Safari West Wildlife Preserve and African Tent Camp — the Sonoma Serengeti. Credit: R. Mabry Photography

At some corporate meetings and events, the chosen venue is a predictable affair — with the same types of facilities, same menu and same agenda being featured year after year. Brenda Alvarez, meeting planner at Reach Air Medical, a Santa Rosa, California-based company providing emergency air transport services for hospitals, sought an out-of-the-box venue to conduct the company’s offsite leadership and teambuilding meeting.

Memorable Venues

Alvarez turned to Safari West in Northern California as the ideal locale to offer company attendees an unusual meeting experience.

“We had heard that they offer meeting space but did not know they would help make it such a memorable experience,” Alvarez says. “We wanted something different and new, and we certainly had that with Safari West.”

Safari West allows guests to explore the Sonoma Serengeti on an African-style wildlife safari. While promoting conservation and environmental education concepts, guests can enjoy relaxing in a luxury safari tent under the gaze of a graceful giraffe or exploring the area amidst herds of exotic wildlife.

Approximately 20 people attended the meeting with about half staying the night for the full Safari West experience.

“The opportunity to spend the night in their amazing tents was something the team members couldn’t stop talking about,” Alvarez says. “Being able to listen to wildlife in the evening is something you don’t normally discuss as part of a ‘leadership meeting’ so that was definitely a unique perk for the team.”

Sara Gorlick, vice president of events for Rakuten Marketing, also recognizes the key role selecting a unique venue can play in a meeting’s success. For every Fashion Week in New York City, Rakuten Marketing hosts an event for influencers and brands in the industry. The event is an opportunity for the company’s guests to create partnerships as each brand has the opportunity to show off their products.

Ramscale Studio, located in the West Village, New York City. Credit: Rakuten Marketing

“Many influencers want to collaborate with the brands that they feel passionate about and would support even if they weren’t getting paid to advertise, so our event lends itself to making personal connections,” Gorlick says. To add to the week’s uniqueness, Rakuten Marketing hosted their event at Ramscale Studio, located in the former home of Bell Labs, where Thomas Edison and Alexander Graham Bell both worked.

Located in the West Village neighborhood, Ramscale evokes the ambience of a hidden loft apartment in New York City.

“New York City real estate is so unique and each apartment has a story unto itself so the Ramscale is like walking into a secret location in the city that you feel lucky to have stumbled upon.”
— Sara Gorlick

“Everyone has been in a conference room — it’s either too hot or too cool and exhausts guests,” Gorlick says. “Unique venues inspire. As event planners we are able to create perks for corporate workers and create experiences they wouldn’t have if they didn’t have a corporate job. It is a privilege to be able to give that to people and unique venues are the way to make it happen.”

For Greg Jenkins, partner at Bravo Productions, a meeting and event planning company in Long Beach, California, choosing a unique venue that stands out in the minds of attendees is paramount to making a meeting or event a success.

Blue Whale Gala at Aquarium of th ePacific, Long Beach, California. Credit: Scott Smeltzer

“As an event and meeting planner based in Southern California, we have staged meetings and events at various unique venues,” Jenkins says, including the Aquarium of the Pacific and Museum of Latin American Art in Long Beach, Hangar 8 in Santa Monica, and Union Station and Petersen Automotive Museum in L.A.

As Jenkins explains, these venues were selected for various reasons. For example, Hangar 8, an airport hangar that is also used for commercial and film shoots represented a blank space, where Bravo Productions could create a unique setting and accommodate many provisions.

“The Museum of Latin American Art was selected for its distinctive representation — it’s the only museum in the United States dedicated to modern and contemporary Latin American art,” Jenkins says. “Union Station is one of the greatest examples of Spanish revivals/art deco in the country — and still operates as a train station. It’s just monumental in its scale and is centrally located.”

Union Station still operates as an active train station in Los Angeles. Credit: Barry Schwartz

Event types included networking events, customer/client appreciation gatherings or private parties in conjunction with a conference.

 “Unique venues (transport) guests to a different time and place, something most hotels cannot achieve without creating a big themed event.”
— Greg Jenkins

“In addition, the unique venue might offer the only opportunity for the meeting and conference attendee to experience an outing outside of the hotel and convention center,” Jenkins says. “This is even more important when the attendee is from out of state and has limited time to experience the nearby area. Unique venues also tend to peak the attendee’s sense of adventure and curiosity.”

Making an Effort

More and more companies are taking notice of the unique venues available for their next meeting or event across the country. At the Harley-Davidson Museum campus in Milwaukee, Wisconsin, the onsite Motor Bar & Restaurant offers customizable private dining and event options that really “wow” attendees — both motorcycle and non-motorcycle lovers alike. With the ability to play host to events with 10 to 10,000 attendees, the Harley-Davidson Museum offers a wealth of options for events of all types.

“Meeting and event planners should consider using unique venues intermittently to accommodate a change in production needs, to support a theme, to highly motivate attendance, to entice an attendee base that may be bored, busy, receivers of many meeting offers, or have seen everything already,” says Carolyn Davis, CMP, owner of Strategic Meeting Partners. “Unique venues offer attendees the opportunity to see and witness something new. It elevates creativity and clearer thinking among attendees. In addition to the business purpose, the attendee also has personal curiosities that a unique venue may be able to capture. When the attendee has multiple invitation offers, it may help them make the final decision on which to attend.”

Recently, Strategic Meeting Partners bought out unique venues within a Baltimore hotel for a 450-person, four-classroom, two-month training session. The spaces included one traditional meeting room, a former hotel office, plus a restaurant and a cabaret club all located on the same floor.

“We needed meeting space, and the hotel could not give up its traditional meeting space for two months, due to prior bookings,” Davis says. “We converted the unique settings into classrooms, however each space kept the flair of its original purpose that the attendees loved as they rotated through each during the two months.”

While some attendees may enjoy a motorcycle-centered meeting venue, others may revel in attending an event focused on their favorite beverage. Enter repurposed breweries. These historic venues often offer a glimpse into the craft beer brewing process, while attendees can participate in taste testings. For example, Rochester, New York, is home to the 100-year-old Genesee Brew House. Here, meeting and event guests can mingle with the brewmasters, sip on some favorite suds in the delightful beer garden, and learn more about how Genesee beer is made.

Empire Farmstead Brewing, outside of Syracuse New York, offers a farm-to-table experience where participants can enjoy menu items sourced from the 22-acre working farm, and see where the Empire’s hops are grown. Trails throughout 216 acres of woodland in the adjacent Burlingame Area Trails provide a back-to-nature break.

A Lasting Impression

For nature lovers and adventure seekers, Basecamp Boulder, in Boulder Colorado, which opened in June 2016, offers a very unique experience throughout its mountain-themed interior designs. In addition to the outdoor firepit complete with s’mores-making ingredients aplenty, the hotel’s indoor rock-climbing wall adds a unique flair to the space, while providing attendees a place to relax and unwind. And no one can resist Basecamp Boulder’s “penthouse suite,” which is complete with sunken beds surrounded by green turf carpet and an enormous mural of the beloved Flatirons.

According to Adam Sloyer, CEO, Sequence, a meeting and events agency in New York, specializing in production, strategic planning and design, the primary advantage to a unique venue such as Basecamp Boulder for attendees is excitement.

“People always want to experience something new or different, and a unique venue adds a level of intrigue,” Sloyer says. “Unique venues also are more likely to generate event buzz, which leads to social marketing, sharing and promotion. Also on the cost side, unique venues may have built-in components that you’d otherwise need an outside company to bring in. Think of a nightclub with in-house audio-visual, or a museum with pre-existing décor or environment.”

One prominent hedge fund that Sequence works with hosts their meetings at the American Museum of Natural History in New York City. As Sloyer explains, the museum gives the event a certain cachet, and allows for an upscale ambience without spending big on décor or scenery.

“We also work with the American Red Cross on producing one of their galas at a Net Jets hangar,” Sloyer says. “The hangar brings with it a great deal of limitations and red tape — along with requiring an extensive build-out — but the chance for guests to experience an event in such an unconventional venue is invaluable.”

Indeed, the concept of “unconventional” abounds at Florida’s Coldwater Gardens, a secluded agritourism destination for corporate groups. Offering more than 352 acres, Coldwater Gardens is situated in the Florida Panhandle and provides camping, glamping (aka, glamorous camping) and private cottages for groups. The glamping tents are popular for corporate and meeting attendees, offering the best of both worlds — a back-to-nature break from everyday life, but enough comfort that guests won’t wake up with a sore back and covered in bug bites. In fact, amenities include hardwood floors, electricity, water boiler, queen beds and stunning views of the pine savanna.

A fully sustainable retreat with gardens that span five acres, Coldwater Gardens also offers The Terrace, which includes a full commercial kitchen, a dining room that seats up to 80 and multiple fireplaces.

Work & Play

The adage, “All work and no play makes Jack a dull boy” rings true for many meeting planners who work hard to integrate a fun, active atmosphere into a chosen venue.

“Events are all about the experience and are becoming more innovative each year, so shouldn’t the spaces we hold them in reflect this change?” asks Maria Geller, meeting and event manager at Special D Events in Detroit, Michigan.”

“Traditional venues are becoming stale and clients are searching for venues that allow for more creativity and provide attendees with an ‘out-of-the-box’ experience they aren’t expecting.”
— Maria Geller

That’s where The Escape Room Indy comes in. Just steps from the Indiana Convention Center in Indianapolis, The Escape Room Indy, housed in a central downtown building, boasts five game rooms, each designed to offer 60 minutes of competitive problem-solving fun. The ultimate team building experience, participants are locked in a themed room and provided clues and riddles in order to solve puzzles and discover keys and other combinations that will enable them to escape the room before time runs out. From Art Gallery to Bank Heist to Jail Break, the themed rooms are intricately designed to allow up to eight individuals to work together to escape.

Erin DeBernardi, associate consultant for the Center for Innovative Learning at Eli Lilly and Company, orchestrated a company event at The Escape Room because her group was looking for new, innovative ways of conducting informal assessments of the sales professionals the company trains.

“Gamification and the use of competition in training has become a trending topic in learning and development,” DeBernardi says. “We chose The Escape Room because they were a reputable, local organization willing to partner with us to customize their themed rooms and incorporate our training topics into clues and hints therein.”

DeBernardi and her team worked with The Escape Room over the course of several months to customize many of the clues within their rooms to meet their training needs. The day of the event, approximately 120 sales professionals filled the lounge of The Escape Room in Fishers, Indiana. Teams were assembled and assigned to their rooms, while others who were waiting their turn enjoyed a catered meal, drinks and camaraderie. In order to escape, teams were required to not only work together and solve problems, but to remember the information they had previously studied and been trained on. And, being salespeople, there was, of course, the element of competition — competition to see which rooms had been “harder” than others, which teams escaped and which didn’t, and how much time it took.

“The feedback from this event was phenomenal,” DeBernardi says. “Never before had a training team attempted to marry assessment and evaluation and team building in this way, and our sales professionals made sure we knew that. We received comments like ‘best training event I’ve experienced in my 10+ years with the company,’ and ‘thanks for making this “test” so fun!’ We’ve all been to corporate events at venues that are just as ‘blah’ as the office. Folks are looking at their watches trying to gauge ‘I wonder when can I sneak away.’ At The Escape Room, our colleagues were most definitely checking their watches, but checking to see if it was their turn yet, how their ‘competitors’ were faring against the shrinking clock, and predicting by how many minutes they could beat the team that just Escaped the Titanic.”

One of the huge advantages of holding a corporate meeting or event in a unique venue is to provide an opportunity to shake things up. In some cases, this includes taking attendees out of their comfort zone, and in others, to inspire them.

One of Karen Shackman’s favorite examples of unique venue offerings include meetings she and her staff at Shackman Associates New York have held in historic bank vaults and renovated, old-school speakeasies.

“New York has multiple meeting, dining and event venues that were old banks,” Shackman says. “These buildings often feature majestic architecture both inside and outside, and in some cases historic components like bank vaults have been preserved to provide a truly unique dining or small event experience.

Speakeasies also are getting more creative than ever, and with amenities like secret doors, they provide attendees an additional feeling of exclusivity.

“For meeting planners trying to do something completely wild, try holding a brainstorming session at an indoor skydiving venue,” Shackman says. “We have one within minutes of New York City.”

Moving Venues

While hosting an event at a historic brewery or a refurbished train depot are ever-popular options, another unique venue combines wine and train travel. The Napa Valley Wine Train, which offers a 36-mile round-trip experience through California’s wine country, is a very unique option for anyone hoping to create a productive and enjoyable environment. Complete with pre- and post-meeting areas, the Napa Valley Wine Train provides a unique setting for groups of all sizes. The train also can be tailored to meet a particular group’s needs — whether it includes cozy tables for in-depth strategy sessions or a full railcar for 60 or the entire train for 300 people. Of course, attendees can enjoy the region’s award-winning wines predominantly from Napa Valley, along with a fine-dining experience.

Although train travel is conducive to many types of meetings, incorporating a helicopter ride into a meeting or event is another memorable option for today’s meetings. In fact, Sundance Helicopters, based in Las Vegas, offers a distinctive event space at its terminal. Complete with a lavish pre-flight lounge, the terminal can host large groups and serve food and beverages while attendees wait their turn for helicopter tours during the function. Sundance Helicopters offers 25 state-of-the-art helicopters, each seating six people — so there’s plenty of space for groups looking to enjoy breathtaking flights above the Las Vegas Strip, Grand Canyon, Lake Mead and the Mojave Desert.

What’s Old Is New Again

The Transept, a historic, 202-year-old church in the Over-the-Rhine neighborhood of Cincinnati, Ohio.

Many owners and operators of historic venues are eager to share the history of their venue, while also providing modern amenities that work for corporate groups. For a stylish and distinctive meeting and event experience The Transept, a historic, 202-year-old church in the revitalized historic neighborhood of Over-the-Rhine in Cincinnati, Ohio, has been transformed into a memorable venue for meetings, concerts, receptions and other social events. After a $4.5 million renovation project, The Transept opened in 2015, and features stained glass, 50-foot vaulted ceilings and a wealth of classic design and architecture with modern amenities. The first-floor public bar is the ideal spot to unwind after a meeting held in one of the venue’s rentable event spaces in the basement, first, second and third floors.

Cincinnati is also home to the Rhinegeist Brewery, a microbrewery housed within the walls of a historic and once-abandoned Christian Moerlein bottling facility in Over-the-Rhine. An ideal venue for intimate affairs, executive events and large soirées, this hip gathering place boasts two private event spaces totaling more than 8,000 sf. Groups will love the exposed brick walls, pine floors and open wood rafter ceilings with skylights. Both spaces offer access to the Main Brewery and Rooftop Deck. And, of course up to eight Rhinegeist beers are available on tap for events held in the space.

“Unique venues allow clients to create a space that fits the theme of their meeting as well as the goals and objectives,” Geller says. “They lead to more original creative events that fit the client’s culture. Clients are looking to give their attendees something they have never seen before — no more stuffy windowless rooms. Attendees are more likely to share on social media if their meeting is hosted in a vacant warehouse with exposed brick versus a stale conference room.” C&IT

Panoramic view of the Quebec City skyline. Credit: Quebec City Tourism

Whether it’s Vancouver’s mountain-ringed harbor, Calgary’s cowboy culture, Montreal’s music and foodscape, Quebec City’s historically French setting or the metropolis of Toronto and all that the country’s largest city entails, Canada is a treasure trove of destinations.

So varied, so vast, so extraordinary is this region to our north that in reality the biggest problem for planners may not be where to go and what to see, but rather where not to go and what not to see, for it’s chock full of meeting appeal.

Makeup Meetings

“Canada is important to our brand because it began in Toronto and we always try to stay connected to our roots,” says Jennifer Rondinelli, director of meeting planning with MAC Cosmetics, Global Education. An acronym for Makeup, Art and Cosmetics, MAC was founded in 1984 by marketer Frank Angelo and Frank Toskan, a photographer and makeup artist. The company’s goal was to meet the cosmetic needs of the contemporary woman. Three-plus decades later MAC is a top global makeup brand.

