Smart Meetings | Page 208 of 602 | Corporate Event Planning: Business Events, Meetings, Conferences

Editor’s Note: As part of Back Light, a series of articles sharing illuminating insider observations, we asked Cara Banasch, vice president of sales with Omni Hotels & Resorts to share some of her insights from a cross-country road trip to visit with clients and community leaders at 15 Omni properties between Boston and Minneapolis.

When the COVID-19 all clear finally comes, each of us will remember this time and space for different reasons. Many have experienced tragedy, and all of us will remember the heights of our concern and likely the opposite—some rare gifts that came of our experience.

Questions about what the future might look like, not just for hospitality, but for our communities, our country and the world in general, are daunting even for many of us who have evolved with rapid growth and change all around us the last few decades.

To compound a sense of strange times, none of us at Omni Service Center have ever spent six months “in” the office, even most count more than 20 years of experience in the industry. We have all built careers on developing relationships directly with our teams and collaborating in person to create solutions for our clients in a highly experiential industry.

Here Comes Omni: Road Ready

The road trip was a wacky idea that came of fatigue from sitting behind screens day-after-day, dealing with cancellations and being concerned about exposure for our new-build hotels. We developed a desire to get out to test our Omni Safe & Clean protocols and to stay connected with clients, as well as to see our teams in person. At Omni we have long been invested in Say Goodnight to Hunger, an initiative that contributes meals in our communities via Feeding America. With many of our hotels challenged early on by the pandemic, we knew that they also would be challenged to provide meals.

More: How to Meet Live During a Pandemic for a Good Cause

More: How to Sleep While on The Road

The idea to brand an RV and to drive across the country over 5,000 miles to 15 of our properties and to donate over 50,000 meals amidst a pandemic was audacious and could easily have been dismissed as high risk. However, the more we thought about what we hoped to accomplish, as well as the tools available to us that we had designed to assist our operating hotels to service guests and groups, it became more and more of a fun possibility.

While a few may have thought we were crazy to begin with, everyone quickly acknowledged the importance to taking action to combat the longing for connection while giving back when so many of our peers and teams were in need. The project took on a life of its own with leaders and operations’ team members joining our sales teams to rally around the idea of socially distanced food drives and porte-cochere tailgate-style outdoor events.

Lessons Learned

The ultimate gift of the trip was a renewed sense of awe for the beauty of our country and the many places of inspiration that we all share from ballparks to pastry shops, iconic monuments and auditoriums, dive bar honky tonks and barbecue joints, to new unseen places and the anticipation of future memories and experiences.

We learned to appreciate that even when we don’t feel like we have control, we can all still make a difference.

Most of all, we have battled a myth for years that technology would make business travel and face to face meetings obsolete. If we learned anything from COVID-19, it has shown us the importance of our social connections and that what we do is truly special. Meetings can still happen, safely. They aren’t going anywhere.

There was a lot of emotion out there on the road and it was extraordinary to see the joy for those who have been mostly at home by themselves for months now and to see the excitement of connecting in person. None of us will ever opt for a virtual solution vs. a face-to-face meeting after being forced to survive “on-screen” only for six months. When this is over, we will always remember the potential and possibilities of what we can accomplish when we stay connected and when we communicate all that is positive and collaborative.

Those 10 days re-connecting with our associates and clients was better than we could have imagined. There is an enthusiasm to start planning again. The tour also reminded us all what we love about this business—and in-person (done safely) always beats virtual!

If someone reports sick after a gathering, a new AI-based system can trace contacts across four days and thousands of people in just four seconds. AI

This week, UNLV Lee Business School awarded Volan Technology the coveted Lee Prize Nevada Innovation Award for its advanced solution for enterprise-scale, precise and private contact tracing software. The technology could enable hospitality operators to make dramatic improvements in virus prevention—and save millions of dollars in manual tracing.

The software also enables organizations to report and respond to emergencies with extraordinary speed and accuracy.

Michael Bettua, founder and CEO of Volan Technologies, explained that The Volan Positioning System (VPS) uses “micro-location geofencing” technology and data analytics to identify both direct and indirect exposure risk across locations and over time, and calculate those most exposed using a patented scoring system that exceeds the CDC’s latest guidelines for determining “close contact” and assesses accumulated exposure, not just sustained contact.

Bettua said the technology was already in development before the pandemic as a location-based alarm for housekeepers. It was repurposed to address the challenges of helping meetings address contagion concerns. “Short term solutions, such as protective equipment and masks were being addressed, but occupancy and monitoring were being done manually and not effective,” he said.

Read Professor Leith Marin’s suggestions for Launching a Hospitality Startup Here.

VPS also enables hotels, schools and other large properties to prepare the most effective response and dramatically improve emergency response and the safety of staff. It can pinpoint the exact, real-time location of an incident, staff member(s) affected and incident type (fire, medical, assault, intruder) with 3-D mapping.

Martin called Volan’s product “a big deal” because it enables meeting professionals to be more strategic. “If someone gets sick, you don’t have to send everyone home. The data allows everyone to be more efficient.” It could also aid organizers in how they set up a space to remove pinch points.

The prize was laser focused on recognizing innovation that will accelerate the hospitality, meetings and conventions, and entertainment industries into a safer “new normal” in a post-COVID world.

Leith Martin, executive director of Troesh Center of Entrepreneurship and Innovation, said that the judges, which included Wolfgang Puck, Steve Aoki, William P. Foley II (Vegas Golden Knights owner), Maurice J. Gallagher, Jr. (CEO, Allegiant Air) and Bill Hornbuckle (CEO and president, MGM Resorts), chose eight prize winners in all, from some 250 submissions. The winners will share a $1 million prize.

In September, Walt Disney World Swan and Dolphin was host hotel for professional soccer’s MLS is Back Tournament. MLS was the first pro league to create a bubble atmosphere for players, separating the athletes from the spectators, thus protecting everyone. group travel

This example was cited in newly compiled data from InterContinental Hotels Group (IHG), which shows that sports and entertainment are leading the comeback for group travel.

According to the study, sports and entertainment bookings have been increasing steadily since the earliest days of the COVID-19 outbreak. Thanks to the entertainment business, for example, at least two properties, Kimpton Monaco in Portland, Oregon, and Staybridge Suites Long Beach Airport, in California, were able to reopen sooner than anticipated.

“Film and television productions are looking for responsible ways to keep their projects on track and produce content for 2021 and beyond. Many productions are utilizing our hotels in cities such as Atlanta; Chicago; San Diego; and Manchester, England to create ‘bubbles’ for crews to sequester while filming,” Derek DeCross, senior vice president of global sales for IHG Hotels & Resorts, said.

