Smart Meetings | Page 175 of 602 | Corporate Event Planning: Business Events, Meetings, Conferences

Last year, Paolo Kespradit found himself in a bind. Covid-19 hit West Hollywood, California, affecting more than 36,000 residents, causing business to shut down and forcing city hall to shutter operations, cutting off communication to the community—and the only means its citizens had to give input on city issues.

Kespradit is a management analyst for the city, which entails working closely with city council to bring its ideas to life. With everyone sheltering in place, the city needed a new outlet to speak to its community and stakeholders.

In June 2020, Kespradit and his team introduced a Covid-19 webinar series to cover topics like safety and sanitation protocols, and unemployment assistance, via livestream with Q&A.

Meetings that usually saw 50 people in person on a good day began to see upwards of 300 people during these live webinars—a 500 percent increase. “Never [had] we seen this level of reach before—not from our community nor city council meetings!” Kespradit enthused. He also noticed there were double the number of people interacting during the Q&As, compared with the city’s in-person events, which could be credited to lessened fear of speaking in front of a virtual audience.

Seeing the great response, the team increased these webinars from one to two per week, resulting in 29 webinars in 12 months, all via virtual platform Livestorm. “This pandemic caused a lot of consternation and heartache, but what propelled us was the gratitude we got from the public after each of our webinars,” Kespradit says.

Waves are being made with other digital platforms, too. Hubilo Technologies Inc., a virtual and hybrid event technology company that prides itself on its ability to engage attendees, claims more than 100 million event engagements in 18 months during more than 6,000 events around the world, through incorporating “activity-centric” elements such as one-on-one lounges and gamification.

“Nearly all virtual meeting and event platforms were built simply to connect people, not to engage them, whereas fostering connections is [our] core,” says Vaibhav Jain, CEO of Hubilo. “Its technology enables everyone to plan and execute flawless events and attend from anywhere.”

Although restrictions for live events are slowly easing, West Hollywood plans to keep using Livestorm to for at least one webinar per month. “People enjoy the platform and communicating with us. As we continue with this pandemic, there are still a lot of hot topics to cover, so we will definitely continue using Livestorm to host webinars for the city,” Kerpradit says.

This easing involves the comeback of in-person meetings, but a merging of live and virtual may be in West Hollywood’s future; Paolo says the city is in the early stages of looking into what hybrid-style webinars will look like. “We are exploring options for how we can integrate our existing technology and services to allow for another avenue of community engagement,” he says.

“The opportunities for engagement are vast, helping us reach 500 percent more people than in-person events,” he adds. “We’re able to provide a lot of value to our community that we wouldn’t have been able to do otherwise with another platform.”

Up until 2019, your live event audiovisual Request for Proposal (RFP) was straightforward. There wasn’t a need to include a virtual platform; unless it was a rare occasion with a one-off request to include a broadcast element. In 2020, that theory went out the window and you learned how to write a virtual meeting AV RFP. Now, here you are in 2021 adding another cog in the wheel as you are tasked with writing a blended RFP for your upcoming event that will most likely include a hybrid plan for 2022. So, what do you need to know and include?

As you think about the format of your hybrid meeting, you may be overwhelmed with where to start. There are a few ways to approach it for budget and RFP considerations. First, identify if you are hosting a blend of your general session and a few select breakouts or if you are planning a live and a full virtual meeting, including multiple breakouts/networking/exhibit hall.

Planning a Live and Full Virtual Meeting

Let’s look at the second option. If your leadership has asked you to plan both a live and a full virtual event, then you should plan on almost doubling your budget. Break out your RFP into two sections or create two separate RFPs—one for live and another for virtual—with two teams to plan and execute.

We have many planner friends who say the toughest challenge is planning two meetings in one. They are right. You need two teams, one for in-person, on-site and one for online planning. It’s how one team planned in 2019 for live and how one team planned in 2020 for virtual.

PROS:

Should another variant hit, you are prepared with a full team, logistics and platform to pivot to a 100 percent virtual event.
You can easily shift your live audience to attend online by adding virtual registration codes so check that your registration company can accommodate both.
You can sell double the sponsorships if you have an exhibit hall and multiple break-out components.
You can double the registration income.

CONS:

Almost doubles the cost of the meeting.
Two teams managing the two formats for one event.
Lowers the incentive for in-person attendee collaboration if they can view the entire meeting virtually.

Planning a True Hybrid Meeting

Consider a true hybrid blended approach for your meeting. If your company’s leadership can agree on broadcasting the General Session, a few breakout/fireside chat sessions, and networking, you will have an ideal event for all.

PROS:

Considerable cost savings vs. two full meetings in one.
One team to plan your event for seamless execution.
One AV Company can execute the virtual from show-site.
Attendees are more prone to register for the in-person due to “FOMO.”
Cost savings on a simple on-line platform.

