Smart Meetings | Page 13 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

Wondering if America’s hospitality industry is fully prepared for a once-in-a-lifetime lineup of international events? With the U.S. set to host the World Cup, America 250 and the Olympics in just a few short years, a new bipartisan bill aims to restore funding to Brand USA and ensure we’re putting our best foot forward on the global stage.

Meanwhile, Emirates is taking a different kind of leap—into the AI age—by partnering with OpenAI to embed ChatGPT across its global operations. And Minor Hotels is making waves with a stylish new slate of openings from Bangkok to Zambia, giving planners plenty of fresh options to choose from.

As always, Smart Travel is here to bring you the latest updates shaping the way we move, meet and plan.

VISIT USA Act Aims to Boost Brand USA Before Global Tourism Boom

A new bipartisan bill introduced in Congress this week, the VISIT USA Act, seeks to restore funding to Brand USA, the nation’s official destination marketing organization, just in time for a historic tourism trifecta: the 2026 FIFA World Cup, the America 250 celebration and the 2028 Summer Olympics in Los Angeles.

While the U.S. Travel Association emphasized that this funding fix wouldn’t use taxpayer dollars, it could help fuel a projected wave of 40 million international visitors and more than $100 billion in economic impact. The legislation would ensure Brand USA has the resources to market the U.S. abroad and help the country compete for global travelers amid stiff international competition.

“We have a once-in-a-generation opportunity to welcome the world,” said U.S. Travel President and CEO Geoff Freeman. “That success depends on Brand USA having the resources to do its job.”

The bill is backed by a bipartisan team of senators and representatives who recognize tourism’s importance to job creation across cities, hotels and event venues nationwide.

Minor Hotels Announces Major Refreshes and Additions in 2026

Minor Hotels has debuted a lineup of new and refreshed properties stretching from Thailand to the Sunshine Coast, the Zambian wilderness and the Mediterranean. For planners seeking fresh ideas, the brand’s latest openings promise wow factor and plenty of global variety to match any program.

In Thailand, the newly relaunched Anantara Hua Hin Resort celebrates 25 years with garden-inspired rooms and beachfront dining. In Bangkok, a full redesign of Anantara Siam brings new suites and lush courtyards to the capital. Meanwhile, the Avani Kota Kinabalu Hotel debuts in Malaysian Borneo, and Avani+ Lanexang brings sleek design to Vientiane, Laos.

Further afield, the NH Collection Maldives Reethi Resort opens in a UNESCO biosphere with manta ray excursions and overwater villas, while Anantara Kafue River Tented Camp in Zambia promises luxury with sky-high decks and river safaris. Europe gets its turn too, with new properties opening in Paris, Lecce and Sliema, Malta.

With more than a dozen launches on deck and a goal of 850 properties globally by 2027, Minor is doubling down on immersive, design-forward stays that blend comfort and serious incentive potential.

Emirates Taps OpenAI to Fuel Future of Aviation

Emirates has inked a strategic collaboration with OpenAI to accelerate the use of artificial intelligence across the airline’s global operations. The agreement, announced this week, includes enterprise-wide deployment of ChatGPT Enterprise, specialized AI literacy programs and plans to embed generative AI into everything from customer experience to back-end logistics.

“We see enormous potential for AI to help us tackle complex commercial challenges, strengthen operations and enhance the customer experience,” said Ali Serdar Yakut, Emirates’ executive vice president of IT. The partnership will also see the creation of an internal AI champion network and an Emirates “AI Centre of Excellence” to guide adoption and experimentation across departments.

For planners and aviation insiders, the announcement signals a larger shift toward tech-enabled travel—but not without some fine print. As AI becomes more deeply integrated into operations, questions remain about data privacy, ethical implementation and potential over-reliance on automated decision-making in high-stakes environments like aviation.

Still, the deal marks a bold bet on innovation. If successful, the collaboration could help Emirates streamline processes, enhance personalization and reinforce its leadership in the ultra-competitive Gulf aviation market.

Luxury Travelers Pull Back—and Airlines Should Pay Attention, Says Forbes

According to a new Forbes report, high-income Americans (those making more than $150,000 a year) are rethinking their holiday travel budgets, and that could be a red flag for airlines banking on premium cabin demand.

The report, which draws on data from Deloitte and Consumer Edge, suggests a cooling trend among affluent travelers. Nearly four in five high earners say they plan to “downgrade” their travel this season, opting to drive instead of fly or stay with friends rather than splurge on hotels. Airline bookings for this group plateaued in October, even as other income brackets saw year-over-year growth. Domestic flight intent among this key demo dropped 10 points compared to 2024, and average travel budgets fell 18% to $2,334.

Airlines have leaned heavily into premium leisure travel post-pandemic, reconfiguring fleets to expand premium economy and business-class seats. But this pullback could shake those projections if the trend persists. “There are signs the momentum might be fading,” Consumer Edge’s Michael Gunther told Forbes.

Affluent travelers still outperform their middle-income counterparts when it comes to airline spend—but for planners and carriers alike, this shift could signal a new chapter in travel recovery.

Holland America’s Reveals New Season in the South Pacific

Holland America Line has announced the launch of its 2027–2028 Australia, New Zealand and South Pacific season, featuring itineraries from 14 to 35 days, new overnight port stays, and immersive wildlife and cultural experiences across more than 14 countries.

Three ships will chart these routes from September 2027 through March 2028, including Legendary Voyages designed for guests seeking deep exploration and slower travel. Travelers can overnight in Melbourne, Cairns and Lautoka, sipping kava in Fiji, snorkeling the Great Barrier Reef or soaking up café culture.

Among the standout sailings: a 26-day Coral Sea & Fiji itinerary aboard Westerdam and two 35-day Hawaii–Tahiti–Marquesas journeys on Zaandam and Koningsdam, plus festive sailings like the 16-day South Australia Discovery Holiday cruise.

