Smart Meetings | Page 151 of 602 | Corporate Event Planning: Business Events, Meetings, Conferences

Plan with Confidence

Maldives is renowned for leisure travel, with its award-winning properties and a tourism industry set to celebrate its Golden Jubilee in 2022. The island nation now aims to redefine MICE where corporates can host their business events in this breathtaking destination, barefoot!

The MICE segment was officially launched at the MICE India and Luxury Travel (MILT) Congress this October. Addressing the attendees, Mr. Thoyyib Mohamed, CEO and Managing Director of Visit Maldives remarked that the Maldives is unparalleled in offering that quintessential ‘laid-back’ atmosphere for thought provoking and stimulating discussions.

So, what does Maldives bring to MICE?

A couch set beneath palm trees with your toes in the sand could be your next meeting setting. Or perhaps the deck of a safari vessel. Think beach setups for networking sessions or gala dinners, and private islands for large-scale conferences to be held in a safe and calibrated manner. A team of dedicated personnel from butlers to hosts, will be at hand to ensure every detail is coordinated to the preferred choice.

Whether organizers seek to incorporate unique experiences into their meeting agenda or business travelers choose to extend their trip for pleasure, Maldives provides the opportunity for blending business and leisure. Travelers can snorkel with manta rays and turtles, surf, sail, explore the local culture and cuisine or spend a day out on a secluded island for a team building activity.

For too long, meeting spaces have generally been limited to somber boardrooms and screens. The Maldives is the perfect spot to leave zoom fatigue behind and transition from screen time to face time. Naturally distanced meeting venues which are set in secluded islands, ensure the highest standards of hygiene and safety are met enhancing your brand value at one of the most sought out destinations in the entire world.

Editor’s Note: As part of Back Light, a series of articles sharing illuminating insider observations, we asked Geoffrey Wellen, chief customer care officer of 6Connex for lessons learned from two years of virtual and hybrid events.

If there is a silver lining to the pandemic for the meetings industry, it’s this: The pandemic accelerated the evolutions of meetings. Like the typewriter, print publications and fax machines, the fully in-person meeting would have eventually become extinct.

Perhaps, with the pandemic easing, the industry is just learning this now. After an almost two-year hiatus, planners and event organizers who have moved ahead with physical-only events have been disappointed with attendance. They misread the room and assumed that pent-up demand for in-person business interactions would result in a flood of participation.

For sure, there are a significant percentage of meeting attendees that can’t wait to participate in person; but organizers and planners found out during the first several months of 2022 that a sizable audience of previous attendees were more than happy to participate virtually. Either they found comfort and convenience in the virtual format or they’re still nervous for health reasons. Either way, meeting planners need to organize with both online and physical attendees in mind.

Included below are several key takeaways from pandemic-era events that meeting organizers will want to strongly consider as they plan the remainder of their 2022 events.

Pick the low-hanging fruit. Just because you’re hosting a trade show in an exciting new hybrid format doesn’t mean you can’t rely on traditional virtual event elements. Use what’s already out there and what has proven to work.

For example, PDF flipbooks have existed for a long time. People know how to use them, and they make great meeting programs. Consider that virtual photo booths may not be new to the scene, but they’re still a good way to engage event attendees by allowing them to take pics, add backgrounds and overlays, and post them to social media. Instagram and Facebook, depending on the age of your audiences, are well-established favorites; take advantage! And speaking of social media, don’t overlook this now-old friend. Run social media campaigns to promote meetings and compile hashtags for attendees to use.

Continue to train staff on hybrid meeting planning. From camera operators to event hosts, make sure that each team member who has a hand in launching a meeting is fully trained on the technology and any applicable apps, understands what the goals are, knows the end-to-end agenda, and is invested in seamlessly connecting the virtual and live components. Preparation matters. Have stakeholders demo the technology and practice dry runs. Go so far as to anticipate where potential hiccups could occur and have plans in place to recover.

Account for accessibility. One of the big benefits of hosting a hybrid or virtual trade show is that it’s easy to increase accessibility. Think through every step and use of a meeting and explore how to ensure the event will be enjoyed by those who are hard of hearing or speak another language or have a disability. Leverage the meeting technology to reach these attendees by including features such as live translation and closed captioning.

Personalize the meeting as much as possible. Every individual attending a meeting has an agenda. It may be listening to a certain speaker, visiting a particular sponsor, connecting with colleagues, or attending a new product demo. Take time to understand what these agendas could look like and then explore ways to make them happen—and to make them personal.

