.

Virgin Hotels Las Vegas debuted in Spring 2021.

Virgin Hotels Las Vegas made its long-anticipated arrival in the city earlier this spring, converting the former Hard Rock Hotel into a reimagined casino resort. Resort fees and self-parking charges have been wiped off the check-out bill; Wi-Fi is included in room rates, and minibars have been “street priced” — all to promote Virgin’s brand-wide “No Nickel and Diming Policy.” The 1,504-room hotel includes 130,000 sf of indoor and outdoor spaces for meetings, including the 28,512-sf Agave Hall and the 4,500-person capacity theater. A distinct selling point for the hotel: Although the Virgin Hotel may not have a Strip address, its location is closer to both the airport and the Las Vegas Convention Center than almost any other hotel, guaranteeing Virgin Hotels will be a solid player in the years to come.

And opening this summer, Resorts World Las Vegas is the first property to be built on the Strip in more than a decade. In partnership with Hilton, the $4.3 billion integrated resort will offer 3,500 guest rooms and suites from three Hilton brands, including Conrad Hotels & Resorts. Resorts World will have 350,000 sf overall meeting space, including a 100,000-sf, pillar-less and carpeted Events Center for trade shows and large-scale events, six ballrooms ranging up to 24,000-sf and more than 50 meeting rooms. A next-generation casino, 5,000-capacity theater (in partnership with AEG Presents) and 5.5-acre pool complex — with the city’s only infinity edge pool overlooking the Strip — are other amenities.

Meanwhile, in March, owners of The Rio Las Vegas announced plans for a major renovation and re-branding initiative. The 2,510-room off-Strip resort will get a face-lift, and the current Caesars Entertainment flag will be replaced by multiple Hyatt-affiliated brands. The hotel has 220,000 sf of meeting space.

The Survey Says

The desire to return to meetings in Nevada this year burns bright. At the beginning of the year, the Las Vegas Convention and Visitors Authority (LVCVA) did a survey to better understand the conference, convention and trade show landscape for the second half of this year, as COVID-19 vaccines become widely distributed. The study was conducted by Heart+Mind Strategies, a national market research and brand strategy consultancy, and found:

• 91% miss the face-to-face interaction of in-person conferences, conventions and trade shows. Additionally, 58% feel burned out from virtual business meetings and conferences.

• 77% of business travelers would prefer attending business conferences, conventions and trade shows in-person.

• 74% believe Las Vegas is best prepared to safely host in-person conferences, conventions and trade shows in the second half of 2021.

“We’re ready and eager to welcome back business travelers to Las Vegas,” says Steve Hill, LVCVA’s president and CEO. “We know there’s pent-up demand for the return of in-person meetings and conventions and for the Las Vegas experience.”

Lisa Messina, Vice President of Sales at Caesars Entertainment Corporation, speaks at PCMA’s 2021 Convening Leaders Forum at CAESARS FORUM. Courtesy Photo

Right on Schedule

The first post-pandemic, citywide convention scheduled for Las Vegas is expected to be World of Concrete early this summer inside the Las Vegas Convention Center. The trade show will also serve as the debut for the Convention Center’s new $989 million West Hall.

For the past year, meeting planners have been postponing long-planned events and shifting to virtual gatherings. Some companies have embraced a hybrid model to keep some element of the in-person event in place. Professional Convention Management Association (PCMA) holds its annual Convening Leaders meeting in January, drawing up to 4,500 attendees. Although the organization has been streaming selected conference content to a digital audience for a decade, for its 2021 event, PCMA opted for a true hybrid format. “Demand for certification this year was through the roof, so we were evaluating options throughout 2020,” says PCMA’s Tonya Almond, CMP, vice president, knowledge and experience design. “By September, based on where everything was and what we were seeing, we knew we needed to move forward with the most flexible model. Caesars Entertainment was very interested in bringing the audience together for all three days.”

In January, PCMA held its first-ever global hybrid conference, using simultaneous hubs in Singapore and Florida. In Las Vegas, 50 attendees were hosted at the new 550,000-sf CAESARS FORUM conference center. All sessions were designed for broadcast, with content in 20-25 minute sessions, followed by live Q&A to provide an interactive experience for those not present in the host cities. The experience gave attendees a glimpse at how their own hybrid programs could operate in the future.