Having conducted MAC’s June 2017 Education Leadership Meeting and its March 2016 Trainer Academy in Toronto (both consisting of 100 company leaders from North America, Asia, Europe, U.K., Ireland and Latin America), Rondinelli describes the events: “Our meetings are focused on training initiatives and strategy, artistry and seasonal makeup collections and collaborations.”

Having often partnered with The Ritz-Carlton Toronto, Four Seasons Hotel and Residences Toronto and Park Hyatt Toronto, luxury is the name of MAC’s meetings game.

Home to the largest convention center in Canada, Toronto’s facility also ranks among the top 10 largest continuous-space convention centers in North America. Its award-winning Metro Toronto Convention Centre — featuring 442,000 sf of exhibit space, 77 meeting rooms, multipurpose ballrooms and a theater — has added 11,000 sf of dedicated meeting space. Toronto also has two airports serving 200 global destinations in 55 countries.

“In choosing a destination we look for easy airlift and city center locations,” explains Rondinelli. “Our main destinations are Miami, Orlando, San Francisco and Los Angeles, in addition to Toronto.”

However, another of the cosmetic company’s Canadian destinations is Vancouver, site of the January 2017 MAC Global Sales and Training Meeting for 250 attendees from North America, Asia and Latin America. With The Fairmont Waterfront as the home base, general sessions were conveniently only steps from the Vancouver Convention Centre.

Gearing up for its busiest convention year to date, Vancouver will welcome 33 citywide conventions and events in 2018 — in no small part due to its convention center’s appeal. Its iconic West building has been awarded the LEED Platinum certification, recognizing its living roof and seawater heating and cooling system. Coupled with its 2010 Platinum certification for new construction, the center is the world’s first double LEED Platinum convention center. Together the West and East buildings have 466,500 sf of function space.

“The meeting facility at the Vancouver Convention Centre was fantastic. We used the main room on the ground floor that offered great views of the water and mountains. The entire team at the convention center was helpful, organized and professional.”
— Jennifer Rondinelli

“We typically have an evening event, but we don’t plan anything else so that our attendees can explore the cities on their own,” says the planner of this city that offers such uncommon choices as floatplane tours to whale watch or to attend a Canucks NHL ice hockey game, complete with exclusive access, high-end dining and meet and greets with the players.

To promote MAC’s meetings the company uses a meeting website, most recently Attendease (which is based out of Vancouver). The planner explains that they use surveys, Q&A and polling features in the app to measure results.

“Vancouver was always a destination on our radar and I think that most attendees have never been to the city, so it was a new experience, destination and culture,” Rondinelli says of Canada’s westernmost big city.

Another Vancouver fan is Jeff Richards, CMP, vice president of Gavel International (a North American meeting and incentive company), who planned the February 11–15, 2018, Regional Leadership Conference for 275 attendees of a global manufacturing firm. Its purpose: to align the global teams on strategy, vision and execution moving into 2018.

Vancouver and the JW Marriott Parq Vancouver (one of two luxury and lifestyle hotels under one roof) were a match for a multitude of reasons. “Vancouver was selected, in part, due to its geography and available lift from global destinations. In addition, the gain on currency was also an influencing factor.” With respect to the recently debuted hotel in a city of 13,000 downtown hotel rooms, the Gavel executive explains: “Being a new property and having all of the function space on one level were attractive to my client. In addition, the proximity to many restaurants and shops — all within walkable distance — was a deciding factor.”

Located in the heart of the city’s energetic entertainment district, dine-arounds took place one evening featuring 10 restaurants — including such notables as Blue Water Café, Chambar and Hawksworth.

Conceived by two-time James Beard Award nominee Elizabeth Blau, Parq Vancouver restaurants and lounges number eight. “The banquet staff did an excellent job, especially for a new opening,” adds Richards of the banquet space which is led by JW Marriott Parq Vancouver.

“The presentation was unique, and the team took the time to make sure each event was impactful. The quality of the food was also excellent.”
— Jeff Richards

The planner has accolades for the typically behind-the-scenes staff. “The internal AV team supported the multiple breakouts throughout the week. They were professional, responsive and genuinely wanted to partner and ensure a successful event. This is not always the case with internal AV providers.”

Aside from its being new and centrally located, the hotel and its sister property, the Douglas, an Autograph Collection Hotel, offers a 30,000-sf rooftop park, gaming space, 62,000 sf of meeting and event space (including the city’s largest hotel ballroom), 329 rooms (including 188 at the Douglas). And, if that weren’t enough, the hotel is also being built to apply for LEED Gold certification — sure to appeal to those planning green meetings.

How does Gavel’s Richards rate the meeting facilities of Canada’s first JW Marriott? “It’s a new hotel, hard not to give it five out of five.”

Have an Open Mind

“Come to Calgary with an open mind,” says Kendra VanVelzor, event content specialist/events team of Kumon North America Inc., a network of children’s learning centers, which for the first time is hosting its annual KNA Instructors Conference for 1,200 Kumon franchisees July 19 – 21, 2018 in Alberta’s best-known town.

“We didn’t know much about the location before visiting but found that it really does have a lot to offer — great food, beautiful nature and hospitable people.”
— Kendra VanVelzor

A bit of background. Kumon North America has franchisees of children’s learning centers from the U.S., Canada and Mexico, with its conference rotating among the three countries. “We had already been to Toronto and Vancouver. Calgary offers a walkable downtown area, nearby natural beauty and good value.” Though the group typically holds its conference in a single hotel, the Calgary conference is large enough to use a variety of downtown hotels — Hyatt Regency Calgary, Calgary Marriott Downtown Hotel, Fairmont Palliser, Delta Hotels by Marriott Calgary Downtown and Hotel Arts — all within walking distance of the Telus Convention Centre and all offering a variety of price points.

Piggybacking on the Calgary Stampede (ending mere days before Kumon’s arrival), several elements will be incorporated into the conference — a mechanical bull for photo ops, a private rodeo and dancing at the Agrium Centre in Stampede Park, visits from a Stampede queen and princess to interact with guests and white hats for everyone. Initial promotion of Calgary began when the Kumon team integrated the city’s prestigious white hat ceremony into the closing of its 2017 general session.

For VanVelzor, however, the icing on the Calgary cake may have been experienced earlier on. “During site visits all the Meetings Calgary staff (Marlise Stewart, Mike Miller and Jennifer Principalli) were excited to take us around and show off the city they love.”

Here are some highlights of Canada’s most popular cities.

Toronto Is a Tony Town

Frequently compared to New York City (it’s Canada’s largest city and North America’s fourth largest city behind Mexico City, New York and Los Angeles), Toronto has it all — from luxury lodging to live theater to one-of-a-kind attractions — and is within a 90-minute flight for more than half the U.S. population.

Known for its dramatic diversity, Toronto has been called the world’s most global city, with 50 percent of its population born outside the country and approximately 130 languages spoken — all of which is reflected in its neighborhoods and F&B offerings.

New on the Toronto scene is the reopening of the Museum of Contemporary Art Toronto Canada. A 55,000-sf area located in a heritage-designated building formerly known as the Tower Automotive Building, it covers five floors and is five times larger than its former Queen West location.

Additional news for this city of 36,000 hotel rooms in more than 170 hotels include Kimpton’s soon-to-open 13-story, 189-guest room hotel in 2018 (becoming Toronto’s first of the brand) and the debut of Canada’s first Canopy by Hilton. New York’s Library Hotel Collection has opened the 30-story, 406-room Hotel X. The only hotel on Toronto’s Exhibition Grounds adjacent to the Beanfield Centre, this newest addition to the Library Hotel Collection features panoramic views from its rooftop Falcon SkyBar, as well as 83,000 sf of indoor and outdoor meeting and event space. Undergoing an extensive transformation is the historic Fairmont Royal York (where the British Royals stay when in town), which is capable of hosting meetings and events for 1,670 guests. In late 2018 the luxury-boutique Adelaide Hotel Toronto will become Canada’s first St. Regis Hotel, a designated AAA Five-Diamond property.

Toronto has been designated a UNESCO Creative City of Media Arts and its attractions are many — from Casa Loma, a historic mansion and garden in midtown Toronto, to CN Tower soaring above the skyline. And in theater arts, the Broadway-acclaimed “Come From Away” (a show about a small Newfoundland town and its role in the aftermath of the September 11, 2001, tragedy) has returned to the Royal Alexandra Theatre through September 2.

Montreal’s Many Offerings

The city is a collection of communities begging to be explored — dish by dish and festival after festival. So, whether it’s enjoying poutine, bagels or smoked beef (it’s known for these foods) during a walking tour, a fine-dining meal at a chef’s table, a dine-around through its ethnic neighborhoods or perhaps swaying to the music of Chris Botti during the Jazz Festival (one of more than 100 annual festivals), there’s no shortage of entertainment.

An evening perspective of Notre-Dame Basillica in old town Montreal.

New-to-the-scene hotels in 2018 and beyond are Hotel Monville (steps from the Palais des congrès); AC Marriott Hotel Montréal Downtown (the first on Canadian soil); Four Seasons Montreal Hotel, a $400 million project (2019); Hotel Birks, a 120-room luxury lifestyle property with a high-end boutique and bistro and Humaniti Hotel Montréal, a four-star, 193-room hotel (2020).

Complementing the hotelscape are such new restaurants as Iberica (a stylish, trendy downtown Spanish restaurant), Île Flottante (serves up a new high-end tasting menu in Mile End) and Pastel Rita (also located in Mile End).

Along with an assortment of activities, at the tiptop of the list is Old Montreal’s 196-foot-high Montréal Observation Wheel (aka, ferris wheel), featuring views of the St. Lawrence River and the city. Open daily, it is always comfortable — air-conditioned cabins in summer and heated ones in winter. In celebration of Montreal’s 375th anniversary, Aura is a luminous experience at Montreal’s Notre Dame Basilica (the architecturally spectacular church setting of the state funeral of former prime minister Pierre Trudeau and the wedding of Celine Dion and Rene Angelil). Old Montreal’s Cité-Mémoire presents a loosely based history of the city through a cast of characters, music and images. And among popular group activities are jet boating, rafting, cruising, even surfing the St. Lawrence River, as well as learning to play hockey or curling with a local coach.

Calgary’s White-hat Welcome

If you travel to this Alberta city during its annual Calgary Stampede, you’ll be greeted by a

Don your white cowboy hat and enjoy the Chuckwagon races. Credit: Calgary Stampede

sea of locals in white cowboy hats. And should you visit any other time of the year, your welcome will be equally as warm.

Offering 14,000 guest rooms in more than 80 hotels (with 4,000 rooms in the downtown core), possibilities range from such brands as Starwood, Marriott and Hilton to stylish boutique hotels in Calgary’s most chic neighborhoods. Soon adding 2,000 more guest rooms to its inventory are a variety of new properties including ALT Hotel. With views of the Bow River and the downtown skyline, it’s scheduled to open August 2018.

The city’s two convention centers, the Calgary Telus Convention Centre (122,000 sf of meeting space, 36 breakout rooms and connected to three four-star hotels) and BMO Centre at Stampede Park (500,000 sf of versatile event space and 25 breakout rooms), are both located downtown.

On the F&B scene, five breweries are opening in a six-block radius and an assortment of restaurants, from Gringo Street’s Latin street food to Donna Mac, an eatery focusing on locally grown produce — adding to the city’s more than 200 downtown spots.

Calgary Tower celebrates its 50th anniversary this year with an assortment of functions, and scheduled to open November 2018, is Calgary New Central Library. Noted as one of Architectural Digest magazine’s “12 Most Anticipated Buildings of 2018,” it will feature 30 free meeting spaces, recording studios and indoor and outdoor performance spaces.

Quebec City Is North America’s Paris

Though situated 500 miles east of Toronto and almost 3,300 miles west of Paris, the 3,475-square-mile municipality is decidedly French. This is a city with window boxes overflowing with flowers, cafés serving crepes and croissants and cobblestone streets everywhere. As the only walled city north of Mexico and the cradle of French civilization in North America, a visit here equates to a lesson in living history.

The Hotel de Glace in Quebec City is entirely made of ice and snow. Credit: Quebec City Tourisme

Like a queen on her throne, Fairmont Le Château Frontenac presides over the city. Her regal amenities have attracted such luminaries as Queen Elizabeth and Paul McCartney, as well as many a group. But beyond this recently renovated legend, which can host an intimate meeting of 12 and a major conference for 700, is an assortment of hotels, including Delta Hotels Québec, Hilton Québec and Hotel Château Laurier Québec.

Among its equally exceptional venues are Le Parlementaire, an elegant setting for black-tie events and Voltigeurs de Québec Armoury, the oldest Francophone regiment in Canada. Situated between the iconic Plains of Abraham and Grande Allee, it can host up to 1,300. An equally cool selection, is the Hôtel de Glace (Ice Hotel) entirely made of ice and snow, making it the perfect setting for a unique winter event. Also available are guided tours, followed by cocktails in the ice bar (served in carved ice glasses, of course).

Vancouver’s Variety

Located harborside, bordered by a mountain range and punctuated with skyscrapers, the setting is known for its serenity but beneath this tranquility are superlatives that beckon the planner and best define this Canadian metropolis.

In a city offering 13,000 downtown hotel rooms, the city’s historic Fairmont Hotel Vancouver (557 rooms) which is called the “Castle in the City” updated its Fourteenth Floor Heritage Suites. Commemorating the city’s royal visit by King George VI and Queen Elizabeth and the royal couple’s hotel stay during its 1939 grand opening, the recently-revealed luxurious lodgings are reflective of this era’s monarchy.

Among the destination’s made-in-Vancouver teambuilding activities are such out-of-the-norm options as learning the art of axe throwing from lumberjacks atop Grouse Mountain, arriving by boat to have a scavenger hunt at Sewell’s Marina within the Howe Sound fjord (home to whales, seals and sea birds) and participating in a shoreline cleanup sponsored by the Vancouver Aquarium (also fulfilling a CSR goal).

With Vancouver’s International Airport’s recognition as the continent’s best airport for eight consecutive years — serving 56 airlines to 125 non-stop destinations and with 78 daily U.S. flights — it’s little surprise Vancouver was named 2017’s No. 1 Destination for a Business Meeting in North America, according to STR’S Destination MAP (Meeting Assessment Program).

From Vancouver to Quebec City, there are a world of choices for planners to consider in this second largest country on the planet that is second to none in its power to impress. C&IT

Sherry A. Marts, Ph.D., is a skilled trainer, writer and speaker. Her background includes careers in research, science advocacy and association management. She provides consulting on diversity and inclusion, harassment and bullying, and workplace communication. Her interest in ending harassment arises from her experiences as a woman in science and her training as a self-defense instructor. Marts is the author of “Open Secrets and Missing Stairs: Sexual and Gender-Based Harassment at Scientific Meetings” (S*Marts Consulting LLC, February 2017). http://bit.ly/osmspdf

Y our board has a policy stating the commitment of your organization to diversity and inclusion. You have created a meeting which reflects that commitment. You worked hard to put together a diverse group of content leaders. The images in your marketing materials reflected the diversity of your membership. At registration you asked attendees about their dietary needs, accommodations for disabilities and even their preferred pronouns.

You invited a distinguished member of your profession to present an after-dinner talk. The opening slide of his talk includes an image of a racist stereotype combined with a sexually objectified woman.

You have a Twitter hashtag for your meeting, and on the first full day of the meeting, this appears: “My friend told me she was sexually harassed at last night’s opening reception. #meetinghashtag” followed by “This, and the lackadaisical response of colleagues makes me question my continued presence at #meetinghashtag.” The thread continues, eventually adding up to more than 100 responses and retweets.

What Do You Do?

Both of these have happened. In the first instance, no one on the staff or among the volunteer leaders who were at the dinner took any action in the moment, and the slide stayed up for more than 20 minutes while dessert was served. Several people walked out. The following morning, the association issued an apology. The incident was talked about on social media for weeks afterward.