The season also serves up more than 100 curated nature and wildlife tours and calls at 13 UNESCO World Heritage sites, from Sydney’s iconic opera house to the volcanic peaks of New Caledonia. Add in that onboard destination dining options such as fresh mahi-mahi, pavlovas and meat pies.

The sports community is alive in The Town

Oakland has borne the brunt of bad news over recent years, with such events as In-N-Out leaving the city and Oakland losing its last major sports team, the MLB A’s, to Las Vegas, a city to which Oakland lost another team, the NFL Raiders, in 2020. Prior to that, the Golden State Warriors left the city for San Francisco shortly after the construction of Chase Center.

While the city currently sits with no major sports teams, sports and their resultant community support remain alive and well, with three amateur sports teams making a buzz and taking wins throughout the city: the United Soccer League (USL) Oakland Roots SC, Women’s Premier Soccer League (WPSL) Oakland Soul and Pioneer Baseball League (PBL) Oakland Ballers.

The Oakland Ballers team was created to fill the diamond-sized hole left behind in the A’s wake. “The Ballers baseball team was the result of true community spirit and love for The Town,” says Peter Gamez, president and CEO of Visit Oakland. “The founders were committed to keeping the game of baseball alive in Oakland—for the people of Oakland and to share the positivity of our great city with people [who] live outside of Oakland. Their efforts have been well received—and that’s been evident since the start, when 4,000 people attended opening day.”

And the Ballers are making an impact, scoring Oakland its first baseball championship win since 1989—and set another record on the way, notching 73 wins in its first season, the first Pioneer League team to win 70 games in a season.

Such a strong start from the Ballers parallels the passion still felt by the city’s locals. The Oakland Roots mantra, “Oakland first, always,” is an expression of that. “Now with the launch of Oakland Soul, they have expanded that commitment,” Gamez says. “That dedication and true love for The Town speaks volumes and inspires others. The Oakland Ballers were created from a very positive and powerful place, and they too are dedicated to uplifting the community. The Ballers not only built a team, but they also built a park and stimulated economic growth. The development of Raimondi Park set the stage for investors to develop Prescott Market, which has reinvigorated a beautiful area in West Oakland.”

Prescott Market is a 12,000-square-foot food hall that opened on April 5. The facility has six dining outlets, from coffee shops to pizzerias, with two additional ones on the way. According to its website, the food hall can host private events.

“All three teams—the Roots, Soul and Ballers are deeply rooted and committed to our community and to strengthening our city,” Gamez says. “They invest their time. They participate. They show up. They contribute and they make a difference. Oakland is proud to have these teams and their leaders representing The Town.”

Beyond the Venues

Topgolf Suite at Oakland Marriott City Center

Beyond the teams and sports venues, Oakland is destination for sports bars, game-themed restaurants and athletic experiences. Gamez gives several recommendations: “Off-site activities include bowling at Plank; skating at Oakland Ice; rowing competitions along the estuary; pickleball at the newly opened Pickle Athletics; indoor golf at Primetime Golf, simulated golf in the Topgolf Suite at Oakland Marriott City Center; and tennis at the iconic Claremont Club & Resort. The possibilities are endless in Oakland!”

Here are what those venues above offer.

Plank: A beer garden, restaurant and bowling alley. The restaurant features 50 beers on tap, cocktails, and classic brunch and lunch options. The venue features space to accommodate groups of up to 1,500 people and can be split between four separate smaller spaces. The venue also offers team-building experiences in addition to bowling, such as arcade game challenges, game shows and an Amazing Race lookalike around Jack London Square.
Oakland Ice Center: This facility is a destination for ice skating, recreational hockey, curling and more. Opportunities for groups abound here, from meeting space and arcade games to on-ice activities, such as hockey classes, broomball, curling and musical chairs.
Pickle Athletics: This venue features four indoor courts, a sauna and a fitness studio equipped with cardio machines, a cable machine, Peloton, Hydrow and more.
Primetime Golf: Primetime is an indoor golf experience that offers two Golfzon simulators that feature more than 275 golf courses and arcade games. Group options include private events and catering options.

The Future of Oakland

Gamez says the future of sports is bright in Oakland. “The fan base continues to grow for our local teams. The Oakland Roots kicked off the season in their home at the Oakland Arena with a crowd of 26,575 people that sold out the venue,” he says.

“Beyond our amazing Oakland sports teams, our prime location provides the opportunity for Oakland to host national and international affiliated sporting events. This year, we had three NBA All-Star weekend events in The Town. We also hosted world-class major league cricket matches in Oakland as well as the Japan vs. Mexico soccer game.”

According to Gamez, Visit Oakland has secured an official Alliance Partnership with the Bay Area Host Committee, “underscoring a shared commitment to deliver unforgettable experiences for fans, visitors and communities leading up to and during Super Bowl LX and the 2026 World Cup. This guarantees official events in Oakland around these major games.”

The Super Bowl and the FIFA World Cup will be held south of Oakland at Levi’s Stadium in Santa Clara. Roughly 500,000 are expected to visit the area, and $1.26 billion in revenue is projected to be generated across the Bay Area, including Oakland.

Transportation can, literally, transform your event. It is often the first encounter the attendee has when arriving at the airport and also a life-or-death choice when moving people from one part of the destination to another.

It can also break the budget if you are not careful. We asked Destination MCO Event Sales Manager Annette Snedaker what she wished planners engaging their services would ask her. The short answer is start early to get the best choices, share as much information as possible about number of attendees, luggage and ADA requirements and any past experiences. Read on for a breakdown of the types of vehicles you might want to request by name.

How far in advance should planners contact the transportation company?

Great question! As most would guess, the further out transportation is booked, the higher the chances are of a smooth, well-executed program or individual service.

When transportation is secured months in advance, that allows the company to ensure chauffeurs are not taking time off, that vehicles are set aside in the reservations system ahead of time, and that the best ground staff are confirmed for high level execution of your special event.