PCMA held its 2021 Convening Leaders Forum at CAESARS FORUM, the first event to be held at the gleaming new, 550,000-sf facility.

Amazingly, no PCMA staff was present at the hub locations. As one of the partners, the Caesars team collaborated to set up the in-person conference, register attendees and assign seating, provide the content on screens, and ensure the meeting delivered robust content that rose above what the guests would experience at home. Live entertainment, group meals, site tours and activities were featured each day, including tours of Hoover Dam, the Mob Museum, the Neon Museum, and a private, behind-the-scenes peek at Allegiant Stadium, the new home of the Las Vegas Raiders. “I was in a control room at our Chicago headquarters,” Almond says. “We worked live on Singapore time, and the keynote speakers were live and semi-live. It was a complex undertaking, and a lot more work than a traditional in-person event, but the attendees really loved it.” And Almond thinks the program’s success provided a blueprint for future omni-channel events. “Connection is really important — not just networking, but peer-to-peer learning,” she adds.

The medical education company Educational Symposia provides physicians and health care workers with continuing radiology and pathology educational requirements, with meetings held around the country. Since March 2020, the company has been handling all of its programming by webcast, but is now forging ahead with plans for in-person gatherings again. “We’re planning, and we’re cautiously optimistic,” says Toni M. Ebra, director, accreditation services for Educational Symposia. The company is holding its first, true in-person event at Wynn Las Vegas in the spring. “We want our learners and speakers to be comfortable, so we’re offering options for them to webcast, or they can attend in person.” One thing that’s been helpful to Educational Symposia this past year is that the company already had experience with webcasting its sessions to support physicians who couldn’t travel. “We absolutely had a head start with hybrid meetings, but until this year, we hadn’t previously done a meeting with all faculty in their homes.”

Previously, Ebra says a typical symposium would have about 75 in-person attendees and 20 online. She anticipates her first post-pandemic gathering at Wynn will have about 50 in-person. “Las Vegas is a draw for our attendees,” Ebra says. “They have good flights in and out, there’s something for everybody to do over a short period of time, and Wynn certainly makes for a nice atmosphere to have a meeting. Wynn is very easy to work with — it’s a draw for our attendees, a stellar hotel with impeccable service. I have attendees that are physicians that are coming for their continuing medical education and I expect my guests to be treated first-class.”

Cindy Valdes, CMP and vice president, global events for Epicor Software Corporation, says her company is considering all options for its event this year, including a hybrid model. Epicor’s Insights User Conference typically draws about 3,600 attendees, and the event was originally scheduled for last spring at the Gaylord Opryland Resort in Nashville. “We made the decision to cancel [last year’s] event,” Valdes says. “The Gaylord was an outstanding partner and honored the force majeure clause in our contract.” But as a global company with 20,000 customers in more than 150 countries, Epicor’s annual user conference is a vital part of building its customer relationships and sharing new products. Fortunately, Epicor already had a contract in place for this year with Mandalay Bay. “We have had a long and successful relationship with MGM Resorts. They have been extremely flexible, and a great partner during the pandemic. We have moved our dates to [this summer] as we feel more confident about our ability to host a safe, in-person meeting then,” Valdes says.

Park MGM recently resumed operations.

She notes that Las Vegas, and MGM properties in particular, have invested resources and money into safety protocols, cleanliness standards and infrastructure for in-person meetings. “For meeting planners, 2021 will be all about flexibility, as restrictions and requirements are constantly changing,” Valdes says. “We are changing the way we run meetings — we must be flexible to room-size requirements, size limitations and catering limitations. We have a large amount of hands-on computer labs that we will need to sanitize after every use, as often as six times per day. We will be working closely with both their staff and our own to make this happen.” Valdes is also planning to keep all activities at the resort. “Because you need double the amount of shuttles to maintain safety standards, transportation to an off-site venue is costly.”