CONS:

Added travel and lodging costs for your virtual team to execute the virtual platform on-site.
Functionality of a less-robust virtual platform will modify the on-line experience.
You can still plan for a possible shutdown, though fewer tracks will be covered.
Exhibit hall sponsorships are less lucrative than both virtual and live.

Online Component Added Costs

If you were planning a General Session of 250 or more attendees and you had planned on IMAG (Image Magnification), then you are already set up with the basic components to send a signal to stream online. Remember this as you build your RFP—don’t pay for double cameras.

Ask your AV provider to break out the below in their RFP Response by streaming room component:

Camera equipment cost
Streaming capture device
Streaming tech fees
Online moderator fees
Exhibit hall streaming techs (how many and the cost per tech)
Virtual clicker fees
Subtitles, gamification, translation and costs associated with each
Bonded LTE internet (internet that bonds multiple levels of service to ensure the fastest broadcast for your meeting)
Where are cost breakpoints—i.e., after 3 to 4 days of streaming the live event?

Tips and Questions

Once you have decided on the format of your meeting, here’s what you should ask your AV partner to clarify when you submit your AV RFP, regardless of the type of event:

If you already have a virtual platform, are they familiar with it and have they worked with it in a live setting?
Can they white label your meeting? How customized can it be? No two platforms are created equal.
Can they provide lower thirds (title captioning)? If yes, are there additional costs for additional rooms in the live space?
Can you add polls and gamification? If yes, review a sample of a post-event report to ensure it is what you need.
What type of post-event recordings are provided, and can you see a sample?
Is there continuing education tracking and does it track attendees’ path through the event?
If you have opted to add an online emcee to your event, are you having an interview or green room for them? If yes, you need to add that to your quote.
Can they accommodate multiple ticket levels for tiered access? If so, how do they do it for exhibit halls?
Is there a search and rescue button for virtual attendees who get lost/stuck in a room? Is there an added cost?
Does it integrate with Google Hangouts, Microsoft Teams, Zoom, etc.?
Do virtual presenters run their own slides? How do you receive their presentations in advance?
If online presenters are presenting virtually in the General Session, can they pre-record their session?
What is the studio cost to record? If it’s an hour-long session, ask them to quote 90 minutes so there is time budgeted to re-record.
Can they provide collateral or instructions to your presenter prior to their studio time?
Are there re-record charges if the issue is other than technical?
How do they want to receive presentations for streaming/online presenters? (Dropbox, Google Drive, etc.)

📍 PRO TIP: We loathe technical failure in our industry, but it does happen occasionally. Should you experience platform failure, ask your supplier to provide you with platform reporting so you can see where the issue lies to avoid it repeating itself in the future.

Tina Luppino, the first lady of AV, is founder and president of The AV Firm.

When Hurricane Ida was headed for the East Coast, Marriott International’s Global Security Team swept into action, evacuating and securing properties in coordination with local emergency authorities based on plans that have been developed over years of experience with emergency situations—and updated as new realities arise.

“Hotels have storm preparation plans and protocols for severe weather in place, and our staff is well trained to implement these plans,” said Hector Mastrapa, senior vice president of risk management with Marriott. “We develop our plans in coordination with local authorities, and we take guidance and direction from them as situations warrant. The safety and security of our guests and employees is always a top priority.”

A Holistic Approach

Marriott’s emergency response plans start before a threat is identified and go beyond initial response efforts. “We start by being proactive. We work to identify and understand risk,” said Mastrapa at a presentation at Marriott’s The Exchange customer event at Walt Disney World Swan and Dolphin resorts in August.

One of the newest entries to the risk response list is the company’s Covid-response plan. Marriott’s Commitment to Clean meeting and event protocols built on the cleanliness and service standards already in place. Changes include enhanced sanitation guidelines, new operational training for associates, and increased use of technology to ensure that customers are able to come together and connect with confidence.

Marriott requires consistent standards for everything from fire to building codes over and above what may be required by local authorities in some parts of the world. The Safety Security and Design Group is tasked with incorporating mitigation measures into architecture of hotels (think engineering ballasts and anti-blast measures).

Staff are trained on everything from de-escalating interactions to spotting and reporting warning signs for human trafficking, something that is more difficult when staff is not going into rooms daily and interacting with guests as much.

An intelligence group of largely ex-intelligence officers is deployed in Singapore, Dubai and the U.S. to receive, interpret and understand what is happening all over the world and recommend appropriate responses.

The team operates on a four-tier crisis protocol, ranging from a local, elevated virus situation to a statewide hurricane threat. For an elevated threat, such as the unrest surrounding the 2020 election certification protests and inauguration in Washington, D.C., additional resources are deployed to address activities that could happen right outside the hotel’s doors.

“When you have 7,400 hotels with open doors 24-hours a day, operating in 135 countries, something is always happening,” said Mastrapa.