On the other hand, when transportation is booked last minute, it can put stress on the transportation company who may have to reschedule or unexpectedly schedule chauffeurs, internal dispatching staff, or ground staff. The best way to put it, is that it can be done, but it may feel more “fragmented” or challenging from your end as the client booking the transportation. For large groups requiring multiple vehicles to/from airports and offsite excursions, we often reserve fleet 3 to 12 months in advance.

What are the different types of vehicles and their average number of passengers?

I personally did not know a lot about commercial vehicle sizes until working at Destination MCO, so we understand that when a prospective customer reaches out, we may need to send pictures, explain the different vehicle sizes or amenities. Never be afraid to ask us what make and model sedan, SUV, van or bus we own.

We may not be able to promise a certain model on a particular day, but at least you know ahead of time that either a Suburban or Tahoe is going to pull up, so you can assure your guests are riding in an appropriate, classy vehicle. To assist us in assigning the best-fitting vehicle for your service, please let our team know how many guests will be in the vehicle, how much luggage and if there are any car seats necessary or ADA requirements.

You can follow these general guidelines below, which may fluctuate depending on whether you are comfortable with someone sitting up front with the chauffeur and how comfortable your guests are sitting side by side. Kindly note for golf trips, the seating capacity will change if there’s luggage and clubs.

Sedans generally seat up to (2) guests + luggage
SUVs, depending on the make and model, can seat (5) + luggage comfortably // (6-7) without luggage
Lux Vans generally seat up to (10-11) + luggage or (13) without luggage
Executive Sprinters, depending on the interior setup generally seat up to (8-10) + luggage, but this is truly determined by how much space the designed left in the rear of the vehicle for luggage so always ask
Limo Sprinters generally seat up to (10-13) guests in a circle
Minibuses, which come in all shapes and sizes can seat anywhere from (20-25) + luggage and (25-30) guests without luggage
Minicoach buses, which also have a variety of seating capacities, can seat up to (26-36) with luggage and (31-40) without luggage
- Always inquire about the amount of storage space on the bus, whether it has a bathroom (and whether it is in working order) to ensure you are not caught by surprise
Motorcoaches seat up to (54-56) passengers + all their luggage

Is pricing based on time on the road, number or people, type of vehicle, other?

A transportation company’s pricing structure is based on their local market and may fluctuate during busy seasons or particular events when the fleet will sell out, and staff are operating at max capacity. At Destination MCO, we base our pricing on whether the customer is looking for a one-way transfer in-town, charter (hourly service), airport transfer, or an out-of-town trip. Additionally, we have separate rates for transfers to the Ports and FBOs as well. National and international reservations prices are set by our affiliate partnerships and what is occurring in their local market during your service time.

What accessibility issues should be considered?

It is best to let the transportation company know upfront if there are any ADA guests in a group and when the ADA vehicle will be needed. We need to be informed if children are traveling with a party as well so we can offer the proper child seat, ensuring the safety of all guests. If a child no longer needs a booster or car seat, you can let that detail slide.

What licenses and insurance should be required?

This is such an important question because most customers are not aware they can research a company before booking with them! With all the safety issues we are now learning about with Uber and other ride-share companies, I’m happy to say our government empowers planners to see transparently what kind and level of insurance a company carries and how safely they operate. You can publicly see whether a company has had trouble paying their insurance bill and how many accidents are reported.

I highly recommend every planner doing their homework because in a world where we are shopping for the lowest rate, I can guarantee you some of those low-rate companies are not running safely. You may be surprised or alarmed at what you find here. To find a company’s Department of Transportation (DOT) number, you can Google it. Then, find insurance details here: safer.fmcsa.dot.gov/companysnapshot.aspx.

Once you are on that website and viewing a company’s DOT details, you can click a blue link stating, “To find out if this entity has a pending insurance cancellation, please click here.” I can’t encourage planners enough to utilize this website—it will give you and your special guests peace of mind!

Any special considerations for airport pick-ups?

Yes! I have several tips for airport transfers! Don’t forget to ask whether a rate includes meet & greet at baggage claim. Different airports and vehicles have different protocol regarding whether a chauffeur is allowed to exit their vehicle and make their way inside to baggage claim. Additionally, ensure the company has flight-tracking software which should automate their work of adjusting the vehicle/chauffeur arrival time to the airport to be in alignment with flight arrival time.

You should never be having to communicate a delayed or cancelled flight to a dispatch team—their systems should be monitoring that for you. Do ask about airport wait times should guests take a while to exit the airport, or if the plane is taxiing on the runway for an extended amount of time. International flights can be tricky so always ask a company for their policies verses having to question what you’ve been billed after the service was completed.

A company might also have a fee for late night or early morning pickups, especially between 11 p.m. and 4:59 a.m. so it’s always better to ask! Clarify how the communication works between passenger and chauffeur. For example, our system automatically sends a text message alert to the passenger when the chauffeur is en-route and when he/she has arrived and they have their chauffeur’s name and mobile number.

When guests are headed to baggage claim, they can let the chauffeur know they will see them soon! Lastly, Destination MCO operates around-the-clock, but not all companies do. A smaller company might close the office at 5 p.m. and at 2 a.m., the call goes to the owner who is asleep. So never be afraid to ask if the company is “fully staffed in person” around the clock for late-night and early-morning adjustments, concerns or questions.

Any tips for working within a budget?

Absolutely! Let the company know you have a budget upfront, or that your guests are “budget conscious.” If the company can, they will try to work within a parameter. It may depend on how busy they are, what vehicles are being reserved, and the type of vehicle, but most companies can offer various options for especially a large group. A big difference to an event budget might be the difference between individually reserved cars verses vans or buses on shuttle.

Anything you wish planners asked you?

Here is what I ask a planner: “What has gone wrong in the past for you? What pitfalls have you encountered in booking transportation that cost you sleep, money or a client, so I can help avoid that for you?”

