< Previousmeetings simultaneously, hybrid meetings come with their share of issues. “It’s more expensive and more difficult to do because you’re planning for two different audiences,” he said. “How- ever, the analytics for the virtual part of a hybrid meeting are superior to face-to-face in many ways, so for many groups, it makes sense to still hold, especially for the larger and more international companies.” The number one challenge for any meeting planner is engagement, and that rings true for hybrid meetings as well. “Often the virtual attendee is treated as a second-class citi- zen, so the challenge for their planner is to design and plan the hybrid to engage both the in-person and the virtual audi- ence,” Chen said. Another challenge is how to run the meeting. For instance, less than 20% of all hybrid meetings use a virtual MC, which engages the audience as soon as they log on. They can cre- ate networking and education between sessions, and, more importantly, they can smooth over any technical issues that may happen on the virtual side. Planners need to make sure the virtual experience matches the in-person experience. Husemoller notes this can be one of the biggest challenges with planning a hybrid meeting and a good reason to hire a travel management com- pany to assist with hosting it. For example, if everyone attending an in-person meeting is receiving a book at the end of the event, then all virtual attendees should also have that book mailed to them. This creates a unified sense of community and belonging between everyone who is a part of that meeting. Veit Scott said an issue with planning corporate meetings in this way is that planners need to be well versed in both in- person and virtual events or one segment will suffer. “Understanding how to manage a hybrid budget, being able to offer valuable content to two different types of audi- ences and maintaining engagement are a few challenges for planners,” she said. “We have learned that it is critical to edu- cate clients on the additional coordination time, increased costs, dynamic insights on live and virtual attendee engage- ment, and the critical nature of presentations and messaging.” Tech Requirements Whenever tech is involved, Matt Tuffuor, co-founder of Toasted Life, a community-based experiential brand empow- ering connections for people of color in Oakland, CA, notes there are unexpected technical problems. Whether it is due to unstable internet connections, poor audio quality or soft- ware glitches, no meeting is entirely immune to such chal- lenges. Hybrid events require the right technology solutions, onsite support and some creativity to really do them justice. It’s not as simple as setting up a camera, recording a session and posting the session online. Willard agrees. “It was fine when you had a blurred-out background or low light when we first started learning, but now appearance online is just as important as appearance in person. Nothing is more irritating than a screen freezing or the speakers voice coming in and out.” Planners bear the responsibility of developing contin- gency plans for when the unexpected occurs, according to Tuffuor. He suggests allowing time and support for techni- cal rehearsals and equipment quality checks. “Depending on how high profile the hybrid meeting is, planners may need to hire technical experts to provide immediate support for a smooth event,” he said. “The good news is that as hybrid events become more ubiquitous, hotels and venues are starting to upgrade their technology offerings to ensure virtual attendees can feel as involved as those at the venue,” Giusti added. “It’s exciting to see venues starting to think outside the box about how to engage hybrid event attendees. For example, Radisson Hotels offers ‘Meetings Broadcast Studios’ at select hotels, which give planners access to the latest meeting technology for both larger events and smaller, hybrid meetings.” “The event planner should work with the venue to deter- mine if they have enough internet bandwidth to support the virtual component and the proper technology in place, and that the travel management company they are partnering with already has this technology component and the knowl- edge to put it into practice,” Husemoller said. “They also must ensure that there is enough room for the in-person piece.” Although a hybrid meeting can be done using one laptop, a savvy hybrid planner will use a device such as the Owl Pro, which has a microphone that can cover up to 18 feet, and a 360-degree camera. This allows every person who is partici- pating to be seen by the virtual people. Chen feels a perfect hybrid setting would include a high- speed computer, two monitors, two wireless headset