Marriott International also has its own claims organization to streamline insurance coverage and processing. “We want to make the experience friendly and reflective of Marriott culture,” said Mastrapa. “People are paying to stay at a hotel. They want value, service and security,” he concluded.

Pro Tips for Keeping Yourself and Attendees Safe

While hotel staff are focused on keeping everyone safe, there are small steps you and your guests can take to be better prepared if an emergency occurs. As Mastrapa puts it, “Security measures are always too much until the day they are not enough.”

Request a room between the second and sixth floor. These lower floors are more accessible from a ladder and require fewer stairs down in case of fire.
Count the number of doors to the exit, so if there is a fire and you are crawling out, you can count your way to safety.
When you enter your guest room, check to ensure your cell phone and room phone are working.
Check that there are no adjoining doors open.
Carry a rubber doorstop; if find yourself in a mass shooting incident, it could save your life.
Carry a small, high-lumen flashlight; if the power goes out or you are walking at night, you can flash it in an accoster’s eyes and move away.
You and your brain are your most important asset; stay calm, practice 180-degree span awareness of your surroundings and don’t just focus on the phone in your hand.
Make a paper copy of your identification, address, phone number of the hotel where you are staying, emergency contact and list of allergies and keep it on your person; if you are mugged and your phone is stolen, someone could help you get help.
Call the hotel before you arrive to ask if there are any strikes or rallies nearby that may impact the visit.

Editor’s Note: IMEX announced today that it will require all attendees and exhibitors to be fully vaccinated with a WHO-approved vaccine for IMEX America, happening Nov. 9-11 at Mandalay Bay in Las Vegas. To be considered fully vaccinated, you must have received your final dose of the vaccine by October 25, 2021. Participants will upload proof of Covid vaccination via the event’s chosen app.

This is part of a monthly series on the planning process for producing IMEX America, the 10th anniversary of the landmark industry gathering.

“We’re now firmly on the road to Mandalay Bay and can’t wait to welcome back the business event community to IMEX America,” said Carina Bauer, CEO of IMEX Group, when we talked in mid-August. “The past 18 months have been a period of tumultuous change, and the current business landscape looks very different to 2019.

With fewer than 11 weeks to go and counting, 3,000 hosted buyers have registered for the return of the largest annual industry event—outpacing projections. In fact, just one month after registration went live, hosted buyer demand was higher than at the same point in 2019. Visitor buyers are also markedly more senior (by role) than at the same point in 2019.

“We’re mindful of both protecting and leveraging the show’s strong business legacy while making sure we offer the market an event experience that’s fit for the times we’re all working in,” Bauer continued. “Everyone wants new ideas, fresh content, more momentum, more connections and more memorable experiences, and IMEX America has been carefully designed to deliver all this while making sure it’s safe but not sterile.”

Watch: A glimpse at the extracurricular entertainment at the new home of IMEX, MGM.

In-Person Focused

Early on, Bauer’s team decided the event would not be virtual or hybrid. While some of the presentations will be broadcast (four hours a day, Tuesday and Wednesday), so those who can’t attend can still “get the flavor” of the show, no one is pretending that is the show.

“It is a window into the show,” Bauer said. “It is not the show experience.”

That decision stemmed partly from product her team saw at other events that have attempted hybrid distribution and partly on the dynamics of human behavior and what people want—and don’t want.

Instead, the team will be prioritizing safety. That starts with an expanded footprint at the new Mandalay Bay Las Vegas location, a change announced four years ago, before anyone could have envisioned a global pandemic would necessitate less density. The fortuitous shift allows IMEX to increase the size of education rooms and double the size of the hosted buyer area. Lounges and restaurants will be on the show floor.

Badges will be sent in advance to reduce queues. Smart Monday will bring more outside activities than before, including tours. Communications will focus on making sure people know they shouldn’t be there if they don’t feel well. Doctors will be on site, and testing will be available so attendees can get back on flights that require testing evidence. The goal is to make following safety protocols as easy as possible.

Over the next six to eight weeks, Bauer will be following news about updated guidance, experiences of other conferences and sentiments about mask wearing and health screening. Then the team will make any needed strategic calls about protocols in October.

“As much as we would like to, we can’t make all decisions in August for November. We have to stay agile. The main priority is to make sure we have a safe, healthy show,” Bauer said.

Some major decision points are still to come based on where borders are opening. The number of people who can make the trip will determine the size of the trade show floor. If Asian and European partners can bring their teams, she ventured that attendance could be 11,000-13,000. The largest IMEX gathering in Las Vegas was 13,500 in 2019.

But if borders aren’t open sufficiently, the numbers could be less than that. Many destinations would still have a booth in that scenario, but individual staff and companies might not be there. “Meetings can still happen. We know we can still deliver value,” she said.

In the meantime, Bauer will be traveling to Las Vegas in September for site inspections, spending time with the Mandalay Bay team, GES, Las Vegas Convention and Visitors Authority, and other partners. “There is only so much you can do online, and the last time I was there was January of 2020,” she explained. “We are very detailed in planning. We want to know everything about signage, security, ventilation, we want to understand it all.”