In the second instance, staff were able to locate the woman who had been harassed, a witness to the harassment and the harasser. He was asked to leave the meeting immediately.

What made the difference? The association that responded to the disturbing tweet had recently adopted a code of conduct for their meetings, and staff were trained on what to do if an incident occurred.

Sexual harassment “come-ons” and gender harassment “put-downs” occur at professional meetings. A 2016 survey asking scientists about their experiences with harassment at meetings found that 60 percent of the more than 200 respondents — which included people who identified as men, women and transgender — had experienced sexual or gender harassment at a scientific meeting. The harassment included experiences akin to “street harassment” — verbal harassment (catcalling, comments on appearance, calling someone an endearment); leering or staring; touching, groping or grabbing; following or stalking; or purposely trapping or blocking the path of the target.

Less frequent, but still common, were incidents similar to workplace harassment: moving conversation from professional topics to more personal topics, eventually leading to a request for sexual favors; escalating physical contact such as touch that moves from less intimate areas (hand or arm) to more intimate areas (knee, thigh, shoulder, breast); isolating the target from others by insisting they go “somewhere quieter,” or share a cab; and hinted or stated “quid pro quo” demands. Less common, but not unknown, are incidents of sexual assault, including the use of date-rape drugs.

Harassment at meetings goes on in many settings: presentations that include sexist or offensive images or language; areas that are crowded and noisy (poster sessions and exhibit halls); at social events; any time alcohol is served; at offsite or ancillary events; and when attendees socialize away from the meeting venue.

The impact of harassment reaches far beyond the initial incident. Targets of harassment go out of their way to avoid their harassers, sometimes by leaving the meeting at which the harassment occurred. They become concerned about their safety at meetings, give greater thought to what they wear and avoid social events at meetings. In other words, all the work you do to make your meetings engaging and to encourage participation is destroyed, sometimes in a matter of minutes.

And that impact doesn’t stop with the target. A single incident of harassment has this effect on those who witness it, and those who hear about it later. Harassers poison the atmosphere at your meetings.

In the 2016 survey, the results were very clear. Seventy-seven percent of respondents want associations to ban repeat and known harassers from meetings. Seventy percent want associations to adopt and enforce a code of conduct that specifically addresses behavior at meetings.

What Can You Do? You Can Prepare, Take Care and Do It There

Prepare by adopting a code of conduct, and have procedures to publicize and enforce it, including:

• A definition of harassment.
• Examples of unacceptable behavior.
• Potential consequences of the behavior, including being asked to leave and being banned from future meetings.
• A simple reporting process for targets and witnesses of harassment, preferably with a single contact point.
• Wide visibility at the meeting, including signage, announcements, publication and mobile app.

Take care by training staff to handle reports of harassment incidents with sensitivity and compassion. The individual who takes incident reports must put the wants and needs of the target first, and let the target decide what actions to take. Even in the event of an assault, unless there is an emergent threat to the safety of others at the meeting, let the target decide whether and when to involve security or law enforcement. Ask permission to check in with the target later, and have a plan to debrief staff who may have witnessed or heard about the incident.

Keep incident reports as confidential as possible. Targets are reluctant to report harassment out of fear of retaliation and damage to their careers. Ensuring confidential reporting will encourage targets to come forward.

For the safety and comfort of all meeting participants, act on the assumption that what the target reports is what actually happened. The incidence of “false reporting of harassment in the workplace (where stakes are much higher) is very low and the likelihood of a false report of harassment at a meeting is most likely even lower. Often, the target will not know the identity of the harasser when reporting an incident, either because the incident was so distressing that the target never thought to look at the harasser’s name badge, or because the harasser deliberately hid their badge.

Do it there by handling incidents decisively and quickly, preferable while at the meeting, to protect the safety of your attendees. Decisions should be made by one or two people. Decisions are best made by staff, as volunteer leadership are more likely to find themselves conflicted when the harasser is a friend, colleague or important figure in their field.

Outcomes should be communicated only to those who need to know — the harasser, the target, the person who reported the incident (if they were not the target) and possibly event security.

Sanctions against harassers should be proportional to the incident and the harasser’s attitude on being confronted. If it seems the harasser is just socially awkward or inept, it may be enough to review the code of conduct and get their agreement that they will stop the behavior and avoid the target for the rest of the meeting.

If you have any reason to believe the harasser will not stop the behavior, particularly if they do any of the following, their credentials for the meeting should be revoked and they should be asked to leave the meeting immediately.

• Insists that the target “got it all wrong” and claims that they were not harassing the target.
• Expresses no remorse or understanding that what they did was wrong.
• Refuses to accept the consequences of their behavior and continues to defend it.
• Has a pattern of unacceptable behavior in the past.
• Egregious harassment may require banning the harasser from future participation in the meeting. These include: groping, stalking, physical contact and real or implied threats of physical harm, threats of professional or financial consequences, or promises of professional advancement in return for complying. Incidents that violate professional codes of ethics may require the association to activate procedures for removing and banning the harasser from association membership.
• The good news is that harassers have an impact disproportionate to their numbers. The vast majority of your attendees treat each other respectfully and professionally. Eliminating the small minority who are unwilling to change their behavior will go a long way to creating meetings that are fully inclusive and engaging.

Prepare, take care and do it there, and your attendees will thank you.  C&IT

The Greater Columbus (Ohio) Convention Center features a 14-foot high interactive sculpture that has become a popular selfie station. Credit: Ellen Dallager

Value is the lifeblood of meetings. That’s why destinations of all sizes compete fiercely to offer value by building new hotels, convention centers and meeting venues while renovating and expanding existing ones. New attractions, restaurants and entertainment options are part of the efforts.

Small and mid-size destinations are stepping up attempts to vie with larger competitors by increasing value. The efforts are succeeding in some destinations, which are attracting more meetings and increasing occupancy rates, while gaining recognition as top value destinations.

MeetingSource’s “Top 25 Convention Cities in the USA for 2018” include Cincinnati, Charlotte, Norfolk, Austin, St. Paul, Salt Lake City and Providence in the medium category. Cities in the small category include El Paso, Madison, Chattanooga, Tempe, Portland (ME), Raleigh, Tacoma and Silicon Valley. MeetingSource ranked 163 cities by hotel affordability, ease of access, safety, walkability, promotional appeal and weather.

We’ve picked out several more destinations that, no matter their size, aren’t shy about touting their value.

Jacksonville

Visit Jacksonville’s website leads with its value, saying “Visit Jacksonville and its partners offer incredible value. Take advantage of our Value Season from June through December to realize great offers such as free convention space, discounted room rates and much more.”

Jacksonville was the only American city on Lonely Planet’s “Best in Travel 2018” list of the world’s “Top 10 Best Value Destinations,” ranking No. 9. Lonely Planet cited Jacksonville’s affordable hotel rates, beaches, park system and family-friendly food scene.

New properties include the Hyatt Place Jacksonville, scheduled to open later this year at The Strand at St. Johns Town Center, a new 45-acre development featuring retail outlets, restaurants and apartment homes. The Hyatt Place will offer 160 guest rooms and 3,000 sf of meeting space. Other properties include the Omni Jacksonville, the Jacksonville Marriott, the Sheraton Jacksonville and the 963-room Hyatt Regency Jacksonville Riverfront (110,000 sf of meeting space) located near the Prime F. Osborn III Convention Center.

Columbus

As with many destinations, Columbus depends partly on regionally based companies that attract attendees locally and nationwide.

Last year, Columbus-based Nationwide Children’s Hospital held a three-day meeting at the Hilton Downtown Columbus for 300 employees and other attendees from around the world. It was the first time this group has met at the property.

The Hilton Downtown’s meeting space played a big role in choosing the property. “The meeting space and amenities provided were more than sufficient for our group’s needs,” says Kate Wagener, CTA, senior education conference coordinator, Nationwide Children’s Hospital. “The conference rooms vary in size and are all located near each other, making the overall experience easier on our participants when navigating through the hotel.”

The Hilton Downtown’s location also was an advantage. “It’s located within walking distance of two of Columbus’ most vibrant neighborhoods — the Short North Arts District and Arena District,” says Wagener. “Both locations give attendees many activity options including local restaurants and bars, and some of the city’s many art galleries.”

Wagener says that more planners are discovering what she already knows about Columbus. “It is affordable, walkable and accessible,” she says.

“Columbus tends to surprise attendees who come in with a preconceived notion of it being a small town with little to offer. In actuality it is bursting with things to do and places to go. Attendees love the big-city vibe with the small-town charm.”
— Kate Wagener

Columbus may be a small town, but it is taking dead-aim at attracting large meetings, and it is yielding results. The city expects to attract a record number of conferences and visitors this year. According to Experience Columbus, the destination booked a record 508,859 room nights in 2017. This year, Columbus expects to attract 28 large citywide conventions — a 17 percent increase over 2017.

Columbus officials hope the recently expanded Greater Columbus Convention Center (GCCC) will help attract larger events. The $140 million project added 137,000 sf of new space and refurbished 800,000 sf of space.

Additional hotel rooms are coming near the GCCC. The Columbus Dispatch recently reported that city officials will announce plans to expand the existing 532-room Downtown Hilton by adding 468 beds, an 18,000-sf ballroom, and 42,000 sf of meeting and conference rooms. Plans call for the expansion to start later this year and conclude in late 2021.

According to Wagener, “The renovation of the GCCC as well as the many hotels located within walking distance make choosing Columbus an easy decision for meetings. Columbus is an extremely accessible, centrally located city with the airport only ten minutes from downtown.”

Charlotte

Value is top of mind at the Charlotte Regional Visitors Authority (CRVA). “In Charlotte, budget-friendly accommodations and a variety of meeting spaces gives you the flexibility to plan an event your attendees will remember for years to come,” says the CRVA’s website.

Charlotte is also collecting its share of kudos. The Queen City was included in USA Today’s “Top 50 Best U.S. Cities” in which to live. Meanwhile, Charlotte is becoming more meeting-friendly. The city expects to add over 8,000 new hotel rooms through 2020, including 2,130 rooms this year alone.

Other major improvements include a $110 million expansion of the Charlotte Convention Center (CCC), which will feature additional breakout and meeting space totaling 50,000 sf. There also will be a newly constructed pedestrian bridge connecting one wing of the CCC to the 700-room Westin Charlotte Hotel. The project is scheduled to start in spring 2019 and be completed in December 2020.

Milwaukee

Visit Milwaukee’s website calls out a big-city competitor while chatting up its value. “We’ll tell you how we’re a naturally thrifty bunch and refuse to pay Chicago prices,” says the website.

Value is one reason why Milwaukee is cited in last year’s destination rankings. Conde Nast Traveler included Milwaukee as one of six “Cities to Watch.” Travel + Leisure named Milwaukee the No. 6 “Most Underrated City in America” and the “No. 10 Friendliest City in America.”

Milwaukee hopes to attract more meetings and events with a larger Wisconsin Center (WC). The Milwaukee Center District is considering proposals to expand the WC after a consultant hired by the district recommended that the facility add 215,000 sf that would include a larger exhibit hall and ballroom, more meeting space and 22,000 sf of food and beverage outlets.

Currently, the WC offers 265,835 sf of exhibit, meeting room and banquet hall space, and connects via skywalks to the 729-room Hilton Milwaukee and the 481-room Hyatt Regency Milwaukee.

Santa Fe

Santa Fe offers spectacular desert and mountain vistas, and 2,500 hotel rooms. “As far as hotels, we have more than 10 years ago, and most have gone through renovations,” says Marcia Skillman, owner, Destination Services of Santa Fe Inc. “Every year there are new restaurants and exhibits to see. I would cite the town’s walkability; the amazing culture; museums and restaurants; and outdoor resources like hiking and skiing.”

Topmost among meeting spaces is the 72,000-sf Santa Fe Community Convention Center. There are also dozens of nearby properties including the Eldorado Hotel and Spa, which can host groups of up to 700, and La Fonda on the Plaza, which accommodates up to 600 people.

An intangible value is derived from meeting in venues that reflect a strong sense of place and local culture. Planners will find that at the luxury Inn & Spa at Loretto, an architectural recreation of the Taos Pueblo and national historic landmark in the heart of downtown Santa Fe. With Native American-inspired décor and warming fireplaces, the 12,000 sf of indoor and outdoor spaces showcase original artwork provided by local galleries and artists.

Santa Fe’s unique offsite meeting venues include four museums, which have interior and exterior meeting spaces, and the Santa Fe School of Cooking, which can host teambuilding cooking events.

Santa Fe’s development as a meeting destination is now attracting groups from outside the region and the United States. “We get groups from all over the world,” says Skillman. “I just did a site visit with a group from Norway that is coming next year. As far as American groups, we have a lot of interest from Midwest and East Coast groups. I have groups of every size. Last month I had a seven-person incentive group. This summer I have several that are in the 600 range.” Santa Fe is attracting larger groups in part by overcoming perceptions about the destination.

“Some people think the remoteness of Santa Fe is going to be a problem, but once they come for a site visit they change their minds.”
— Marcia Skillman

“I think planners are attracted to the small-town feel and sense of friendliness they get in Santa Fe versus going to a big city where they are just another group,” says Skillman.

Oklahoma City

Oklahoma City Convention and Visitors Bureau says “its 16,000 hotel rooms, affordable rates and friendly atmosphere make it an ideal location for any size meeting, from a corporate conference of 25 people to an international convention with 20,000 delegates.”

The mainstay of Oklahoma City’s meeting space, The Cox Convention Center (CCC), features 100,000 sf of exhibit space, a 25,000-sf ballroom, 21 meeting rooms and a 15,000-sf arena, all connected by a skybridge to the Renaissance Oklahoma City Convention Center Hotel. A total of about 1,600 hotel rooms are located with a few blocks of the CCC.

In addition, The Oklahoma City Council recently approved a design for the city’s new $288 million Oklahoma City Convention Center (OCCC), newsOK reported. Construction could begin by June this year for a mid-2020 opening.

The proposal calls for a 200,000-sf exhibit hall; 45,000 sf of high-tech meeting rooms on three levels; and a 30,000-sf ballroom. Plans also call for construction of a 600-room Omni hotel adjacent to the OCCC that will offer 50,000 sf of meeting space and two restaurants. A skyway will connect the Omni to the convention center.

Memphis

The Memphis Convention & Visitors Bureau touts the city as “both accessible and affordable.” Memphis is enhancing its value further with a $175 million expansion and renovation of The Memphis Cook Convention Center (MCCC) that will be completed in the fourth quarter of 2019.

The project will increase the MCCC’s total number of breakout rooms to 52, and add upgraded wall finishes along with a newly constructed exterior pre-function concourse to the 125,000-sf Main Exhibit Hall. A new skybridge will connect the MCCC to the 600-room Sheraton Memphis Downtown Hotel with 16,000 sf of flexible function space.

Fort Worth

Fort Worth also is racking up its share of national accolades. Last year Conde Nast Traveler named Fort Worth among the six “U.S. Cities to Watch.” The destination’s 13,477 total hotel rooms, including 2,622 located downtown, are helping to attract larger groups.

Nation’s Best Sports (NBS), a Fort Worth-based purchasing organization that provides services to sporting goods retailers, holds five meetings annually in the city ranging from 175 to 2,850 attendees. The meetings use a range of downtown hotels and are held at the Fort Worth Convention Center (FWCC), which offers 250,000 sf of exhibit space, 60,000 sf of meeting space and a 28,000-sf ballroom.

NBS has held meetings in Fort Worth for about 50 years and benefits fully from its strong relationships with the FWCC, hotels and Visit Fort Worth. “As a repeat customer, we have an advantage,” says Angela Mooney, NBS corporate secretary and event manager. “We have great relationships with all of our event colleagues including the FWCC and their service providers, hotel properties, restaurants and Visit Fort Worth. All of our partners know us and our attendees, which creates a great sense of family for our group.”

Above all, NBS receives top value. “We are very pleased with the rates we receive from all event venues, including hotels, restaurants, etc.,” says Mooney. “Compared to other larger cities, Fort Worth is extremely competitive.”