Sports bookings have seen monthly improvement since May, and through August have accounted for more than 1/3 of booked group business, with larger bookings slated for 2021 and beyond. Youth sports bookings have been made at IHG brands like Holiday Inn and Holiday Inn Express. And Indianapolis recently hosted Tournament of Champions, a California-based high school tournament.

IHG’s research notes growth in other sectors as well. August saw a significant gain in medical- and pharmaceutical-related bookings and the biggest increase in automotive industry bookings since January.

Hybrid meetings may be the bridge to bringing corporate gatherings back. Not everyone is going to be comfortable attending a meeting in person just yet, or anytime soon. Offering a choice about whether to participate in person or online allows people to make their own decisions about what works for their comfort level and company policy. insurance

Bonus: This multichannel model allows companies to reach a larger audience.

But if this strange time has taught us anything, it’s that a shift to hybrid doesn’t mean all you have to do is point a video camera at the stage. In an exclusive webinar with Smart Meetings, “Hybrid Ready: Tips for Navigating the Bridge Back to Meeting for Finance and Insurance,” Jennifer Squeglia, member of FICP’s board of directors and head of RLC Events, joined Ann Luketic, marketing specialist with Progressive Insurance, to share seven considerations when planning a hybrid meeting for groups that may be conservative in their return to physical travel.

1. Budget: Hybrid meetings require healthy AV line items if you are going to engage both audiences. Some of those costs may be offset by fewer people attending in person, meaning less food and beverage, hotel rooms and travel costs will be incurred. But when you hire production staff for multiple feeds, overall costs could increase, so factor that in when talking to executives.

Think of the production budget as an investment that pays off in engagement. The financial and insurance industry is based on relationships, and the more you can engage your clients, the more you can strengthen the relationship. Today, every event is competing with many others—the barrier to entry is as low as the Zoom account form. Rising above other options for how you audience chooses to spend its time is essential.

2. Venues: A great deal of uncertainty about the right way to meet still exists. Contracts need to designate roles and responsibilities for meeting professionals and their hospitality partners under a number of different scenarios, depending on who is in charge of executing best practices for the pandemic when the meeting actually occurs. Who will manage screening and cleaning? Who removes attendees who do not abide by the guidelines?

Alternative plans covered in the contract also need to include the possibility that a group may outgrow a venue if social-distancing guidelines make the space unworkable. Or it may point to a smaller venue where your group can take over the entire property to create a COVID bubble.

All these considerations are even more difficult when making site inspection trips is challenging. That reality puts a premium on clear communication with the venue partner.

3. Vendor Research: From virtual platforms to menus, gifting and transportation, each aspect of the meeting will require more homework to find the right partner. No set checklist for all these items exists yet.

Start with your vision for the event, key elements you want to include to make it unique and how you will evaluate success at the end. During this transition time, finding a flexible vendor is essential—the rules are changing quickly. Creating a broadcast entails a lot of moving parts, and we don’t all have experience in that area. What has been most effective is reaching out to peers and asking them to share real-world lessons.

4. Technology: Your vendor’s technology has to play nice with your company’s technology and what is running on people’s desks at home. Offering to upgrade your customer’s webcams as a gift can be one way to strengthen the relationship.

The chosen technology should match the experience. Start by focusing on what experience you want to deliver, then choose the tech that meets your goals. You may find a less expensive solution that fits better than the fancy platform.

Then, once you have the production team and technology in place, it is important to rehearse. Put in the time polishing to make it worth your audience’s time. Remember, you are competing more than ever for their attention.

5. Communication: From marketing to registration and post-event communication, your messaging must be timely and consistent. Whether people are attending in person or virtually, respect their decisions and deliver information in the way they are comfortable receiving it. A survey asking about comfort levels is a possible starting point.

6. Engagement: When there are two distinct audiences, having a plan for each experience will help everyone feel included. That could require separate moderators as dedicated hosts for each channel, like how sports are broadcast on television.

Even the length of the program for the virtual audience may have to change. You still must work in breaks, music, gamification and other interactive tools. Just as you have to visualize the experience for the in-person audience, consider how it will feel to sit in front of a screen for the streaming audience. At the end of the day, the goal is to establish an emotional connection on all channels—because that sets a memory.

7. Duty of Care: Meeting professionals have a lot more on their checklists now. That could include hiring medical staff, working with legal teams and coordinating with venue partners on things such as F&B, traffic flow and the possibility of temperature checks. One hack: When creating all possible contingency plans, designate someone as the final decision maker, with a clear process.

Look for the 2020 Smart Meetings Award winners in the March issue and register today to meet them at the Smart Women in Meetings Summit at the Ritz-Carlton Denver April 23.

When Smart Meetings CEO Marin Bright hosted the first Smart Woman Summit in 2016, she couldn’t imagine the dramatic changes coming to the world and the meetings industry. She only knew that it was time to carve out a place to celebrate the achievements of inspirational individuals and empower their success by connecting them with experts and peers who could support them in their individual quests.

More: Smart Meetings Announces Winners of 2019 Smart Women in Meetings Awards

As we approach the five-year anniversary of this momentous occasion, Smart Meetings asked some of the women honored at that event what has happened in their lives, careers and the world since they walked that stage. Check out their responses.

Leanne Andrecyk, CEM, managing partner, ZedEvents Great Productions: I continue to grow my business and have expanded our strategic consulting service offerings. I am proud to say we are now a fully virtual operation providing flexibility to our team and on-site personal service to our clients. Since the awards, I decided to share my knowledge and spent some time teaching at a private college. Most recently, I was asked to join the Program Advisory Board for our local community college that now offers an advanced diploma in event management. I had the fantastic opportunity to be part of the event execution team to oversee a VIP meet and greet experience with Barrack Obama, who came to Halifax this past year, in celebration of the 70th Anniversary of the Nova Scotia Cooperative Council. It is, by far, my new career highlight. Personally, I have embraced my 50th birthday milestone, vacation and travelling and take every opportunity to wander the world with my husband and daughter.