For instance, if a meeting includes an awards ceremony or appreciation dinner, send the awards to recipients attending remotely in advance and have them pre-record acceptance speeches holding the award or ask them to upload photos so everyone can see all the recipients with their honors.

Be sure to partner with sophisticated virtual meeting technology vendors that feature AI-based tools. These allow organizers to leverage registration and behavior information to recommend activities and content to each attendee both before and throughout the meeting, sending push notifications and personalizing the experience to increase engagement.

Ensure cybersecurity. Meeting organizers need to secure attendee information, and all the data they’ve collected throughout the event, to the highest standard with end-to-end encryption and no local applications for hosts or attendees to install.

Leverage meeting analytics. One of the selling points for virtual meeting and event technology is the considerable amount of data that can be collected on attendees’ behavior. Meeting planners will be able to track which PDFs were downloaded and how many times. They can capture the virtual activities that were most enjoyed, and the average length of engagement. They can identify which user profiles attended which presentations. All this data allows meeting organizers to continually improve and to deliver the exact content to audiences.

In closing, sometimes evolution is painful and not always met with a welcome reception. The reality of 2022, however, indicates that hybrid meetings are better attended and more inclusive, irrespective of distance or other factors. This could also be true in 2023 and beyond so now is the time to prepare.

Geoffrey Wellen is chief customer care officer of 6Connex, a provider of event and conference meetings technology.

When John Walsh, general manager of The National Conference Center, started preparing the legacy Leesburg, Virginia, meetings venue for its newest clients, he knew he was in for a life and palate-changing experience.

This year, one of the country’s largest and most comprehensive conference centers (originally planned as a Xerox learning campus) became a partner with the U.S. government as part of Operation Allies Welcome (OAW). The program at The National began in February and is set to run through September 2022. The goal is to resettle over 30,000 allies from Afghanistan consisting of journalists, human rights activists, humanitarian workers and others who supported the U.S. military and civilian personnel in Afghanistan.

A Physical Transformation

A group of Hijabi women standing at a counter in the National Conference Center.

For John Walsh and his staff, that meant transforming the 1 million sq. ft. of conference space, including 250 meeting spaces into housing, schools and learning centers for English and other skills for over 1,300 of the program’s guests, many of whom would soon be moving from the Center to new homes around the country.

A huge part of this massive project was turning the conference center’s state-of-the-art food and beverage resources into halal kitchens that serve up to 4,000 meals a day.

“For us at the Center it’s been a great experience. Something we never imagined would end up being so big,” says Walsh. “It’s a great feeling to be able to help people who fought the war with us settle in their new home.”

Walsh says that part of what is provided during their stay along with pod-centered, family-style accommodations is job training as well as daily school for boys and girls.

The center has also repurposed some of their outdoor space to become a soccer field and there is even an on-site hospital.

Read More: Bon Accommodation!

A Passion to Get the Taste Right

But the process of creating a completely halal kitchen along with pitch-perfect Afghan cuisine is what Walsh feels transformed not only the conference center but his staff as well.

“We started researching Afghan cuisine early on,” he says. “We went to Afghan restaurants in the area to taste the food and then worked with the local ADAMS Center Mosque (All Dulles Area Muslim Society) in Sterling, Virginia, which was helpful in helping us get the foods and flavors just right.”

Frank Estremera, the National’s executive chef, played a pivotal role in the transformation.

“For Frank, it’s about passion,” says Walsh. “He’s always looking to learn new things and make them wonderful. He’s really done the homework and learned so much from our cultural liaisons. It’s all about passion and the energy that puts into our delivery.”

Critical Acclaim

Artwork by Afghan children framed and hung up on the wall. A hand-painted sign reads, "We are so happy to have you!" — Artwork by Afghan children

In a press conference reported on by Loudoun Now, ADAMS Board of Trustees Chairman Rizwan Jaka said, “They have great cultural food. Their chef and their dining team made great Afghan food, kabobs. They have a great dining hall. They have computer labs, immigration conference rooms to get help with immigration, they have supply stores where people can get for people that need clothing or diapers or formula. There are so many kids and they’re all just so happy,”

Next Steps

Walsh, Estremera and team are looking forward to taking their new lessons in global cuisine a step further.

“I think it’s made me and my team very humble and very appreciative for what we have in the U.S. and at the same time very fortunate to understand what these folks have been through, what they’ve done for us and what their goals are as new citizens. After we’ve converted back into a meetings facility again, we hope to keep our Afghani cuisine going so our lessons in halal and global tastes will continue.”

Editor’s note: This Week in Travel (TWT) is your essential guide to smoothing the road from here to there for your attendees and yourself.