Cincinnati

Cincinnati is gaining recognition as one of the nation’s up-and-coming destinations. The city ranked No. 5 on Lonely Planet’s “2018 Best in the U.S.” list, No. 5 on The New York Times’ “Best Places to Go in 2018,” and earned a spot on the American Express Essentials’ “2018 Trend Destination Hot List.”

According to Mike Laatsch, interim president and CEO of Cincinnati USA Convention & Visitors Bureau, “It’s evident that Cincinnati has caught the nation’s attention, and is being recognized as a world-class, must-visit destination. The Cincinnati region is thriving, with an impressive amount of development either completed or in the works, and a community that takes pride in supporting and showing off its assets.”

Improvements in Cincinnati’s meetings infrastructure include a recent $135 million expansion and renovation of the Duke Energy Convention Center (DECC), which now offers 200,000 sf of exhibit space; a 40,000-sf Grand Ballroom and 17,400-sf ballroom; and 30 breakout rooms. Plans also call for construction of a new headquarters hotel. The property will add to the over 3,200 hotel rooms that now exist within a short walking distance of the DECC.

The improvements come as studies by the Cincinnati USA Convention and Visitors Bureau show that the DECC needs at least 100,000 sf of additional exhibition space to compete with its primary rival destinations for meetings and conventions. Competitors can host up to three events simultaneously, and an expanded DECC would allow Cincinnati to do the same.

Birmingham

Located near the Appalachian foothills, Birmingham is a hip, cosmopolitan city with plenty of Southern charm and cuisine.

Birmingham’s meeting venue variety is led by the Birmingham-Jefferson Convention Complex, which offers 350,000 sf of exhibition space that includes 90 meeting rooms as well as a 19,000-seat arena and two theaters with a total of 4,000 seats. The complex also includes two hotels.

Other venues include the Harbert Center, which seats up to 400 guests. The Bessemer Civic Center offers a 13,000-sf Main Hall and three meeting spaces. In addition, the Workplay entertainment complex includes a performance theater with cabaret-style seating for up to 500 guests.

Birmingham’s notable historic sites include a Civil Rights District, which is a federal national monument that encompasses sites in the downtown district that were instrumental in the 1960s civil rights movement. The district includes the 16th Street Baptist Church, Bethel Baptist Church and Kelly Ingram Park.

San Jose

Earlier this year, Team San Jose launched a new website and created a new consumer brand: Visit San Jose. The website will promote the San Jose McEnery Convention Center — the largest convention facility in Silicon Valley, with 550,000 sf — to potential clients. The site will also include new content and images, as well as engagement tools and a focus on mobile users.

Meeting planners have different ideas about value depending on a group’s budget, meeting needs and goals. They determine value by examining factors such as food and beverage costs; rates for sleeping rooms, meeting rooms and venues; convention center and CVB concessions and services; and vendor prices. Other factors include air travel costs, accessibility and entertainment.

And even when landing a great deal seems harder than ever in today’s challenging seller’s market, there are still plenty of value opportunities to be had when planners are willing to explore worthy destinations that may fly under their radar. C&IT

Kauai Marriott Resort & Beach Club boasts a spectacular setting on Kalapaki Beach in Lihue. Credit: Kauai Marriott Resort & Beach Club

Beaches and business are not mutually exclusive. In fact, everything that leisure vacationers love about beach destinations holds true for meeting attendees and planners too.

When a hotel combines its meeting and function space, business amenities and business-focused services with a desirable beachfront location, it offers the best of two worlds to meeting groups, and the likelihood that registration goals will be met or exceeded. Sure, business comes first — but who doesn’t want to conduct business with sun, sand, ocean breezes and maybe a palm tree or two? There are business-friendly beachfront properties from one coast to another.

Here are just a few of the best beach destinations to consider.

Hilton Head, SC

Coca-Cola Bottling Co. Consolidated holds its annual RBC Heritage Customer Entertainment event, coinciding with the PGA tournament of the same name on Hilton Head, South Carolina, that it has sponsored for more than 40 years. The Omni Hilton Head Resort is a perfect property for this event that includes 450-plus attendees.

“Over the course of our sponsorship of the event, we’ve utilized each of the major resort properties on Hilton Head. We are currently in year two of a five-year deal. The Omni offers a great location and great meeting space for our hospitality needs,” says Kimberly Williams, event coordinator with the company. “It’s a family-friendly location with wonderful beaches and agreeable weather.”

“The Omni Hilton Head Resort is a beautiful property with oversized and newly renovated rooms, and the staff is great.”
— Kimberly Williams

“Our guests love the flexibility of beach access,” she adds, although the group doesn’t hold any official functions on the beach. It does, however, hold dinners for various attendees at different restaurants on the island.

Among those at the resort who go above and beyond are Lory Lachapelle in sales and Robin Weiss in conference services. “They and their respective teams were instrumental in our choice of the Omni,” Williams says.

The group uses the resort’s ballroom for hospitality. Williams says she also has made use of the Wi-Fi for internal networking needs, worked with a décor company to assist with soft seating and recreational items in the suite and utilized onsite AV for children’s programming.

She adds that there were no challenges to speak of, “and anything we might have experienced was handled quickly and without incident to our satisfaction.” Her only advice to those considering the Omni is to “share a complete ‘big picture’ of your program to allow Lory and her catering team to give you the absolute best service possible.”

Hawaii

Across the continent, on the island of Kauai, William Davies, managing director of Muse Events Management, found an ideal beach location for the 2017 LifeVantage Master Incentive Trip. The group of 340 gathered at Kauai Marriott Resort & Beach Club in May.

“Hawaii as a whole is a good option for incentive trips as it’s safe and usually on someone’s bucket list. The cost of hosting an event on Kauai can be a little higher than other islands and availability of flights is a bit limited; however, the scenic nature of the island and slower pace captures the North American ideal of a tropical lifestyle.”

The group explored the entire island. “We traveled around the island both in Lihue and south to Port Allen and Poipu,” Davies says. “We visited Kilohana Plantation for a luau, which was a true authentic experience. The hotel’s location is ideal as it was only 10 minutes from the plantation, making transfers very quick.”

The island and resort met the group’s needs. “The destination of Kauai is ideal for smaller groups,” Davies says. “Planners should choose a trusted DMC to be put in contact with strong vendors. In addition, Kauai Marriott Resort is part of Marriott’s Convention & Resort Network (CRN), which recently expanded and now has eight properties throughout Hawaii, giving planners more options in a highly sought after destination.”

All meetings were held at the Marriott, and Davies notes that the group only went off-property for some dinners and activities. In terms of the resort’s beachside location, Davies says it has what he was looking for. “I was seeking a true Hawaiian experience and Kauai Marriott Resort was able to offer that. The resort is close to the airport and features a complimentary 24/7 shuttle, which is very convenient. It’s also located in Lihue, a perfect location as it has consistently sunny weather and the landscape is quintessential ‘Hawaiian.’ ”

He calls the setting on Kalapaki Beach spectacular. “The view of the water and mountains on the far side is the perfect guest room view. And ocean views give a strong sense of place, so it keeps you in the environment. There’s also a small shopping area located along the beach within a short stroll from the resort, which showcases the local community.”

Because the goal of this trip was to keep attendees together, the resort’s layout was very effective. “The hotel has an open layout with large lounging areas and one central pool,” Davies says. “I wanted everyone to be together as much as possible for strong team building.”

The staff also worked to meet the group’s needs. “Honestly, there are so many people to mention,” Davies says. “From the start, the sales team was amazing. Dana and Lori took the time to learn about our group and program, and from our first site-selection trip we knew this was the right fit. We knew the resort would be the perfect partner to work with us on this event. The banquet team was incredible, and Jackie led her team very well.

“Everyone on the engineering team was also outstanding. They came to the aid of our volleyball game when they saw it was a struggle to keep the barriers together. They jumped in and came up with great solutions to help.” At that moment, Davies says, we knew we had a lifetime partner in Kauai Marriott Resort.

“I also don’t want to miss the opportunity to call out John in valet,” he adds. “I took the time to stop and listen to some of the interactions he and his staff had with the guests, each of whom they called by name. They knew each of their cars and were genuinely interested in where they were going, and even took the time to give suggestions. The customer service level was definitely at an all-time high.”

Davies points out that the resort works well for groups of all sizes. “Inside the hotel there are numerous options for the size of groups the hotel can accommodate. The meeting space is top-notch, the oceanfront luau garden is very pleasant, and being right on the beach with the expansive views is beautiful. The staff has the planner and group in mind at all times and will do whatever they have to in order to bring your vision to life. They make our job easy.”

In addition, Davies says, “Marriott’s CRN, which has grown to more than 100 properties across the US, Canada, the Caribbean and Mexico, provides planners with strong tools to efficiently and successfully execute meetings and events.” He mentions the Meetings Imagined Inspiration tool as just one asset, plus “virtual site visits and a new website, to name a few.”

Even upon reflection, Davies says of the experience on Kauai, “There weren’t any real challenges in the program. We came in with changes and the hotel offered options best suited for our group. Even the process after the program, with settling and billing, was exceptional. I really can’t find enough good things to say about the staff and hotel. My group and I are delighted to encourage everyone who’s thinking of hosting an incentive trip in Hawaii to visit Kauai and Kauai Marriott Resort, and to explore Marriott’s Convention & Resort Network’s other properties as well.”

The Bahamas

Tom Hillmer, senior vice president and account executive with Creative Group, found SLS Baha Mar in the Bahamas to be the perfect beachfront location for a client’s April 2018 meeting with 100 attendees.

“This particular client wanted something ‘new and different,’ and has never taken their program to The Bahamas. Recently opened Baha Mar resort in Nassau offers a fresh, new experience, with the convenience and accessibility of The Bahamas,” Hillmer says.

“The Bahamas has great airlift from the United States and is one of the more quickly accessible island experiences being only a short 40-minute flight from Miami. It also has an extensive infrastructure for meetings and events, including transportation providers, recreational activities and local venues unique to the destination. Additionally, the Nassau airport is a beautiful new facility with all the modern amenities of any modern U.S. airport.”

Moreover, Hillmer continues, “The Bahamas have done an outstanding job with the training and familiarization of their local people to know how to exceed the expectations of the group-travel industry — so much so that it was explained to me that the country now has a specific academic curriculum to prepare those interested in a career in the local hospitality industry. It definitely showed during my recent visit to the destination.”

As for Baha Mar itself, situated along Cable Beach, one of Nassau’s most famous beaches, Hillmer says, “The Baha Mar resort is one of the newest things to open on an island destination and the property is nothing short of spectacular.”

The resort will ultimately have three hotels. Two, the Grand Hyatt and the SLS where Hillmer’s group stayed, are currently open. The Rosewood is slated to open in June.

“There is not only a hotel for every group of every size, but each hotel offers different price points for different group budgets,” Hillmer says. “And the properties share a variety of resort amenities and facilities. Guests can stay in one hotel but have access to multiple recreational and dining experiences, which a guest could never get if staying in just one property elsewhere.”

Hillmer says there was much about SLS Baha Mar that made it the right choice for his group. “Everywhere you look, no expense was spared to ensure a unique and upscale experience for all guests. And given the overall design and size of the resort, function space is incredibly convenient and accessible. Most interior function space is on the lower level, just steps from the hotel tower’s elevators, and outside function space is conveniently located throughout the grounds.”

Throughout Baha Mar are facilities and amenities that guests of all the hotels can access. “The spa and casino are impressive facilities, representing high-end luxury in every detail,” Hillmer says. “The restaurants are all outstanding, offering a variety of culinary experiences from Italian to Mediterranean to Asian. Guests can dine in any restaurant throughout the resort and charge it back to their room.”

Lastly, he says, “I was unbelievably impressed with the quality of the service and the warmth of the staff throughout the entire resort. Everyone I encountered was friendly, knowledgeable and took great pride in ensuring a memorable experience. Their care for their guests really made an impression on me.”

Hillmer was also impressed with what Grand Hyatt Baha Mar offers, although he chose the SLS. “Meeting space at the Grand Hyatt is proportionate to the size of the 1,800-room resort. The Hyatt’s extensive and very impressive conference center is located adjacent to a covered outdoor walkway and offers impressive function space capable of accommodating very large groups,” he notes.

When asked what planners should know about Baha Mar, Hillmer responds, “They should know that the physical property is very impressive, its offerings are extensive and, as important, it is supported by an outstanding group of employees who take personal pride in ensuring that the physical luxury of the resort is backed up by luxury service, ultimately ensuring an overall outstanding experience. Meeting planners can be tough critics; this resort will definitely exceed expectations.”

Additionally, he says, “In a world where meeting and incentive hosts are looking for what’s ‘new and different’ that their guests have yet to experience, while always looking for a good value, Baha Mar is worthy of serious consideration. With great air access, reasonable price points and an overall resort experience that will truly ‘wow’ guests, this new resort will definitely bring renewed attention to the Bahamas.”

The Caribbean

It’s no surprise that Caribbean beaches are popular with North American planners. Each island has its own vibe and allure. Some are beach-centric, their gentle coastlines encircled by sugar-soft sand. Others feature rugged cliffs and jungles creeping up towering mountains. Some islands exhibit decidedly British influence while others are distinctly French, Spanish or Dutch. For planners the question is, “What’s your vision of paradise?”

Punta Cana in the Dominican Republic delivers miles of stunning beaches cradled between graceful palms and the postcard-perfect Caribbean Sea. Jill Filipiak, executive assistant and event planner with Gemalto Inc., planned the company’s Elite Club gathering for 70 at Club Med Punta Cana in May 2017 and the beach was definitely a factor in choosing Club Med.

“Our guests love the relxation the sun and sand bring. It is one of our main factors of choice each year.”
—Jill Filipiak

Beyond the beach, Filipiak says they chose the 553-room resort for several reasons, but two in particular stand out. “The Zen Oasis at the resort is by far the most amazing space/rooms of any resort we have been, and this includes the Four Seasons Maui. It’s a true ‘wow’ factor for our guests. Additionally, the grounds — meaning the landscaping, beach, and overall look of Club Med Punta Cana — scream the perfect Caribbean location.”

The group held all functions onsite. “With plenty to choose from on location, there was no reason to host offsite,” Filipiak says. “We used the resort’s AV, décor, catering and staff for two evening events, a welcome cocktail reception and a farewell dinner. Both took place on resort property but not in meeting space,” she says, “as this was a pure all-vacation incentive.”

In addition, the group had a hosted excursion that departed directly from the resort beach. “Two catamarans pulled right up to the beach. Our guests boarded for an awesome four-hour cruise and amazing lunch!” To those who might consider Punta Cana a “second choice,” she says, “I can assure you that as a leisure incentive this resort has the whole package.”

She also has high praise for her convention services contact at the property. “She really stood out. She pulled my entire event together seamlessly.” And though Filipiak felt it was a bit of a challenge that the resort’s meeting and events coordinator was not onsite, she says, “The onsite person made the entire situation better.”

In the final analysis, she adds, “Club Med Punta Cana is a great Caribbean destination with amazing beaches, amazing room choices, amazing amenities to offer and it does a great job with conventions onsite.”

Just to the east of the DR lies Puerto Rico, which suffered immensely in the unforgiving hurricanes of 2017. Today, it’s well on its way back. Many of the island’s top resorts have reopened, including Wyndham Grand Rio Mar Puerto Rico Golf & Beach Resort, which started accepting guests March 1. Taking advantage of the need to repair hurricane damage, the resort announced a multimillion-dollar renovation. New and intriguing dining options are among the changes attendees can expect.

Like the Wyndham, much of Puerto Rico is open for business.

Florida

A state that’s 441 miles long, 361 miles wide and surrounded by water on three sides is bound to have an abundance of beaches — 1,200 miles of beaches to be exact, and 1,800 miles of coastline. The challenge for planners is choices. On Florida’s Atlantic coast, evocative destinations include Miami, Fort Lauderdale, Palm Beach and Daytona. Along the Gulf, there’s Naples, Sanibel, Sarasota and the miles of beaches that make up Clearwater and St. Pete. To the north, the Panhandle is known for brilliant blue-green water and sweet beachfront towns from Pensacola to Panama City, including the resort area of Sandestin.