The numbers show the Windy City is on top

Amid news of immigration crackdown and confrontation with the Chicago public, meetings in the city continue to go unabated, as evidenced by recent major events.

In fact, hotel room nights have increased compared to 2024, according to a recently released hotel metrics by Choose Chicago, the city’s destination marketing organization. The numbers highlight travel to the city across June, July and August, during which Chicago’s Central Business District saw 3.56 million room rights, a 4.3% increase. The financials set a record as well, as these bookings totaled $949 million.

The Visitation Numbers

“Chicago is never done breaking records and never outdone as a global destination,” said Kristen Reynolds, president and CEO of Choose Chicago, in a press release.

Read More: Notes from the Road: Chicago

“Despite the global tourism industry facing social and economic headwinds, leisure travelers and event planners continue to choose Chicago for our world-class culture, food, events and hospitality. Our hotels and tourism partners have once again delivered an unforgettable summer season for millions of guests, further strengthening the industry’s $20 billion annual economic impact for our city and supporting 130,000 hospitality jobs across all 77 neighborhoods.”

Compared to national trends, Chicago came out on top. Despite the increase in hotel demand in the city, 2024’s nationwide hotel room demand saw a 0.5% decrease during the summer months. In 2024, the city saw 55.3 million visitors and generated $20.6 billion, $3 billion of which came from meetings and events.

This past summer, Chicago hosted major events, such as CHEST, a conference for the American College of Chest Physicians, held Oct. 19–22 at McCormick Place. More than 10,000 physicians were in attendance for the 90th annual event.

A Record-Breaking Summer

Additional summer events held at McCormick Place include American Diabetes Association’s (ADA) Scientific Sessions conference during the weekend of June 21, which brings more than 11,000 attendees to the city, and NIKE Tournament of Champions the weekend of July 19, a youth basketball league championship that brings together teams from the United States and Canada.

From mid-July to the beginning of August, more than 365,000 were driven by these events, as well as events such as Labor Day weekend festivities, Pride Fest and Lollapalooza. Interest in the city remains, with ADA confirming events in Chicago in 2030 and 2034.

Combined, these events resulted in a record-breaking summer for the city, and the four strongest individual weekends (Friday and Saturday) on record for Chicago hotels. The Chicago Department of Aviation reported its ten busiest days of all time during this period, particularly for leisure travelers, who represented an 11.2% increase compared to last year—an occupation of 2.5 million hotel rooms.

“Hotels throughout Chicago are encouraged by this momentum and look forward to continuing to welcome more visitors to our amazing city,” said Michael Jacobson, president and CEO, Illinois Hotel & Lodging Association. “But we cannot rest on recent successes, as our industry faces a host of challenges caused by rising costs and ongoing economic uncertainty. We must remain focused on fostering a vibrant hospitality industry that allows for long-term growth, creates new opportunities for our employees and drives investment across the city.”

All for the Love

For the ninth year in a row, the city has been named Best Big City in the U.S. by Conde Nast Traveler Readers’ Choice Awards, and now locals and visitors can highlight the appeal.

Choose Chicago just launched its “All for the Love of Chicago” campaign, designed to encourage resident and visitors to share their on-the-ground experiences in Chicago. By posting a video or photo in Instagram or TikTok and tagging @allfortheloveofchicago, DMing the video to @allfortheloveofchicago, or submitting to Choose Chicago’s submission portal, you can share your thoughts about Chicago with the wider world.

Leyra Ortiz

Condado Ocean Club has promoted Leyra Ortiz to director of food and beverage, recognizing her more than 20 years of hospitality experience and key role in shaping the hotel’s culinary identity. Ortiz now leads all F&B operations including its signature restaurant, beachfront lounge, poolside venue, in-room dining and banquets. A longtime team member and Puerto Rico native, she has guided major transitions and built high-performing teams and continues to elevate the guest dining experience.

Lesley Pincombe

Lesley pincombe

Rogers Centre Ottawa has appointed Lesley Pincombe as president and CEO following an extensive recruitment process. Pincombe brings strong experience from her role as vice president of sales business and major events at Ottawa Tourism where she helped elevate the city’s global profile and secured major events including the 2025 IIHF World Junior Championships. She will lead the Centre’s award-winning team, strengthen industry partnerships and continue driving economic impact through events that support Ottawa’s visitor economy and community growth.

Antoine Serhan

InterContinental New York Barclay has appointed Antoine Serhan as Hotel Manager, overseeing daily operations and strategic initiatives to enhance the guest and associate experience. Serhan brings extensive international leadership across North America, the Middle East and Asia, most recently serving as cluster hotels manager for InterContinental and Crowne Plaza Dubai Festival City. Known for driving operational excellence and building high-performing teams, he now returns to New York to support The Barclay’s continued success as one of Manhattan’s distinguished historic hotels.

Krissi Thomas

krissi thomas

One10 has appointed Krissi Thomas as senior director of strategic accounts to help drive growth for its Travel and Events division. With more than 20 years of hospitality and corporate events experience, Thomas joins from Access DMC and has held leadership roles at PRA Business Events Cannonball Productions and American Golf Corporation. Known for revenue growth and strong client partnerships, she will support new business development and expand One10’s market presence. She also serves on the SITE Southern California Board.

Drew Dutoit

Perry Lane Hotel has appointed Drew Dutoit as general manager, building on his successful tenure as hotel manager and more than a decade of luxury hospitality experience. Known for shaping the property’s award-winning reputation, Dutoit has led achievements including a Michelin Key, top TripAdvisor rankings and record GuestVoice scores. He now continues to elevate service, strengthen community connections and refine brand storytelling as the hotel advances its position as one of the South’s leading luxury destinations.

Fredia Brady

fredia brady

Savannah Convention Center has appointed Fredia M. Brady as senior director of sales and marketing, marking her return to the facility she helped open and previously led until 2017. Brady brings more than 30 years of experience in venue management, hotel and convention sales and business development, most recently serving as general manager of Wilmington Convention Center where she delivered record revenue.