Marie-Claire Andrews, manager, Wairarapa Economic Development Strategy, founder, 3mile.nz and president, Association for Women in Events: I’ve been on a huge personal journey. I moved from the city to the country, married my sweetheart of more than 20 years in Vegas (at the end of IMEX, of course!), fought and won my first and only boxing match and passed the 40-year mark! Professionally, I handed over ShowGizmo to a new CEO, helped establish the Event Tech Tribe, opened a co-working space and joined Association for Women in Events (AWE). Within that organization I moved from volunteer to board member to vice-president to president in four years. Such is the opportunity within our awesome team! I’ve watched our industry face up to the realities of the barriers that women face with a spotlight shined on them via my friends and colleagues leading the #meetingstoo movement and the Sexual Harassment task force. But there’s still more progress to happen—and sooner rather than later under my watch, I hope. We’re working on research this year to establish the true situation for all those who identify as women in our industry and once we’re armed with that, buckle up! It’s going to be quite the ride of change.

Tania Armenta, president and CEO, Visit Albuquerque: In a highly competitive and fast-paced environment, I’ve been reminded of the value of making the process as simple as possible for planners. We see more meeting planners looking for a place that offers a new and different experience along with a growing interest in mid-sized cities. There has also been increasing interest in the intellectual capital that a destination offers. This has been great news for Albuquerque as we are uniquely positioned to deliver a genuinely different experience with our distinct culture, climate and landscape along with our abundance of intellectual capital. Our key to success over the last few years has been increasing planners’ awareness of Albuquerque.

Holly Duckworth, stress reduction specialist, CEO of Leadership Solutions International and author of Everyday Mindfulness: I have learned perseverance. Life is a journey with many paths. Some roads open to freeways and others to dirt trails. Keep going. In order to become anything in our personal and professional lives, we must remain mindful of what you are here to create with your life and keep that front and center. That means sometimes we say, “yes,” and other times we must say, “no.” Believe in yourself; listen to that still small voice in you; and move in the direction of your dreams.

As a Trailblazer for mindful leadership working to build not only a business but an industry, many things have evolved in my work. Now the author of four award-winning books on mindful leadership, personal development and mindful sales, I am expanding my offerings beyond keynotes. I am thrilled to have a vibrant private and group coaching program for executives who desire mindful time in their work lives that transforms their home lives. In response to customer requests and expanded global work, I have returned to my corporate branding Leadership Solutions International. Our world clearly needs solutions now more than ever to new problems being created each day.

My 2020 word is “alignment.” I am continuing to lead the mindful leadership movement with a renewed commitment to the need for professionals to recognize that we must be better humans in business. We are in fact, human beings, and not “human doings.” I am simply sick of industry friends suffering from divorce, cancer, suicide, stress and diseases. I am looking to align with partners who want to be a part of the C-Suite Mindful Leadership Thought Council, continue to grow my podcast audience, and invite transformative discussions on how to lead businesses with less stress and more mindfulness.

The events industry has become more competitive. Women are self-pressuring ourselves to do the 24/7/365. We are hammering hard on the glass ceiling, but we still struggle to push the doors wide open. I think the pressures are greater as women are “supposed” to lead at home and at work. My wish would be that we, as “Smart Women” award winners, allow ourselves to be more authentic with the stresses and joys of this industry and help it become a sustainable place for more women to make a good income and impact.

Shameka Jennings, director of meetings and partnership development, National Coalition of STD Directors: Back then, I was in my first association role as education and programming manager for a D.C.-based health education association. I was in the beginning of my career and didn’t know where I would be going in my career, but I knew I loved what I did. And when I received the acknowledgement from Smart Meetings, my mindset and goals shifted to a grander scale of not only being a value to my organization, but to the events industry. Reflecting on my career since that point, I have two lessons that got me to where I am today. First is the importance and power of having a community and of speaking up.

Studying psychology in undergrad, I learned that a sense of belonging is an innate human quality. The events community is by far a curation of some of the best people the world has to offer. By attending events and participating in committees, I feel like I’m becoming the best version of myself because I’ve found of group of like-minded individuals who I can connect with, learn from and enjoy.

Secondly, I’ve learned over the course of my career that it is important not only to speak up, but also advocate for yourself and tell your own story. It’s important to speak up in meetings, share ideas, ask questions and know your worth. As women, it’s been imposed on that we need to “sit and look pretty.” I have been able to transcend the organizations I’ve worked for by rising my voice and introducing and implementing new ideas as well as creating more efficient strategies to reach our members and company culture. I’ve learned speaking up is a great tool to navigate my workspace.

I’ve also seen a momentum shift thanks to movements for women within the industry. Women across the industry are coming together to learn from one another and gaining the confidence to raise their voice to make a difference within the industry. It’s been inspiring to see and I’m excited to be along for the ride.

I am now a director of meetings, three-time Smart Women in Meetings awardee, recipient of multiple other recognitions, a past board member of AWE, and active member of the industry and events community. I can honestly say that a lot of it started with this recognition, giving me the confidence to live this award and truly become a smart woman in meetings.

Marie-Michèle Thibault, account manager for Marriott new builds and transitions in the Americas: A lot has changed in my life. I am still working in hospitality, but now focused on marketing, which is my true passion. I am currently in charge of all Marriott openings in Canada (including all brands) for everything as it relates to field marketing. I also have a couple of projects in the states. I had the chance to open 15 hotels last year!

I have learned to think big. I never thought I would be working outside of my own city. It was always a dream for me to work on international projects, but in the past 5 years, I realized that everything is possible—even your craziest dreams. With the right attitude, determination and dedication, nothing can stop you!

Terri Woodin, vice president of marketing and global meetings, hotel site selection and contract negotiations expert, Meeting Sites Resource: I feel women are more aware of the differences of how we are perceived and how we have to do things differently to get a seat at the C-Suite table, on boards or in our own organizational structures. More women believe they have earned the skills, education and made the contributions to aspire to these positions.

I have learned that new paths require a cultural shift in mindset, which can be like turning the titanic. Being focused, knowledgeable, engaging and doing all the follow through will get you where you want to be. There are not hard barriers like there used to be, so the mindset is shifting. What better time to be reaching new heights than when the window is opening wider than ever before?

I am currently vice president in my role at Meeting Sites Resource and I am on track to become senior vice president. I will continue to serve on the Michigan State University, The School of Hospitality Business Alumni Association Board where I mentor students, teach in the classrooms, work with professors on the curriculum and guide students on their interviewing skills and resumes to obtain internships and after-graduation positions. I was just selected to serve on the 2020 MPI Global Young Leaders Advisory Council where we assist in the development of strategy and project plans designed to connect young leaders with MPI chapters and MPI global offerings that support the transition from student to industry professional. I work with my local Rocky Mountain Chapter of MPI on a student scholarship fund that I created to help students attend local educational events to learn and connect with industry professionals.