micro- phones, two wireless handheld microphones, three cameras, a mixing board and a stream deck, which is an automation device. “This allows for professional production at an affordable price,” he said. “Everything is in one box with rollers, and it can be set up in as little as 30 minutes in almost any venue.” Best Venues While pretty much any venue can work for a hybrid meet- ing, as long as it can accommodate the in-person attendees, a 20 November 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com The event planner should work with the venue to determine if they have enough internet bandwidth to support the virtual component... TINA HUSEMOLLER Vice President of Meetings Incentives, Fox World Travelvenue must have some technical components, such as high- speed internet to serve the virtual audience. “The best hybrid venues have all the necessary compo- nents, which includes large screens, projectors, sound sys- tems and multiple cameras,” Chen said. “It’s much easier for the planner if the venue takes care of the tech equipment, assuming that it is all tested. And, by the way, that assump- tion is not always true.” For instance, there was one venue Chen worked with that had a video camera, and it was very far back in the room. There were more than 1,000 attendees and the room floor was not designed well, as any time someone walked by this camera, it would shake. “So, for the virtual audience, it would appear to look like an earthquake was happening all the time,” he said. “The virtual became unwatchable at that point.” Hybrid meetings can take place in almost any venue; although indoor is best for production value. Most planners should want to control the production equipment and man- agement to ensure proper messaging, graphics and overall quality, Veit Scott said. Hybrid In Action Learner Palooza, a top conference for innovation and disruption for learning and development, recently held its first-ever hybrid meeting with 150 attendees in-person and 150 virtual across the U.S., and UK. There were keynotes and then there were also three simultaneous breakout sessions, and every room had three cameras setup with a producer. “This setup allowed for any virtual attendee to ask a question, and that virtual attendee could be on screen with the speaker,” Chen said. “Every room also had a mic runner to ensure that in-person people asked questions with a microphone so the virtual audience could hear them. Every room also had a virtual MC.” Chen worked with the speakers ahead of time to prepare them for talking to both the live and virtual attendees. “We asked them to do some key things, such as acknowledge the virtual audience as soon as they start, take their first question from the virtual audience, and make sure that they know that they have a virtual MC,” Chen said. “We coach them to ask, ‘Hey, what’s happening out on virtual?’ Attendees said this was the best hybrid event that they have ever attended and many of them said they were going to take the best practices to their next hybrid event.” Willard arranged a recent hybrid meeting for Zoom — the actual company — and 50% of the attendees were there to see the presenter in person and half the attendees were at several offices throughout the country. “We had a screen mounted slightly to the right of the camera with a speaker mounted just below that,” he said. “That way, when someone asked a question from one of the remote loca- tion, the speaker automatically appeared to be answering directly to the person. The speaker allowed others in the room to hear the question so that the presenter didn’t have to repeat the question to those that were in the room. It takes some work due to feedback issues between the microphone and speaker, but it can be adjusted to ensure a smooth event.” He also had someone monitoring the remote rooms to ensure that if anyone dropped off, that they could be quickly added back into the room when they came back on. Continuing to Evolve There are still some misconceptions around what put- ting on a hybrid event actually entails, especially now as attendee expectations (whether in-person or virtual) are higher than ever. With the right support and technology, hybrid events can be more engaging and effective than offering either just a vir- tual or just an in-person experience, Giusti said. “One thing we’ve noticed is that attendee registration behavior is chang- ing. We’re seeing various patterns, but most notable is an individual’s rotation between in-person attendance one year, and then virtual attendance the next year. Additionally, we’re seeing team participation, one to two team members attend in-person while remaining team members tune in virtually. In short, attendees are finding value in