Smart Meetings | Page 17 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

Why excellence in the details separates strategic partners from order-takers

Your calendar is packed with 50+ events this year. Your leadership expects magic every time. And somewhere between your morning coffee and your third vendor call, you’re wondering if there’s a better way to execute your events without losing your sanity.

After producing hundreds of corporate events, a pattern has emerged: the difference between a good event and an unforgettable one isn’t just in the big moments, it’s in the relentless pursuit of value at every decision point. Yet most event professionals are unknowingly leaving money on the table and missing opportunities to elevate their strategic positioning within their organizations.

The Problem with ‘Easy’ Partnerships

The event production industry has developed some troubling habits. Some venue quotes arrive with standard markups and are accepted without question. Some decor providers charge premium rates for basic linens because they are aware that corporate timelines are often tight. Often, AV partners inflate equipment rental costs by significant percentages and difficult-to-understand descriptions, banking on established relationships to avoid scrutiny.

This path of least resistance creates a hidden cost that extends far beyond the budget line items. It’s the missed opportunity to be the executive who delivered incredible results and came in under budget. It’s the stress of wondering if better outcomes were possible. It’s the nagging suspicion that “trusted partners” might be coasting on loyalty rather than delivering genuine value.

What Strategic Vendor Management Actually Looks Like

The most successful corporate event professionals have learned to treat vendor management as a core competency, not an administrative task. They understand that everything is negotiable, and they won’t know where the floor is until they ask.

This approach requires a fundamental shift in thinking—from accepting the first reasonable quote to conducting strategic analysis that reveals true market value.

At Entire Productions, we have a mandatory training segment on vendor sourcing, complete with a list of absolute “dos” as well as “don’ts.” It’s part of our Entire Way Academy to ensure we’re serving our clients in the most excellent manner possible. We’re sharing some of this “secret sauce” in this article.

Multiple bids become genuine competitive intelligence. Rather than gathering quotes for show, you can use competitive sourcing to understand market rates, uncover emerging vendors and identify pricing inconsistencies. That boutique lighting designer who quotes 30% less than the established agency might offer superior creativity and service, but you’ll never discover them without proper market research. Why are they 30% less? They don’t have the same overhead or business structure as the larger provider.

Line-by-line analysis reveals hidden costs and value gaps. When one vendor charges $150 per hour for “event coordination” while another includes it in their base fee, that discrepancy signals an opportunity. When AV quotes include vague line items like “miscellaneous equipment” for $2,000, that’s a red flag requiring clarification.

Strategic questioning uncovers inefficiencies. Is that premium vendor sub-renting from a company you could work with directly? Are you paying a 200% markup for them to manage a relationship you could handle internally? These conversations typically result in 15-20% cost savings per event, which can be redirected toward higher-impact elements or used to strengthen budget performance.

The Ripple Effect of Strategic Sourcing

When event professionals approach vendor management strategically, several transformative things happen within their organizations:

Leadership recognition follows fiscal responsibility. Coming in under budget while exceeding expectations isn’t just good event management; it demonstrates strategic thinking and resource optimization. C-suite executives notice when events deliver exceptional experiences within responsible budgets.

Future budget requests gain credibility. Those savings from strategic vendor management become ammunition for expanding programming, investing in emerging technologies, or securing approval for higher-profile initiatives.

Professional reputation compounds. When peers consistently observe exceptional events delivered at reasonable costs, event professionals become the go-to resource for recommendations and best practices. Professional networks expand and career opportunities multiply.

Operational stress decreases. Strategic vendor partnerships reduce fire drills, budget overruns and uncomfortable conversations with finance teams. The mental bandwidth saved can be redirected toward developing creative strategies and optimizing attendee experiences.

Beyond Vendor Management: A Systems Approach

This level of vendor management represents just one component of strategic event production. The same analytical rigor should extend to venue negotiations, entertainment sourcing, catering optimization and technology integration.

The most successful corporate event programs operate on a systems-thinking approach, recognizing that excellence in one area enables excellence across all areas. Strategic vendor management provides the financial foundation that supports creative risk-taking, technological innovation and experiential differentiation.

The Competitive Advantage

Corporate event professionals who master strategic vendor management gain significant competitive advantages within their organizations and industries. They consistently deliver exceptional experiences while demonstrating fiscal responsibility. They build relationships with innovative vendors who become exclusive resources. They develop market intelligence that informs future strategic decisions.

Perhaps most importantly, they position themselves as strategic business partners rather than tactical execution specialists.

Implementation Insights

Developing strategic vendor management capabilities requires investment in market research, relationship building and analytical processes. It means asking difficult questions, challenging established relationships when necessary and maintaining detailed performance records. It also means utilizing AI to help interpret, compare and contrast quotes, providing an extra layer of intelligence that will significantly enhance the outcome of your programs.

The initial time investment pays dividends through improved vendor performance, cost optimization and enhanced professional credibility. Corporate event professionals who commit to this approach typically see measurable improvements in both event outcomes and budget performance within their first year.

Looking Forward

The corporate events landscape continues evolving, with new technologies, changing attendee expectations and shifting budget priorities. Event professionals who approach vendor management strategically position themselves to adapt quickly and capitalize on emerging opportunities.

Strategic vendor management isn’t about being difficult or prioritizing cost over quality. It’s about being intentional, analytical and committed to delivering exceptional value at every decision point. In an industry where details matter, this approach distinguishes true strategic partners from mere order-takers.

The question isn’t whether you can afford to implement strategic vendor management—it’s whether you can afford not to.

—

Natasha Miller is the founder and CEO of Entire Productions, an event and entertainment productions company focusing on corporate events.

Entire Productions is a 4x honoree of the Inc. 5000 fastest growing companies in America. Natasha is a past speaker at the Smart Woman Summit.

In this special Smart Start Radio: Coffee Chat, recorded live at IMEX 2025 in Las Vegas, host Eming Piansay explores the energy and insights of the industry’s biggest event.

Eming’s first guest is Aviva Kohen from Tourism Calgary, who shares what it’s like to experience IMEX for the first time, why Calgary’s food scene and pancake tradition embody its welcoming spirit and how storytelling shapes destination marketing.