Enduring Elements

Even with the new reality and address, the event won’t be fundamentally different. It is still centered around the appointment system. “Exhibitors are spaced out, and there will be some differences in flow, but ultimately IMEX is about getting business done. People come to get education and place business,” she said.

Smart Monday, powered by MPI, will offer a free, full day of learning on Nov. 8 before the official conference begins. “It wouldn’t be IMEX America without a solid, topical education program woven in,” Bauer said.

Instructors include Janet Sperstad, faculty director at Madison College, and Guy Bigwood, managing director of the Global Destination Sustainability Movement, who together will discuss the regenerative revolution. Daniel Fox, an intrepid wilderness explorer, author and nature photographer, shares his off-the-grid experiences. Ruud Janssen and Roel Frissen, founders of the Event Design Collective, will examine future-focused thinking. And David Allison, founder of Valuegraphics, will explains why values—not demographics—influence behavior and will prove the most powerful driver in the event industry’s regeneration.

One element that will be enhanced is the sustainability village that debuted in 2019. This year’s themes are “People, Planet and Village.”

Charitable and educational elements focused on the environment will be gathered in one place. Attendees can join in building a KLH Clubhouse that will be delivered to the kindergarten class of Luna, a child with paediatric cancer.

“This is an opportunity for everyone interested in diversity, equity and inclusion to get peer advice and meet suppliers,” Bauer said. “We have done things like this before, built a garden and packed care bags, but now everything from Tourism Diversity Matters and Search Foundation to The Above and Beyond Foundation and ECPAT-USA (Ending Child Slavery at the Source) is in one cohesive area and we are putting a spotlight on it.”

IMEX is doubling down on creating a memorable show experience, including faux campfires in the conversation areas, comfortable seating and visual elements that make it fun. And the Be Well Lounge—yoga, meditation and more—is relocating to the Shark Reef!

Inspiration is on the agenda again. Physician, author and global social entrepreneur Dr. Shimi Kang; Daybreaker CEO and Chief Community Architect Radha Agrawal and author and socialnomics thought leader Erik Qualman are scheduled to kick off each day with a brain jolt.

The Inspiration Hub is back to deliver a packed scheduled of learning opportunities curated into new tracks designed to address the business needs of late 2021: creativity in communication; diversity and accessibility; innovation and tech; professional development and upskilling; purposeful recovery; sustainability and nature.

“We’ve been busy behind the scenes, from our outstanding keynote lineup to planning our brand-new People and Planet Village,” Bauer said. “This show marks an important moment when the global events community can reconnect and celebrate meeting again face to face at a live event.”

The research indicates experience tops destination. In other words, most meeting attendees would rather have a “wow” time somewhere memorable than another breakout room even if it’s at an upscale hotel or resort. But what if you can plan for both? To wit, the wow destination is San Francisco. The wow experience is an intimate gathering at a memory-making new hotel that includes private dining at its restaurant, which is the latest hot spot in that food-obsessed city.

The hotel: the new Kimpton Hotel Alton just steps from Fisherman’s Wharf yet oceans apart from the touristy clamor of that locale. The restaurant: Abaca, the first in the city to offer a fine dining experience showcasing a cuisine your groups may never have tried—Filipino.

Permit me to add a personal note. Some years ago, a visit to the Philippines on business left me with indelible impressions of the historic allure of Manila (and its perpetually snarled traffic), the grace and innate friendliness of its citizens (“I’m the former mayor here, so let me know if there’s anything I can do to make your stay in our country more enjoyable”) and the food.

The food. How shall I say it? Wherever I’ve traveled around the globe, I’ve typically found something I think is delicious. In the Philippines, well, not so much. I didn’t get Filipino cuisine. A lot of salty, sour, garlicky flavors, as I remember it.

After dining at Abaca these many years later, I have totally revised my opinion. Filipino cuisine is wonderful. Especially under the direction of chef Francis Ang and his wife Dian. Ang has spent time in some of the city’s best restaurants since moving there from Manila at age 19, including Gary Danko, Campton Place and Fifth Floor.

In 2018, his Pinoy Heritage won Best Pop-up from the San Francisco version of the website Eater. At Kimpton Alton, the Ang’s light-filled dining room seats 50 indoors and about 28 on the patio, plus there’s a banquet room for private dining and events. Buyouts and private dining are welcome, if you can get on the schedule.

“The whole idea is to make things approachable,” Francis Ang told Eater, including for diners who may or may not have experienced Filipino food before. “We want to be approachable and at the same time helping to educate and spreading our culture and our cuisine. A lot of these recipes, it’s just us interpreting it into our own with California ingredients and produce and something we may have learned from like, literally, cooking with a tita on the street or somebody’s yaya.”