James Keaveny

The Ritz-Carlton Dallas, Las Colinas has appointed James Keaveny as director of sales. With more than 20 years of hospitality experience, Keaveny brings a strong background in group and leisure strategy from roles with Hyatt and his most recent position at The Resort at Pelican Hill. He will lead the sales team as the remastered Texas resort continues its $55 million transformation. The property features 427 accommodations, a new spa and 80,000 sq. ft. of event space.

Paul Pruitt

La Concha Key West has appointed veteran hotelier Paul Pruitt as general manager. Bringing more than 25 years of leadership experience, Pruitt joins the historic Autograph Collection property after successful roles at Hilton Carillon Park, Homewood Suites Clearwater and Annapolis Waterfront Hotel. Known for driving revenue growth and elevating guest satisfaction, Pruitt aims to build on La Concha’s legacy and strengthen its position as a vibrant Old Town landmark. His leadership marks a new era for the celebrated Key West hotel.

How storytelling, AI and next-gen tech are redefining engagement for today’s attendees

As the evolution of technology and offshoots such as AI accelerate, so does the range of attendee expectations. To understand what planners should be aware of, Smart Meetings spoke with Encore’s Madeleine Bart, vice president of global brand and direct customer marketing, and Christopher Baron, senior director of innovation for Canada, to explore how Encore is helping planners create meaningful, personalized experiences that offer new methods of connection.

Smart Meetings Encore has a long history of innovation. What is the message you are hoping to share with meeting planners today?

Madeleine Bart We like to say that Encore has production down to a science. We are continuing to grow through innovation and creative storytelling. A great example of that was our Think Beyond customer event, which gave clients a chance to interact with technology in a playful and unexpected way.

Traditionally, people might come to an Encore event and just see tools on display. “Here’s the tech, look at it.” But this time we built an immersive story that guided guests on a journey using the technology itself. When they registered, a hologram greeted them with instructions. Inside, they discovered a speakeasy with interactive cocktails in what was actually a very standard boardroom, transformed completely through content and design. We even had an augmented reality art gallery and a robot that everyone loved.

SM You mentioned that engagement is a top priority for planners right now. What are you learning from your Planner Pulse research?

MB Engagement is number one. In our latest survey, 73 percent of planners said content is exceptionally important to their events. Sixty-six percent said they are highly focused on personalization, and about 60 percent already have tools for engagement but want to go deeper.

That is why we are investing in creative and cost-effective ways to help planners increase attendee connection through things like our Express Content product and new storytelling-based production techniques.

SM What are attendees expecting at live events now?

MB People expect more. They do not want to sit in a ballroom watching a talking head in front of a screen anymore. They want immersive, high-impact experiences, moments that surprise them and let them say, “I did this and no one else has.” That is what makes an event memorable.

SM Chris, you lead some of Encore’s most innovative technology projects. What are you most excited about right now?

Christopher Baron My team is always looking for technology that solves problems for planners and attendees. A great example is holographic telepresence. It lets someone appear in two places at once, literally. I once recorded myself in the holographic capsule at Metro Toronto Convention Centre, saying, “Hey you, come here, let’s talk about this!” I got emails for weeks from people who thought I was actually inside the box. That is how real it felt.

Another favorite is our Welcome Wall. Using simple RFID or QR code tracking, it recognizes attendees as they enter a space. Their headshot and name appear on a large screen welcoming them into the room. It creates this instant sense of recognition and networking because people start conversations when they see who has arrived.

We have also built a Wellness Wall, where attendees can add uplifting messages alongside their photo. And this year at IMEX, we unveiled something brand new. It is an AI-powered music experience where attendees can pick a genre, choose a few variables, hit a button and, in 30 seconds, create a custom song to take home. It is fun, shareable and shows what is possible when you combine creativity with AI.

SM What are planners asking for most when it comes to technology?

CB The short answer is personalized engagement. Planners are saying, “We want AI, but we do not know how to use it yet.” They want experiences that feel unique to each attendee, powered by smart technology.

MB Exactly. Personalization is the new engagement. That is the shift we are seeing across the industry.

SM How do you see AI shaping the future of events?

MB I think the future is AI, but in a way that connects people, not separates them. Technology should not take over. It should bring us closer.

CB I call it discontinuous innovation, changes that require new behavior to implement. You will start seeing live, real-time content generated with AI during presentations, where speakers interact with it on stage. It is happening now, and it is incredible to watch.

SM Some planners still have concerns about AI and data privacy. How do you keep things safe?

CB That is a big topic, and it is part of a session I presented at IMEX. The key is to work with your IT teams to validate the security of any system you are using.

And my rule of thumb: If it is free, you are probably the product. Be cautious about what data you are putting into free tools. Always confirm that information is secure and that you are operating in a closed system.

Also, do not just take AI’s output as fact. Always validate what it gives you. There was a lawyer who used AI to write his closing arguments and cited fake cases that did not exist. He was disbarred for it. So, treat AI as a helping tool, not the whole answer.

SM For planners who think of Encore mainly as an AV company, what else should they know?

MB That is a common misconception. We are a full-service event production company. That includes creative concepting, theme development, trade show and exhibit design, and full end-to-end production.

People only see the 10 percent above water. There is 90 percent of our capabilities below the surface, waiting to be discovered.

When you are hosting 4,000 elite athletes, longevity experts and celebrities of the caliber of Academy Award-winning actress Halle Berry (who also happens to champion women’s health as an advisor to Pendulum Therapeutics and founder of menopause company rē•spin), how do you ensure the second annual Eudēmonia Summit dedicated to advancing the horizons of “life well lived” offers something for everyone even as it almost doubles in size at Palm Beach County Convention Center?

Founders Sean Hoess (creator of Wanderlust Festival) and Tyler Wakstein crafted a formula that blends active classes, practitioner and thought leader presentations, and an Exposome trade show area featuring live demonstrations of treatments and supplements.