Later, Eming reconnects with Malik Anderson and David Lytle from the Smart Meetings team to reflect on their IMEX experiences, from the whirlwind of meetings and media interviews to the Future Leaders Forum’s Gen Z take on the industry’s future. Together, they unpack lessons learned, favorite discoveries and how the Smart Meetings team plans to tackle IMEX next year.

A lively, real-world look at what happens when creativity, connection and free cookies collide at IMEX.

Further Resources

Notes from the Road: Calgary

Canada Calls: Event Planning Paradise

IMEX America 2025 Guide

Eming Piansay
How’s it going? Welcome to Smart Start Radio! I’m your host, straight off the lift, straight off the plane, and straight to Mandalay Bay in Vegas for IMEX 2025. I’m so excited to be here. Our whole team’s here, and we’re ready to share the trends, ideas, and emerging conversations shaping meetings and events. Stay tuned for a fun one.

Part 1 – Coffee Chat with Aviva Kohen of Tourism Calgary

EP
So, this is my very first IMEX—and my first guest of the show! I almost didn’t think it was going to happen; my schedule got wild. But I’m thrilled to welcome Aviva Kohen from Tourism Calgary, who I first met on a fam trip last year. Aviva, you’re just the kindest, most open person, and I’m so happy you found me in the press area the other day. It felt like a sign—you had to be my first IMEX guest!

Aviva Kohen
I love that! It’s both our first times here, right? I was told to prepare myself, but I don’t think I was ready for it. I didn’t expect it to be so large or so detailed—every booth so thoughtfully designed. I’ve been enjoying getting my steps in though—16,000 the first day!

EP
Same here. I knew I’d walk a lot, but wow. People weren’t kidding when they said, “You’ll walk at IMEX.” Before you came, did what you heard match what you actually experienced?

AK
It did, but in the best way. I’m here mostly from a media and storytelling perspective, and everyone’s been so open—sharing what they’re doing and how they’re positioning their destinations. It’s helping me learn how to tell Calgary’s story in ways that connect with the MICE market. I’ve had such great conversations, both with buyers and other destinations. Even though most of my work is leisure, this has been an amazing education.

EP
I love that. But real talk—I hit a point where my legs were done, and I had to ground myself in a corner for 10 minutes. I told my team, “My social battery is at negative five. I’m the oldest iPhone known to man.”

AK (laughs)
That’s exactly it.

EP
So, as a first-timer, what’s one thing you’ve learned that you’d do differently next time?

AK
I think I’d schedule more dedicated appointments. This year, I left things flexible so I could wander and take it all in, which was great. But next time, I’d love a balance—some scheduled deep-dive conversations and still a little room to explore.

EP
That’s smart. I had meetings overlap like crazy—I ran from a happy hour to two other things at once. Total chaos, but we made it work. You mentioned you were kind of an “unofficial spy” for Tourism Calgary—what did that mean?

AK
Because I had flexibility, I could walk the floor and gather ideas—everything from booth design and gifting to staff uniforms. I took tons of notes and photos to share with our team back home. It’s not officially part of my role, but it helps us plan for next year.

EP
That’s genius. And for next year, I’m demanding you bring pancakes.

AK (laughs)
That’s actually perfect, because our pancake breakfasts are a century-old Calgary tradition! It started at the Calgary Stampede more than 100 years ago when a chuck-wagon driver named Jack Morton flipped flapjacks downtown to draw crowds. Now, during Stampede, you can eat free pancakes for 10 days—250,000 of them served all over the city!

EP
That’s amazing. I love that it’s such a community thing. It honestly feels similar to IMEX—everyone coming together from all walks of life for connection and celebration.

AK
Exactly. That sense of togetherness runs deep, both at IMEX and in Calgary. Even though my feet are killing me, I’m energized. There’s something about being surrounded by people who love this industry—it charges you up.

EP
Yes! Even when you’re exhausted, you leave inspired. I’m curious—how does this experience change how you’ll talk about Calgary moving forward?

AK
Listening to how our partners describe the city gave me new perspective. I’m learning from the language they use—the stories that resonate. Calgary is known for its friendliness and safety, and we really want planners, especially in the U.S., to feel that warmth. Beyond that, there’s the proximity to Banff National Park—just 75 minutes away—and our incredible culinary scene. People are always surprised by how good the food is.

EP
Speaking of, I still think about that dinner with the amazing view. Major Tom, right?

AK
Yes—Major Tom! Fortieth floor, mid-century-modern vibe, fantastic food. It’s one of Calgary’s hardest-to-book restaurants and perfect for business dinners because it’s just a few blocks from the TELUS Convention Centre.

EP
Unforgettable. Before we wrap up, what’s new or exciting in Calgary right now?

AK
So much! Calgary is the fastest-growing city in Canada. Over the next few years we’re opening several major projects: the Glenbow Museum (2026, free admission forever), the new Arts and Entertainment Centre on Stampede Park, the Workland Centre for Arts and Culture, and new hotels like the JW and W Marriott. These investments show how deeply our city values arts, culture, and connection—alongside our food and hospitality.

EP
That’s incredible. Aviva, thank you for being my very first on-the-road guest for Smart Start Radio. It’s been such a joy talking with you again.

AK
Thank you, Eming. It’s been so much fun. And I love that you’re such a Calgary advocate!

Part 2 – Team Debrief with Malik Anderson and David Lytle

EP
Hey everyone, welcome back to Smart Start Radio! I’ve brought back the band—Malik Anderson and David Lytle—for a little IMEX 2025 recap. It was the first time we were all there together, which was wild.

David Lytle
It really was. I think I saw you twice the entire week.

Malik Anderson
Same. I had so many appointments that my only downtime was a 20-minute window to charge my phone.

EP
I totally get that. I had to sit in a corner just to reset—so much noise, so many people. My brain was like, “Reboot now!” But I’m curious—how was IMEX for you both?

MA
This was my fourth IMEX, and it still impresses me every year. You run into people you usually just email, see familiar faces, and catch destination updates. This year I focused on press conferences—Puerto Rico, Cincinnati—lots of great news.