Shareable small plates dominate the menu. And though I recall Filipino food as meat-centric, Ang has vegetable options like a skewer of summer vegetables in pinakbet sauce (a word derived from a word meaning “shriveled”). A Filipino classic, sisig, is served over fried rice and adorned with fuchsia-hued pickled onions, chicharron crumbles and a perfectly poached egg. Star of the larger plates is an impressive-looking whole squid stuffed with chorizo and topped with a calamansi aioli.

Cocktails are tropical-fruit forward, the likes of King Bird (bourbon, jackfruit-infused Campari, tamarind, pineapple, curry leaf) and Pandan-Quiri (milk-washed rum, pandan, calamansi).

Ang was a pastry chef in his past life, and he shows off these refined skills in the mornings at a panaderia and coffee counter at one end of the restaurant bar, with modern takes on traditional Filipino sweets like Bibingka Rice Cake with salted egg and triple cream cheese and Cheese Ensaymada with gouda and mornay sauce.

Steps from Abaca is the hotel’s event space of just under 1,000 sq. ft., perfect for board meetings, intimate get-togethers and cocktail parties. Customizable meetings can include breakfast upgrades, complimentary cocktail receptions and live music.

The mood is sophisticated and calm, yet rooted in the 1970s San Francisco counterculture movement, with the playful decor and extra touches the brand is noted for—like Victrola record players in the 248 guest rooms and thrilling skyline views of the city at no extra charge, not to mention yoga mats and Frette bed linens. Ten suites—largest is 635 sq. ft.—can give your C-suite clients eclectic furnishings, classic and vintage-inspired furniture and eye-catching artwork.

The solution for easing fears of breakthrough Covid cases and holding the attention of Zoom-fatigued attention spans may be as simple as stepping outside the ballroom for meeting inspiration. Fresh air and the opportunity to learn new skills could be the perfect pairing for groups getting used to seeing more than the head and shoulders of their colleagues.

Following are four stirring ways to breath fresh air into meetings and a bonus idea for when Mother Nature has other plans.

See more: Team Building Made Adventurous

On the Fly

At Resort at Squaw Creek, a luxury Lake Tahoe resort based in California’s Olympic Valley—which is not threatened by the Caldor Fire—the outdoors calls from every floor-to-ceiling window in the meeting space. Quivering amber trees and snow-capped mountains frame the bracing, fresh-air views.

More: Special Report: California is Open for Business

New to the menu of world-class golf, hiking, skiing and biking is a customized fly-fishing experience for groups. An on-site fly-fishing center features two ponds stocked with rainbow trout, group team-building activities and classes led by Matt Heron, a Federation of Fly Fishers Certified Casting Instructor. He designs each guided outing of the area’s best fishing spots to fit the group, whether beginner or veteran.

First-timers can try out their skills with “Introduction to Fly Fishing 101,” which teaches guests the basics of fly fishing from selecting and attaching the right artificial bait to casting. The resort’s most popular fly-fishing class, “Cast N Catch,” is offered throughout the year.

Looking for friendly competition? Heron can separate would-be anglers into teams that rotate through casting stations to practice fly-fishing skills like distance and accuracy. Instructors award points at each station.

“Whether a group is looking for a way to get outside and enjoy nature, or wanting to find a unique way to connect with colleagues and peers, we have classes and activities that will ensure an unforgettable fly-fishing experience that participants of all skills levels can enjoy here in Lake Tahoe,” said Ashlee Barton, area director of sales and marketing at Resort at Squaw Creek.

The experiences are an extension of Destination Hotel’s Destination Earth program, which is dedicated to offering practices and programs that pay respect to, and lessen the footprint on, the changing environment.

As part of Together by Hyatt, a new suite of event offerings designed to meet planners where they are on their journeys to returning to events, the resort works with Swapcard for smooth virtual and hybrid events and executes on Hyatt’s Global Care & Cleanliness Commitment to rigorous cleanliness and safety protocols.

Out of the Shell

Encourage guests to toss silverware out the window and get their hands dirty with oyster-shucking demonstrations and crab-picking lessons from Hyatt Regency Chesapeake Bay Golf Resort, Spa and Marina. With 342 acres on Maryland’s Eastern Shore, the waterfront property partners with Hoopers Island Oysters, a locally based company dedicated to a globally thriving and sustainable oystering industry.

See also: Maryland: A Breath of Fresh Air

An outdoor crab boil is also a chance to taste locally farmed oyster varieties, including Chesapeake Golds and Mermaid Kisses, paired with tastings of local craft beer producer RAR Brewing Company’s Off the Rook brew, which is exclusive to the resort. Guests can visit the company’s dockside aquaculture farm and Oyster Farming Exhibit, both located on site at the resort.

“Here on Maryland’s Eastern Shore, we have access to some of the country’s freshest and most delicious seafood fare, with our dockside-farmed oysters and famous Maryland Blue Crab,” said Cari Ruppert, director of sales, marketing and events at Hyatt Regency Chesapeake Bay. “We are excited to showcase the unique flavors of our local region to provide one-of-a-kind culinary experiences for groups.”