The Palm Beaches team at Eudemonia — The Palm Beaches team

Smart Meetings flew in to bounce, ask questions and drink the mushroom coffee in the spirit of energy, curiosity and exhibiting an open mind. In the process, we found three overarching themes that can bring the engagement, meaning and buzz of this Palm Beaches vibe to your next event.

Go Pod-Forward

At one time, celebrity speakers hailed from television, magazine and newspaper fame. A TV anchor could command a crowd and set a dignified tone. Radio disc jockeys brought the fun.

Then TED Talks redefined the keynote as shorter, topic-specific presentations based on YouTube views, making the Mel Robbins and Brene Browns of the world hot tickets.

cold plunge — Attendees tried out Cold Tub plunges.

Now, celebrity podcasters resonate with thousands of dedicated listeners who hang on their every endorsement. Eudēmonia doubled down by creating podcast studios for live taping by the likes of endurance athlete Rich Roll and Function Health Chief Medical Officer Dr. Mark Hyman. Dave Asprey was in the Palm Beach County Convention Center with multiple sessions and samples of his Bulletproof and Danger coffees.

Stanford neuroscientist and host of The Huberman Lab podcast Andrew Huberman, Ph.D. returned for a standing-room-only conversation about human optimization. He pulled from recent work linking vision and respiration to human performance and brain states such as fear and courage and his upcoming book, “Protocols: An Operating Manual for the Human Body.”

Read More: Energy-Efficient Agendas

Speakers debated everything from sex biohacking and how AI can increase longevity/ “healthgevity” to beach volleyball champion Gabby Reece explaining her formula for using movement and nutrition to manage the mental wounds the world throws at everyone.

The summit was filled with sometimes conflicting advice about how to hack human health but the point was to make space for emerging approaches to growing and learning.

Set Up Action Stations

trampoline exercises at Eudemonia Summit. — Activities included jump cardio.

Each of the three days started with action stations, exercise classes that allowed attendees to try new activities or practice with leaders in the sport. In addition to core glow yoga with master yoga instructor Sarah Platt-Finger (change yourself and you change the world) and Aireal Yoga with recovery expert Carmen Curtis (floating postures in silk aereal hammocks to decompress the spine), attendees could try bounce cardio with the ness founder Colette Dong, survival tactics with Brazilian Jiu Jitsu Maser Rener Gracie and TRX Strong Training tension workouts with experts from the Palm Beaches-headquartered experts.

Alternatively, attendees could meditate on ikigai or “reason for being” with Practice You podcast host Elena Brower or enjoy a silent disco on the Hilton West Palm Beach Event Lawn. A gym with cushioned mats and pickleball court took up residence for the weekend on the expo floor as well.

Offer Test Drives

A major sponsor was Rivian and they were giving literal electric vehicle test drives all day, but the expo floor was filled with people getting a taste of Everyday Dose mushroom coffee, Shaklee sparkling protein (quite refreshing) and the Brez aptogenic mood enhancing beverages.

Cocoon Aireal Yoga — Aireal Yoga silk cocoons.

Test drives included Ammortal chambers that combined multi-wave pulsed electric fields, vibroacoustic sound therapy, light therapy and molecular hydrogen (felt tingly and energized afterward) and roXiva pulsing light, sound and vibration for synchronizing consciousness frequencies. We did not test the Aescape robot massages but the face-down posture and rotating arms were industrial scale. MRI scanning machines, vibrating plates, blue-light blocking glasses and blood tests for personalized tips on optimizing performance put attendees in the driver’s seat so attendees could decide what works for their health stack.

Looking for inspiration for your next incentive trip (or at least a reason to daydream between budget meetings)? This week’s travel headlines are packed with big shifts, bold trends and a few reminders that logistics still matter as much as wow factor.

Bangkok just snagged three spots in the top 10 of the World’s 50 Best Hotels, reinforcing its status as a luxury‑forward incentive haven along the Chao Phraya River. Meanwhile, 2026 is shaping up to be the year of “purposeful wanderlust,” with travelers craving bucket‑list moments, all‑inclusive ease and far‑flung cultural immersion. And before you send your team abroad, there’s a new alphabet to know: ETAs, the digital travel authorizations quickly becoming the gatekeepers for global entry.

As always, Smart Travel is here to bring you the latest updates shaping the way we move, meet and plan.

Bangkok Hotels Climb Global Rankings

Three luxury Bangkok hotels have secured spots in the top 10 of the World’s 50 Best Hotels 2025 list, reinforcing Thailand’s rising profile as a premier destination. Four Seasons Hotel Bangkok at Chao Phraya River ranked No. 2, followed by Capella Bangkok (No. 3) and Mandarin Oriental Bangkok (No. 7), all offering five-star service and seamless access to the cultural heart of the city.

For planners looking to wow high performers, the recognition is a timely reminder that Bangkok blends award-winning hospitality with authentic experiences, from floating market excursions to curated spa and culinary journeys. “This recognition reflects Thailand’s world-class standards for hospitality, design and cultural richness,” said Chompu Marusachot, director of the Tourism Authority of Thailand’s New York office.

With strong airlift, high-value luxury offerings and a growing reputation for immersive group experiences, Bangkok continues to deliver on both wow factor and ROI.

New Survey Reveals Travelers’ 2026 Priorities

If business travel is about motivating teams with meaningful experiences, 2026 is shaping up to be a banner year. According to a new survey of TravelSavers and Nest advisors, travelers are leaning into highly personalized, bucket-list-worthy adventures—with a side of five-star comfort, of course.

Italy remains the undisputed champ for top destination, but Asia and Eastern Europe are making a strong showing, with Japan grabbing the No. 1 trending spot and countries like Hungary, the Czech Republic and Romania emerging as stylish (and less crowded) destinations. The takeaway for planners? Teams are hungry for new horizons.