DL
It was my first IMEX, so I didn’t know what to expect. They said 15,000 attendees, but it ended up being 17,000—the biggest ever. I wish I’d had more time! Still, I got great interviews and made strong connections. I keep dreaming I’ve lost someone’s business card though.

EP
That’s a universal IMEX fear.

DL
Totally. The follow-ups have been great though—new sources, story ideas, and even 2026 collaboration talks.

EP
You also attended the Future Leaders Forum, right? What was that like?

DL
It’s an all-day, invitation-only event for college students worldwide who are about to enter the workforce. The founder of IMEX welcomed them, and Christy Renee moderated. There were sessions with industry leaders—hotel GMs, travel agents, content creators—all mentoring the students. The best question I heard was: How can I bridge the gap between my generation and older colleagues while still being taken seriously? A lot of talk about imposter syndrome too—which, let’s be honest, everyone feels.

EP
That’s such an important conversation. Do you think we could get them on our show?

DL
Already in the works. I’m meeting with Hannah Lee from IMEX next week to talk about getting some students and speakers on Smart Start Radio.

EP
Perfect. Malik, anything you wish you’d had time for this year?

MA
A few more booth visits. I saw later on LinkedIn that friends I didn’t even know were there had booths. It’s just so big that it’s hard to see everyone.

DL
Same. I didn’t get to meet with the Japan Tourism Board, which was on my list. But I did get plenty of free chocolate-chip cookies from the press room.

EP
They went fast! I tried to grab four and they were gone.

DL
Exactly. I had confusion one morning, sprinted to my first meeting five minutes before start time, wiped the sweat off my brow, and somehow nailed it.

EP
The magic of IMEX! What stood out most for you two about seeing the editorial and sales teams working side by side?

DL
It gave me new appreciation for how both sides operate—how sales conversations can inform our editorial direction, and vice versa. Next year, I think we’ll collaborate even more intentionally.

MA
Yeah, every year you refine how to tackle IMEX. It’s a lot of ground to cover—literally and figuratively.

EP
Agreed. The IMEX map was my lifeline. I felt like I was in a video game—“Find your next quest!”

DL
Right? It even had geography logic—continents grouped together. If I kept the California sign in sight, I knew where I was.

EP
I love that. Honestly, it was so hard to see everyone—even our own team. I never ran into Kate, and I think JT hugged 25 people in 30 minutes. She’s her own network.

DL
True. Two women actually wandered over during our Toast to Excellence because they heard the laughter and wanted to see what was happening. We handed them champagne, and they ended up connecting with our sales team—total serendipity.

EP
That’s what makes IMEX so fun—those random connections. I even had people seek me out, which was a first. As an editor, you’re usually behind the scenes, but it felt good to be recognized in the space.

DL
Exactly. Our jobs can be invisible sometimes, so it’s nice to feel seen and connected to the bigger industry conversation.

EP
Couldn’t agree more. Any final takeaways before we wrap up?

MA
Looking forward to next year and doing it even better.

DL
Same. More intention, more planning—and maybe more cookies.

EP
Deal. Thanks both of you for joining me for this wrap-up chat. We’ll see everyone at IMEX 2026 in Las Vegas.

Outro

EP
You’ve been listening to Smart Start Radio, a Smart Meetings production. Interested in being our next guest? Reach out at [email protected]. See you next time!

Amy Leahy

Kimpton Gray Hotel has appointed Amy Leahy as director of sales and marketing, bringing more than a decade of hospitality experience and a people-first leadership style to the landmark Loop property. She joins from Kimpton Hotel Monaco Chicago, where she led sales during a brand repositioning. At The Gray, Leahy will oversee sales and marketing strategy with a focus on team growth, partnerships and long-term positioning.

Laura Villalobos

Auberge Resorts Collection has appointed Laura Villalobos as general manager of Etéreo, Auberge Resorts Collection, the oceanfront retreat within the exclusive Kanai development on Mexico’s Riviera Maya. With over 20 years of experience, Villalobos is known for her operational expertise and passion for creating meaningful guest experiences. She joins from Four Seasons Hotel Mexico City, where she helped reposition the property and will now oversee Etéreo’s operations, team culture and guest experience strategy.

Pascal Billard

Dorchester Collection is pleased to announce the appointment of Pascal Billard as general manager of Le Meurice in Paris. Billard is not new to the Dorchester Collection brand as he served as resident manager at Le Meurice’s sister Parisian hotel, Hôtel Plaza Athénée, from 2009 to 2013. With more than 35 years of experience in the hospitality industry, Billard joins Le Meurice after having held the position of general manager at Majestic Hotel & Spa Barcelona for the past 12 years.

Jim Redington

JW Marriott Chicago has appointed Jim Redington as general manager, bringing more than 30 years of hospitality experience and a strong background in luxury and lifestyle operations. Known for driving performance and fostering team culture, he joins from Gaylord National Resort & Convention Center, where he oversaw a $90 million renovation. At JW Marriott Chicago, Redington will lead operations, focusing on guest satisfaction, team development and continued excellence in service and experience.

John Wielenberg

Montage Healdsburg has appointed John Wielenberg as hotel manager, overseeing daily operations for the resort’s 258-acre retreat in Sonoma Wine Country. With more than 15 years of luxury hospitality experience, he is known for his collaborative leadership and commitment to service excellence. Wielenberg joins from Pendry West Hollywood, where he led key departments and supported acclaimed culinary programs. At Montage Healdsburg, he will focus on elevating operations and guest experiences across the property.

Tommasi Moccia and Marcus Ong

Tomassi Moccia (left) and Marcus Ong (right)

Hotel Seville NoMad, Unbound Collection by Hyatt, has appointed Tommasi Moccia as general manager and Marcus Ong as director of sales and marketing ahead of the property’s multi-million-dollar renovation. Together, they bring over 40 years of combined hospitality experience in the New York market; Moccia joins from Hyatt Grand Central New York and Ong from Hyatt Regency Greenwich. They will guide Hotel Seville NoMad’s revitalization, focusing on culture, cuisine and connection.