both experiences.” While hybrid meetings allow everyone to participate, the focus has shifted from accessibility to flexibility. “With greater flexibility, there is the opportunity to bring more people together despite roadblocks, such as available time for travel, budgets or geographic location,” Husemoller said. “This allows people to participate in events they otherwise might not be able to partake in. By thinking through how you include virtual attendees, so they feel fully a part of the meet- ing or event, you can host a hybrid meeting that is successful and enjoyable for everyone,” concluded Husemoller. “This is the key to hosting hybrid meetings, and once you can master that, you create accessibility for everyone, no matter their location or limitations.” C&IT Courtesy of Cvent Cvent CONNECT 2023 took place July 24-27 at CAESARS FORUM in Las Vegas. TheMeetingMagazines.com | Corporate & Incentive Travel | November 2023 21T here are many factors that determine a desti- nation’s attractiveness. For meeting and event planners, it begins with the search. The focus is on finding the best show stopper, and how they present themselves as amazing year- round to groups is particularly appealing. For some planners, the attraction starts with access — the destination’s proximity to airports and flights, and strong transportation services from trains, buses and taxi cabs. For many others, safety is on top of their agenda — opting for destinations that are considered to be safe over those that may seem even somewhat high-risk. But in general, most planners agree on one thing: des- tination attractiveness is about a multiple-list of things: agreeable climates, activities, and plenty of accommoda- tion options to cater to their organization’s and attendees’ needs and preferences. “Destination plays a central role in all of the programs we plan,” said Maren Gurung, CMP, senior meeting and recognition planner at RBC Wealth Management, in Min- neapolis, MN. “It helps create anticipation for our events each year, and we work to highlight the place where the meeting is located with food choices, cultural tie-ins with gifting, or entertainment and partnering with local ven- dors to make sure the event feels authentic.” Destination Attractiveness Planners Focus on Drawing Attendees BY MAURA KELLER 22 November 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com SITE SELECTIONBecause RBC Wealth Management’s corporate employ- ees are based all across the U.S., it is important that the company’s destination rotates every year between the coasts and the Midwest. This helps keep the travel experi- ence equal for everyone who is traveling to that event. Not surprising, there are various destinations that potential attendees gravitate toward more than others. In the case of RBC, their corporate attendees are most excited to travel to first-tier cities that include easy flight options. “Whether a destination is domestic or international, it needs to be attractive to draw attendees,” said Kelly New- lon, president and owner of CoachingEvents by Kelly, in Fort Worth, TX. From her experience, warm weather des- tinations and mountain destinations are some of attendees’ most favorite locales. She also always assesses what the weather will be like at the time of the event and that helps determine the location. Newlon appreciates destinations with a strong CVB engagement, as they can provide references to other suc- cessful events that have come to the destination before. They can advise other planners on things like local restau- rants, activities and iconic landmarks, enabling attendees to immerse in the local cuisine and culture, and experience new tastes and flavors. “I also see what the safety in the area is like — based on a red, yellow or green scale,” Newlon said. “And I look at how walkable the areas around the resort or hotel may be.” Being in the right city is imperative for a successful event. “[The city] sets the tone for the entire event. It can be a factor in encouraging or discouraging attendance,” said Dana Toland, chief event planning strategist at IT Exchange Group, a marketing agency that offers brand development and marketing services to promote events in Weymouth, MA. Toland also added that although destination attrac- tiveness plays a central role in determining a destination, it can also have a significant impact on the budget. And that involves more than just room rates and flights, but also taxes, transportation, ancillary hotel fees and so much more. Planners have to weigh all the costs of the destination and understand what their event budget is up front. With today’s airlines higher costs impact- ing the meeting industry, some event planners have been choosing to