Shawna Suckow, speaker, author and founder, The Buyer Insider and Senior Planners Industry Network (SPIN): Change for women always goes at a glacial pace, but we are starting to see cultural shifts. It takes a long time for those societal changes to reach the regular gal. I am starting to see women speakers stand up against the “manel” (all male panel) and planners booking more women speakers as keynotes. There’s also more social media shaming those who shame women, which I love. In general, it also feels like there’s more of a push for women to support other women, rather than compete or tear each other down.

In the past five years, I’ve learned that chasing the almighty dollar is less important than being there for my kids. My daughter left for college, my son is a high schooler and I can never get those years back. I’ve learned that more is not always better. Being present, mindful and intentional is better.

What is next? I’ve rolled out a new closing keynote called “Your Best Day,” and I’m writing the companion book now. It’s a major shift from the topics I’ve spoken on for years. I’ll still speak on sales/trends/consumer behavior, but this session is half goal setting from the conference, while the other half is about how to be more intentional at work and life.

Jennifer Lucio Vargas, president and CEO, 305 Communications & Events: The last five years have been some of tremendous growth both personally and professionally. I have been recognized twice amongst the top 500 industry professionals and have been featured in several national publications. My business has grown from a focus on mostly minority events to branching out to a lot of technology and cyber security-focused events, which as we all know is the future. The biggest lesson I have learned in the last five years is to prioritize quality over quantity in terms of the work I do. If the client/job/event is not right for me, I now know it is OK to walk away and leave the door open for another opportunity. Personally, I got married and a few years ago welcomed the pride and joy of my life—my son Lucas!

When I began my career in the meetings industry, I didn’t have a lot of women in events to look up to and the majority of my events were male-dominated in terms of content and attendance. In the last several years, I am starting to see the emergence of females in all arenas. They are no longer seeking a seat at the table; they want to head the table. Speaker-wise, they can be found on stage—sometimes as keynotes others in all female-driven panels. A lot of our events offer a women-focused component/track and the landscape of attendees has almost gotten to a 50/50 in terms of male versus female attendance. I have focused on connecting with these women who participate at my events, and it helped me grow as my relationships and my confidence as a professional. It has also helped to expand my network as a female entrepreneur because there are so many individuals out there that don’t understand the complexity of events and meeting management. I am often called on to offer my opinion, my advice and recommendations to improve upon existing events. It is also very important to me to empower the next generation of women by offering my perspectives and mentorship. I have been fortunate enough to take on some mentees and speak several times at my alma mater.

Biggest Lesson Leaned in the last five years: Never undervalue your work and expertise.

A Masterclass in Planning from Evelyn Hall

Evelyn Hall, executive assistant to The Chief People Officer and Chief Financial Officer, ABC Financial Services: Over the past few years, I have been getting better at my profession and positioning myself as a trusted resource for both internal and external customers. I’m seen as a Strategic Business Partner. I’m excited at what the future holds.

Planning and executing meetings/events/conferences is a huge challenge, but also a great opportunity to learn. Here are my takeaways in the past few years:

Creating landing pages prior to events is a definite benefit. Sometimes we begin promotions early and are not ready to share all the details. With the landing page, we are able to share basic information so that the people who are interested can sign up and receive regular updates.
Keep tabs on everything! Whenever possible, visit the venue in-person before booking. This gives a better feel of the space that a virtual tour won’t be able to provide.
Find partners for sponsorships and event promotions. I seek out local partners, forums, meet-ups and LinkedIn groups to gain insight, best practices, etc.
Mobilize company assets. We utilize our social media platforms to engage the audience we seek at tradeshows. Even for community and employee events, it’s a great tool using our social media pages on LinkedIn and Facebook.
Logistics! Have a clear action plan for everything that needs to be done before the event. Confirm all arrangements by phone and email. Remind everyone of the deadlines.
Screen the speakers. Just because a speaker is affiliated with a recognized brand does not mean they’re going to engage your crowd. Make certain the speakers have the right domain knowledge and fit within the scope of your conference.
Assemble an amazing crew! Don’t go it alone. We need people who observe the situation and proactively tackle issues that might arise during the event.
Always have a backup plan. Remember to prepare for the unexpected.
Finally, don’t underestimate the importance of food! As planners, we must pay special attention to the meals served during the event. Survey attendees for food allergies, intolerances and preferences. Whenever possible, go with local food. It’s fresh and tastes better.

Meeting professionals: are you wondering what hotels will be open this summer? Look no further! As the United States begins to ease restrictions on isolating due to COVID-19, many properties across the country are reopening their doors to the public.

To encourage travel and reassure guests that hotels are safe, they have doubled down on their cleaning standards and safety protocols. Many are getting certified by Global Biorisk Advisory Council with a star of approval for their plans.

Derek Stevens, CEO of the D and Golden Gate Hotel & Casino, went so far as give away 1,000 free one-way flights to Las Vegas from several American airlines, including Southwest, Allegiant and Spirit, to which guests wasted no time in booking. Las Vegas, in general, is leading the way with many of the casinos announcing openings for June 4.

In case you need help finding a destination contact, Destinations International created a destination listing where you can search for destinations in North America and Europe.

Below is a list of U.S. (and other countries) properties that have made announcements that they have opened or will open in the near future. This list will be updated as more are announced, so be sure to bookmark this page!

Note: Properties that do not have dates are now open.