Melissa Egan

The Statler, Curio Collection by Hilton, has appointed Melissa Egan as director of sales and marketing. Bringing more than a decade of hospitality experience, she is known for her expertise in brand transitions and strategic market growth. Egan joins from Dallas Marriott Suites, where she led the property to exceed revenue goals and earned Hotel of the Year recognition. At The Statler, she will oversee sales and marketing initiatives for the downtown Dallas hotel.

Mabyn Pappas

Louisville Tourism has appointed Mabyn Pappas as destination services manager, supporting convention groups across the education, state, veterans and legal/government/public affairs sectors. She will work with events utilizing 300 or fewer hotel rooms on peak nights. Pappas joins from Kentucky International Convention Center, where she served as sales coordinator and brings prior experience in advertising, hotel convention services and event production.

Ryan Fitzgerald

Hilton has appointed Ryan Fitzgerald as general manager of the 247-room Conrad Indianapolis. With more than 20 years of luxury hospitality experience, he joins from Waldorf Astoria Orlando, where he led a resort-wide transformation and earned Forbes Four Star recognition. Fitzgerald has also held leadership roles at Arizona Biltmore, Loews Philadelphia and The Kahala Hotel & Resort. At Conrad Indianapolis, he will oversee operations and lead the hotel’s guest experience and performance.

Christian González

Christian Gonzalez

Auberge Resorts Collection has appointed Christian González as general manager of Susurros del Corazón, Auberge Resorts Collection, in Punta de Mita, Mexico. With more than 25 years of luxury hospitality experience, González is known for creating culturally immersive guest experiences and leading with authenticity. Raised in nearby Puerto Vallarta, he brings a deep connection to the region and will oversee operations.

Podcast booths, tech offerings and community

If you’ve never been to IMEX, you’ll definitely hear stories about it. People will tell you to wear comfy shoes, that the show floor is massive and that you have to experience it to truly understand.

All of that is true. My flat shoes were my salvation, as was my slightly oversized purse that held all my necessities, from a water bottle to a stack of business cards.

Below are a few key takeaways and moments that stood out most from my time at IMEX America 2025.

Podcast Booths Are a Game-Changer

I had the chance to test one of the podcast booths in the press area. As a remote podcaster, it was a surprisingly seamless experience. The screen outside the booth showed availability, and after scanning a QR code, I could easily book my session.

Listen to our podcasts.

Considering how loud the show floor can get, it was a relief to record in a quiet, comfortable space, no background chatter, no competing voices, just focused sound and conversation.

The IMEX Map Is Life

I don’t know what I would have done on my first day without the live IMEX map. I felt like a character in a video game searching for my next quest. The clearly labeled booth names and easy-to-use search bar saved me so much time and helped me track down interviews faster than if I’d wandered aimlessly.

Headsets and Breathers

As someone who can get overstimulated easily, I appreciated the quiet spaces where I could stop, breathe and plan my next move.

The education session headsets were another small but impactful touch. They made it easy to tune in and actually focus on the speaker’s content without distractions, a noticeable difference compared with sessions where I didn’t have one.

Community Is Everywhere

IMEX is designed to bring the global meetings community together, but it’s the small, human moments that stuck with me most.

At one point, I overheard two women complimenting another attendee’s outfit. She laughed and admitted it was her first IMEX and that she’d overpacked. It was a heartwarming reminder that even amid the buzz and business of the show, thoughtfulness and connection are woven into every corner.

Check out our day one, two and three recaps of IMEX America 2025.

As a kid growing up in Roscoe, Illinois, Kyle Jordan was obsessed with LEGO bricks. He would sit for hours building sets and creating his own worlds. “I wanted to be a set designer,” he says. “That dream came quickly to an end when I took a CAD design class in high school and realized I had no talent for it.”

Jordan, now director of meetings for the Institute for Operations Research and the Management Sciences (INFORMS), earned his CMP in 2015 and was recognized as a CMP Fellow this year.

“Like many people in this field, I found my way into meetings by accident. I was volunteering with an association I belonged to and helped with registration at several of its meetings. I didn’t think much of it then, but that hands-on experience stuck with me,” he says. “After a decade working in higher education administration, I decided to change my career. I used that volunteer experience to get my first full-time job as a government meeting planner. Looking back, the LEGO connection makes a lot of sense. I still get to take a pile of pieces—people, venues, logistics, ideas—and put them together into something meaningful.”

Becoming a CMP

Jordan first learned about the CMP in 2007. “I had just joined one of our professional industry associations and they were advertising a CMP prep course,” he says. “I honestly had no idea what a credential even meant or why it mattered. It took a few years for me to understand how important it could be for career advancement, credibility and creating a shared professional language.”

When he left the field of higher education, he knew he needed to learn quickly and broadly. Volunteering with associations gave him a window into how they work. He says he deliberately took roles in membership, education, chapter relations and meetings. “Each one gave me a different view of how associations function and how members engage. That broader perspective has been invaluable in my current role because every other part of an organization influences meetings,” Jordan says.

“I also wanted to balance what I learned on the job with formal education. My graduate degrees gave me a foundation for working with people and organizations. Designations like the CAE and CMP connected me to a wider professional community and gave me the structure I needed to deepen my expertise. Educating myself has always been about being intentional and learning from my daily work and the networks and resources the profession offers,” he says.

Test Prep Tips

“The best advice I can give is to make sure you have the time and space to commit,” Jordan says. “If you don’t, wait until you do.”

He believes that rushing the process detracts from the real value of preparing. “It’s not just passing the exam but actually absorbing and applying the knowledge.”

He went on to explain, “I carried my EIC textbook everywhere. I studied at the beach, in coffee shops, and even once in a bar. I set aside time with each domain and tried to focus intentionally. It was not glamorous, but it worked because I immersed myself in the material wherever possible.”

The CMP Fellow

For Jordan, pursuing the CMP Fellow designation was about joining a group of colleagues he deeply respects—leaders in the profession. “It was about being part of a collective voice that can continue to elevate our industry and help prepare the next generation of leaders,” he says. “My advice is not to pursue the Fellow designation just for the letters after your name. Do it because you want to contribute to the bigger picture of the profession.”