host events in destinations that are closer to the majority of their attendees to help offset the costs. They have also chosen other methods of transporta- tion like train and buses over flights. “We don’t want to make travel difficult,” added Toland, who evaluates airlift with an eye to the number of inbound and outbound flights each day and the number of direct flights. For example, if DepositPhotos.com TheMeetingMagazines.com | Corporate & Incentive Travel | November 2023 23 [The destination] sets the tone for the entire event. It can be a factor in encouraging or discouraging attendance. One of Dana Toland’s most memorable destinations was a four-and-a-half-day incentive meeting held in Cannes, France. Dana Toland Chief Event Planning Strategist, IT Exchange Groupthere are only two fights from Boston to Kansas City and an attendee misses the second flight, he loses a day,” Toland said. Variety in Colors Destinations are like colors. They attract different peo- ple. Individuals are likely to respond to bigger, brighter and more saturated destinations, while there are others who are drawn to smaller, more subdued locations. Colors like destinations convey meaning — visually, verbally and even generationally. A younger audience may want a vibrant music scene (think Austin and Nashville) or a predominantly male audi- ence may want a locale with a Tournament Players Club (TPC) golf course or gaming. “In terms of an incentive or sales meeting, the attendees seem less focused on the above (with the exception of airlift), and more focused on a resort destination that offers access to a variety of outdoor activities and cultural events,” Toland said. “Since these are mostly sales people, and most of the year they are competing against each other, it is important to bring them together a certain number of hours each day outside of meeting hours to bond as a team through var- ious activities.” In addition to the above, Toland notes that the actual hotel will play a significant role in the process. That’s why she works closely with the CVBs or DMOs to distribute the RFP to potential properties and venues to determine which properties are potential best matches. “For warmer weather, usually a resort-type property that has plenty of outdoor space for them to hold private meet- ings outdoors and/or enjoy the nice weather is preferred by attendees,” Toland said. “For colder climates, they prefer an urban area in close range to night life and restaurants. I would say 80% of our meetings are in one-tier cities, and the remaining are in two-tier cities.” Selecting Your Destination When it comes to destination selections, there are certain mistakes that corporate meeting planners should try to avoid. Gurung advises fellow planners that no matter how exciting a place may seem, as planners, you always have to think about the logistics behind the event location. “For example: what are the flight options in and out of that destination? Are there direct flights or will people have to connect? How far is it from the airport? Can weather impact the event in that destination (winter storms, hurri- cane seasons, etc.),” Gurung said. Last year, RBC Wealth Management held an annual con- ference in Palm Springs, CA. It was originally scheduled for the fall of 2020 but was rescheduled during the pan- demic. When it came time to book flights for this program, many people had challenges getting to the location as flight options were more restricted. “Our corporate headquarters are in Minnesota, and Delta cancelled the only direct flight so everyone had to connect,” Gurung said. “Some people opted to fly in and out of LAX, but that added about a three-hour drive (depending on traffic) to get to the conference site. That being said, we had a buy-out of the property, and once attendees got there, they enjoyed the ways in which we were able to customize the event, the unique location of off-site events, etc., so it was worth the hassle traveling.” Newlon advises other corporate planners to consider hosting corporate gatherings at destinations in the Carib- bean, Mexico and Florida during the hurricane season, par- ticularly anytime between June 1 and November 1. “You can get better deals, but the chance of weather hap- pening during the event is also much higher,” she said. Also be sure to check to see what other events are hap- pening in the destination city or venue that you have chosen during the dates of your event. “You never know when there © 2023 Fiesta Americana Coral Beach Fiesta Americana in Cancun 24 November 2023 | Corporate & Incentive Travel | TheMeetingMagazines.comis a very ‘different’ event that is coming at the same time as your conference,” Newlon said. Recently, Newlon held an event