West

California

The Clement Palo Alto

Embassy Suites Napa Valley

Harrah’s Resort Southern California

Heritage House Resort & Spa

Hotel Valencia Santana Row – Has remained open through COVID

Hyatt Regency Indian Wells Resort & Spa

Kimpton The Rowan Palm Springs

Lake Tahoe Resort

Macarthur Place Hotel & Spa

Omni Los Angeles Hotel at California Plaza

The Pearl Hotel

Pechanga Resort Casino

The Ritz-Carlton, Lake Tahoe

Solage

Ventana Big Sur – July 15

Colorado

The Gant Aspen

Garden of the Gods Resort and Club – Has remained open through COVID

Omni Interlocken Hotel

Nevada

Excalibur Hotel & Casino

Flamingo Las Vegas

Four Seasons Las Vegas

Golden Gate Hotel & Casino

Grand Sierra Resort and Casino

Hard Rock Lake Tahoe

Harrah’s Las Vegas

Harveys Lake Tahoe

Hyatt Regency Lake Tahoe Resort, Spa and Casino

Mandalay Bay

MGM Grand

The Mirage – August 27

New York-New York

Paris Las Vegas

The Platinum Hotel & Spa

Oregon

The Allison Inn & Spa

Hyatt Centric Downtown Portland

Utah

Amangiri

Best Western Holiday Hills

The Chateaux Deer Valley

Doubletree by Hilton Park City

Hotel Park City – Autograph Collection

Hyatt Centric Park City

Hyatt Place Park City

The Lodge at Blue Sky, Auberge Resorts Collection

Lodges at Deer Valley

The Lodge at The Mountain Village

Montage Deer Valley

Newpark Resort | Hotel & Conference Center

Park City Peaks Hotel

Sheraton Park City

Silver Baron Lodge

Silver King Hotel

Shadow Ridge Resort Hotel

Stein Eriksen Lodge Deer Valley

Treasure Mountain Inn Hotel & Conference Center

Waldorf Astoria Park City

Washington School House

Westgate Park City Resort & Spa

Utah Olympic Park

Wyoming

Amangani

Hawaii

Andaz Maui

The Ritz-Carlton, Kapalua — Nov. 16

Midwest

Nebraska

Omaha Marriott Downtown at Capitol District

Wisconsin

Grand Geneva

Hilton Madison

The Pfister Hotel

Timber Ridge Lodge & Waterpark

Northeast

Connecticut

Hilton Mystic

Madison Beach Hotel, Curio Collection by Hilton

Maine

Cliff House Maine

Massachusetts

Chatham Bars Inn

Hampton by Hilton Boston Natick

Holiday Inn Boston Bunker Hill

Ocean Edge Resort & Golf Club

Omni Parker House

The VERVE Hotel Boston Natick, Tapestry Collection by Hilton

New Hampshire

Omni Mount Washington Resort

New Jersey

Bally’s

Caesars

Hard Rock Hotel & Casino Atlantic City

Harrah’s Resort

New York

Mondrian Park Avenue

The Time Nyack

Pennsylvania

Omni Bedford Springs Resorts

Omni William Penn Hotel

Southeast

super bowl

Florida

1 Hotel South Beach

Art Ovation Hotel Sarasota

Club Med Sandpiper Bay

Dream South Beach

Feana Hotel Miami Beach

Gaylord Palms

Hard Rock Hotel at Universal Orlando

Hyatt Centric Las Olas Fort Lauderdale

Hyde Midtown Miami

InterContinental Miami

JW Marriott Orlando, Grande Lakes

Lido Beach Resort Sarasota

Lighthouse Hotel

Loews Royal Pacific Resort

Loews Sapphire Falls Resort

Mandarin Oriental, Miami

Marlin Bay Resort & Marina

Omni Jacksonville Hotel

Omni Amelia Island Resort

Orange County Convention Center

The Palms Hotel & Spa

The Resort at Longboat Key Club

Ridley House

The Ritz-Carlton Orlando, Grande Lakes

The Ritz-Carlton Sarasota

Shore Club South Beach

SLS LUX Brickell

SLS South Beach

St. Regis Bal Harbour Resort

Surfside Inn and Suites

Universal’s Aventura Hotel

Universal’s Cabana Bay Beach Resort

The Villas of Amelia Island

W Fort Lauderdale

W Miami

Walt Disney World Swan and Dolphin

The Westin Sarasota

Winslow’s Bungalows

Wyndham Grand Clearwater Beach

Georgia

Barnsley Resort

Omni Hotel at The Battery Atlanta

The Ritz-Carlton Reynolds, Lake Oconee

North Carolina

Unscripted Durham

South Carolina

Omni Hilton Head Oceanfront Resort

Wild Dunes Resort

Southwest

Arizona

Grand Canyon Railway & Hotel

Omni Scottsdale Resort & Spa at Montelucia

Omni Tucson National Resort

The Phoenician

Texas

Gaylord Texan

Grand Hyatt San Antonio – September 1

Hotel Alessandra – Has remained open through COVID

Hotel Valencia Riverwalk – Has remained open through COVID

Hyatt Regency Lost Pines Resort & Spa

Hyatt Regency Hill Country Resort and Spa

Hyatt Regency Frisco – Dallas

Omni Austin Hotel Downtown

Omni Barton Creek Resort & Spa

Omni La Mansion del Rio

Mokara Hotel & Spa

Omni Fort Worth Hotel

Omni Frisco Hotel

New Mexico

Hyatt Regency Tamaya Resort & Spa

Eldorado Hotel & Spa

South

Oklahoma

Skirvin Hilton Hotel

Tennessee

Dream Nashville

Gaylord Opryland

Sheraton Memphis Downtown – Has remained open through COVID

The Peabody Memphis – Has remained open through COVID

Hilton Memphis – Has remained open through COVID

Guest House at Graceland – Has remained open through COVID

Mid-Atlantic

Maryland

Hyatt Regency Chesapeake Bay Golf Resort, Spa and Marina

New England

Rhode Island

Ocean House

The Preserve Sporting Club & Residences

Weekapaug Inn

Canada

Alberta

Chateau Jasper

The Crimson

Elk + Avenue Hotel

Fairmont Banff Springs

Fairmont Chateau Lake Louise

Fairmont Hotel Vancouver

Fairmont Jasper Park Lodge

Sawridge Inn & Conference Centre

British Columbia

Fairmont Chateau Whistler

Europe

Iceland

Hotel Ranga

Costa Rica

Alajuela

Courtyard San Jose Airport Alajuela

Guanacaste

W Costa Rica – Reserva Conchal

The Westin Golf Resort & Spa, Playa Concha

El Mangroove Autograph Collection

Heradia

Costa Rica Marriott Hotel Hacienda Belen

Herradura

Los Suenos Marriott Ocean and Golf Resort

San Jose

Sheraton San Jose Hotel

Residence Inn San Jose Escazu

Puerto Rico

Dorado Beach

Dorado Beach, a Ritz-Carlton Reserve

Rio Grande

Hyatt Regency Grand Reserve Puerto Rico

San Juan

Caribe Hilton – October 8

Mexico

Acapulco

Las Brisas Acapulco

Cancun

Fiesta Americana Condesa Cancun All Inclusive

Grand Fiesta Americana Coral Beach Cancun

Live Aqua Beach Resort Cancun

Ixtapa

Las Brisas Ixtapa

Los Cabos

Grand Fiesta Americana Los Cabos All Inclusive Golf & Spa

Viceroy Los Cabos

Manzanillo

Las Hadas by Brisas

Mexico City

Galeria Plaza Reforma

Oaxaca

Las Brisas Huatulco

Playa del Carmen

Fairmont Mayakoba

Puerto Vallarta

Fiesta Americana Puerto Vallarta All Inclusive & Spa

Grand Fiesta Americana Puerto Vallarta All Inclusive Adults Only

Marriott Puerto Vallarta Resort & Spa

Queretaro

Haciendo Jurica by Brisas

Veracruz

Galeria Plaza Veracruz

Riviera Maya

Andaz Mayakoba Resort Riviera Maya

JW Marriott Cancun

Marriott Cancun Resort

Riviera Nayarit

W Punta de Mita

Caribbean

Aruba

Aruba Marriott Resort

Hilton Aruba Caribbean Resort & Casino

Bahamas

Bay View Suites Paradise Island, Bahamas

British Colonial Hilton, Nassau

Graycliff Hotel

Paradise Island Beach Club

Sunrise Beach Club & Villas

The Ocean Club, A Four Seasons Resort, Bahamas

Dominican Republic

Hyatt Zilara Cap Cana

Hyatt Ziva Cap Cana

Jamaica

Jamaica Inn

Round Hill Hotel and Villas

Turks and Caicos

Ocean Club Resorts

Know of a convention hotel opening that should be on this list? Please email [email protected].