“I did not fully appreciate the impact until I became a director and started leading a team,” he says. “The CMP gives professionals a shared language and expectations, making collaboration easier. It creates a baseline of knowledge that helps teams perform better together. Becoming a Fellow felt different. It was less about skill and more about affirmation. The support I received from colleagues, including private notes from people I have respected for years, confirmed that I am in the right place doing the right work.”

The Future

“Despite challenges, what inspires me is the same thing that has always driven this work: people want and need to come together,” Jordan says. “We make that happen. Even in the hardest years, the desire for connection has not disappeared. That makes me optimistic that meetings will remain a powerful force for positive change.”

It is easy to leave Las Vegas #IMEXcited, but how do you capture that lightening in a bottle and use it to power growth once you have made it back home and unpacked your bag and your inbox? As my plane idled on the runway at Harry Reid International Airport (LAS) waiting for a place in line to take off for San Francisco International Airport (SFO), I sipped my hazelnut latte and recalled some jolts of insight from three synergistic conversations on the show floor.

Because it is so easy to forget to unpack the revelations from the blur of IMEX encounters, I made a couple of notes about action items to leverage the power of these aha moments.

Time to Double Down on Marketing and Negotiations?

Associations who rely on international and government workers are feeling the VUCA (variability, uncertainty, complexity and ambiguity) sting more than almost any other group right now. They are seeing it in softer attendance numbers and higher F&B prices.

Maritz Vice President of Brand Sarah Kiefer shared this revelation from the September 2025 Maritz Trends Report and suggested it might be time for these groups to start new planning ways to attract attendees in the short and long term. “We don’t know if this is going to last, or if it is temporary so it might be an opportunity to explore new market segments,” she said.

For corporate events, some of the concern has stabilized, according to the report. The uncertainty is still there, but it isn’t rising and everyone is waiting to see what the Fall brings in terms of prices and international sentiment, Kiefer said.

Action Item: To manage possible price increases, Kiefer suggested negotiating multiyear contracts with brands. Even if weakening leisure demand results in lower RevPAR as CoStar is reporting, that may not lead to lower rates as hotels are holding firm on prices rather than giving discounts to increase occupancy. Maritz is anticipating 2% increases in rates at upper-end chains in 2027 after 1.2% in 2025 and 1.1% in 2026.

IRL Is Where It’s at Regardless of Age

It turns out, younger attendees don’t just need live events for their career development, they are advocating for investing in real life (IRL). Freeman Senior Vice President of Industry Research and Insights Ken Holsinger shared results from a recent 2025 Gen Z Report that found 89% of Gen Z professionals agree that relationships made at in-person events are critical to building professional confidence.

Read More: Bridging the Gap to Engage Gen Z

I knew this in my gut when I signed up to moderate an IMEX panel this year on the importance of IRL in the era of AI with the fabulous Caesars Entertainment Director of Marketing and Public Relations Reina Herschdorfer, Invision Communications CEO Angie Smith and OpenEvidence Vice President of Client Experience Lindsay Merkle. But understanding that the trust built at events is more valuable than ever is just the starting point.

Action Item: Focus on the fundamentals, as Holsinger said, but use AI technology to improve the parts that have the most value—the human connections. That means surveying not just attendees, but the community of possible attendees about what needs are not being met to improve the experience for everyone. If the word “engagement” by definition means “an upfront agreement between parties,” then it is in our best interest to use whatever technology is at our disposal to find out what they think we are agreeing to deliver. And according to this survey, they are looking for connection, so let’s pour our attention into the human element of gathering.

Deliver Education in New Ways

Adults learn differently than children. Those one-hour lectures from the teacher at the front of the room don’t matter if the audience doesn’t understand what’s in it for them. MPI Vice President of Consulting Jessie States suggested on focusing on what is relevant and letting them engage with the information along with their peers, rather than making them read long studies.

Learn More: Balance the State with Jessie States

Action Item: Give access, empowerment and belonging, States said. Give people the ability to choose their own path with a variety of formats and touch points. Offer a mix of education styles so they can have agency over what they consume when and how.

I could hardly believe my eyes when I saw for myself the 680-foot tower going up on Woodward Avenue in downtown Detroit—not too far from where, in 1920, blinked the country’s first, four-way, three-color traffic light. Next to it, already completed, was an adjoining 12-story building, into which General Motors will move its global headquarters in January. And whose lower three floors already house perhaps the most exciting new meeting space in the Midwest.

Together, the two buildings are called Hudson’s Detroit. The tall tower will be home to downtown’s first five-star hotel, 210 guest rooms flying the flag of the Marriott EDITION brand, in 2027, plus 97 luxury Residences at the EDITION. The event space is named The Department at Hudson’s. More on all this in a moment.

I used to live and work in downtown Detroit. Like a lot of urban America at the time, it was pretty bleak, apart from a few lively pockets like Greektown. On quiet streets, tawdry or empty storefronts rose to faded, if stately, facades that had formerly known thriving businesses and wonderful hotels. I wasn’t from there, but hardly a week would go by when someone wouldn’t tell me how great it had been.

Learn More: Notes From the Road: Detroit

And one of the glories of that bygone time was the J. L. Hudson Company department store, one of the great urban emporiums of America. That grand dame—for a time, it was the world’s tallest department store—was shuttered in 1983, its imposing landmark of a building demolished in 1998.

But that was then and now is now. Even The New York Times has proclaimed downtown Detroit great again. On my recent drive-by, the streets were pulsating with fresh activity. New restaurants. New retail. People on the streets. And, most impressively of all, so many of those ancient dinosaur buildings with good bones had been brought back to life, beautifully restored. Much of that is due to one man, Dan Gilbert, and his real estate investment company, Bedrock. A founder of what became Quicken Loans (now Rocket Mortgage), he’s the richest man in Michigan. His father owned a bar in Detroit.