at Cancun at the Coral Beach Fiesta Americana. It was a destination that truly “wowed” attendees. “Of course, Cancun is beautiful, and the weather was perfect,” she said. “It was held in February, the service at the resort went above and beyond and the rate was right where we needed it to be. And partnering with a top- notch DMC is a must for the ‘wow’ effect!” It should go without saying that not all chosen destina- tions are celebrated by attendees. For a different corporate event, Newlon held an event during spring break in Orlando, FL, and all the attendees were coming from Michigan, Indi- ana, Minnesota, Ohio and Pennsylvania. “Flights were full and so attendees had connections — not just one but two — to get to Orlando in time for the opening session,” she explained. “Some just canceled their flights and did not attend the meeting due to eight to twelve hours of traveling into Orlando and back home. We will stay away from spring break destination at peak times for future events!” One of Toland’s most memorable destinations that proved to be a great success was a four-and-a-half-day incentive meeting held in Cannes, France. With such a beautiful and picturesque destination, she was able to wine and dine peo- ple throughout the Riviera, including Monte Carlo, Èze, St. Paul de Vence and a Provence wine outing. For the most part, Toland feels most meeting planners are well educated and make great destination choices. But, if she were to identify a weakness, it would be not doing enough research on the properties themselves. “For me, one of the first things I like to inspect is the back- of-the house and hotel loading dock, and the pathway from the dock to the ballroom and meeting space. You would be surprised how often you will find that one narrow passage- way that could prevent crates from being brought through to the ballroom and meeting space,” Toland said. “I am also surprised at how often (almost each time), I am told no one has ever asked to walk that route. If there is a narrowing, you need to make sure that alternate arrangements are made and included in the contract.” For a stress-free event, planners must also check to see if there are other groups in-house over the same dates that your corporate meeting or event is being held. “You don’t want to be a ‘small fish’ in a big pond, or worst yet, find out that a competing company is there,” Toland said. “Lastly, I like to ensure that the hotel does not reserve any meeting rooms or sleeping room suites during our dates to ensure that a poten- tial exhibitor or sponsor are not attempting to hold meetings with our attendees outside of the show.” Some destinations, just by the nature of their location, will be more appealing than others. Thinking outside of the box can go a long way in developing a brilliant meeting and keeping your attendees happy, engaged and looking forward to attending your event. “The destination has to be a sensa- tion,” Newlon said. Toland agrees. “The U.S., and world for the matter, pro- vide such a vast selection of destinations offerings that can appeal to any group and budget. The important thing is to clearly listen to your stakeholders to determine what they want and need, and then do the proper due diligence ahead of time to identify potential matches,” Toland said. “Also, the landscape for each city changes constantly. Whether it is new hotels and resorts, better infrastructure or a change in local laws, it is important for the planner to do their research to identify what would be the best fit for their company.” As planners begin the destination selection process for their next meeting or event, looking for that destination attractiveness sometimes is nothing more than going back to their last destination experience. What worked, what didn’t and why will help them secure the perfect destination for their attendees. Knowing their organization’s history is the first step in finding the next best destination and can be use- ful in negotiating rates with the next one. C&IT Visit Greater Palm Springs Last year, RBC Wealth Management held an annual conference in Palm Springs, CA. TheMeetingMagazines.com | Corporate & Incentive Travel | November 2023 252023 AWARDS OF EXCELLENCE 26 November 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com THE BEST OF THE BEST CVB S , HOTELS, RESORTS AND CONFERENCE CENTERS2023 AWARDS OF EXCELLENCE W e at Corporate & Incentive Travel magazine are proud to present the winners of our 39 th annual Awards of Excellence. We thank our subscribers — the meeting and incentive travel profession- als — for judging which hotels, resorts and conference centers best served their needs by excel- ling in staff service, accommoda- tions and meeting facilities, F&B, event