The one thing true for all of these areas is that they’re ever evolving, with a goal of getting even better.

Sandestin Golf and Beach Resort recently announced a $2.7 million renovation of the 15,000-sf Linkside Conference Center, a venue ideal for groups of 10 to 1,200 and featuring a 5,500-sf ballroom, four breakout rooms and a boardroom. The center offers sweeping views along Choctawhatches Bay. In addition to indoor venues, planners can book the resort’s lawns, marinas, docks, terraces and beach venues.

In St. Pete Beach, Sirata Beach Resort announced a $15 million renovation that includes a full redesign of the current 30,000 sf of indoor and outdoor meeting and function space, all 382 guest rooms as well as pools and dining venues. Renovations to the meeting spaces are complete, with remaining renovations set for completion this year.

From coast to coast and in every ocean and sea, beach resorts bring groups the best of all worlds — a place to do business, to relax, to network and to revel in the natural beauty created wherever water, sand and sun come blissfully together. C&IT

Predicting the future is like forecasting the weather. You think you can anticipate what’s going to happen — then it doesn’t. There has been a great deal written in the past few years concerning the legal liability of meetings and events, usually in terms of a weather-related crisis or the likelihood of personal injury. But to what extent do corporate planners need to worry about incurring liability in the course of their work responsibilities? Quite a bit, say the experts. Despite risk-management practices that have reduced frivolous claims, meeting and event professionals continue to feel the effects of operating in a litigious society.

Dotting I’s and Crossing T’s

According to John Foster Esq., CHME, attorney and founding partner at Foster, Jensen & Gulley, who specializes in the legal aspects of meetings and conventions, trade shows and events, the general litigation explosion that has hit our society in recent years certainly has not missed the meetings industry. A meeting planner is now not only responsible for booking guest rooms and meeting space, choosing menus and hiring speakers, but also for protecting the sponsoring organization from risk and ensuring, to the extent possible, the safety and well-being of the participants once they get to the meeting. “In short, meeting planners are also risk managers,” Foster says.

“Risk management starts by asking four basic questions: What can go wrong? What can be done to prevent harm from occurring? What steps should be taken if harm does occur? Where will the money come from?”
— John Foster Esq., CHME

As Foster explains, the risk of loss to meeting sponsors from accidents and disasters generally falls into five categories: 1) property and casualty losses from theft; 2) damage or destruction to property from negligence, intentional acts or natural causes such as fires, floods or hurricanes; 3) personal injury to staff, attendees or participants, including damage to reputations; 4) economic losses from cancellation of the event because of acts of God, e.g., natural causes or other events caused by third parties; and 5) contractual liability from cancellation or attrition.

According to Laurie Sherwood, attorney at Walsworth LLP in San Francisco, when selecting locations, it is important for event planners to do their due diligence in investigating the location and the various vendors and suppliers being used. It also is important to account for all potential contingencies including weather, uninvited persons, geopolitical considerations, etc. And remember that a meeting planner also may be responsible for property damage and for the risk of bodily injury to attendees, so make sure any vendors hired are also reputable and insured. “If the event involves physical activities, know the ability level of the participants, plan accordingly and have them sign waivers,” Sherwood says.

General liability issues include personal injuries resulting from event activities and/or conditions at the location, lack of appropriate accommodations/event space, alcohol service and breach of contract. Additionally, at offsite employee events, legal issues from an employment perspective can arise, such as sexual harassment and workplace safety issues.

In addition, some insurance policies only cover planning services and not the event itself. So when hiring independent contractors, such as a vendor, and they are not insured, a meeting planner or the employer may be held liable for that independent contractor’s poor work, illegal conduct or accidents. “A meeting planner who already has general liability can ask the insurer to add one or more independent contractors to it as ‘additional insured,’ ” says Charles Vethan, founder and CEO of Vethan Law Firm. “They can be covered for the duration of the event or longer.”

Larger events also may pose additional security risks and may require the presence of outside security, and will likely require increased insurance coverage. “Indeed, the larger the scale of the event, the more risk of injury and liability. Typically these larger events will have transportation risks and liquor risks — if alcohol is being served,” Sherwood says.

That said, Vanessa Murray, an event marketing consultant and CEO of Charlotte, NC-based agency, TAKE Success LLC, says it’s important for meeting and event planners to remember that the same rules apply whether they are working on a contract for a 200-person event hosted at a hotel venue or a 20,000-person event at a convention center. “Yet these extra zeros may make a huge difference to your client’s insurance company,” Murray says. “By nature, larger events — especially sporting events where large groups of people will congregate — will lead to crossing more t’s and a longer planning process.”

Identifying Liability Concerns

If the companies with whom the meeting and event planners work have risk management departments, legal experts recommend starting there. Planners also should speak with the insurance carriers, and it is also helpful to speak with attorneys experienced in the area of meeting and event liabilities.

“Conduct due diligence in selecting venues, suppliers and vendors,” Sherwood says. “Have contracts with all venues, suppliers and vendors, and have the contracts reviewed by legal counsel. And where appropriate, have the participants and attendees sign liability releases.”

A corporate meeting planner needs to read the insurance policy and contact their insurance agent to ensure they have the coverage needed for each event. They also can contact their business attorney to help identify risks and the forms and contracts needed. Murray says that meeting and event planners should know what they are held accountable for in a legal dispute. “These clauses are the ones that keep me up at night when it comes to venue contracts,” Murray says. They include indemnity, insurance or certificate of insurance (COI), force majeure (more than just acts of God — includes civil disputes, etc.), confidentiality and merger clauses.

“Many meeting and event planners sign contracts with venues and vendors directly but there is huge monetary compensation for a loss, personal injury ‘liquidated damages,’ personal risk and other issues to take in account before doing so,” Murray says. For example, consider attrition. If the meeting planner or client does not fill the required hotel room nights per their contract, they will meet what’s called “attrition” and the hotel shall hold the contract owner to liquidated damages for the incurred loss in hotel sleeping room revenue since these rooms were blocked out and not sold to the public.

“The nightly room rate is set in the contract and multiplied by the number of room nights the contract owner did not meet or book,” Murray says. “Typically, a hotel contract will include an attrition allowance which is a 10 percent to 20 percent variance in room nights they must meet before penalty. The smallest oversight in these clauses could lead to a large liability to the meeting and event planner and/or their client.”

Steps to Take

Murray suggests meeting and event planners initiate the following to ensure the liabilities they may be facing are thoroughly covered:

• Only work with vendors that are reputable, fully licensed and insured. Ask to see a copy of their COI for your records.
• Know who is at the event at all times. Audit the event registration list against the hotel’s rooming list each day to ensure it matches and account for any no-shows or last-minute cancellations.
• Don’t let in the “trouble makers.” Inform the venue or hotel about any misconduct or person(s) that may cause harm to the attendees. Provide a photo of such person(s) during the event’s pre-con meeting so that all the hotel personnel can be on alert and refuse entrance to the private event. Allow the hotel to alert authorities should it need to be reinforced.
• Mother Nature has a mind of her own. So be sure to include the force majeure clause in the hotel contract as well as event registration rules. Communicate with the attendees about weather-related issues.
• State the rules about refunds because attendees will ask. Be sure the rules are clear and upfront with attendees on the registration page.
• Secure the venue for all attendees and exhibitors. If the exhibit hall is planned to be in an open, public area, for example, hire a security guard during off-hours to ensure vendors’ booths are safe. However, state in the terms and conditions of the exhibiting contract that the meeting planner is not held liable for any missing personal belongings.
• Create a code of conduct to help attendees feel safe at all times and inclusive.
• Have plans in place.

» Emergency plan. What is the chain of command and communication? Who shall be called if someone is injured, hurt or has gone missing?
» Public relations plan. Who is communicating with the press? What can and can’t be said? How and when shall it be communicated to the attendees?
» Site inspection. During the site visit, ask about the venue’s safety procedures and exits in case of a fire.

• If it’s offsite, make sure the same procedures are taken to ensure attendees are safe. Use a buddy system at all times.
• Develop a survival kit. Maintain a contact list of all the vendors, local authorities, maps, schedule, contracts, final invoices and copies of insurance, final attendee list and  emergency contact list for attendees. Have everything on file so the client can access in case the meeting planner is unavailable or someone has to take over for the planner prior to the meeting.
• Get legal eyes on all contracts. Let the professionals help identify any red flags.

Understanding Insurance

There are myriad insurance options that can help meeting and event professionals protect themselves and the companies for which they work. As Foster explains, commercial general liability (CGL) insurance is a “must have” for all meeting sponsors. “A typical CGL policy provides protection against claims involving bodily injury or death; damage to property owned, occupied or rented by the meeting sponsor as well as property in the sponsor’s care, custody and control — as long as the premises rented or used by the meeting sponsor is for seven consecutive days or fewer; and personal injury to third parties caused by an accident,” Foster says.

Another type of insurance that meeting planners should consider is international property and casualty insurance. According to Foster, this type of policy is becoming more commonplace as domestic companies and associations plan more international meetings and events. “It can include property, liability, foreign voluntary compensation, employer’s liability repatriation, travel services, accidental death and dismemberment, medical, political evacuation and kidnap and extortion coverage all in one,” Foster says. “Common exclusions to this coverage are war and terrorism.”

And, while fires, floods, hurricanes, strikes and snowstorms are frustrating unforeseen situations for planners and attendees alike, they also can cause considerable financial hardship without insurance. That’s why Foster also recommends “convention cancellation coverage” to protect against lost profits and expenses if the meeting or event cannot be held.

“For example, if a major airline strike, or strike at the headquarters hotel or convention center causes your event to be canceled, cancellation policies now cover cancellation, interruption or postponement of an event caused by terrorism, including bioterrorism, threats, fear of travel or prohibition of travel by employers,” Foster says. “Coverage is limited to sub limits, location and time period for any terrorist act.”

Thirty years ago, purchasing terrorism insurance coverage would have been a mind-boggling prospect. Unfortunately in this day and age of terrorist activity both in the U.S. and abroad, purchasing terrorism insurance coverage as part of an insurance package makes sense. While typical convention cancellation coverage may offer partial coverage for acts of terrorism, meeting planners should discuss the specific nuances relating to terrorism coverage to see if it is appropriate for the meeting or event being held.

Mistakes to Avoid

One of the biggest mistakes meeting and event planners make includes not understanding the extent of their insurance coverage. “It’s a good idea to get general liability and professional liability insurance, although some states have statutory requirements already for the types of insurance your business needs to have,” Vethan says. “If a meeting or event planner runs a business in which clients are inherently at risk when participating in an activity sponsored by or on the property of the business, the planner might need a release of liability form.”

A signed release of liability waives the rights of the signatory to make a liability claim if he or she is injured. A meeting planner may not need one, but it is a good business practice to have one as part of a company’s risk management program if the meeting planner conducts a potentially dangerous activity or has substantial interaction with the public.

Another mistake planners make is not putting everything in writing. It could be a simple email recapping the conversation the planner had with the AV vendor who agreed to waive the fee for the confidence monitor. Send a quick email noting that the conversation occurred and the details to which the parties both agree.

“Some meeting and event planners don’t give their intuition enough credit. If it doesn’t feel right, it most likely isn’t. Planners need to trust their gut and always overprepare.”
— Vanessa Murray

And while a meeting planner may have asked for people to note any food allergies on the online registration form, sometimes the attendee isn’t the one registering himself or herself. When an attendee starts to have an allergic reaction during an evening gala, the meeting planner needs to have emergency procedures in place to act fast. Include an emergency contact name and mobile phone number for all attendees, volunteers and staff members upon registration check-in at the event and have a hard copy of this information handy at all times. Should this be a larger event outside a hotel, consider hiring a local EMT to be onsite during the event.

“Any loss of or damage to property, harm to people or liability for damages incurred through contractual liability could spell financial disaster to a meeting sponsor,” Foster says. “The role of insurance is to not only pay off claims, but also to provide funds for defense if a frivolous lawsuit is filed and a defense versus a settlement is appropriate. Legal fees and court costs can mount up quickly and insurance should be there to provide for peace of mind.” C&IT

Caesars Forum, a 300,000-sf conference center, is scheduled to open in 2020. Credit: Caesars Entertainment

When it comes to the meetings and convention industry, few destinations can equal Las Vegas as a known quantity. The city caters to almost 22,000 meetings annually that draw anywhere from a few dozen attendees to the more than 182,000 who attended the most recent CES, the consumer electronics show in January.

Home to three of the country’s 10 largest convention venues and almost 150,000 hotel rooms, the city is built to host. In 2017, Las Vegas welcomed more than 6.6 million meeting and convention attendees, and hosted nine of the nation’s top 15 trade shows (by net square footage), according to Trade Show News Network.

Amazingly, all of this is conducted against a backdrop of 24/7 entertainment, gaming and nightlife — the “lost weekend” cliché that the Sin City is also known for. Despite the obvious distractions, it’s easy to lose sight of the fact that business actually gets done during meetings and conferences here.

Research released by the Las Vegas Convention and Visitor’s Bureau (LVCVA) found that meeting attendance increased an average of 9 percent when shows rotated into Las Vegas. Attendance decreased 4 percent when shows rotated out of the city. Further, the LVCVA’s research found that attendees actually spend more time on a show floor in Las Vegas — 11.3 hours versus an average of 8.6 hours in other cities. And with the city’s McCarran International Airport evolving into one of the best-connected in the U.S., with scheduled service from Europe, Asia and South America, the sheer convenience of Las Vegas becomes inescapable when selecting a meeting location.

Aria’s Five-star Service

Accessibility is chief among the reasons why Nicole Dumitrescu, director of client services and events for dental marketing agency Chrisad, brought her company back to Las Vegas for its annual No Limits conference.

“We have clients all across the United States, Canada, the United Kingdom and Australia, so we want a location that is easy for them to get to,” explains Dumitrescu. “Each year we have our conference (in Las Vegas), we have a great turnout.” Following conferences held at Bellagio and The Cosmopolitan, for its March 2018 event Chrisad chose MGM Resorts’ Aria Resort & Casino as the location for No Limits XIV, drawing about 500 attendees.

“Aria provided five-star service and didn’t disappoint with their impeccable rooms, attentive staff and great cuisine. It’s centralized in the heart of The Strip, which is ideal, and Vegas is attractive to our guests since the city has a ton of great restaurants and entertainment.”
— Nicole Dumitrescu

Dumitrescu said Chrisad relied on Aria’s restaurants for dinners, including Jean-Georges Steakhouse, Bardot, Carbone, Herringbone, Javier’s and Sage. But Chrisad also took guests to The Cosmopolitan, next door to Aria, for the opening cocktail party and additional dining venues. “Each year we have a welcome reception at The Cosmopolitan hotel,” explains Dumitrescu. “We rent out the top and middle levels of the Chandelier bar. And at The Cosmopolitan we also had a number of group dinners: at Zuma, STK, Estiatorio Milos, and Beauty & Essex.”

Following a recent expansion, the convention facilities at Aria now sprawl 500,000 sf, consuming the space originally dedicated to a Cirque du Soleil stage show. Much of the original three-story facility is flooded with natural light by day, courtesy of a soaring glass curtain wall opening onto a landscape of native plants and trees. Aria now has seven ballrooms, ranging from the 17,542-sf Orovada Ballroom to Bristlecone, which measures 51,225 sf.

The 200,000-sf expansion at Aria offers versatile indoor-outdoor meeting rooms with retractable windows and dramatic views of The Park and T-Mobile Arena. The top floor offers one of The Strip’s most distinctive meeting venues: a vast ballroom with two open-air verandas that can accommodate receptions for up to 2,000 attendees. Another facet of the approximately $170 million expansion is the discreetly marked Cypress Executive Lounge. The 3,000-sf space features a fully stocked pantry, three private suites for personal workspaces and one-on-one meetings, a conference room with flexible furniture setups for up to 30 and a study for toasting to a successful event. While the expansion was receiving its first groups in February, a Resort Club Lounge will open this fall at Aria, providing dedicated concierge services, an HDTV lounge, food and beverage offerings, including breakfast to evening hors d’oeuvres, wine, sparkling wine and beer — all on the house for Resort Club guests.