Valdes says she is hoping to avoid building a hybrid event, largely due to the additional expenses incurred. “For a hybrid approach, you are basically producing two meetings,” Valdes says. “You need all the production for the in-person attendees plus all the production crew to produce the online experience. Plus, to be successful, we would need a tremendous amount of internet bandwidth. It’s a challenge to add an additional $100,000-plus to the existing meeting budget for added internet fees.” She concludes, “My best advice is to partner with your hotels. My experience is that they want to partner with you and want to make this as safe and as good an experience for your meeting as possible. We are all in the state of uncertainty, but if you can have open and honest conversations with your hotel partners, you will find a solution that will work for both of you.”

One venerable venue offering the best of what Las Vegas has to offer is South Point Hotel, Casino & Spa. From award-winning restaurants to the latest gaming amenities, to large meeting and event spaces, to luxurious rooms and suites, South Point offers it all. Recently renovated, its casino has more than 2,200 popular slot and video poker machines and more than 60 table games, which include blackjack, craps, roulette and baccarat. South Point also offers 175,000 sf of meetings and events space, which includes a 55,000-sf Conference Center, an 80,000-sf, column-free Exhibit Hall, Executive Conference Rooms and as many as 22 breakout rooms.

Reno continues to carve its own niche with planners and attendees.

Reno is Ready Too

While Las Vegas continues to offer a winning hand for corporate and incentive groups looking to meet in a location with all the bells and whistles, small and medium-sized event planners might consider looking to Reno and nearby Lake Tahoe, where an awesome backdrop of mountains and lakes is buffeted by lower meeting costs. Such was the deal for Michele Sheridan, director of programs & administration for Harman Management, who was tasked with negotiating a site for the company’s annual Business Partner Convention, an incentive gathering for 600 of its employees and spouses.

“Reno was intriguing because it was much less expensive,” Sheridan says. “We love Hawaii, but we can’t do it every year. My boss said, ‘Let’s try something different,’ and he’s always wanted to try Reno. They spoke the budget language for us.”

Harman Management is a privately held corporation famed for having opened the first KFC franchise, in 1952. Harman now oversees more than 300 fast food restaurants in the western U.S. Sheridan says the company’s founder, Pete Harman, was high on recognition, and used the annual trip to reward managers and top achievers.

“This is about bringing people together and recognition,” Sheridan says. “It’s like an extended family that has evolved over the last 75 years. But we can’t pull all the managers out of the restaurants all at once, so we’ll do trip A and trip B, back to back. There’s a leisure day, a golf day, and we have business partners come along — poultry suppliers, Proctor & Gamble and others we have valuable relationships with.”

Sheridan started her research with the Reno-Sparks Convention & Visitors Authority. “I’ve found them so helpful,” Sheridan says. “I find a great advantage to working with a CVB, and on a site visit, you can see what they feel is a good fit for your needs.”

Sheridan settled on the 1,990-room Grand Sierra Resort and Casino as the host hotel. The property offers more than 200,000 sf of meeting space, including a 40,500-sf Grand Ballroom and 3,000-seat theater. “I liked the Grand Sierra because buses drop you off at bottom — you’re not dumped into a smoke-filled casino. And, there are a lot of things to do.” She adds, “It almost seems like it’s too good to be true, the value we’re getting for cost of room night. Downtown Reno is charming; they’re reinventing all the old buildings, cleaning it up, with lots of eateries and cool venues, and the river runs right through it. We booked our two farewell dinners at Bundox Bocce, an event space at the Renaissance Reno Downtown Hotel & Spa. It’s a fantastic venue; we’ll have so much fun there.”

With Nevada’s re-opening, the sky is the limit for meetings and conventions to return. “With great confidence in the efforts made by our resorts, convention centers and meeting hosts, I say . . . welcome back,” Sisolak says. “The greatest place to do business in the world is even better.” C&IT

Julie Ann Schmidt is president of Lithium Logistics Group, a full-service MICE agency based in Minnesota. With more than 25 years of experience in the event industry, she has recently become a COVID-19 expert, and Certified COVID-19 Compliance Officer, and has served on national and federal COVID-19 task forces. She trains planners on how to get back to live meetings and other COVID topics. For more information, visit lilogisticsreg.voicehive.com.

As we come out of the fog of COVID-19 shutdowns and start to get back to live meetings, you might be asking yourself: “How do I do my job post COVID-19?” As planners, our roles are changing, and the changes fall into two categories: The first is how we change the way we have done things in the past, and the second is what are the new things we have to learn?