Delta Cuts Ribbon on Tech-filled Terminal C at LaGuardia

Delta Airlines has cut the red ribbon on its new LaGuardia Airport (LGA) Terminal C, part of a $4 billion spend on improvements at the airport, including the airline’s largest Delta Sky Club.

Delta CEO Ed Bastian and New York Governor Kathy Hochul, along with officials from the NY Port Authority, cut the red ribbon on June 1 and the terminal itself will open on June 4.

“It’s thanks to the 10,000 New York-based Delta people that we’ve been able to invest nearly $7 billion in New York airports since 2010, deliver the products and experiences our New York customers deserve, and become part of the fabric of the New York community that means so much to so many of us,” said Bastian at the press event.

Delta’s new SkyClub at LGA’s Terminal C. The wall has a mosaic of the New York skyline with a taxi. — Delta’s new SkyClub at LGA’s Terminal C

The airline says it will fully complete the entire four-concourse terminal by the end of 2024, on track to be two years earlier than originally planned. Terminals C and D will consolidate into one state-of-the-art facility, spanning 1.3 million sq. ft. and featuring 37 gates across four concourses.

In addition to the Delta Sky Club, with seating for about 600 travelers over 34,000 sq. ft. (at end state), there will also be a new central headhouse and concourse featuring hands-free bag drop, self-serve check-in and Digital ID screening.

The Club features a gourmet kitchen, premium bar, two food buffets and two hydration stations. Future additions to the Club include a year-round, all-weather Sky Deck, a second premium bar and a third hydration station.

Port Authority Executive Director Rick Cotton said that the airport, which was “among the most reviled in the nation” six years ago, “represents 21st century air travel that is world class in every respect.”

Bottom Line for Meeting Planners: If you or your groups are traveling through LGA in the first weeks of opening, tell participants to build in extra time for check-in to give the new process time to roll out and eliminate bugs. If you or your group members hold Lounge Access, spend any extra time enjoying the new Sky Club facilities.

Covid-19 Restrictions End for Italy, Remain for Canada

A surgical mask with the Canadian flag printed on it.

Italy has dropped all Covid restrictions on travel to the country, including vaccine mandates and Covid tests (travelers still need to mask on flights to the country and within airports and public transportation).

While this may come as a relief to some travelers, there is no such relief in sight for travel to Canada.

Read More: Eastern Canada: Northern Exposure

The government announced on June 1 that mandates such as proof of being fully vaccinated for foreign tourists and registration with the official “ArriveCan” app which traces arrivals will remain “at least” until June 30. Canada’s Conservative party had asked for the restrictions to be removed a few days before the announcements.

The move comes as the Canadian Customs Authority has increasingly been criticized in the media for allowing labyrinthine lines that take passengers hours to clear at the border. The Government blames the slow lines on pandemic-related staffing issues.

Bottom Line for Meeting Planners: Canada has been slow and extremely cautious in opening to travel after Covid. Expect this caution to continue, especially if variants and high Covid rates remain.

Advise groups meeting in Canada to fully comply with the process on the ArriveCan App and to download and read through the requirements well before travel.

After two years of testing streaming platforms, meeting professionals are asking for more comprehensive solutions and a number of event technology companies have risen to the challenge. We rounded up some of the recent announcements you need to know now to move ahead empowered to deliver regardless of what emergency hits the headlines in the coming months.

Cadmium: Lead Retrieval Solution

What: New product being built into eventScribe allows event organizers to scan attendee badges on existing Android or iOS to capture and analyze information quickly.

Why: “Attracting and retaining exhibitors is a crucial goal for our customers. Real-time reports make it easy to turn leads into sales without delay,” said Michelle Wyatt, president of Cadmium.

How it impacts you: The goal is to make post-event sales easier with streamlined lead generation, increasing the overall profitability of events.

Where to learn more: gocadmium.com

Notified: Customized Cloud Services

What: New product enhancements to Intrado’s Event Cloud platform now supports everything from standalone webcasts to recurring field events to multi-day, hybrid conferences, and everything in between.

Why: “We know that there is no one-size-fits-all approach to event execution, so Notified’s product strategy has centered on agility and innovation,” said Ben Chodor, president of Notified.

How it impacts you: Automated back-end processes allow you to better manage speakers, sponsors, staff and meetings. An integrated mobile app and package pricing means you can purchase one license for an unlimited number of events.

Where to learn more: notified.com/event-solutions

Cvent: New Vendor Marketplace

What: A curated network of trusted vendors to support in-person, virtual and hybrid event requirements will be a core component of the Cvent Supplier Network.