Homage to a Detroit Legacy

Every longtime Detroiter of a certain age remembers Hudson’s for its cuddly Christmas Santa Bears, for the magic of shopping at the holidays. Take Mary Barra, for example, GM’s current CEO. At the Automotive News Congress, the trade publication’s annual industry event held at The Department in September, she recalled her mother taking her to the store’s children’s-only shop. “It was this really cool area smaller than this room, where you would go in—for me, it would be my $7, and I would be buying Christmas presents without my parents.”

Marriott is marketing and managing The Department, one of few instances in which it oversees meeting space but no hotel rooms (although the Detroit EDITION, which will have more than 16,000 sq. ft. of its own event space, will be steps away). Planners can earn Marriott Bonvoy Events points for their bookings.

Why did Marriott take this on?

“Like many people, I was a bit hesitant when the conversation first started,” admits Julius Robinson, Marriott chief operations officer for the western United States. “And that’s only because I hadn’t been to Detroit in a very long time. After just one visit, you find yourself rooting for this city. You want it to be successful. You want to see the renaissance come to full fruition.”

He also notes that of the nearly 6,000 hotel rooms surrounding this project, nearly half are Marriott branded, with a new downtown JW Marriott in addition to the Detroit EDITION on the way.

A Setting for ‘Flawless Execution’

And, of course, there were the exciting particulars of this from-the-ground-up development. The Department’s 15 meeting and breakout rooms (named to pay homage to the J. L. Hudson legacy) encompass 56,000 sq. ft. of fully customizable space which can host up to 2,000 guests—but that’s just the beginning.

Wrap-around covered terraces with heated flooring give sweeping views of downtown; advanced soundproofing and custom dividers between spaces allow for simultaneous events; a full suite of AV offerings designed by Theatre Projects, said to be the oldest continually operating theater, arts, and culture consultancy in the world, brings customizable, concert-level sound quality and the ability to stream events globally. A retractable seating system automatically places up to 336 leather seats in a variety of formats and then stores them again. Street-level load-in elevators can transport freight the size of a sport-utility vehicle—up to 16,000 pounds at a time. On-site commercial catering kitchens are managed by a leading Michigan special event design and catering firm.

“The building is built with flawless execution in mind,” Robinson says. “I characterize it as a meeting planner’s dream.” He predicts planners who typically only look at Chicago as a mid-American market will be impressed. “And then we’ve got a lot of East Coast corporations who would like to do something different.”

Trina Anthony, who’s lived all over in her Marriott career of 17 years and moved from Los Angeles to become director of sales and marketing for The Department, is thinking ever bigger. “I would put it toe-to-toe on a national basis. We just need to get the word out about how incredible this space is.”

I, for one, can’t wait to do a FAM tour.

With the government shutdown grinding on, the ripple effects are getting real—just ask me and three of my fellow Smart Meetings writers. We were among the many IMEX travelers caught in the FAA staffing shortage at Harry Reid International Airport (LAS), where “weather delays” quickly revealed themselves to be something a bit more bureaucratic. Cue missed connections, late-night arrivals and extended stays in the ever-glamorous runway purgatory.

In this week’s Smart Travel, I’m unpacking what this means for planners, plus digging into two new travel studies and some upbeat news out of one of Australia’s top destinations.

Hilton Forecasts Purpose-Driven Travel, Quiet Escapes and Family-Centric Journeys for 2026

What’s the No. 1 reason travelers will pack their bags in 2026? Rest and recharge, according to Hilton’s newly released Trends Report. Conducted in partnership with Ipsos, the study surveyed more than 14,000 travelers across 13 countries and revealed a strong global shift toward purposeful, passion-driven trips.

The report found 56% of travelers now cite relaxation as their primary trip motivation, while many are designing itineraries around quiet solitude (dubbed “hushpitality”), solo days before or after family vacations (48%) and even personal growth: 72% want to explore a skill or hobby while away.

Home rituals and comfort travel are also on the rise, with 77% of travelers reporting they visit grocery stores abroad and nearly half cook on trips. Loyalty runs deep, too; 66% say their hotel preferences mirror those of their parents, and 58% report using the same loyalty programs they grew up with.

Multigenerational travel is evolving: 50% of parents are now vacationing with just one child at a time, and skip-gen getaways (kids and grandparents only) are gaining traction. Road trips are back in full swing, especially in the U.S., where 71% plan to hit the road next year, with must-haves including comfy beds, hotel stops within five hours and complimentary breakfast.

The data underscores a desire for more emotionally resonant, restorative experiences that prioritize comfort, connection and intention.

Shutdown Strains Aviation System as Staffing Shortages Cause Delays Nationwide—Including for IMEX Travelers

Flight delays rippled across U.S. airports as the federal government shutdown entered its second week, with the FAA citing staffing shortages at control centers in Atlanta, Houston and Dallas-Fort Worth, as well as at airports in Nashville, Boston, Chicago and Philadelphia. About 92% of flights still departed on time, but analysts warned that continued strain could soon affect holiday travel. Travel expert Henry Harteveldt said the situation is “growing more concerning by the day” as essential employees continue working without pay, adding that if the shutdown persists, “it could disrupt, and possibly ruin, millions of Americans’ Thanksgiving holidays.”

By Wednesday at Harry Reid International Airport (LAS), several Smart Meetings staffers and sources found themselves caught in the kind of “weather delay” that only tells part of the story. For two of our editorial team members, pilot chatter confirmed what many suspected: Staffing shortages were adding fuel to the holdup. While the FAA had already flagged potential slowdowns at LAS earlier in the week, experiencing it firsthand—with runway marathons, gate ping-pong and the joys of deplaning and reboarding without much explanation—was still a shock to the system.

As the shutdown lingers, Smart Meetings is staying tuned to the latest on how this could affect upcoming meetings and events.

American Express Meetings & Events Sees Strong 2026 Growth Across All Regions

The 13th annual American Express Meetings & Events Forecast points to a healthy year ahead for the global meetings industry, driven by strong demand, in-person engagement and budget stability.

In 2026, 73% of event professionals expect meeting spend to increase or stay the same, and 82% predict more in-person meetings. Internal meetings are leading the charge globally, while incentives and customer events are seeing notable growth. Respondents also shared that attendees are showing greater engagement and satisfaction at in-person gatherings, helping to reinforce executive buy-in for meetings programs.