“Aria is a beautiful property, with everything you could ask for,” adds Dumitrescu. “The halls and foyers outside the conference rooms offer lots of natural light and modern décor. The location of the conference rooms in proximity to the casino floor and guest elevators is perfect. They aren’t too far away from one another, but allow enough space so you feel like you are separated.”

Dumitrescu called out Taylor McMurtie, Dawn Campbell, Kelly Rivas and Nick Kustudia at Aria for helping to make 2018 Chrisad’s most successful conference to date. “The sales staff went above and beyond, and always exceeded my expectations. If you plan an event with this hotel you can expect five-star service from the planning stage to completion. The staff is very accommodating, will listen to your expectations and will follow through.”

Park MGM Test Drive

An even bigger project, MGM Resorts International is wrapping up is the $450 million transformation of the erstwhile Monte Carlo Resort and Casino into Park MGM. John Stearns, director of connections for AccuBuild Construction Software, got to take the reconceived resort out for a test drive when he scheduled AccuBuild Connections at Park MGM.

“The space was brand new and really well managed,” says Stearns. But he adds that, ultimately, it’s the people on the sales team he worked with that made his 100-attendee conference in February 2018 come off without a hitch.

“Honestly, the remodel is nice, but to me, the relationship you have with the team that is planning your event trumps the space. Now, all that said, it was really nice to take advantage of the remodeled rooms and convention space.”
— John Stearns

Signage for the 21-year-old Monte Carlo came down in January, as the hotel transforms into a twofer: 2,700 rooms and suites will be part of the Park MGM brand, while 290 rooms will be dedicated to a boutique concept, NoMad (short for North of Madison). The construction, renovation and rebranding of Park MGM is in its final phase, with some elements — including NoMad — set to wrap up later this year. The hotel also includes a brand-new conference facility. Offering both non-traditional spaces and flexible design, Park MGM is designed to fill an unmet need in Las Vegas for small groups, while also offering beautiful spaces for groups up to 5,000 attendees.

A key feature at Park MGM is the new Madison Meeting Center, a 10,000-sf facility that can be customized for groups from 10 to 50 people. Ten flexible rooms accommodate varying layouts designed for uniquely tailored events, including classroom-style training, product seminars and workshops. The facility features two self-service lounges, ergonomic, movable furniture with integrated power and built-in AV equipment, confidence monitors and rolling whiteboards. But Park MGM isn’t limited to smaller groups — the hotel has an additional 67,000 sf of traditional conference space available.

Another draw for the complex is dining. Already open are the light, French bistro-style Primrose, and Bavette’s, a Chicago-bred steakhouse with a speakeasy setting (“Bavette’s might be my favorite new restaurant,” says Stearns). Coming later this year is Roy Choi, the eponymous venue for L.A.’s famed Korea-meets-Mexico food truck chef Kogi BBQ, and a Vegas branch of Eataly, a 40,000-sf marketplace dedicated to the intersection of cuisine and Italy, and sure to be a huge hit.

Stearns says the Park MGM crew was able to adjust to the curve balls that any event with unanticipated elements can present.

“We had a cocktail party for our clients at the Primrose, and the general manager, Joseph, was so great in providing us an alternative space when the weather turned a bit cold. Our original event was supposed to be at the restaurant’s outdoor patio, but Joseph suggested we move indoors and closed off the entire bar for our event. He even helped us accommodate our photo booth and live music.

“And our room block was a bit confusing, but the hotel did a great job at keeping it separate. We had a master account for our employees, and then our clients paid for their own rooms. It was always clear what block was being charged.

“Because accommodations have improved so much in the last 20 years, prices now reflect these upgrades,” Stearns adds. “Especially when it comes to catering. I think the trick is to build a relationship with your catering and services managers (Jamie De Cordova and Reem Ewais at Park MGM) and to be honest with them about your budget. They did a great job helping me stay within our planned budget, and if something was ever an additional cost, they were up front with me about that.”

Stearns continues, “The team at Park MGM was world-class. From my original contact with Jillian Kyde, the executive director of sales, to convention sales managers Jena D’Amico and Gabrielle Wood, all put the client and event first. They all have great communication, so you don’t have to segment your correspondence.”

“I love, love, love Park MGM,” Stearns concludes.

Caesars on the Move

MGM isn’t the only one writing nine-figure checks for renovations, expansions and new-builds.

Located immediately behind (east) of Linq, a groundbreaking for Caesars Forum is set for the second quarter of 2018. The $375 million project will build a LEED Silver-certified conference center featuring 300,000 sf of flexible meeting space, including two 108,000-sf ballrooms. A 100,000-sf outdoor plaza will connect directly to the Linq Promenade and to the Las Vegas Monorail. Caesars Forum is set to open in 2020.

In February, Caesar’s-managed Harrah’s Las Vegas, one of the oldest names in gaming, announced completion of a $140 million refurbishment, including 1,622 modern, refreshed guest rooms and suites in the resort’s Valley Tower. The upgrades started with renovations to the 672 rooms in the South Tower, and the casino floor and lobby bar has also received a makeover. The hotel offers more than 24,000 sf of meeting space — ideal for small- and medium-sized groups — and guests coming from their rooms need not traverse the casino to access the meeting facilities. Harrah’s is located just a few minutes on foot from the Linq Promenade and High Roller observation wheel, providing easy access to round-the-clock dining and entertainment.

Strip stalwart Caesars Palace itself has benefited from an ongoing renovation and upgrade of the property, especially in the guest rooms. The recent renovation of the 1,181-room Palace Tower topped $100 million; the Indigo Tower is currently receiving its makeover and the Forum Tower upgrades are scheduled for completion in 2019. The 3,793-room Caesars has also added new dining venues. The fast-casual, modestly priced Pronto by Giada (De Laurentiis) offers California-Italian fare with a variety of seating options. And Gordon Ramsey has opened his fifth restaurant in Las Vegas in perhaps the most enviable of locations, right in front of Caesars, on the Strip: The high-concept Hell’s Kitchen is presumably the first fine-dining establishment built around a reality show (“Go to Hell”  T-shirts are available at the gift shop).

Hard Rock Vibe

No question: The high-energy Strip isn’t always the right backdrop to a successful meeting, and some planners choose to venture just off Las Vegas Boulevard, where the neon and glitz are a little less constant.

One such option is the 1,504-room Hard Rock Hotel, which sits less than a mile east of The Strip, on Paradise Road, but can seem a world apart. And that made Hard Rock an easy pick for planner Noha Zerka, show production manager for Pravana, the professional hair care brand. The company was bringing a group of just 16 to Las Vegas for a training seminar in March.

“The choice of Hard Rock Hotel was a no-brainer for me,” explained Zerka. “You have the energy of Las Vegas without all the crowds you find on The Strip. This makes Hard Rock great for business meetings, with less distractions. Also, the hotel’s aesthetic works well with our brand. The attendees loved their rooms, and the vibe of the hotel overall.

“I can honestly say there were no challenges. The Hard Rock Hotel team made everything so easy for us. Booking the rooms, arranging transportation to/from the airport was simple — these are usually the things that I find challenging in other cities.”

One thing Zerka loved was the Vanity Lounge, where most of the meeting was conducted. “It didn’t look like a typical meeting space. It was all-glass and looked out into the pool area. It made the long day of meetings much better than sitting in a windowless room. Our attendees left the room only to use the restrooms — it didn’t feel like we needed a break from the space.

“The event manager and catering team were outstanding,” Zerka continues. “I provided breakfast, lunch and snack breaks for my group and each meal was better than the last. I had less than the minimum required for catering, but they were able to work with me and my budget. The catering staff were attentive and helpful — we never had to search for them for anything, because they were always around. We ordered a projector and screen, and the AV team was available to check on the equipment prior to each day and popped in to make sure everything was going well.”

But Zerka did bring her small group to The Strip for an offsite dinner, at the Bellagio’s Lago restaurant. “Although the food and setting was beautiful, there were multiple large groups,” says Zerka. “You could barely hear the person next to you speaking. Overall, it was not a good experience. I would have preferred someplace that was a bit more quiet and spacious.”

By contrast, Zerka’s experience at the Hard Rock team was a winning one. “It took me two years from initial site check to booking the meeting. I feel that with any other property I would have experienced a sense of hostility for not booking sooner. But Drew Varga and Mike Roth kept the lines of communication open and seemed genuinely excited to work with Pravana. I work with several convention centers and hotels around the country, and they always seem to have the attitude of ‘you need us more than we need you.’ But the Hard Rock Hotel was different — they make me feel like I am their No. 1 customer. And as much as I like the location, vibe and aesthetic of the hotel, the people are the real reason I choose to use it.”

In March, Virgin Group founder Sir Richard Branson announced a deal to take over the Hard Rock Hotel and rebrand the property as Virgin Hotels Las Vegas by the end of 2019, following a renovation that will cost “hundreds of millions” of dollars. The hotel’s guest rooms and common areas will receive a facelift, but no word yet what will happen to the Hard Rock’s existing 110,000 sf of meeting and convention space. One thing that’s certain: Although the Hard Rock 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 that Virgin Hotels will be a solid player in the years to come.

A Great Fit at M Resort

Katie Goracke, marketing project specialist for Open Systems Inc. also wanted a meeting venue away from The Strip for her annual Connect, an Open Systems Conference. The event is held every September and draws 500 attendees. For the last two years, Goracke used M Resort Spa Casino and is now planning her 2018 meeting at the property again. Although M Resort is located on Las Vegas Boulevard, it’s also nine miles south of the airport, well away from the usual bustle (and traffic) of The Strip.

“We like that the M is off the Strip,” says Goracke. “We don’t lose attendees to other attractions. And they have shuttles running all the time to and from the airport and The Strip.” The 390-room resort is located in the suburb of Henderson, and offers more than 92,000 sf of meeting space, including a pavilion, grand ballroom and multiple reception areas. Goracke says everything about the M Resort is a good fit for her group.

“The size of the event space as well as number of sleeping rooms accommodate our group perfectly. The sleeping rooms are beautiful, as is the aesthetic of the entire resort. In addition to the meeting space, M Resort offers multiple reception areas throughout the property. We have utilized many of these areas including the Milan ballroom and the boardroom. One of our favorite spaces is Lux, set on the 16th floor of the resort, offering beautiful views of the mountains and the city lights. Each year we also host an event at Villaggio Del Sole, the expansive outdoor pool and entertainment piazza, complete with live music and amazing food.

“At some events you can feel trapped in a dark exhibit hall,” Goracke explains. “But because we have access to all areas of the property we never feel that way at the M. All meetings, sessions, meals, evening activities and entertainment are in one place. We serve the large majority of our meals outside, so our guests are also able to enjoy the beautiful Las Vegas weather.

“And the staff are true professionals,” she continues. “From the director of sales, to the catering and conference services planner, to the reservations coordinator and the AV productions team, everyone gives their all to make sure our event runs smoothly. It’s great working with the same people year after year, as they really understand what we’re trying to accomplish with our event.

“Our attendees and staff rave about the catering at the M,” Goracke adds. “We particularly enjoyed The M Clam Bake (lobster!) catered out by their pool. The AV team has been able to handle every request we’ve had — they’re on hand immediately if there are slight issues or changes that need to be made.

“We have held events at other hotels in Las Vegas and found that the long walk from rooms to the event space was an issue. The size of the M is perfect for the number of attendees we have, and the elevators lead directly to the meeting rooms.

“Las Vegas is always a big draw for our attendees and the staff at the M Resort make it very clear that our event and attendees are their No. 1 priority while we are there.”
— Katie Goracke

Whether choosing to base a meeting or conference on the glittery Strip or just off, Las Vegas truly is ready to deliver the environment that works for the style, concept and size of your event. C&IT

The Betsy South Beach on Ocean Drive was recently expanded. Credit: The Betsy South Beach

Miami artfully combines its sunny beach vibe with sultry Latin culture and cosmopolitan flare. Add a vibrant dining, nightlife and arts scene, and you have an urban environment that no other U.S. city duplicates, one that planners and attendees alike are drawn to.

From celebrated beachfront resorts to edgy contemporary brands, traditional venues to utterly out-of-the-box backdrops for memorable functions, there’s something for every type of group in Miami — and then some. Here are just a few possibilities to consider.

In Good Hands

For Alyssa Kelliher Kent, the inimitable Fontainebleau Miami Beach checked off all the right boxes. The director of marketing and communications for Medical Specialties Distributors (MSD), which produces a range of medical devices and supplies medical technology solutions, says a combination of factors led the group to the hotel in January 2018 for its Innovation & Technology Conference for 600 attendees.

“Miami seemed like the right choice for us due to a combination of factors — easy to get to, warm weather in January, competitive pricing and increased attendance due to the upscale location. Many of our industry conferences,” she adds, “are in Orlando, Phoenix and Atlanta every year. Miami is a great mix up for our industry and people are excited to attend.”

Add to that, she says, “a great location, beautiful hotel, top-notch staff, delicious food and ideal meeting space.” All of the group’s functions were held at the Fontainebleau. “Next year,” Kent says, “we are utilizing LIV nightclub, located at the hotel, for a couple of our events.”

The Fontainebleau had several standouts. “Banquet services really stood out to me during the event. From the taste of the food to the prep of the event they were always on point,” Kent says. “Pre and post the event, Felix Llibre, our sales point person at the hotel, was always a very reliable source.”

In terms of décor, MSD used an offsite DMC, and Kent says the hotel staff worked well with the DMC to meet the group’s needs. Challenges were few. “We had a few changes onsite prior to the show so our start with AV wasn’t as smooth as I’d hoped. Given our challenges, the staff pulled through and was able to accomplish what needed to be done. Wi-Fi was also a little spotty from time to time unless you were in the lobby. Other than that, what we faced was the same as at any hotel or destination,” Kent adds.

“You don’t have a great idea of the space until you are actually in it. However, Fontainebleau did a fabulous job of working with us when we needed to change something last minute and did it in a timely fashion.” Her advice to planners considering the Fontainebleau is to “Definitely go on a site visit first. Study your space and your ceiling heights. And always account for changes!” In the end, though, she says planners should know this: “You are in good hands.”

In February 2017, Fontainebleau updated and redesigned its Versailles Tower suites as well as the 33 luxury poolside cabana “retreats.”

Flawless Planning

Trump International Beach Resort comes to the attention of planners in part because of its location in between the area’s two major airports. But that’s just a small part of its story.

“We could not beat the cost and quality at Trump International,” says Jennifer DeHaven, Director of Operations and Training for Green Home Solutions.  As a company who was introducing the new, ‘We Make Air Better!’ tagline, the cool Miami air couldn’t have been better. Additionally, as Green Home Solutions is creating better indoor air quality and using plant based products, it made sense to team up with a resort that takes pride in using eco-friendly products and has their own “Green Team” initiatives. The group set its annual convention at the resort in November 2017, drawing over 120 attendees.

“The customer service was outstanding 100 percent of the time with all guests. Planning the event with the Trump staff was flawless,” DeHaven says. “The location is beautiful and in between both Fort Lauderdale and Miami airports. Our convention was such a hit with our company, including franchisees, corporate staff, spouses and business partners. The outside beach bar was a big hit, as was the food and drink, especially the lava stone dinner.”

A variety of local entertainers hit the right note with those in attendance. “We had Cigar Studs host a cigar roller at a mixer at the beach bar, which was a huge hit,” DeHaven says. “That same night we had magicians and a DJ courtesy of Amazing Adam. They were incredible! Another night we hosted a luau with Aloha Islanders. It was super fun and entertaining. Our guests all had wonderful things to say and we had an absolute blast the whole time! The luau was down by the pool lawn and featured a delicious pan-Pacific buffet. The AV team also did an amazing job with lighting.”