Why: “Cvent’s Vendor Marketplace is a welcome evolution from the complex supplier spreadsheets we’ve used in the past. Being able to quickly send a request for meeting support services within our preferred venue sourcing platform, the Cvent Supplier Network, enables our team to work more efficiently and tap into a trusted network of suppliers who we know will get the job done,” said HelmsBriscoe Senior Director of Global Accounts, Valerie Hodgson.

How it impacts you: This will be a one-stop-shop for event sourcing and makes building a seamless platform that fits the specific event’s needs easier since they should all work together.

Where to learn more: cvent.com

Glisser: Elements Software Development Kit

What: With help from a fresh $4.9 million investment, Glisser Elements SKD will soon have more options for integrating low-code video streaming, slide-sharing and audience interaction for their websites and intranets.

Why: “As we transition out of numerous lockdowns, businesses globally are realigning their working environments and travel policies to meet this new way of working. Virtual and hybrid meetings now have a permanent place in their communications and marketing channels, and we’re innovating to support that,” said Michael Piddock, CEO of Glisser.

How it impacts you: The more turnkey streaming engagement platforms are, the easier it will be to distribute content more widely.

Where to learn more: glisser.com

Bizzabo: American Express Meetings & Events Partnership

What: American Express partnered with immersive in-person, virtual and hybrid experiences provider Bizzabo to us the company’s Event Experience Operating System to expand its Meetings Marketplace.

Why: “Our Meetings Marketplace now includes a wider range of technology solutions and partners—helping our customers choose the right technology or service to enhance their meeting or event while saving time and minimizing risk,” said Gerardo Tejado, American Express Global Business Travel (GBT) senior vice president of marketing and general manager of meetings & events.

How it impacts you: GBT customers will have access to a wider selection of solutions and partners for all types of meetings.

Where to learn more: amexglobalbusinesstravel.com

Hubilo: Engagement Suite Upgrades

What: Chats, polls and Q&A sessions can now be shared directly on the main session page using Hubilo’s engagement suite.

Why: By shifting where this is located and how it’s communicated about, you’re clearly letting your attendees know that their experience at your virtual or hybrid event really matters.

How it impacts you: As a session moderator/ host, you can now add session chats, polls and questions to audience screens, improving exposure and engendering greater attendee interest, as if you are calling individual audience members—virtual or in the physical room—up on stage to participate. The result could be more engagement and fewer drop-offs.

Where to learn more: hubilo.com

Crowdsol: New Global Solution

What: A new technology platform designed in the United Kingdom by event professionals and digital developers includes pre-configured event processes and templates for different event types.

Why: “Building the Crowdsol platform was a journey of self-exploration for our events team, who have endeavored to construct an effective and functional technology platform that fellow organizers will want to use and that their audiences will want to interact with,” explained Tülin Sipahiler, founder and managing director of Crowdsol.

How it impacts you: The interface was designed to feel familiar and make it easy to create valuable experiences at an affordable cost and avoid the high logistics expenses of conventional events such as time, budgets, and how to create engaging events for global attendees without making an impact on the planet.

Where to learn more: crowdsol.com

“Know thy audience!” urges Dahlia El Gazzar, DES, altMBA, EWD, and tech evangelist and CEO at DAHLIA+Agency. Coming off her session at the Event Leadership Institute’s Innovation and Engagement Summit, we connected with Dahlia about how to maximize virtual event engagement today.

When it comes to engagement success, “You need to start by diving into what your audience really likes, then dig a bit deeper to uncover what life is like around them,” says Dahlia. “Think of what you can ask in registration and then categorize this into what will and won’t work at your event, or what’s tangible and intangible.”

If you truly want to win at engaging audiences, she says the key is to develop a solid plan and a strategy filled with surprise and delight moments. Identify who is responsible for executing the engagement tactics and very clear KPIs.

“Now, more than ever, a feel-good moment is going to resonate, no matter the age of your audience” shares Dahlia.

It can be as simple as starting by asking simple questions like,

“Do you have fur babies?”
“What are you binging on Netflix?”
“Do you have a new hobby?”

Getting to know your audience means you can engage with them on a personal level.

Your goal is creating “mindstamping” moments for your audience. Dahlia explains that this means the engagement has left an impression like no other on your stakeholders.

Once your audience’s surprise and delight is captured, “help them share your message, reward them for posting on social media and make it easy for it to go viral,” says Dahlia. “No matter what engagement you’re creating with your audience, you want to know if you’re driving ROI.”