AI-powered planning tools are on the rise, with adoption highest in North America and Europe. At the same time, environmental sustainability remains a shared focus, especially in Europe and Asia Pacific. About 60% of planners globally say they factor sustainability into sourcing, though cost and resource constraints persist.

Regional Highlights:

North America: Meeting volume and budgets are expected to rise slightly, with a shift toward more regional and internal events. Hotel compression is pushing demand toward secondary cities.

Europe: Budget pressures are high, but meeting activity remains robust. Sustainability and ROI are top priorities.

Latin America: Budgets and in-person meetings are climbing, especially for incentives.

Asia Pacific: Cost-saving measures remain important, but meeting activity is rising steadily.

The report also notes a shortening planning cycle, with many meetings booked under three months out. Flexibility, technology and well-being continue to play a vital role in attendee expectations and program success.

With in-person engagement strong and internal meetings on the rise, now’s the time to refresh team-building experiences and regional incentive options. Consider AI tools to streamline logistics—and secondary cities to stretch your budget.

Visit Victoria Sets Sights on 2030 with New Strategy for Sustainable Growth

Visit Victoria has unveiled its Strategy 2030, outlining ambitious goals to grow the state’s visitor economy from $26.5 billion in 2022 to $41.8 billion by 2030. The eight-year plan centers on high-yield, sustainable visitation, with a focus on regional dispersal, year-round travel and Aboriginal tourism experiences.

Among its targets:

Increase regional visitor spend to $16 billion by 2030
Attract more international visitors, particularly from New Zealand, the U.S., India, China and Southeast Asia
Expand Victoria’s calendar of major and business events across the state
Strengthen the “Stay close, go further” message for domestic travel
Drive tourism product innovation aligned with key pillars like arts, nature, sport and culinary culture

The strategy identifies key growth segments including luxury travelers, business event attendees and culturally motivated visitors, with a special emphasis on boosting off-peak and shoulder season travel. Destination marketing will lean into Victoria’s unique position as a creative, walkable, inclusive destination with world-class wine regions, design-forward accommodations and local-led experiences.

With Melbourne leading the charge and regional destinations like the Grampians, Gippsland, Great Ocean Road and High Country stepping into the spotlight, the strategy aims to spread visitor benefits while building a resilient, future-ready tourism ecosystem.

For meeting and incentive planners, Victoria’s renewed focus on event infrastructure, cultural depth and international airlift makes it an increasingly compelling choice for global programs with purpose.

AI is starting to demonstrate its usefulness

Artificial intelligence (AI) offers powerful tools to address the industry’s biggest challenges: heavy workloads that lead to burnout, the need for enhanced attendee experiences and the pressure to achieve more with fewer resources and less time.

In a recent webinar, JT Long, vice president and content director for Smart Meetings, hosted event experts to discuss the practical applications of AI for professional planners.

Maintain the Right Mindset

Author Gary A. Bolles, co-founder of parachutehealth.com and chair at Singularity University, is a globally recognized expert on the future of work and business change. Bolles explored how AI could revolutionize professional meeting planning. He suggested that integrating AI tools fosters a continuous “learning mindset,” enhances problem-solving and fuels creativity—key elements for success in today’s rapidly changing environment. He views AI as a “superpower,” helping planners create memorable experiences while optimizing efficiency.

Bolle explained the “three legs of the stool”: mindset, skill set, and tool set, stressing that adopting an agile, lifelong learning attitude enabled planners to stay ahead of exponential change. His focus on skill development encompassed problem-solving, adaptability, creativity and empathy—summarized as the “PACE” model. These skills helped planners respond swiftly to challenges, innovate and connect emotionally with attendees. For example, problem-solving addressed last-minute venue changes, while AI-driven creativity generated unique event ideas rapidly. Bolle underscored empathy as “the human superpower,” essential for understanding attendee needs and crafting engaging, personalized experiences.

“If you give planners tools that could synthesize context and act in real time, their job shifted from firefighting to designing better experiences,” said Bolles.

Wearables as Wellness Monitors

Robin Farmanfarmaian, author of “How AI Can Democratize Healthcare,” demonstrated how AI-enabled health technologies could support meeting planners and attendees before, during, and after events by enabling on-the-spot wellness monitoring, remote diagnostics, and home-based care—reducing disruptions and preserving attendee performance.

Before events, wearable and phone-based tools (such as the Oura ring, cough-counting apps and transdermal optical imaging) could detect early illness, track vital signs and flag risks, allowing planners or individuals to adjust schedules, hydration or travel plans to prevent the spread of illnesses.

During events, point-of-care devices like TytoCare enabled clinicians to remotely inspect ears, throats and lungs via live video with AI-assisted analysis. Smartphone camera apps could measure blood pressure, oxygen and even cholesterol or A1c in 30–60 seconds, allowing for rapid wellness checks on-site.

Sleep and movement monitoring (using home sleep kits and FDA-cleared smartwatch apps) provided clinical-grade tracking of sleep apnea and Parkinson’s movement, allowing remote clinicians to fine-tune care without requiring in-person clinic visits. After events, virtual physical-therapy platforms (e.g., Sword Health) use sensors and smartphone cameras to guide exercises, send progress updates to therapists, and accelerate recovery—helpful for managing post-event injuries or chronic pain.

Farmanfarmaian’s core message was that accessible AI health tools turned clinics into portable, scalable services that fit professionals’ “27‑hour days,” keeping attendees healthier and events more resilient. Quote: “You didn’t need to go to a hospital or clinic anymore to get a lot of things taken care of.” Overall, she positioned AI-driven diagnostics and telehealth as practical, deployable solutions to protect wellness, reduce absenteeism, and improve attendee experience across the event lifecycle.

Bespoke Planning Tools

Noah Cheyer, co-founder of Speak About AI, explored how bespoke AI tools could revolutionize professional event planning, emphasizing the importance of making AI tools practical and immediately applicable for busy event professionals.