setups and arrangements, ambience and accessibility. The subscribers also choose the con- vention and visitors bureaus that go above and beyond in service and support, promotional assis- tance, supplier, facility and venue information, coordination and liaison with local attractions and transportation, and comprehen- sive assistance with accommoda- tions and site inspections. While others may be con- tent to rest on their laurels, these industry-leading winners prove what it means to be ‘best in class’ by continually reinventing them- selves through renovations and rebrandings. Communicating and marketing effectively is all about making real connections through relationship building. When you make it personal, you make meet- ings and events an unqualified success — and then everyone is a winner. We salute all the win- ners of our Awards of Excellence on these pages and invite you to read the success stories of many of the winners featured in this annual section. C&IT TheMeetingMagazines.com | Corporate & Incentive Travel | November 2023 27 ATLANTIS MARINA DEL REY VISIT DALLAS VISIT TAMPA BAY WYNN AND ENCORE LAS VEGAS VISIT SAVANNAHVISIT SAN JOSE MEMPHIS TOURISM2023 WINNERS | AWARDS OF EXCELLENCE CONVENTION &. .VISITORS BUREAUS. Choose Chicago CHICAGO, IL Destination Cleveland CLEVELAND, OH Destination DC WASHINGTON, DC Discover Puerto Rico SAN JUAN, PR Experience Columbus COLUMBUS, OH Experience Scottsdale SCOTTSDALE, AZ Explore Asheville Convention & Visitors Bureau ASHEVILLE, NC Explore St. Louis ST. LOUIS, MO Greater Miami Convention & Visitors Bureau MIAMI, FL Las Vegas Convention & Visitors Authority LAS VEGAS, NV Long Beach Convention & Visitors Bureau LONG BEACH, CA Marina del Rey Tourism Board MARINA DEL REY, CA Meet Boston BOSTON, MA Memphis Tourism MEMPHIS, TN Nashville Convention & Visitors Corp. NASHVILLE, TN New Orleans & Company NEW ORLEANS, LA New York City Tourism + Conventions NEW YORK, NY The Palm Beaches WEST PALM BEACH, FL Philadelphia Convention & Visitors Bureau PHILADELPHIA, PA San Diego Tourism Authority SAN DIEGO, CA San Francisco Travel Association SAN FRANCISCO, CA Team San Jose SAN JOSE, CA Visit Anaheim ANAHEIM, CA Visit Anchorage ANCHORAGE, AK Visit Austin AUSTIN, TX Visit Baltimore BALTIMORE, MD Visit Charlotte CHARLOTTE, NC Visit Dallas DALLAS, TX VISIT DENVER DENVER, CO Visit Detroit DETROIT, MI Visit Fort Worth FORT WORTH, TX Visit Houston HOUSTON, TX Visit Indy INDIANAPOLIS, IN Visit Jacksonville JACKSONVILLE, FL Visit KC KANSAS CITY, MO VISIT Milwaukee MILWAUKEE, WI Visit Orlando ORLANDO, FL VisitPITTSBURGH PITTSBURGH, PA Visit Salt Lake SALT LAKE CITY, UT Visit Savannah SAVANNAH, GA Visit Seattle SEATTLE, WA Visit Tampa Bay TAMPA, FL Visit Tucson TUCSON, AZ 28 November 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com2023 WINNERS | AWARDS OF EXCELLENCE HOTELS, RESORTS & .CONFERENCE CENTERS. ARIA Resort & Casino LAS VEGAS, NV Arizona Biltmore, A Waldorf Astoria Resort PHOENIX, AZ Atlantis Paradise Island, Bahamas PARADISE ISLAND, BAHAMAS Aulani, A Disney Resort & Spa KAPOLEI, HI Bellagio Resort & Casino LAS VEGAS, NV Borgata Hotel Casino & Spa ATLANTIC CITY, NJ The Broadmoor COLORADO SPRINGS, CO Caesars Palace LAS VEGAS, NV Caribe Royale Orlando ORLANDO, FL Colonial Williamsburg Resorts WILLIAMSBURG, VA The Cosmopolitan of Las Vegas LAS VEGAS, NV Encore Boston Harbor BOSTON, MA Gaylord Opryland Resort & Convention Center NASHVILLE, TN Grand Hyatt Nashville NASHVILLE, TN Hard Rock Hotel & Casino Atlantic City ATLANTIC CITY, NJ Harrah's Resort Atlantic City ATLANTIC CITY, NJ Hilton Anatole DALLAS, TX Hilton Sandestin Beach Golf Resort & Spa DESTIN, FL Hyatt Regency Tamaya Resort & Spa SANTA ANA PUEBLO, NM JW Marriott Miami Turnberry Resort & Spa AVENTURA, FL Loews Portofino Bay Hotel at Universal Orlando ORLANDO, FL Mandalay Bay Resort & Casino LAS VEGAS, NV MGM Grand Hotel & Casino LAS VEGAS, NV Mohegan Sun UNCASVILLE, CT Omni Dallas Hotel DALLAS, TX The Omni Homestead Resort HOT SPRINGS, VA Omni Nashville Hotel NASHVILLE, TN Orlando World Center Marriott ORLANDO, FL Resorts World Las Vegas LAS VEGAS, NV Rosen Shingle Creek ORLANDO, FL Sea Island Resort SEA ISLAND, GA Seminole Hard Rock Hotel & Casino Hollywood HOLLYWOOD, FL Sheraton Grand Seattle SEATTLE, WA Talking Stick Resort SCOTTSDALE, AZ Trump International Beach Resort SUNNY ISLES BEACH, FL Trump National Doral Miami MIAMI, FL Turning Stone Resort Casino VERONA, NY The Venetian Resort Las Vegas LAS VEGAS, NV Walt Disney World Swan and Dolphin Resort LAKE BUENA VISTA, FL The Westin Charlotte CHARLOTTE, NC The Westin Kierland Resort & Spa SCOTTSDALE, AZ Wynn Las Vegas LAS VEGAS, NV TheMeetingMagazines.com | Corporate & Incentive Travel | November 2023 29Next >