Dahlia shared several suggestions and tools to help win at audience engagement.

Engamio. Gone are the days of asking “where are you beaming in from?” Instead, this interactive map provides a visual experience to see where all attendees are joining from.
Pizza Mix Kit or Cocktail Mix Kit. Mix up a networking opportunity with one of these kits.
SnackCrate. A perfect subscription box, starting monthly for as little as $16, with a curated selection of snacks from different countries. A great engagement gift for influencers too!
Cheers In A Box. Designed by an event planner, this company curates fun virtual experiences in addition to their signature gift boxes.
Fahlo. Give speakers, committee leaders, or your team a feel good moment by purchasing a bracelet with a favorite animal to track in the wild.
Voicebox. Throw a party in Zoom with access to over 70k karaoke songs.
Snapbar. A virtual photo booth that can be activated during the event, with branding backgrounds as well as group photos.
Kudoboard. An easy way to show appreciation of team members and speakers, or collect pre-event questions from audience members.
Spark’n. Break up a Zoom meeting by adding a Spark with 15 minutes of comedy or mindfulness – this will help your audience feel empowered.
Fill It Forward. Keep your attendees hydrated while contributing to charitable causes and tracking environmental metrics.

For other ideas and strategies to uplevel your event and meeting design, see the roster of Smart U classes available through Event Leadership Institute’s partnership with Smart Meetings.

Editor’s note: This Week in Travel (TWT) is your essential guide to smoothing the road from here to there for your attendees and yourself.

Monkeypox Takes the Front Page But Are Covid Rates the Real Story?

This week, the CDC raised their assessment of travel risk for monkeypox from level one (practice usual precautions) to level two (practice enhanced precautions). The site also recommended that travelers should wash hands frequently and try to avoid hand-to-face touching while en route.

While the World Health Organization (WHO) and the CDC report that the strain which has appeared in several European countries as well as the United Kingdom and now the United States is the milder of two existing strains, both organizations are working to contain the outbreaks that have occurred in the past two weeks.

The CDC reports that this strain has been seen in people who have not traveled to areas of high transmission (e.g., Nigeria) but that the current data on the strain suggest transmission by close personal contact. In terms of travel, this could be an issue if a person traveled next to someone who had lesions in their throat which transmit through respiration, but the only possible such transmissions have happened with people sitting directly in the same aisle as infected seat mates on long flights.

The CDC also says that the risk to the general population remains low. However, in a press conference via phone on May 26, CDC’s Deputy Director, Division of High Consequence Pathogens and Pathology, Capt. Jennifer McQuiston said, “We are in the early days of this response. Likely more cases will occur.”

While Monkeypox may be top of mind in the media, Covid-19’s rising U.S. rates of infection and hospitalization are also an underreported but important trend. Dr. Ashish Jha, the White House Coronavirus response coordinator told ABC This Week’s Martha Radditz that along with vaccines and boosters, “when you’re in an indoor space, you should be wearing a mask. I feel that very strongly, that in crowded indoor spaces, in places with high transmission, people should be doing that.”

On monkeypox, Jha said: “Let’s talk about what we know right now, this is not a new virus to us. We’ve known about this virus for decades. We have a case in Massachusetts, at Mass General, we have at least one confirmed case in New York, tracking others. I would not be surprised, Martha, if we see a few more cases in the upcoming days. And I think the president’s right, anytime we have an infectious disease outbreak like this we should all be paying attention.

“But I feel like this is a virus we understand. We have vaccines against it, we have treatments against it, and it spreads very differently than SARS-CoV-2. It’s not as contagious as Covid. I am confident we’re going to be able to keep our arms around it but we’re going to track it very closely and use the tools we have to make sure that we continue to prevent further spread and take care of the people who get infected.”

Bottom line for meeting planners: As Covid-19 rates increase around the country, plan for potentially masking in group settings, especially in the winter months. Send out updates to clients on monkeypox that counter the current media frenzy on the topic, but give real-time data. Recommend clients mask in-flight although that is no longer mandatory. A quality KN95 or N95 mask would, theoretically protect travelers against respiratory transmission of both Covid-19 or monkeypox.

Summer Travel Boom Spotlights Bleisure Travel

A woman working on a laptop on the beach.

While pent-up demand is having an impact on summer travel plans, many travelers say they plan to work while vacationing this summer, according to Deloitte’s new “Getting Back to Getaways: 2022 Deloitte Summer Travel Survey.”

Key findings include.