He stated, “I really want to make sure that everything I share here is super hands-on. You can learn how to use this right now, and how it impacts the thousands of events you’re likely organizing.”

Cheyer showcased his custom event planning timeline generator built on ChatGPT, designed to streamline the complex task of scheduling and coordinating event details. By inputting basic event information—such as date, location, attendance, and requirements—users receive a detailed, automatically generated timeline outlining tasks from initial planning to post-event activities. (His full suite of AI tools are available for free.)

He demonstrated that this tool helps reduce manual spreadsheet work, like adjusting dates or reallocating responsibilities, saving busy professionals time and minimizing errors. He prefers voice functionality for quick data entry and explained how the tool adapts to last-minute changes, such as venue or speaker cancellations. Additionally, he emphasized the importance of data security, advising users not to share proprietary information. Cheyer also discussed exporting options like Excel and Gantt charts, noting that while some features could be refined, they serve as valuable starting points.

His overarching goal was to empower event planners with AI-driven solutions to improve efficiency, accuracy, and client communication throughout all stages—before, during, and after events—making the planning process more manageable and impactful.

A record number of meeting professionals—more than 17,000–walked through the doors at Mandalay Bay Convention Center. The record-breaking statistics included number of business appointments (90,000 scheduled meetings) and exhibit booths, including international, which held similar percentages of space on the trade show floor as previous years.

IMEX Group CEO Carina Bauer saw it as a credit to how resilient, dynamic and powerful the live events industry is in North America and the world. Below is even more exciting news from the record-breaking event.

International Interest

Steve Hill speaking on stage — Steve Hill, CEO and president of the Las Vegas Convention and Visitors Authority

Las Vegas Convention and Visitors Authority President and CEO Steve Hill welcomed visitors from around the world and explained that while Canadian leisure travel to the city was down “on principle,” that same sector was up from Europe and convention business has been a strong base with big events on the horizon and new venues in the works to greet them.

The new 33,000-seat domed Las Vegas Ballpark Experience in walking distance from Mandalay Bay Convention Center will be open in time for the 2028 MLB season and a 700-foot-tall guitar for Hard Rock Hotel & Casino Las Vegas on the site of the former Mirage opens in 2027.

Neuro Accessible

The IMEX Group worked with the American Psychological Association (APA) and the Australian Psychological Society (APS) was awarded Level III Comprehensive Neurodivergent Accommodation, the highest level of endorsement for areas such as the hosted-buyer lounge and the resilience room but did not include the show floor.

Philadelphia Prepares for Banner Year

Managing a year filled with world-class soccer tournaments, a star-spangled semiquincentennial and the first big hospitality event of the year is a team effort, reported Philadelphia Convention and Visitors Bureau Chief Marketing Officer Joe Heller. The DMO is working with Greater Philadelphia Hotel Association, Pennsylvania Convention Center and Philadelphia Sports Complex (Xfinity Mobile Arena, Citizens Bank Park and Lincoln Financial Field).

By the time PCMA Convening Leaders arrives for the association’s 70th anniversary on January 11, the stage will have been set for March Madness in the spring, PGA Championship at Aronimink Golf Club in May, FIFA World Cup in June and July and a full year of America’s 250^th anniversary along with 20 citywides over 12 months.

“If we can handle all these global events, we have the venue infrastructure and hospitality ecosystem to handle event the most complicated meeting,” Heller said.

Los Angeles Announces Expansion of Convention Center and Staff

In advance of welcoming the world to Los Angeles for FIFA World CUP, the NBA All Star Game, U.S. Women’s Open, Super Bowl LXI, The Olympics and Paralympics, Los Angeles Tourism & Convention Board announced that the city has approved a plan to bridge Pico Boulevard, connecting the North and South halls for 750,000 sq. ft. of continuous space. Los Angeles will then be able to bid on some of the largest conventions in the country—starting now.

The majority of work will be complete before the Olympic team takes over their exclusive use period in 2028 for five events in the building. The rest of the work will be done by the spring of 2029. Already complete is the $15 million modernization of Los Angeles International Airport (LAX) and improved transportation connections.

New Los Angeles Tourism team Chief Sales Officer Mario Thompson (who previously sat on the Los Angeles Tourism Sales Advisory Council when he was market director of sales and marketing with JW Marriott L.A. LIVE) shared insights about how “improving the quality of life for all Angelinos through the economic and community benefits of tourism” will make it a leading city for hosting events. “I get to do something incredibly meaningful for our community and leave a lasting legacy,” he said.

Los Angeles Tourism CEO Adam Burke agreed. “These are amazing singular events. But they also create an indelible legacy that benefits the community.”

Hyatt Advances Simplicity, Wellness

Hyatt is trying to simplify the RFP and proposal process. The company announced a partnership with Groups360, a corporate group booking company, for instant hotel blocks. At the same time, a beta test using artificial intelligence to prioritize leads was expanded to 130 hotels in the Americas, reducing the time it takes to respond to RFPs by 25%. “Customizing sources for the type of business a person books will simplify the process for everyone and get back to relationships,” said Hyatt Senior Vice President of Events Steve Enselein.

With lead times severely compressed—two-thirds of business books and actualizes within 90 days right now—according to Enselein—speed is essential.

Once a group has chosen a Hyatt property, they have the benefit of the Together by Hyatt resources, including new wellbeing menus and event experience guides. That includes Sleep and Dream Specialist Leah Ann Bolen, Headspace videos and access to sleep kits popularized at Miraval.

Santa Barbara’s Culinary Scene Expanding

World-class chefs are coming to Santa Barbara. From Executive Chef John Vasquez’s down-home take on fresh foods at Finch & Fork in Kimpton Canary Hotel and Bettina alum John Parker’s farmer-adjacent fare at La Paloma to Maple & Ash visionary Danny Grant’s newest coastal Italian interpretation Marisella, the emphasis is on real food prepared lovingly. For a luxury take on fresh air dining in Montecito, OSPI offers a private dining room with an Italian accent. Visit Santa Barbara Director of Sales Beth Olson suggested arriving early for a site inspection for a taste.

An Update from Day 3

Check out our day one and day two recaps of IMEX America 2025.