In addition to culinary experiences, the resort features several on-the-water activities, including jet ski and boat rentals, kayak birding tours, and PaddleFit classes on stand-up paddleboards.

Groups can also learn more about the history of the region with tours to the Harriet Tubman Underground Railroad National Park, which includes a museum and a research library, or visits to some of the 30 sites along a driving tour of the Harriet Tubman Underground Railroad Byway, which winds through Dorchester County and along the Eastern Shore.

Hyatt Regency Chesapeake Bay boasts 85,000 sq. ft. of outdoor event space, including the Regatta Pavilion, which is backdropped by views of scenic Choptank River. Additional outdoor spaces, including the Breakwater Pavilion, which is located several hundred feet offshore at the end of a private dock; the Grand Fireplace Patio, which has a dramatic stone fireplace with sweeping views of the Crescent Pool and Choptank River; and the Manor Lawn, an expansive and perfectly manicured lawn located adjacent to River Marsh Golf Club’s 18th hole.

Additionally, the resort provides the stunning Bluepoint Provisions venue, which features a spacious deck and a lawn that connects to the beach, complemented by indoor space with floor-to-ceiling windows.

Out of the Ordinary

At Big Cypress Lodge  in Memphis, Tennessee, the outdoors is incorporated into the landmark 32-story pyramid along the Mississippi River in the form of rustic-elegant accommodations that resemble vintage cabins, a 535,000 square-foot Cypress Swamp featuring aquariums teeming with fish and alligators, and two sky-high culinary outlets offering outdoor seating and panoramic views of the Memphis skyline. 

Bring the group together with a sky-high ride to the top of the pyramid for sweeping views of the Memphis skyline and a unique dining experience at The Lookout restaurant and bar.  Or let them practice their sharp-shooting skills at the live-fire pistol range and live-fire archery range. Each range features a 25-yard land designed for target practice and boosting skills.

The Great Urban Outdoors

For a big city event that breathes fresh air into a gala, Ronald Reagan Building and International Trade Center in Washington, D.C., offers Summer in the City options in 36,000-square-foot Woodrow Wilson Plaza. As a thoroughfare between the National Mall and business district north of Pennsylvania Avenue, it has been a popular activation spot for the likes of Coca-Cola, Samsung and Google. National Marine Sanctuary found it ideal for a twinkling Ocean Awards Gala and BMW parked under the neoclassical arches for a national tour of its iX electric vehicle, display and meet and greet.

Bonus: Simulated Swings

When a planned golf outing is made impossible by inclement weather, Hyatt Regency Hill Country Resort and Spa in San Antonio, Texas, has you covered. A new interactive golf simulator in the golf club’s Oak Tavern provides a realistic hitting experience off the course.

More: New Golf-Adjacent Venues Emerge

“This new virtual golf activity provides a fun way to reconnect with friends, family and colleagues this year, and is a fun addition to any celebration, networking function or cocktail reception, and provides several team-building opportunities,” said Ashley Skidmore, director of golf at Hyatt Hill Country.

The golf simulator features real-time visual feedback and ball performance data on screen, allowing golfers to track their swing impact and ball trajectory. Groups can also take part in friendly competition with virtual games like a closest-to-the-pin contest or long-drive competitions. It is so user-friendly, some groups may choose to incorporate it as part of a program of outdoor golf clinics, tournaments and glow-in-the-dark putt-putt challenges, regardless of the weather.

Skidmore has even set up speed golf activities with groups running the course, as well as “All Sport” golf, where participants play the game using different sports gear (think soccer balls and a lacrosse stick). The Arthur Hills and Associates-designed course is big enough that it can host multiple group outings at a time with nine- and 18-hole options.

Shelley Williams

Hard Rock International named Williams director of global sales for meetings and events. Most recently, Williams worked as vice president of sales at Hard Rock Hotel and Casino in Atlantic City. In her more than 25 years in the industry, she’s had stints with Caesars Entertainment, Westmont Hospitality Group and University of Windsor in Ontario, Canada. Shelley has also been a Canadian chair member and U.S. Foundation Trustee for MPI.

Lisa Miller

Miller is general manager for One11 Hotel in New Orleans’ French Quarter; she previously worked as the property’s director of sales. Before joining One11, Miller was hotel manager and director of sales and marketing for The Old No. 77 Hotel and Chandlery in New Orleans. She’s also worked at The Ritz-Carlton properties in New Orleans, New York City and Washington, D.C. At Ritz-Carlton she earned the Top Producing Transient Revenue Excellence Award.

John Rovie

Sheraton San Diego Hotel & Marina named Rovie director of sales and marketing, following his tenure with Waldorf Astoria Monarch Beach Resort in Dana Point, California, where he worked in the same capacity. Rovie has worked in directorial roles for Coeur d’Alene Gold and Spa Resort in Idaho, Arizona Biltmore in Phoenix, Fairmont Scottsdale Princess in Arizona and The Broadmoor in Colorado Springs, Colorado.