Laptop luggers change the travel game. As workplace flexibility continues to increase, 20% of travelers plan to work during their longest summer trip. Laptop luggers tend to spend more, take longer trips, and travel with larger groups, with three out of four saying their longest trip will last one to three weeks. Further, four out of five are extending their trip due to their ability to work remotely.
Laptop luggers open their wallets. The majority of laptop luggers are generally younger and wealthier, with 18-to-34-year-olds being five times more likely to work on vacation, and those who report an income of more than $100,000 per-year are twice as likely to do so. To that end, 40% of them say their trip budget this year exceeds pre-pandemic levels compared to 25% of those who do not choose to work during vacation.
Laptop luggers prefer private rentals. While 20% of travelers are planning to stay in private rentals this summer, laptop luggers are twice as likely to do so for the first time during the pandemic. What’s more, they’re nearly 1.5 times as likely to continue to use them for half or more future trips. The added space to work that’s inherent in private rentals increased 19% in influence since last year.

Eileen Crowley, vice chair, Deloitte & Touche LLP and U.S .transportation, hospitality and services attest leader put the study’s findings into perspective for planners for Smart Meetings:

This summer, Americans are ready to travel again. As travelers get back out there, a few trends translate from leisure to business travel. First, travelers are concerned about availability of desired amenities on their trips. Some meeting planners are addressing these concerns by writing amenity guarantees into contracts to provide a more desirable and consistent experience for attendees.

Second, the pandemic drove some travelers to private rentals, a trend we’re continuing to see with leisure travel this summer. Though this desire for nontraditional lodging could provide a challenge for meeting planners keeping attendees in room blocks, it could speed up alternative accommodations’ momentum toward being bookable within more corporate booking tools.

Mishandled Bag Rates Spike

An overhead shot of baggage being loaded onto a plane. — Luggage being loaded on board

Arriving at your meetings destination without your checked bag may be more likely this year, suggests a new report by SITA (Societe Internationale de Telecommunications Aeronautiques).

The global mishandled baggage rate has spiked by 24% to 4.35 bags per thousand passengers in 2021 as the industry recovers from the pandemic, according to the SITA Baggage IT Insights 2022.

The report shows passenger traffic has evolved since 2020, with most of the 2021 recovery being driven by domestic travel, but the resumption of international and long-haul flights is contributing to an increase in mishandling.

Transfer bags continue to account for most mishandled bags. An increase in long-haul flights with connections in 2021 has pushed up the bags delayed at transfer to 41%, which is 4 points increase from 2020. The mishandling rate at the global level on international routes is 8.7, yet only 1.85 for domestic routes. Put differently, at a global level, the likelihood of mishandling a bag is about 4.7 times higher on international routes compared to domestic routes. Delayed bags accounted for 71% of all mishandled bags in 2021, a 2 point increase from 2020. At the same time, the number of lost and stolen bags increased slightly to 6%, while those damaged and pilfered decreased to 23%.

Bottom Line for Meeting Planners: Suggest sending meetings materials ahead of travel via delivery like FedEx and UPS which is cheaper than not having materials on hand for vital presentations. Offer meetings participants check-in amenity kits on arrival with shampoo, toothpaste, hairspray and sunblock so they won’t be tempted to check bags with non-travel size liquid items.

Four of the top 10 airports where you can fly on the cheapest airfare are in Florida, according to data from the U.S. Department of Transportation. Say what you will about the alligators, humid weather and hurricanes, but the state must be doing something right.

This data, taken from 2021, lists the 45 busiest airports in the U.S., their average airfare and how much their prices changed as compared to 2020.

Smart Meetings has compiled the top five airports and added nearby hotels with ample meeting spaces and ocean views.

5 Least Expensive Airports

Fort Lauderdale, Florida

An overhead shot of Ford Lauderdale, Florida at dusk. Yachts are docked along a canal across from homes and palm trees.

The cheapest airport to depart from is Fort Lauderdale Hollywood International Airport (FLL), up from second place the previous year. The average airfare is $233.36, an increase of $18.49 compared to 2020.

There are plenty hotels along the coast for meetings. The 1,000-room Diplomat Beach Resort, Curio Collection by Hilton, is just under six miles away from the airport. A sizable property, it offers more than 209,000 sq. ft. of meeting space. And eight miles north of FLL is Ocean Sky Hotel and Resort, which offers 225 rooms and more than 5,000 sq ft. of space.

Both properties are also close to Greater Fort Lauderdale/Broward County Convention Center, which is currently undergoing a $1 billion expansion culminating in 1.2 million sq. ft. of meeting space, a connected 800-room Omni hotel and LEED Gold certification.