On the style front, all-inclusive travel tops the charts. But forget the old buffet-and-wristband model; today’s resort experience comes with elevated dining, bespoke wellness offerings and a sleek, younger clientele. River cruising, active adventures and high-touch luxury travel are also trending, offering a well-rounded slate of options for every type of team.

Perhaps most telling is the rise of “bucket-list” and “treat yourself” travel. Teams are embracing once-in-a-lifetime experiences with intention, whether it’s a Northern Lights excursion or a private food tour through Vietnam. The vibe for 2026? Do it big and make it count.

For planners, that means incentives need to be more than just pretty destinations; they need to be meaningful, customizable and Instagram-worthy, too.

ETAs Are Changing Border Control—Here’s What Planners Need to Know

Incentive travel may be going global, but crossing borders in 2026 and beyond won’t be as simple as booking a flight and packing a passport. A growing list of countries, including the United States, Canada, the United Kingdom and soon the European Union, now require electronic travel authorizations (ETAs), and many travelers still don’t realize it until it’s almost too late.

According to a recent iVisa report, more than a quarter of all ETA applications in 2025 were filed less than 48 hours before departure. That’s not a great margin for error, especially when a missed form can mean a missed flight.

Unlike traditional visas, ETAs are quick, digital permits for short stays and are typically required of travelers from visa-waiver countries. They’re faster and cheaper than full visas, but they still require pre-planning. Upcoming rollouts include the EU’s ETIAS (slated for 2026), South Korea’s expanded K-ETA and potential new systems in Thailand, South Africa and Japan.

For planners managing international programs, the rise of ETAs is a logistical challenge worth watching. Even if your group is traveling to a “visa-free” country, they may still need to apply, pay a small fee and receive approval before boarding.

The big takeaway: “Visa-free” no longer means friction-free. As more destinations digitize their borders, staying ahead of entry requirements is essential for your team and your attendees.

Oceania Cruises Adds Winter Mediterranean Voyages for 2027–28

Winter sun, without the crowds? Oceania Cruises is leaning into the slower season with its first-ever full winter schedule in the Mediterranean, offering 17 sailings from November 2027 through March 2028 aboard the new Oceania Allura.

The itineraries (ranging from 9 to 26 days) trade summer bustle for off-season charm. Activity options include enjoying mulled wine in Moroccan souks, Christmas markets in Rome’s Piazza Navona and quiet strolls through Istanbul’s old quarter. Destinations include Spain, Italy, Greece, Montenegro and Turkey, with extended port calls and overnights designed for deeper immersion.

“Winter sailings in the Mediterranean have a completely different pace and atmosphere,” said Jason Montague, chief luxury officer at Oceania Cruises. “We’re offering guests more time to experience the region’s rich flavors, traditions and character.”

The new voyages could be an ideal fit for incentive planners seeking something unexpected—off-peak dates, festive cultural moments and a chance to reward top performers.

Airlines Aim for Fast Rebound Before Thanksgiving

Even with the shutdown behind us, the skies aren’t quite clear yet—but there’s cautious optimism. Airlines say they’re ready to bounce back within days of the FAA lifting its order to reduce flights at 40 high-volume airports, originally issued due to air traffic controller shortages during the government shutdown.

On Wednesday, the FAA confirmed it would cap flight reductions at 6% instead of increasing to the previously planned 10%, citing a meaningful return of staffing across key facilities. Airline execs, including American’s CEO Robert Isom, say they’re already seeing operational improvement and expect to deliver a “strong Thanksgiving operation.”

Still, no timeline has been announced for lifting the FAA’s order entirely. For now, planners should stay alert, especially on regional routes, where cuts have been concentrated to protect major hubs from severe disruptions.

Who says holiday magic is just for the tree? Our 2025 Gift Guide rounds up a dozen editor-approved Obsessions designed to delight the jetsetters, road warriors and meeting maestros in your life. From wrinkle-banishing travel steamers to foldable wagons built for convention centers to gifts wrapped in Parisian chocolate, these 12 picks promise style, function and just enough sparkle to earn a spot on anyone’s “yes, please” list.

Pressing Matters

Iron

With more hotels opting to ditch in-room irons and steamers, packing your own is more essential than ever if you want to show up looking your best. Nori offers six heat settings, a steam option and double plates to smooth wrinkles on all sides.

Nori | nori.co

Pack It Up

Cart

Manage even the heaviest loads over rough terrain of sandy beaches or convention center prefunction space with a deluxe collapsible folding wagon. This one includes a tailgate, brake and drink holders.

Timber Ridge | amazon.com

Say It Like a Local

Voice translator

Ditch the apps and scoop this universal translator with 112 languages and free lifetime Internet for your next international travel. A pre-installed SIM card and unlimited data at no additional cost ensure access in nearly 200 countries.

Vasco | vasco-translator.com

Sweet Gift

macaron

Show your appreciation with authentic French chocolate ganache and crisp French meringue shells tied up with a ribbon.

La Maison du Chocolat | lamaisonduchocolat.com

Clean as a Whistle

Shampoo

No water, no problem. The travel size of Death Valley Dry Shampoo will breeze through TSA and comes in spray, powder or paste, banishing oily roots with a shake and a toss of the head.

R+Co | randco.com

Roll Away

Back roller

Massage away travel pains with the Morph collapsible foam roller. It fits in a backpack and eases muscles anywhere.

Brazyn | brazynlife.com

A Spritz Above

Hand sanitizer

These pocket-sized sanitizers blend sleek design with skincare-grade ingredients like jojoba, rosehip and essential oils. Fast-drying and refillable, they keep hands clean and soft, no matter how many handshakes or badge swaps your day brings.

Noshinku | noshinku.com

Full Charge Ahead

Blue powerstation

When being connected matters, knowing you have the power to recharge anywhere is the best feeling in the world. Mophie Powerstation has your back with dual USB-C ports.