Think back to February, when the life of a meeting prof was relatively predictable. Annual meetings and incentive trips were planned years in advance on the assumption that people would be able to do courageous things like sit in a metal tube packed with lots of other people and fly for hours thigh-to-thigh to reach a destination where they would shake hands, occasionally hug, eat from the same buffet and breathe the same air in conference rooms where the chairs were linked together in a way that you had to be a magician (or conference services manager) to undo.

While a lot of those things were deemed as dangerous as free climbing half dome after March due to the pandemic, the importance of rewarding top performers so they would keep performing, did not go away. That made the job of meeting professionals more challenging as they had to belay the crevasse between the old world and the virtual one while maintaining the elevated experience.

Two Everest-level planners shared their solution to this 16,000-ft. problem.

Flexible Luxury

David Stevens, director, Global Events, San Francisco Bay Area-based data company Alation, adopted a wait and see approach in March about his incentive planned for the end of May. Eventually, he pushed it to the end of summer and as the days ticked off the calendar and cases continued to increase, he faced the reality that might not happen either. “Canceling was never on the table as CEO Satyen Sangani knew how hard these team members had worked, he knew how much they needed their support networks, and he wanted to make sure they received the acknowledgement and recognition they deserved. “People are digging in deep this year to keep the business moving forward. We can’t ignore what they did last year and have to set ourselves up for success next year. Cancelling this would send the wrong message. So, what do we do?” Stevens asked himself.

More: Hack Your Incentives: The Meeting in Your Attendee’luxe

s Head

He turned to his partner, Jeanine Cliffe, global director with Four Seasons Hotels & Resorts, and asked her what kind of virtual programs they had done for their customers that would be memorable for a diverse group of participants.

The solution was to bookend the meeting with experiences and use those experiences to drive an innovative gifting strategy. A calendar invitation with a list of obscure ingredients was sent prior to the call to build anticipation. A box of Tiffany & Co. shakers and glasses arrived at each home the day before the event with instructions to keep it closed until the appointed time. Unboxing of each cocktail/mocktail item from the distinctive blue boxes revealed that they we were going to the Four Seasons Resort Los Cabos to make the perfect margarita. At that point, the chef took over the call and performed a cocktail/mocktail class.

After everyone had a drink in hand, the group toasted and thanked everyone for their contributions and toasted everyone. But, they kept going. Next up, they pull out the largest boxes—Four Seasons robes and slippers with their names custom embroidered. That was when the announcement was made that they would be going to Four Seasons Resort Oahu at Ko Olina for a “make your own spa scrub” class. “Watching people smear scrub across their forehead on a Zoom call was everything I could have hoped for,” Stevens said.

This pure joy was followed by a Four Seasons gift certificate. “As our company is spread out and people have different comfort levels, we wanted to empower them and their support team to be able to make the decision they were most comfortable with,” Stevens explained. “If they were okay with flying to a destination that is open, great. If they felt better driving to a local property and enjoying lots of room service, awesome. Or they could go shopping in the retail store and outfit their homes with all kinds of Four Seasons goodies.”

VIP Bling

Jenn Artura, head of global events, incentives and strategic programs for Santa Clara, California-based Veritas Technologies created an upscale virtual world to deliver a bespoke experience to top performers. “I didn’t want to try to create something that was like Costa Rica (the destination slated for this year’s trip) that will remind them every minute that they weren’t there,” she said. Instead, she worked with a design team to create an interactive, opulent Art Deco lobby based on a Pinterest inspiration that acted as the gateway to a night of gifting, entertainment and fun.

Attendees were let loose to explore the lobby area and find hidden prizes and fun videos from executives hamming it up making their favorite cocktail, celebrities such as Snoop Dog congratulating them and an easy “shopping” experience that let them choose from a closet of luxury items based on their qualifying level that would be mailed to them after the program.

The custom-built platform was designed to create those serendipitous moments in the virtual environment. Attendees navigated a hallway with their mouse to zoom in on lounge chairs, a bar and a grand piano or turn 360 degrees to see the 3D environment. Upon entering, celebrity host James Corden welcomed them with a custom performance to set the tone and the agenda.

At the appointed time, a bell went off and everyone went “up the stairs” to the ballroom for the gala awards show. As guests settle into their “seats” Champaigne bottles pop, indicating that it is time for them to open the bottles sent to their home along with their trophies. After DJ Brad set the mood, Corden was back to kick off the entertainment and awards.

What do you do when you need to bring the team together for a critical announcement, but not everyone is ready to travel? How about a hybrid meeting that streams content to multiple hubs, reducing costs while increasing collaboration? Recently, IACC CEO Mark Cooper announced the launch of IACC MultiPOD meetings—a framework and pledge of excellence to stage geographically diverse meetings, interconnected through strong technology platforms and collaborative venue solutions.

“This has been designed to cater for the way meetings need to happen in the current climate and is underpinned by our commitment to venue excellence. Given global restrictions on travel and limits on the number of people who can gather in person, many business events will take place regionally in smaller groups. However, that does not diminish the desire for in-person live experiences and to foster cross-fertilisation of ideas across countries and continents,” Cooper said.

Three Critical Features

The concept came about after IACC identified three critical features of a multi-located meeting; venue capabilities, strong technology and production delivery and collaboration between all parties. IACC partnered with meetings architect Mike van der Vijver of Mindmeeting, to design a benefits statement for harnessing the power of meetings and conferences taking place in two or more locations. The content, connections and collaboration were all key to an impactful event for attendees and the venues play a very important part. Each IACC venue commits to not only having in place MultiPOD knowledgeable staff with the ability to collaborate with the other venue teams, AV and production teams, making it easier for meeting professionals to manage the event.