Orlando

The second cheapest airport, Orlando International Airport (MCO), has an average price of $241.01, a $25.08 increase and up from its third place ranking in 2020.

In terms of airport proximity, Hyatt Regency Orlando International is about as close as one can get: inside the airport. The property offers 42,000 sq. ft. of meeting space across 31 venues and has 445 guest rooms. For those looking to get away from the airport but stay close by, the waterfront Marriott Orlando Airport Lakeside is two miles from the airport and offers 471 guest rooms and 29,663 sq. ft. of meeting space.

Las Vegas

An intersection of the Las Vegas Strip at night.

For the first time since 2018, Harry Reid International Airport (LAS)—formerly McCarren International Airport— does not have the most affordable airfare in the U.S. This year, the airport comes in third with an average fare of $247.53, a $37.53 increase.

When discussing properties near the airport in Vegas, The Strip, home to 31 hotels, can’t help but come to mind. The newest addition to that lively street is the multi-branded 3,500-room Resorts World Las Vegas. Fontainebleau is scheduled to come to The Strip late 2023 and is to have 3,700 rooms and more than 550,000 sq. ft. of meeting space.

Virgin Hotels Las Vegas, just off The Strip, also deserves some shine. Formerly Hard Rock Hotel and Casino, the property opened just last year. It features 130,000 sq. ft. of meeting space, including the 1,200-seat theater and 1,500 guest rooms and suites across three towers.

Miami

Miami International Airport (MIA) is the only airport on the list that saw a decrease in airfare from the previous year—$2.06—giving it an average fare of $263.76. The airport is up from 12th place in 2020.

InterContinental Miami is 6.5 miles out from MIA. The 653-room property is located right along Biscayne Bay, so the views are nice. These views can also be seen through its 34 meeting rooms, across 135,000 sq. ft. of meeting space. Also within six miles is The Gabriel Miami Downtown, Curio Collection by Hilton, which features 130 guest rooms and 5,440 sq. ft. of meeting space.

Tampa, Florida

The Tampa Airport, with an image of a plane reflected on the side.

Tampa International Airport (TPA) saw an increase of $10.97, the fourth smallest increase of the 45 listed, giving the airport an average airfare of $270.88.

Tampa Airport Marriott is another airport-insider. This airport-based hotel features 25,416 sq. ft. of indoor-outdoor space and 298 guest rooms. Hotel Grand Hyatt Tampa Bay offers up 35 waterfront acres. Its 442 rooms include 750-square-foot two-story casitas, as well as suites. The property features 22,000 sq. ft. of meeting space, including the 10,370 Audubon Ballroom.

The Remaining Top 10

The remaining five in the top 10 are Chicago Midway Airport (MDW) at No. 6 with an average fare of $271.84, an increase of $37.20. Coming in at No. 7 is Dallas Love Field (DAL) in Illinois which has increased $18.82 to $278.31.

Oakland International Airport (OAK) in California came in at No. 8, averaging $279.15, an increase of $29.13. Louis Armstrong New Orleans International Airport (MSY), which came in at No. 9 has an average airfare of $281.04 following an increase of $27.34. LaGuardia Airport (LGA) in New York City took the 10th spot at $289.65, with an increase of $9.74, the second lowest increase.

Most Expensive Airports

John F. Kennedy International Airport, also in New York City, took the 41st spot, with an average airfare of $360.94, which increased $16.59. The No. 42 Portland International Airport (PDX) had the greatest price increase—$75.56—now averaging an airfare of $364.40.

Detroit Metro Airport (DTW) increased $52.54 to an average airfare of $366.33, giving it the 43rd place. San Francisco International Airport (SFO), No. 44, saw the third-greatest increase—$62.55—and is the only airport that didn’t move in ranking from the previous year; the airport has an average airfare of $400.66. Dulles International Airport in Washington, D.C., took the last spot with an average airfare of $408.08, an increase of $28.92.

Where better than the home of the five-time NFL Champion Dallas Cowboys—AT&T Stadium—to meet for an intense day of education, inspiration and fun? Smart Meetings one-day Regional Experience took the personalized meetings to Arlington, Texas, for VIP access to a venue full of special spaces.

From a huddle on the field with the original No. 88, Drew Pearson, to a reception in the owner’s Optum Club with Cowboys Cheerleaders and a tour of the locker room, the day was filled with memories and friendships that will last a lifetime.

How to Fix a Failure to Communicate

A man and a woman are talking to each other at a round table in a conference center.