DeHaven calls the customer service at the hotel “top-notch,” adding that the resort itself is beautiful. The group held all of its functions on property. In thinking about those she worked with at Trump International Beach Resort, DeHaven notes that she and Melissa Burce, sales manager, “really connected the first time we spoke. Melissa, Joffrey Brown, Eddy Calero and Michael Erber were my top people before and during our event. They were awesome! I had about 40 boxes waiting for me when I arrived and they gave me a whole room to sort, package and store things during the convention. They were there in a heartbeat if I needed them. They did everything possible to make this event go smoothly.”

The group used two side-by-side rooms for meetings and meals. “We used the main ballroom for large assembly gatherings and eating. We had breakfast, lunch, dinner and snacks catered. The food was great, plus we had kosher meals brought in and food allergy issues addressed. All of our AV needs were taken care of and simplified with the staff’s help. Eddy was wonderful. He was available the entire time. He was great with lighting, especially at the luau. He added extra lights and made a gorgeous scene. The meeting rooms were spacious, comfortable and attractive.”

DeHaven notes that a number of attendees did ask if the resort provides a shuttle to and from the airports, which it does not so planners should be aware of that. “However,” she says, “we utilized Uber and Lyft.” To any planner considering Trump International, DeHaven says, “I highly recommend it. It’s gorgeous, right on the beach and the customer service is incredible. Give your company plenty of extra time and maybe before or after options as well. I work with hotels across the country and the Trump is hard to beat. I wish I could come here for every meeting and training we do!”

Sister property Trump National Doral Miami is another choice for planners in the area, and recently announced a partnership with Rick Smith Performance Golf Center, which began operating at the resort in January. Small-group clinics may be a nice option for incentive programs or for golf-loving executives and VIPs.

Exotic Appeal

Few people know Miami as well as Adolfo Solórzano Z, national sales manager with AlliedPRA South Florida, one of the region’s premier DMCs. He has a whole host of reasons the city makes an excellent destination for corporate and incentive groups, including the fact that it provides tangible international influences that can make a group feel like it’s visiting an exotic foreign destination even if company travel is limited to domestic destinations only.

In addition to its idyllic climate as an attribute, Solórzano Z. says, “Miami as a destination is exciting because it’s the perfect mix of culture, beaches and luxury. It’s a world unto itself.” And access is easy. “When it comes to flights and access, Miami International Airport is aggressive in increasing services. In 2017, it added about 20 new services, including the first direct flight from Tel-Aviv, and is projecting its first direct flight from Asia in 2019, if not sooner.”

That makes Miami a good choice for groups with attendees from different parts of the globe. And there’s a construction boom going on, which may not sound like an attribute but Solórzano Z. sees it differently. “Probably the highest benefit for groups is the hotel inventory,” he says. “More than 2,000 rooms were delivered in 2017, nearly 3,500 rooms are projected this year in 2018 and over 6,400 rooms are scheduled for 2019. That’s almost 12,000 new rooms! In other words, competition for your incoming group business is going to be fierce and planners are going to have the opportunity to get some competitive deals on room rates.”

And that’s especially true, he notes, “when some of this inventory is being produced by independent hoteliers, as is the case with the newly expanded iconic Betsy Hotel on famed Ocean Drive in South Beach, as well as other newcomers including the Faena Hotel Miami Beach and East, Miami, which bring to Miami a new type of luxury and modern lifestyle.”

Growth and change are impacting all areas, starting with infrastructure and core facilities. He points to the “tunnel connecting downtown to the Port of Miami in 2014, the extensive Miami Beach Convention Center renovation due to be unveiled this year and all the new developments and hotels.”

Miami’s distinctive neighborhoods contribute to its ability to meet any group’s needs. “Miami is a beautiful city with many different neighborhoods, each offering something completely different,” Solórzano Z. says. “Downtown has that metropolitan city-life ambience with cutting-edge culinary. Little Havana is the place for culture and an authentic feeling of traveling abroad, while the Everglades provides an engaging natural environment for that nature-bound group. For a true sense of urban arts and food there’s Wynwood, and South Beach offers the quintessentially Miami Beach experience.”

Themed Events and Local Experiences

The team at AlliedPRA South Florida has worked on a variety of creative programs for its clients with great success. The group was recently tasked with creating an ‘80s-themed event at the Trump National Doral, but nothing as ordinary as a Miami Vice theme, which might come immediately to mind but would have missed the mark for this group. The client wanted something more out-of-the-box and more personal.

“Experience Designer Danielle Rothenberg and her team went to work on their Etch A Sketches and put together one truly unique event,” Solórzano Z. says. “The décor was pulled straight from her ‘80s toy chest — Rubik’s Cube Tables, a ceiling made of Slinky’s, black lights, neon, tie-dye, cassettes and leopard print. Every pop-culture reference they could find and purpose was reincarnated. Guests were encouraged to dress up and we managed to get our hands on some floppy disks and old yearbooks from the attendees and put the images on our Kodak Carousel for all to see!”

Any group can arrange to explore the Everglades by airboat. But for those that want a truly immersive and cultural experience, AlliedPRA offers something different. “Every year we probably take thousands of attendees to experience the Everglades and almost always it’s on an airboat,” Solórzano Z. says. “But every so often, a planner requests a really immersive experience. That’s when we invite them to explore the Everglades with the Miccosukee Indian Tribe and wade through the running waters of the Everglades alongside the original locals and inhabitants of the region. …We have a 99 percent survival rate!”

Island Oasis

While DMCs work with many hotels in a destination, some stand out because they offer something just a little different. Solórzano Z. notes that The Ritz-Carlton Key Biscayne, Miami is “Miami’s only island oasis made for groups.” The 490-room hotel recently underwent a reimagination, further “customizing the resort to the unique island in Miami on which it resides. The way it’s built creates a level of privacy for those groups that want to hold meetings that are not open to the public. Its decorative ballrooms and meeting space are just as adaptable to fit your purpose from a theming point of view as they are appealing to look at when your keynote speaker is on stage,” Solórzano Z. says. “When it comes to F&B, they are everything but basic. Just today while I walked the property, they were setting liquid nitrogen for the onsite instant ice cream station next to the full-size smoker for an authentic ‘que’ & ‘cubes’ dinner.”

And then there’s the service. ”I’ve been lucky enough to experience their level of service and their dedication to their staff and guests through their team we know as ladies and gentlemen. This is the cherry on top from an attendee experience point-of-view on property. They take care of everything.” One note about AV, rigging and lighting: Solórzano Z. says Key Biscayne has some issue that are island-specific, and this is one place where planners should build into their budgets contracting with the local PSAV team. “Beyond the insurance aspect, you’ll need them if you’re doing any rigging. There are some issues unique to Key Biscayne, such as using the proper lighting during turtle-hatching season that occurs traditionally between May and October, or when they spot the first nest.”

Miami in Growth Mode

As Solórzano Z. notes, Miami is in growth mode. The convention center is expected to fully open in 2018 and is on track to receive LEED Silver certification.

As for hotels, Loews Miami Beach Hotel, in the heart of South Beach, recently completed a $50 million upgrade and refurbishment of the lobby, guest rooms and meeting space, and opened a new “poolscape” with private cabanas. The Gates Hotel South Beach, a DoubleTree by Hilton, also unveiled an extensive renovation of public spaces that features a new entry as well as private cabanas. The Confidante Miami Beach completed renovations to its meeting and event space in September, including technology enhancements across its 10,000 sf of indoor space.

In January, La Centrale, Miami’s first Italian food hall, opened in Brickell City Center, offering 14 different Italian-inspired dining experiences — and a nice dine-around option for groups. Finally, in Q3 2018, ground will be broken on Miami Worldcenter, which will be home to the Marriott Marquis Miami Worldcenter Hotel & Expo Center, with approximately 1,700 hotel rooms and 500,000 sf of meeting and exhibition space. Completion is slated for 2022. That’s just a quick overview. “It’s safe to say,” Solórzano Z. notes, “if you came to Miami in 2015, you wouldn’t recognize it in 2018, and you’ll be surprised at what it will be in 2019.” C&IT

It’s all business in the boardroom at Disney’s Grand Californian Hotel & Spa. (Right) “Together Forever – A Pixar Nighttime Spectacular” lights up the sky over Disneyland Park. Credits: Disneyland Resort

Although some corporate planners would not consider theme parks as a first choice for hosting a meeting, event or incentive, others understand that today’s larger theme parks are like small cities, complete with hotels, shops, restaurants, parking and transportation options — even event planning services — making them the perfect choice, especially for corporate events where families are welcome.

European Success Story

The logic of using the parks for corporate events can be seen more clearly using Europe’s Euro Disney, the continent’s most-visited tourist attraction with 14.8 million visitors last year, as an example.

A significant number of these visitors are business travelers attending corporate events, as Euro Disney is the fifth-largest convention facility in France. The resort hosts around 850 corporate events each year with clients including Nestlé, Air France and McDonald’s, and they are not there just to have fun. Disneyland Paris, which includes Disneyland Park and movie-themed Walt Disney Studios, comprises seven onsite hotels, 55 restaurants, a 27-hole golf course, two convention centers, 95 meeting rooms and two special event spaces. That’s a total of 5,800 hotel rooms, and more than 207,000 sf of event space.

Euro Disney hosts major shows and conferences with average group sizes ranging from 500 to 1,000 guests, with the largest corporate events attracting up to 5,000 guests a day. Disneyland Paris’ conventions division caters to a large international clientele, which alone accounts for 20 percent of its revenue. What’s more, earlier this year, Disney announced a 2 billion euro multiyear expansion for Disneyland Paris that will begin a phased rollout in 2021.

In the U.S., Disney, along with several other large, corporate-run theme parks, are enjoying new revenue streams by using Euro Disney as the model for how a theme park can attract corporate clients by giving them what they need most: a safe, clean and friendly destination with all the amenities (and more) of a large well-run meetings resort or urban hotel.

Disneyland

Missy Schrupp, director of meetings, events and travel for the Minnesota-based International Dairy Queen Companies, was thrilled when her group of 2,400 participants used Anaheim’s Disneyland for their January 2018 final night, after-dinner party.

“We had a final night after-dinner party in the park, where we occupied Stage 17 and the Backlot area including the Hyperion Theatre in Disney California Adventure Park,” says Schrupp. Disney California Adventure Park is the second theme park at the Disneyland Resort, located adjacent to Disneyland. It opened in 2001 as Disney’s California Adventure. “We had many Disney characters in Stage 17 for our attendees (adults and children) to enjoy, including a country and western band in the Backlot area, which was great, and then as a finale we had Chicago perform in the Hyperion Theatre. In addition, the park provided desserts and beverages for our attendees, both adults and kids.”

One of the benefits for corporate planners using theme parks is that booking multiple hotels is often quite easy, providing conveniently located venues. “We used Disney’s Grand Californian Hotel & Spa, Disneyland Hotel and Disney’s Paradise Pier Hotel,” says Schrupp. “It was all so convenient, and an easy way to keep track of our group for transfers to other attractions in the area. We offered optional sightseeing activities in the Orange County area, as well as a post trip to Huntington Beach for three nights. These were all optional activities to enhance our overall program.

“Our actual Expo included general sessions with the Disney Institute presenting on one of the days; breakout session; a large exhibit hall; a silent/live auction event with dinner for our charity; and the final-night dinner with the park party after. We used the Anaheim Convention Center for our exhibit hall, general session and breakouts.” Schrupp says that working with the Disney team in California was a major reason why the event was so successful.

“The Disney planners were very helpful in providing the resources we needed. The planners know their venues extremely well, so it makes the process easier and more efficient.”
— Missy Schrupp

“This was a first for us to use this park, but in past years we have done park parties at Walt Disney World Orlando. We feel that for some groups, a theme park is a great destination.” She continues, “The only concern I had, but ended up great, was that we usually use our own entertainment company when hiring big name entertainment, like the band Chicago,” Schrupp says. “But with some of the restrictions presented with a theme park party as we started this process, it made more sense to have Disney source the entertainment, and they did a great job for us.”

With flexible meeting and event space spanning over 180,000 sf, the Disneyland Resort has hotels, two theme parks and the Downtown Disney District, all within walking distance. They also arrange seasonal events, including New Orleans Square Mardi Gras and the Happy Lunar New Year multicultural tribute, as well as team building activities such as the “Walk in Walt’s Disneyland Footsteps.”

The Disneyland Hotel is the main venue for large conventions, meetings and milestone events with 136,000 sf of flexible meeting and event space, more than 970 guest rooms, including 71 suites, a 18,000-sf grand ballroom, a 28,968-sf exhibit hall, 52 breakout rooms, 3,000-sf Blue Sky suite ideal for board meetings and receptions, accommodating up to 40 guests, six dining venues and outdoor space for events of up to 4,000 attendees.

Universal Orlando Resort

With three theme parks and the Universal CityWalk dining and entertainment complex, Universal Orlando Resort offers five onsite hotels — Loews Portofino Bay Hotel, the Hard Rock Hotel, Loews Royal Pacific Resort, Universal’s Cabana Bay Beach Resort and Loews Sapphire Falls Resort — offering a total of 5,600 guest rooms. The Loews Meeting Complex — comprised of Loews Sapphire Falls Resort and Loews Royal Pacific Resort, which are connected by a bridge — offers groups and planners 295,000 sf of indoor meeting space and 97,000 sf of outdoor space.

The Loews hotels have separate meeting entrances, business centers, registration desks, ballrooms, banquet halls and private meeting planner offices at each property, and each is within walking distance of the resort’s theme parks and the Universal CityWalk dining and entertainment complex.

Julie Kinch, CTC, CIS, manager of global meetings, events and travel at Extreme Networks, organized the company’s four-day annual global conference and awards banquet at Universal Orlando in October 2017. Extreme Networks, which delivers software-driven networking solutions that help IT departments deliver stronger connections with customers, partners and vendors, has four North American headquarters, including Toronto. “Most of our group of 700 stayed at the Loews Portofino Bay property and used their wonderful conference spaces and other venues at that hotel,” says Kinch, “including our welcome dinner and general sessions, with a great CityWalk block party organized at the end of our stay. We also used the park’s nearby Hard Rock Hotel for some of the group.”

Although many corporate groups use theme park venues for their family-oriented events, the annual global conference for Extreme Networks is mostly kid-free, with only a few participants bringing family members with them.

“All the executives who attended the conference really enjoyed meeting within the theme park environment.”
— Julie Kinch

“It really gets old taking groups to the familiar city business hotels. They want to do things in their free time, whether it’s going out on their own for dinner and sightseeing in Orlando, or staying within the park and taking in the shows and the exciting atmosphere.

“Working with the Universal Orlando teams that were assigned to our group was fantastic,” she continues. “They knew exactly what to do as far as logistics, setting up the function spaces and dining arrangements wherever we went. The Portofino Bay property really exceeded our expectations. I was a little concerned that the hotel would be too leisure-focused, but it was really perfect for our large, corporate group. Our fall 2018, annual conference will be held in Prague this year, to give many of our European partners a closer destination, but we will be back at Universal Orlando and the Portofino Bay in 2019, based on the general consensus of the 2017 group following the event,” says Kinch.

In addition to the Loews Portofino Bay and Hard Rock Hotels, other Universal Orlando venues and activities included in the Extreme Networks event included The Groove, Munchie Station, Red Carpet, Stilt Walkers, after-hours theme park events, and lots of F&B functions.

New attractions at Universal Orlando include Volcano Bay, an all-new water theme park; Fast & Furious: Supercharged, a new high-octane experience ride; Universal’s Aventura Hotel (opening August 2018), a 600-room property offering the destination’s first ever rooftop bar; The Toothsome Chocolate Emporium & Savory Feast Kitchen, a new full-service restaurant, bar and confectionery at Universal CityWalk, with a menu that includes steak, seafood, crepes, milkshakes, gourmet chocolates and one-of-kind desserts, all within a 19th century-themed, Steampunk-inspired dining establishment.