PSAV and Electro-Media Design (EMD) also partnered with IACC to developed tje specification document and venue pledge committed to by the 400 IACC certified venues in 25 countries wishing to host a POD meeting. IACC, in conjunction with EMD, offers venues training and consultancy to ensure they are prepared for both MultiPOD and hybrid meeting hosting. PSAV offers a full range of production, platform and collaboration tools, adapted to each brief.

More: All Meetingprofs Want is a Production Studio

Sean Anderson, IACC’s global president and senior vice president of Sodexo Conferencing explained, “Our immediate focus is on keeping our colleagues, guests and families safe and healthy. At the same time, IACC venues around the world are banding together to help lead the industry’s recovery—and beyond. Personal contact and the closeness of face to face are powerful communication and connection tools. By creating our pods, venues will embrace all necessary elements of physical meetings and provide the necessary infrastructure for best-in-class hybrid solutions. By avoiding physical barriers and infusing the power of digital, we are able to help increase attendance, improve engagement and offer a more inclusive environment.”

Win-Win-Win

There are multiple benefits for meeting planners, including potential for lower costs as a result of reduced distance travel; opportunities for live networking, as well as online networking with people further afield; avoiding the complexities of health measures for larger group gatherings; an easy multiple venue sourcing process supported by IACC; and peace of mind from using IACC-endorsed hybrid technology providers.

While the coordination may be as simple as offering the same food and drink across all venues to provide shared experiences for attendees or sharing important planning related information in advance to save the meeting organiser time, it can also go much deeper if desired, Cooper explained.

Sometimes random conversations lead to meaningful results. What started as a casual discussion when Smart Meetings founder and CEO Marin Bright visited LEO Events principal Cindy Brewer in Memphis, Tennessee, back in November of 2018 quickly morphed into Canvas Consortium, a dynamic community focused on delivering a noncompetitive and solicitation-free idea exchange. By the time the first COVID-19 quarantine orders started rolling across the country, an invitation-only collective of corporate brand and event visionaries had taken root. The peer network met weekly as Canvas Conversations to share how they were dealing with weekly developments around rescheduling, contracts, protocols and team morale.

While the original idea had been to partner with Memphis Tourism to launch a new, game-changing industry event for senior corporate meeting professionals as the first group in the reimagined Renasant Convention Center, the pandemic had other ideas. “We weren’t going to let COVID stop us after two years of effort,” said Brewer. Hence the virtual pivot.

Fortune 500 companies and nonprofits, such as FedEx, The Home Depot, International Paper, Merkle, St. Jude Children’s Research Hospital and Walmart, supported the idea of an interactive, two-day discourse that incorporates the sense of place offered by the all-new convention center space translated into a virtual environment. And, like that, a new resource for meeting professionals looking to adapt during changing times was born.

Canvas Live will push play on the future of meeting conversation Oct. 27 with Lessons in Leadership, a panel featuring AutoZone CEO Bill Rhodes and Walmart Executive Vice President Janey Whiteside. Survival stories will feature case studies from top meeting professionals sharing their COVID strategies. And improv conversations will allow attendees to learn from each other in moderated forums. A panel about awareness around social justice and what it means for the events industry will point the way to meaningful action. The innovative program will end with a focus on the power of laughter.

And in 2021, attendees will come together for Canvas Live in person, Brewer pledged. Smart Meetings’ Bright seconded that emotion.

Purpose-Driven

Smart Meetings polled participants who will be lending their insights to the virtual discussion about the conference theme: How a sense of purpose can support events industry professionals during uncertain times. Their responses were nothing short of inspirational.

Malvin Gipson, Memphis Tourism vice president of sales, sports and convention services

As a destination marketing organization, we essentially transitioned into an industry communications agency at the onset of the travel slowdown. Sharing best practices and timely information, advocating for our industry as new health and safety ordinances were being developed and looking ahead by developing reopening plans was key, not only for our local industry, but for our members and clients as well. Canvas was originally designed as an in-person gathering of global brands that simultaneously showcased our new meetings facility product here in Memphis. We didn’t want to lose the momentum already achieved for our destination and the pivot to digital was essential. Innovative content and programming will still allow us to showcase what is already a strong and affordable leisure destination as an emerging meetings market with a sizeable investment in facilities and new hotel inventory.

Shelley Hodgkinson, senior director of event solutions with Walmart

2020 has been about keeping everyone engaged and involved, whether it’s my own team on a daily basis, or attendees in a meeting or event. It’s all about people and the stage of the journey they are in.

Pattie Kempka, Ducks Unlimited director of national meetings and conferences

Engaging and staying relevant to those passionate about our mission has become both the most important thing we do and also one of the hardest things to deliver during the pandemic. The opportunity to join virtual meetings and webinars has hit the average person at a frenzied pace. We have found shorter, more personal events are filling in the gaps until we can meet again in person.

Sally Pace, CEO of Connect Healthcare Collaboration, CANVAS Advisory Board Member and Memphis Tourism Board Chair

Each of us involved in CANVAS Live—whether as a participant or on the advisory committee—represents a brand. Now, more than ever, we have been challenged and stretched in ways that none of us could have imagined going into the start of this year. As 2020 draws to a close, I think the word “purpose” resonates with us so deeply because in the middle of our challenges, we know that our work is a calling. This work is an extension of ourselves and our contribution that allows us to find and serve with purpose during chaos.

Faith Morris, chief marketing and external affairs officer, National Civil Rights Museum and panelist for the “Are We Woke Yet? A Social Consciousness Conversation” happening on Tuesday

Purpose is a standing guiding principle for the National Civil Rights Museum. We constantly reflect on why we exist as a catalyst for positive social change and how that manifests in our work and impact. The museum is a site of tragedy and challenge, but also of hope and healing, which guides our purpose in preserving Dr. King’s legacy and engaging in the ongoing struggle for civil and human rights. During this pandemic and time of prevailing social injustice, we’re even more mindful of how our purpose has driven thousands from around the world to come to this place and be immersed.

Lessons Learned

And what have we learned during this time? It turns out we have grown a lot wiser.

Malvin Gipson: Be flexible and welcome change. A willingness to adapt to this ever-changing environment has never been more essential than it has been in the last nine months, and we know that to be true for the future as well. There is little we can control with the virus, one of the first lessons has been to accept where we are and move forward with the appropriate next steps that may not be in any strategic plan. We were proactive and worked hard to guide staff for this pivot into a new normal that we know will continue to present unexpected curves. Being flexible is the smart move, as is working to maintain, grow and cultivate relationships.