Bassim Ouachani and Ryan Cortese

Ouachani is general manager and Cortese is director of sales and marketing for Motto by Hilton New York City Chelsea.

Before Motto Chelsea, Ouachani worked as general manager for Arlo Soho in New York City. He’s also worked with Sofitel New York as director of front office operations, Refinery Hotel in New York City as director of operations and WestHouse Hotel New York as general manager.

Cortese worked most recently as complex director of sales for multiple properties in New York City. Before this, he was director of sales for Concord Hospitality Enterprises and complex business development manager for Interstate Hotel and Resorts.

Francesca Radabaugh, CAE

Radabaugh is chief operating officer of Paragon Events and president of the company’s association management division. She previously worked as Paragon’s vice president of operations and director of association management. Radabaugh is a recipient of MPI South Florida’s President’s Award.

Mark Vanderwielen

Vanderwielen is area general manager for The Viceroy Hotel Group’s San Francisco Urban Retreat Collection: Hotel Zetta, Hotel Zelos and Hotel Zeppelin. Vanderwielen most recently worked as vice president of hotel and property operations for Borgata Hotel Casino & Spa in Atlantic City. He was also assistant general manager for 70 Park Avenue, a Kimpton Hotel (now Iberostar 70 Park Avenue), in New York City, Hotel Monaco in San Francisco, and IHG Hotels & Resorts’ San Francisco and New York City locations.

Courtney Forrester

Forrester is director of marketing for Mandarin Oriental, Boston. Most recently, Forrester founded Boston-based bakery Sweet, and launched her own marketing and public relations firm. Forrester has also worked in marketing, special events and public relations roles with PR Newswire, Winston Flowers, Boston Ballet, Isabella Stewart Gardner Museum and Four Seasons Hotel Boston.

When facing the cycles of life, “there’s nothing new under the sun” is something often said. While this may apply to much in life, there may be one place it does not: event venues.

Event spaces have been hard at work to make sure there’s always something new for groups to see and experience while they network and make connections. Here are six venues around the United States that are indeed creating new things under the sun.

Oasis Wynwood, Miami

The Miami-based event space is a fresh addition to the city. The property’s 35,000-square-foot courtyard, quite the showstopper, holds about 2,000 people. Surrounding the courtyard are six F&B options, such as Buya Dumplings + Buns, Chikin, Los Buenos and Prince Street Pizza. The space also has a private indoor bar, Huacachina, for something more intimate.

Oasis also hosts weekly live performances and cultural events that focus on local art, as well as retail pop-ups.

The Social Hub Miami

Located in the mixed-use project Brickell City Centre, The Social Hub Miami is split into 18 stations, dubbed interactive studios, and is a haven for those with a lively social media presence (or who just like taking pictures); it’s equipped with vibrant backdrops, props and LED ring lights. After hours, the 3,500-square-foot space is open to private bookings for up 30.

Indie Studios, Atlanta

This shared workspace is targeted to designers and creative types. The space features 12 studios, which can seat from seven to 32 people; groups can also rent out community spaces, such as the lobby and library, which hold up 200. Groups will be greeted with cinnamon rolls served with complimentary coffee and tea, ample outdoor space and two bars (although you’ll need to supply your own alcohol).

Superblue Miami

Experiential art meets event space in the culturally diverse neighborhood of Allapattah. The property houses 5,065 sq. ft. of indoor event space designed to complement vibrant displays of art throughout the facility. Superblue’s recently converted 50,000-square-foot space will feature a shop with artist-focused items, event space and an on-site outdoor cafe.

The facility also has a 7,090-square-foot outdoor area, an indoor venue and a cozy art-decorated space for intimately sized groups.

Wynwood Arts District, Miami

Miami’s street art stars in the city’s Wynwood District, where locals and tourists who are art enthusiasts come to marvel at the more than 70 galleries. Wynwood Walls, considered the neighborhood’s centerpiece, is a warehouse turned art destination and home to more than 35 murals by global artists.

In collaboration with Bill Hansen Catering, Wynwood Walls offers private outdoor space in the only outdoor street museum in the United States.

The Hudson Whaler, New York

Restored from one of downtown Hudson’s historic buildings, the newly open boutique hotel is just two hours outside of New York City. Guests will find fanciful woodwork throughout and an interior redolent of a classic sailing ship of a century gone by. At 16 guest rooms, this property makes for a great option for buyouts; the property’s lower-level event space can hold roughly 46 people, and its outdoor courtyard can hold 20.

Oche, Miami

Think “hockey” without the “h,” this first-of-its-kind venue in the United States (the company’s based in Oslo, Norway) is packed with tech-y dart games, food inspired by flavors throughout Europe, Asia and Latin America, and classic cocktails.