The most basic change in how we will plan will be reacting to the changes at the venues. Each state is different in what its new restrictions are, but you can count on room capacities to be adjusted and room sets to be affected. For example, only having four people at a round in the beginning, as we work our way back up to eight or 10. We also need to think about how we manage flow in and out of the room and around our space to maintain social distancing. At a basic level, this will look like one set of doors for entry into a room and one set of doors for an exit; and at a more detailed level, this can include rope and stations to direct flow through public spaces outside the meeting room.

New Discussions to Have

Conversations with our catering team will also look different. In the past, if we selected a buffet off the menus, you already knew how that would be presented. Now, we need to ask how items will be served and presented. Each hotel is different in how they’re presenting and serving their menus, but they all are being creative and safe. We planners have to remember that the venue is also dealing with COVID restrictions that limit their flexibility. In the past, if you asked your banquet captain to add 30 more plates to a buffet just a few hours before lunch, they could make it happen. That might not be possible in the current environment.

As we move through the planning process and work with our vendors, we need to ask additional questions. The first being: What is new or different that I need to know about? The answer will be different for each vendor. Your production vendor might say you need more microphones to allow for cleaning or recommend that you increase the number of speakers to the sound system to accommodate a larger space. Your registration vendor might recommend adding two more stations and sneeze guards to your plan. Everyone is doing everything just a bit differently, and we need to keep asking questions as we plan.

Create a COVID-19 Protocol

As we start to communicate with our attendees, we will be adding some additional layers to our old plans. We need to make sure we are giving our attendees all the information about how we are going to keep them safe so they feel comfortable to travel to our event. This includes what the hotel or venue is doing differently to keep them safe, and what the organization is doing differently to keep them safe. But we also want to let them know how the meeting or event will be different from the past. We will have a more successful event if we set the right expectations before they arrive.

But what do you have to add to your planning that you never did before? Fundamentally, you need to have a COVID Protocol document that contains all the details on how you are addressing such things as cleaning, screening, testing, contact tracing and reporting.

Cleaning will include what the venue is doing to clean your meeting rooms, public space and hotel rooms, and what you are doing to supplement that if at all. The CDC recommends cleaning high-traffic areas three times a day. But if you have 200 people go through your registration area in two hours, you might be wiping it down every 30 minutes. There are no hard or fast rules here as each program is unique.

Screening and testing are also new elements we will include in our protocol document. Screening is used to eliminate anyone who might be COVID positive from attending your event, whereas testing is used to remove someone who is COVID positive from your event. Screening can include temperature checks, screening questionnaires or oxygen meter readings. The CDC states that a temperature of 100.4 degrees or higher is a fever, and the Mayo clinic says 95 to 100 is a good oxygen reading, and that below 90 is considered low. If you choose to do screening at your event, you also need to decide if you will do secondary screening, what that entails and what your thresholds are.

Testing and Tracking Technology

Testing might be part of your protocol. Hiring a professional medical testing firm to administer nasal swabs and rapid testing might be necessary for your company from a security point of view. Some groups choose to test everyone coming in, and some choose to only have it as part of their secondary screening process.

Contract tracing is how we inform our attendees if they had contact with someone who tested positive. If an attendee informs us that they have tested positive, we can use our registration list to inform checked-in attendees that they may have had contact with someone who has tested positive. The CDC defines contact as 6 feet or less for 15 minutes or more.

Your organization may want to do more precise contract tracing. If you have 300 people at your event and one person tests positive, telling only 15 people that they had a contact of 6 feet or less for 15 minutes or more might be of value to you. The added expense of using tracking technology might be less expensive than the bad press of several people getting sick.

The two main tracking technologies are phone apps and BLE Bluetooth tracker fobs. Phone apps run about $5-$10 per person, and Bluetooth runs about $10-$20 per person. These technologies allow you to know within minutes with whom the COVID-positive person was in close contact, and be able to inform only those who have a potential risk.

As we move through the next 12 to 24 months, what we can do and what we need to do will change and evolve, but we will come through the other side as better planners.   C&IT