Also on the Texas-event agenda, a communications boot camp with two in-demand speakers. Sandra Shelton, CEO of StrengthBank, explained that there is no “new normal,” there is only “new” and stellar communication is still the cornerstone for working together productively across generations. “Relationships form the backdrop of success not only for each person, but for the entirety of organizations,” she said.

Each individual brings a unique “bank of strengths” that when called upon appropriately, can allow the group to function at its highest level. Meeting professionals are ideally positioned to call on their communication and storytelling skills to bring out the best in each member of the team.

“People are the real bottom line because every business decision is ultimately made by one person; and, inevitably, every success begins with one conversation. That is why simplicity and clarity are vital and we must weave relationships rather than amassing information,” she concluded. “There is a difference between talking and communicating and it starts with having a heart for looking at the other person.”

Culture Shock

Author Daren Martin, PhD, speaks onstage. He has a stubbled gray beard and a blue suit jacket. — Daren Martin

Daren Martin, PhD, author of “Whiteboard: Business Models that Inspire Action,” was also on hand to pump up attendee effectiveness in their careers and personal lives. Martin is known as the Culture Architect for his work consulting companies—including hospitality companies—on strategic steps to empower change.

First, he delivered some tough news. “Low employee engagement is the largest tax on a company. We have too many somber employees,” he said. But then he reassured the group that the answer is in their grasp. “The solution to kick *ss meetings and hiring top employees is culture,” he said. And that starts with putting the nebulous concept of culture into words—three actionable ones to be exact.

Using The Ritz-Carlton’s motto: “We are ladies and gentlemen serving ladies and gentlemen” as an example, everyone in the room came up with a short mantra for how they would like to interact with the world.

His parting words from his newest book, “A Company of Owners: Maximizing Company Engagement,” empowered everyone to take ownership of their careers and events by looking beyond the checklist. “Having fun at work is good business,” he said.

Achieve objectives while ensuring the confidence and safety of attendees.

Plan with Confidence

At Hilton, we’re grateful for the event professional behind the curtain, and as the world seeks out new and innovative ways to get together again, peace of mind is top of our mind. That’s why we pioneered Hilton EventReady with CleanStay, designed to provide curated solutions for every step of the event planning process. From redesigned event spaces and innovative technology resources to inspiring food and beverage options with thoughtful presentations, EventReady with CleanStay provides rigorous cleanliness protocols, book-to-billing flexibility and safe, socially responsible solutions for the most discerning safety and service-conscious event professionals.

And to help our partners in planning breathe a little easier while producing a higher standard of meetings and events, we’ve also created the Hilton EventReady Playbook, accompanied by Local Pages specific to your hosting hotel and surrounding area. The EventReady Playbook is a global resource tailormade to offer planners and meeting hosts the guidance, inspiration and tangible solutions they need to design and activate engaging, safe and socially responsible events.

Functional Flexibility and In-Person Possibilities

Now more than ever, we are confident there is no substitute for the value of meeting, networking and forming business relationships face-to-face. We also know an attendee’s event experience will influence their perceptions of your brand or organization long after the meeting or event concludes. To responsibly host events, Hilton is partnering with planners to achieve their event’s objectives while addressing health concerns and the current COVID-19 climate.

From schematics detailing sample setups for registration, coffee breaks and evening receptions to plans outlining appropriately distanced seating arrangements in classroom, boardroom and theatre-style settings, Hilton’s curated and customizable event sets offer our partners the perfect opportunity to visualize their meeting space before the first attendee ever sets foot on site. Event Sets are always equipped with sanitization stations, and your event hotel will work with you to reflect your specific needs, as well as any physical distancing and event capacity requirements as directed by local ordinance. Additionally, event hosts will have the opportunity to review and approve the cleanliness of each meeting space 30 minutes prior to the event, per the standards outlined in Hilton’s EventReady R oom Checklist.

Inspired, Innovative Food & Beverage Solutions

Just as other components of hosting have changed, the latest event food and beverage trends reflect advances in serving and sharing food more safely. Our team of culinary experts is taking Hilton hospitality to new heights, mindfully adjusting the service experience to ensure physical distancing and sanitation protocols with individual portions, digital solutions for menus and ordering, attended stations and eco-friendly packaging. We do all of these things while continuing to develop creative and sophisticated F&B offerings that deliver on Hilton’s reputation of culinary innovation.

To learn more about how Hilton is maximizing connections in the current meeting climate, read a case study about our F&B team’s innovative efforts to provide a virtual dine-around activation for trade show attendees in the midst of the pandemic.

https://www.youtube.com/watch?v=2wajzVhEKIk