The venue features 13 booths that offer 85-minute dart games for groups to enjoy. Oche offers private or semi-private booths for smaller groups and full buyouts for larger groups of 200.

With new meetings come new trends. After the great halt that is Covid-19, meetings are coming back and with them, novelties and shifting interests meeting professionals are looking to incorporate in their meetings.

Smart Meetings caught up with Lauren Johnson, senior sales manager, and Courtney Pickett, convention sales manager, of Louisville Tourism to share meeting trends and find out the special ingredient for creating memorable experiences for groups large and small.

Pickett, who specializes in meetings under 300, says smaller gatherings are gaining greater traction as in-person meetings make their way back. “[Planners] are looking for more engaging and fun experiences after being disconnected for so long, and as budgets have decreased, planners are finding small meetings are easier to execute and host,” she says.

Pickett has seen increasing interest in downtime exploration. “Whether that’d be staying close to downtown to explore museums, distilleries or have off-site dinners at local restaurants,” she says. “With Louisville being a short drive from other major cities in the Midwest, planners are finding that travel to our city is easier and still has the impact of a getaway experience.”

“Smaller meetings facilitate more meaningful experiences, i.e., access to multiple unique Louisville venues that would otherwise not fit larger meetings, and intimate experiences with local chefs or activations, [such as] bourbon tours or tastings and mixology classes,” Pickett says. In terms of team building, she lists activities such as throwing axes, escape rooms and local workshops, citing the candle-creation company Maddox & Rose and Louisville Stoneware, which features a paint-your-own pottery studio.

As for Johnson—who handles Louisville’s larger meetings—she’s been seeing more requests for increased flexibility. “Our partners have been wonderful working with them as we are all understanding that things can change at any given moment,” she says. “Flexibility around attrition, food guarantees and the like have been much appreciated by planners.”

As a result of reduced hours and short staffing, meeting professionals have been asking for restaurant information as up-to-date as possible. “Knowing where to make a dinner reservation or grab a quick sandwich within walking distance is information they want to have on hand, so Louisville Tourism has been providing several important know-before-you-go tips to help attendees,” Johnson says.

The second trend Johnson’s been a witness to: big smiles. “Even from behind the mask I can see it!” she exclaims. “I think everyone can agree that nothing replaces meeting face-to-face; it’s been so great to be back together in person. We’re also seeing health and safety measures continue even as restrictions are being lifted; this includes disposable face masks readily available at registration, sanitizing hand wipes at place settings and digital schedules of events.”

Hyatt Regency JFK Airport, Queens, New York

Opened in August, the new Hyatt property has 366 guest rooms, 34 suites and 7,000 sq. ft. of meeting space—including two ballrooms and six breakout rooms. Located next door is an additional 58,000 sq. ft. of event space at Resorts World New York casino. Onsite eatery Sugarfactory is an American cafe and confectionary serving up sundaes, old-fashioned milkshakes and comfort food. With JFK just a five-minute drive away, you can dreamily gaze at planes soaring overhead to locations unknown.

The Balfour Hotel, Miami

After a name change and renovation to its public spaces, lobby restaurant and 82 guest rooms, this oceanfront hotel reopened late July. Design details evoke Latin flair and the gaucho spirit, and a clean, midcentury style is supplemented with pops of tropical accents for perennial vacation vibes. For fresh- air fun, guests will enjoy an elevated plunge pool, wraparound porch and al fresco social spaces. Eighty-four guest rooms and suites feature walnut furniture and PURE bath amenities. The historic property is prime for intimate events on the property’s sundecks that offer 1,479 sq. ft. of event space.

Hyatt Regency Lost Pines Resort, Bastrop, Texas

This Hyatt property is set on the shores of the Colorado River, near Austin. A recent renovation revitalized the hotel’s 434 guest rooms and 56 suites, updating the fixtures, furniture and decor as well as refreshing the hotel’s 60,000 sq. ft. of indoor meeting space. In addition to the 18-hole golf course, guests can enjoy horseback riding, hiking 18 miles of trails and fishing from the resort’s well-stocked pond. The property also provides access to Crooked River Water Park, with its 1,000-foot lazy river and 300,000 sq. ft. of event space.

W Philadelphia, Pennsylvania

The first new W hotel in North America since 2019 is a 51-story skyscraper, directly across from city hall in downtown Philly. The property has 259 guest rooms, with 39 suites that show off city views through floor-to-ceiling windows. The hotel’s sonorous thumbprint is spun by a resident DJ who will play live sets as well as curating local artists for the common spaces. Guests can unwind or rev up in The Living Room, which will feature Rival Bros coffee by day and masterful mixology by night. The 7th floor WETDECK hosts a heated year-round pool and lush urban greenspace. Event space of 45,000 sq. ft goes beyond ballroom basics with modern, fresh design, a sweeping grand staircase, and 37 meeting rooms.