Apple | apple.com/shop

Gesundheit

Oil

Skip through allergy season with a master antioxidant that reduces symptoms naturally. Glutathione in Glutaryl is thought to boost cellular energy and your immune system so you don’t return from that conference with a sick-day hangover.

Auro Wellness | aurowellness.com

When You Need the Kitchen Sink

Backpack

No item gets left behind when you pack the Solgaard Carry-On Closet Suitcase in signature colors from the Museum of Modern Art Design Store. Bonus: Each one removes 229 plastic bottles from the ocean.

MoMA Design Store | store.moma.org

Kickin’ It for SoCal

Limited-edition Dodger-blue Snibbs clogs created in collaboration with Smorgasburg Los Angeles are made of 100% recycled materials, non-slip, water-resistant and a healthy foundation for promoting foot health, balance and stability. Plus, they give back to the hospitality nonprofit Restaurants Care.

Snibbs | snibbs.co

For Good Reasons

Gift box

These gluten and nut-free vegan gift baskets make fabulous thank-you gifts for clients—and yourself. And every gift packed and shipped creates a social and environmental impact.

Packed with Purpose | shop.packedwithpurpose.gifts

Native Oregonian Nancy J. Zavada, the thoughtful founder of MeetGreen, has built an impressive career on careful planning, hard work and a strong commitment to sustainable events. With a career spanning over three decades, her journey shows how passion, continuous learning and smart choices can create a unique path in the fast-paced world of event management.

Even as a child, Zavada had dreams that, though seemingly different, helped shape her future success. “When I was young, I wanted to be either a scientist or a flight attendant,” she remembers. Looking back, she sees how those dreams surprisingly came together in her job. “There are days I feel as though I accomplished both,” she says, noting how the travel for events and her organized mind, which loved spreadsheets, data and planning, fulfilled both her childhood aspirations.

This natural drive for accuracy and a business-minded spirit pushed her ahead quickly. Zavada understood that the key skills of an event planner—like telling a good story, managing budgets, setting timelines, talking with important people and handling things on-site—were also the foundation of a successful business. This realization led to the start of MeetGreen.

For over 30 years, MeetGreen has been a leader in sustainable event planning and advice, pioneering the way in creating top-notch meetings for corporate clients. “It all started with the belief we can ‘meet better’,” Zavada explains. “And organizations and champions who believed that while we convene, we can also conserve the Earth’s resources.” This belief became her guiding mission, combining her love for the environment with her love for events, creating what she thankfully calls a “wonderful career.”

Becoming a CMP

As Zavada prepared to launch her business, she saw the important need to stand out in a growing industry. She first heard about the Certified Meeting Professional (CMP) certification through Meeting Professionals International (MPI) when she was a chapter president in 1993. At that time, she noticed many planners starting their own businesses without much experience beyond perhaps a wedding or birthday party. The CMP, however, offered a clear sign of being a professional.

“I quickly realized that I needed something to differentiate myself,” she states. The tough certification process both surprised and interested her, and she took on the challenge. The value of CMP was more than just building her own reputation; it helped create a shared way of talking in the industry. “The suppliers that were earning their certifications were my favorite to work with as we spoke the same language,” she notes, making discussions about things like Banquet Event Orders (BEOs), room setups and tear-down instructions much simpler.

Test Prep Tips

Her advice to anyone preparing for the CMP exam is simple but crucial: “Get started now. Set your intention and sign up for a testing date. Start studying right away because the information you learn will serve you along the way, even before you take the test.”

Zavada herself found great value in studying with others. “We formed a study group in our local MPI chapter. We met weekly, covered the information by having group members study a specific area, report on it and then test us.” She even created a complete set of flashcards, demonstrating her dedication, which enabled her to continue studying on the go.

The CMP certification really helped her career, especially in building trust with scientists and academics. “Without this designation, it would have been much harder to establish myself and gain the recognition necessary to work in the scientific and academic communities,” she reflects. It gave her the confidence and know-how to tackle tough projects, like an early assignment involving a five-day scientific symposium with 2,500 attendees and 35 breakout sessions. “I can’t imagine how I would have been prepared or brave enough to take on the challenging project without it,” she says.

Fellow Designation

Zavada’s commitment to excellence didn’t stop with the CMP. Always learning, she constantly educates herself to deal with the constantly changing world of event planning, the economy, political climate, pandemics, and environmental concerns. This takes many forms, from tracking trends and forecasting future needs to using resources from the Events Industry Council (EIC) and working with her strong network of other event professionals.

Becoming a CMP Fellow, which she achieved in 2022 during the program’s inaugural year, was a “logical next step.” After years of gathering valuable information and experience, it was an opportunity to “give back to the community.” The Fellow status further demonstrates her expertise, particularly in teaching and supporting the broader event community. Her work in creating and teaching about sustainable event initiatives has been a key part of her success and MeetGreen’s influence.

The Future

When thinking about the future of the industry, Zavada is constantly inspired by “the lifelong learning that event organizers are known for along with an optimism that convening people is vital to the progress of research, shared vision, and ultimately, the future.” This forward-looking view is behind her most unforgettable professional win: the swift transition of an in-person event to a virtual one just as the pandemic began in March 2020. “Ten days before an in-person event for 350 people, the world went on lockdown,” she recounts. “Our team had to research and learn a new platform, weave together communication methods to make it look seamless, prepare speakers to come in remotely, and provide networking opportunities for the participants—all within 10 days.”

It wasn’t just a tricky logistical challenge; it was also very emotional. “It was voted an incredible success, and a new level of convening was born. There wasn’t a dry eye on the screen as we celebrated the ability of our team and all the participants to come together in such a terrifying time.”

Throughout her impressive career, two main principles have guided Zavada. “I have two,” she shares, “Be Impeccable and Be a Good Human.” These aren’t just words; “both are framed in my office and have been my north star throughout my career.” These values, along with her pioneering spirit and commitment to always getting better, show why Zavada is a real leader in the event industry.