Available exclusively to planners who host meetings at Universal Orlando’s onsite hotels, Meeting Enhancements allow planners to create experiences that directly connect attendees to the meeting message. Universal Orlando characters can be used for meet and greets, meeting openers, speaker introductions, meeting interruptions, excitement builders, ice breakers and more.

Busch Gardens Tampa Bay

The park welcomes corporate groups of 100 or more with special packages that include admission to Busch Gardens along with an all-you-care-to-eat lunch buffet featuring the park’s special barbecue specialties and a one-hour exclusive seating at Gwazi Pavilion.

Corporate groups can participate in team building experiences, and exclusive areas of the park are available. For larger groups, an entire park buyout with a minimum of 3,000 guests is very doable. These large corporate groups will have unlimited access to all the rides, experience up-close animal encounters, visit the games area and still have time to take in the gift shops within the park.

Catering options are available, including an hors d’oeuvres reception or private dining in one of the air-conditioned venues, such as Dragon Fire Grill or The Serengeti Overlook Restaurant, or dine-around certificates can be purchased for corporate guests to use at the restaurants throughout the park.

The Serengeti Overlook has great views of the Serengeti Plain, home to free-roaming African animals and is a great place for corporate events, meetings and evening parties for 50 to 250 guests. Serengeti Overlook’s outdoor patio is also a perfect place for a cocktail hour with hors d’oeuvres and drinks before heading inside for dinner.

The Dragon Fire Grill, located in the center of the park, is an excellent dining venue for evening functions of 300 to 700 guests. The fully equipped stage at Dragon Fire Grill allows for receptions, dinners and award ceremonies.

Another popular venue for corporate events is Adventure Island, with its sandy white beaches and Key West atmosphere, group events are relaxed and provide water-soaked excitement for all ages, with corporate groups of 500 to 4,000 accommodated.

Hersheypark

“Groups enjoy more than 70 rides and attractions, award-winning live entertainment, games, a zoo and a water park at Hersheypark,” says Kristin Maneval, director of group sales for the park. “Hersheypark can host corporate picnic events for groups of 40 to 10,000. After hours, private events are also available to be customized to the corporate group’s needs.”

Meeting space is abundant at the  official resorts of Hersheypark: Hershey Lodge offers 665 guest rooms and 100,000 sf of meeting and exhibit space, as well as teambuilding programs. Hotel Hershey has 276 guest rooms and 25,000 sf of meeting space. And Hershey Country Club features 10,672 sf of meeting space overlooking two of the club’s three golf courses, and the  Picard Grand Pavilion.

SeaWorld Orlando

A perfect venue for the family incentive in Orlando, or as a planned activity for meetings and conferences, there are many options to choose from when booking SeaWorld for corporate groups, including high-energy bands or djs, Island Trio, Jazz Band and caricature artists as part of the group experience.

Various areas within the park offer specialized activities. At Antarctica: Empire of the Penguin (300 to 1,200 attendees), guests are surrounded by the sights, sounds and encounters found in Antarctica, and participate in a one-of-a-kind ride and an incredible group adventure, combining close animal connections with state-of-the-art interactive ride technologies.

At the Discovery Cove (100 to 500 guests), a tropical atmosphere is complete with a paradise of rocky lagoons surrounded by lush landscaping, tropical reefs, winding rivers, a resort-style pool with waterfalls and white-sand beaches. Planners can create a private evening on the Laguna Grill patio and beach area with theme options that include a Caribbean night, luau or beach party. There is also the option of swimming with dolphins, rays and tropical fish and hand-feeding exotic birds in the free-flight aviary.

The Key West and Manta areas (up to 1,200 attendees) are great for private receptions and networking, and include Stingray Lagoon, Dolphin Cove, Manta and Manta Aquarium. In addition, the Sea Harbor Pavilions (100 to 1,800 guests) are four open-air pavilions around a spacious central courtyard, ideal for buffet style functions and receptions.

“In September, 2017, we had a corporate incentive with family members attending,” says Lisa Hurst, planning manager for meeting and event services at a multinational professional services network, headquartered in London. “Our events at SeaWorld Orlando were held for three Friday nights in a row, with 800 attendees the first and second nights, and 1,800 persons on the final night.

“The first two weeks we had our groups stay at Disney’s Grand Floridian property, with the last group staying at both Disney’s Grand Floridian and Loews Portofino Bay properties,” Hurst says. “The groups enjoyed the local Disney and Universal theme parks during their days in Orlando, and everyone had a fabulous evening together at a SeaWorld park buyout on their last night.

“The sales process for our multigroup, multinight event at SeaWorld was relatively easy, and once the contract was done an operations manager at the park was provided to ensure the program was executed flawlessly, which it was, and this was very important to us,” says Hurst. ​“This group, and others, have been to SeaWorld previously, and always enjoys the events there. The park’s event staff is very flexible, very ​organized, and willing to do whatever it take to ensure the guests experience is amazing.”

Hurst says that planners should remember to use their normal checklist before booking large groups for theme park events, including researching the function spaces provided by the various parks being considered and checking weather history in the destination, especially in Florida. “Make sure your space will be adequate for the group size. Make sure the space being offered is appropriate for the time of year — a water park is not always ideal during hurricane season,” says Hurst. “Be sure to review the contract with your operations/event manager with the venue, you do not want to miss any of the contracted details.”

In a world where colleagues of all levels are encouraged to socialize with one another and more CEOs are doing away with their stiff suits, theme parks provide the perfect playground for business events. Reminiscences of happy childhood experiences, roller coasters and fairground games can bring out the best in us. In fact, a day at a theme park can do so much more than just any average day out, so it’s a wonder the corporate world only recently started taking advantage of these unique spaces in their mission to impress and inspire. C&IT

Health care professional (HCP) attendance at life sciences company meetings has been healthy over the past several years. According to a recent white paper by compliance management solutions company AHM, “Promotional Speaker Programs Are Going the Distance,” FDA approvals were fewer in 2016 and public reporting of Open Payments data was in effect, yet HCP participation in face-to-face programs remained relatively robust. The study spanned five years, up to and including 2016, and revealed that “2016 had the highest average number of attendees per program, and over the past five years, venue-based programs have seen the highest increase in average attendance.”

If reporting under the Sunshine Act was ever detrimental to HCP participation, today it is simply par for the course and not likely to affect attendance. As Dan Tarpey, HMCC, vice president, sales and marketing, Meetings & Incentives Worldwide, observes: “Now that Open Payments and spend reporting have been in effect for close to five years, many HCPs have become accustomed to the changes and treat the changes as part of the norm for attending a meeting. When in the past we may have seen effects on HCP meeting attendance, HCPs continue to realize the value of attending meetings as it relates to their practice and continued medical education.”

A Multipronged Approach

To ensure the draw remains robust, life sciences companies need to adopt a multipronged approach to maximizing HCP participation. That includes more than offering targeted educational content: strategic site selection, well-designed networking opportunities, program duration and date, and technological enhancements such as apps and virtual extensions all factor into how attractive the event will be to potential HCP attendees. Combined with proper marketing, a program that checks all those boxes stands the best chance of delivering stellar attendance numbers. Like all busy professionals, HCPs are looking for ease of travel whenever possible. Indeed, that is among the primary site criteria, according to Tarpey.

“HCPs’ time is extremely valuable, so when sourcing destinations for meetings with HCPs, we tend to look for major airport hub locations that have many direct flight options.”
— Dan Tarpey

Katie Koziol, CMP, HMCC, director, client services with Ashfield Meetings & Events, a specialist in health care event management, observes, “Some clients are particularly interested in airport properties to reduce the transfer time from the airport to the city center.” The “abundance of business hotels” in first-tier cities is also key, Koziol says. The variety is especially important given that many medical meetings utilize an amount of function space that is disproportionately large relative to the number of rooms in the block: More hotels means more of an opportunity to place such a program. “To find availability for our meeting with the sleeping rooms and meeting space needs, it’s essential we consider the amount of four-star properties in these cities,” Koziol adds.

Four stars may be the cutoff for many programs, however. “There is sensitivity around hosting a meeting with HCPs at five-diamond/star or resort-like properties, so first-tier urban properties with excellent airlift tend to be more popular,” Tarpey explains.

Location, Location, Location

In terms of popular cities for these programs, Mandy Archer, HMCC, senior director, operations and strategic accounts with Infinix Global, provides insight into which ones are proven draws: “Last year, Dallas was the one that we (most) used. Other primary destinations that we look at are Orlando and Miami because of weather. San Diego is a fairly popular one, and Chicago is a very high ranker for us.”

Some cities have strong medical communities, and the resources can be a value-add for certain life sciences meetings. Orlando International Airport, for example, is near Lake Nona Medical City, a 650-acre health and life sciences park.

Phoenix, Arizona, has invested more than $5 billion into its urban core, which includes the 30-acre Phoenix Biomedical Campus. Located just blocks from the Phoenix Convention Center and accessible via the Valley Metro Rail system, the campus includes the 33,000-sf Center for Simulation & Innovation at the University of Arizona, one of the largest simulation facilities housed within a U.S. university. The appeal of having such facilities on hand depends on the nature of the meeting, however.

“The strength of the local health care industry is not usually a factor, unless the program is specifically designed to draw those attendees,” says Tarpey. “For example, a dinner program would rely more on the availability of local attendees than a multiday investigator meeting.”

Key opinion leaders (KOLs) often reside in these communities, and that also may be a reason for choosing the city. According to Archer, “Some of our meetings could be driven where some of (the client’s) KOLs are located, if they do want to get a KOL to speak at the meeting.”

Timing Considerations

No matter how logistically convenient the destination is, the draw will be compromised if the program duration and/or dates are inconvenient. “The duration of an event is an important factor to consider,” says Tarpey. “Too short of an event and it may not be worth the HCP to travel; too long of an event and the HCP may be out of the practice too long. Events that provide the perfect balance between these two factors see the most HCP attendance. The duration of these events is typically two to three days, but certain types of meetings, such as advisory boards or investigator meetings, may be shorter.” As to the time of the meeting, “most HCPs prefer to travel closer to weekends in order to minimize the impact on their practice,” Tarpey observes.

Archer adds, “You have to be considerate of time with family, that’s always very important. Major holidays, school starting back, spring break — those are all times that we try to avoid. Some programs are driven by a very firm date (for example, to coincide with a drug going to market), so you don’t have much flexibility. What we try to do is focus it toward a weekend. I’ve even seen meetings over Easter weekend.”

Motivational Marketing

Once site and dates are determined, the marketing plan can begin to take shape. The main principle to observe is to clearly communicate the event’s value proposition to the potential attendee. “It all comes down to a unique and personalized message to each potential attendee type, and then communicating those messages across various channels,” says Tarpey. “When helping our clients with conference marketing, we find it is key to leverage meeting stakeholders, educational speakers and sponsors to help market the meeting, as well as use more traditional channels such as print and email marketing.”

HCPs should be informed on all the details of the agenda and topics. “This is a key motivator for most HCPs, as they like to know what will be discussed and also have the opportunity to submit questions and topics they want to hear about,” says Koziol.

In general, they are less interested in popular keynote speakers not specifically tied to their industry, unless that speaker has very relevant insights to share. “While it makes sense to increase the attendee’s experience with ‘big name’ speakers, when consulting our clients on meeting design, we always look back at the objective and purpose of the meeting,” Tarpey explains.

“A big name speaker may fit the objectives as long as the topic is related closely to the content, industry or challenges at hand. We would lean toward recommending a top name speaker from the industry who can share relevant and useful information as opposed to a top name motivational speaker who would simply add to the value of the event. We also feel that real-life patient stories have more of an impact on the ROI for the HCPs. This type of storytelling allows for HCPs to connect their work more with the educational value of the event, since it is what drives many of them into the profession.”

Networking Opportunities

The marketing communications also should emphasize the networking opportunities at the upcoming event, which is the second most important reason (after education) that HCPs attend. Of course, the meeting then has to deliver on the promised opportunities, and it takes more than just designating a “networking hour” in the agenda.

“The best approach to connecting HCPs is to have a focus and understanding on what types of connections are most valuable to the HCP and other attendees at the meeting,” Tarpey advises. “Depending on the meeting objectives, networking can focus on HCPs connecting with other HCPs to help build relationships that ultimately enhance the services they are providing to patients. On the other hand, networking opportunities could focus on HCPs connecting with services providers that can enhance their practice and help them better serve their patients.”

Facilitating networking within specialties is also key to connecting participants most effectively. “Specialty is very important,” says Archer. “They want to sit down and speak with a KOL that is an expert in their specialty. So usually we have separate groups or breakouts that are specialty driven. Oncology is a bit harder because there are so many subsets to oncology, but when you’re looking at neurology or cardiology, those are usually very specific already.”

Age Demographics

Similar to most fields, the medical profession is seeing more and more young practitioners, and that changing attendee demographic can inform certain aspects of meeting design, such as the inclusion of apps and gamification. The shift is a slow one, however.

“If you’re looking at a large conference like ASCO (American Society of Clinical Oncology Annual Meeting) or the (American College of Rheumatology Annual Meeting), then you’re going to see a lot more millennials, especially from the pharma companies themselves,” Archer notes. “But as far as the physicians, we’re still looking at people with 15-plus years of experience. We’ve seen people in their 80s at meetings, so we do have a wide array of (ages), but mostly baby boomer and up.”

Tarpey confirms this age distribution among participants. “The age demographics in medical meetings still tends to lean toward the baby boomers and (Generation) X as opposed to the millennial generation,” he says. “However, this shift will continue to occur as time goes by and more baby boomers retire and more millennials start to practice.”

Tech Tools

So at this point, the inclusion of meeting apps, polling, audience response systems and gamification is not primarily driven by an influx of millennials, but rather by the intrinsic advantages of these tools. “Mobile apps, in particular, continue to be a mainstay at most events, when it makes sense for the program to utilize a mobile app,” says Tarpey. “When engagement and enhanced networking or learning is part of the objective, gamification, polling and audience response systems may also be utilized. When recommending technology for meetings, we first look at the meeting objectives to determine if the technology will provide a better ROI, and then we will consider adoption as it relates to attendee demographics.”

Archer observes that audience response systems have been especially advantageous where the attendee base is international. “You’ve got language barriers and someone may not be comfortable asking a question in front of an audience. (An audience response system) really makes the session more interactive because they’re finally putting questions out there anonymously, which they were afraid to ask before,” she explains. Participants who had a more rewarding experience at the sessions thanks to such a tool will likely be more motivated to attend future meetings.

Virtual Content

The next best thing to in-person attendance is virtual participation, and the medical meetings sector is realizing the advantage of including virtual content. Busy HCPs sometimes simply can’t travel, but still want to engage with the event. Or, they may only be able to attend part of the event in person, and want to supplement that learning with on-demand content from days they missed.

“We work with our clients to review and alter the meeting agenda to keep the critical presentations at the face-to-face meeting, and identify which presentations could be presented virtually or pre-recorded prior to the meeting,” says Koziol. That strategy, says Tarpey, “is also likely to increase in-person attendance for upcoming meetings, since attendees who view online recognize what they are missing by not being there in person.”

In addition, virtual viewing patterns can be tracked, and those analytics can support future content choices. The downside may be the quality of engagement with the content. “My honest opinion is that physicians are probably paying attention to 40 percent to 50 percent of the content in a virtual meeting; they’ve got so many distractions,” Archer says.

“We have found that we are not able to engage (physician’s) attention in a virtual meeting like we can face-to-face. Companies are starting to realize you can’t replace a face-to-face visit. Those that tried to do virtual two years ago are coming back to the face-to-face.”
— Mandy Archer

Life sciences meeting planners can do much to ensure that the upward trend in HCP attendance identified by AHM continues in 2018 and beyond. Strategies include picking highly accessible cities and properties, avoiding dates when attendance may be weaker, condensing the schedule just enough to make participation practical, marketing key content to specific HCP segments, structuring effective networking sessions and incorporating tech tools that streamline and enhance the experience.

Content is certainly king when it comes to drawing HCPs, as it is what delivers the most ROI. However, a holistic approach that includes engagement through content along with other best practices is more likely to result in record-breaking attendance. C&IT