Shelley Hodgkinson: My biggest learning for 2020 is to keep moving and be flexible. Keep an open mind and continue to always put the customer or client first. Going forward, its going to be key to have options; we need to be able to respond quickly to the ever-changing requirements of the outside world, whatever it may look like.

Pattie Kempka: The biggest lesson we learned is to stay nimble, become more creative and make it fun! No one knows our audience better than us. Engaging content is king and we have learned to tell our story efficiently and compellingly by utilizing our most engaging presenters. No one wants to watch a talking head. Relating the content to the attendee is far easier to do when your story is thoughtfully considered and told in a manner that is engaging, energetic and humorous!

Sally Pace: One of the most impactful lessons for me has been around being nimble. It doesn’t mean being sloppy or taking shortcuts, but it absolutely means figuring out how to adjust and pivot while still carrying out the course of business. In order to accomplish this, it’s been important to have more frequent check-ins with team members and clients. They provide a realistic view of where your holes are and often have the answers needed on how to adjust or improve. I’ve heard other leaders express it in this way, “we’ve had to make decisions in days or weeks that, before, would have taken months or a year.” Moving at the speed of business is never going to slow down. Those who are nimble can keep up!

Faith Morris: Pivoting is a thing! Since COVID, we have had to rethink everything. When and how to reopen. After we reopened, how to keep people safe and distanced while engaging them in the story of the Civil Rights Movement (encouraging them not to touch anything). Suddenly, there’s a virtual aspect to pretty much everything we do. Becoming pros at transforming our programming into virtual events that expand more broadly and globally. There’s little about how we operate that has not been reimagined.

What’s better to find in your stocking than candy, diamonds or even your two front teeth? Meeting professionals facing a year of lumps of coal are putting venues with a turnkey production studio at the top of their lists. As hybrid meetings become the norm going forward, having the ability to record and produce from the meeting space could be the best present ever.

“The more venues can help us achieve the Monday Night Football model, the better off we all will be,” said Megan Finnell, director of meetings and conferences with Medical Group Management Association (MGMA). “That is the future, and it is never going away.”

Venues across the world are listening, and many have already delivered with upgraded equipment, dedicated space and on-site expertise.

1. Puerto Rico Convention Center boasts a 600,000-square-foot space with high-end video conferencing capabilities. The Broadcast Studio can be set up in any of the 15 meeting rooms or 29 break-out rooms and includes livestreaming, video broadcast and interactive video editing. Clients can choose to work with the venue’s preferred AV company, PSAV, or bring their own. Enhancements available include Wi-Fi, dynamic backdrops (panels, monitors, LED walls), stage design (furniture and plants) and remote-presenter kits.

2. StreamLine by Loews is a new brand-wide solution for virtual gatherings. Alex Tisch, president of Loews Hotels & Co. explained the offering as a “deliberate virtual meetings experience aimed to exceed the expectations of groups looking to assemble in any way they desire.”

StreamLine features two options. Virtual Meetings Your Way promises the same attention to detail whether the meeting is virtual or in-person, or a hybrid of both. It includes 15 percent off the best available rate for presenter and production guest rooms, a 10 percent food and beverage discount across the hotel, meeting space rental at $1 per square foot and no cost for bringing in an outside production company. Some conditions apply.

The second offering, available at select properties, is called The Virtual Presentation Stage. It’s based on a partnership with PSAV to offer turnkey, state-of-the-art technology studio spaces, featuring built-in technology that can deliver professional footage in a styled environment, with the ability to broadcast globally. Packages begin at $5,000, with price varying based on production requirements.

3. ExCeL London partnered with AV supplier Anna Valley to establish a unique environment for organizers to deliver dynamic hybrid events, using an adaptable digital backdrop and stage floor, a multicamera and full-sound system and lighting rig, as well as space for up to 30 delegates socially distanced per government guidelines. Remote presenters with broadcast-quality feeds can be included in studio activity, and content can be streamed to platforms such as Zoom, YouTube and Facebook.

The studio is in a central, self-contained area above the venue’s main event halls, making it an easy addition to a larger, live conference or hybrid event. Nearby are office spaces, green rooms and production areas.

“While nothing beats meeting face-to-face or being amid the buzz of an auditorium, this studio will enable organizers to deliver exceptional audience experiences whether the event is attended in person or remotely,” said Jeremy Rees, ExCeL London CEO.

4. Explore St. Louis recently introduced StreamStage at America’s Center, a new hybrid meeting solution offered in the Ferrara Theatre. It’s got everything needed for a hybrid experience, including a production manager, ample theater space for social distancing, internet bandwidth for livestreaming, an HD camera, a studio backdrop with lighting and projection capabilities, and audio and streaming technology; the package can be rented for a half or full day. America’s Center partners PSAV and Smart City provide all technology, project management and streaming services.

“Our new StreamStage is a direct response to organizers seeking new ways to connect with their stakeholders in a safe and responsible manner and embodies our dedication to building the meeting facility of the future,” said Kitty Ratcliffe, president of Explore St. Louis.

StreamStage is a component of the AC Next Gen Project, St. Louis’ $175 million upgrade of America’s Center. Other upgrades specifically designed to for in-person safety include touch-free doorways, a 60,000-square-foot ballroom, expansive outdoor green spaces and enhanced ventilation throughout an additional 92,000 sq. ft. of exhibit space.

5. Long Beach Convention & Visitors Bureau and the Long Beach Convention & Entertainment Center (LBCEC) has rolled out Long Beach Live, touted as a turnkey solution for the blended meetings and events industry. This digital-first approach takes cues from hosting events such as Twitch and TED, both of which enjoy highly engaged audiences in person and online.

The LBCEC campus has been turned into a multicamera, multispace broadcast facility. Virtual audiences are encouraged to participate using Long Beach Live’s digital platform, which allows for chat, social integration and other remote interactivity.

A new director of creative initiatives will act as executive producer, guiding the planning process and ensuring a cohesive bridge between the live event and a sophisticated broadcast production. Additionally, the entire Long Beach CVB team has received PCMA’s Digital Event Strategist (DES) certification. A show producer with a background in the television and film industry will manage the production crew.

Recent changes to the campus include boosting bandwidth capabilities, increased lighting in all venues, construction of a stand-alone studio, an array of remote-controlled robotic cameras and the addition of production and edit space.

“Long Beach Live is an innovative solution to renewing the state of the meetings industry,” said Steve Goodling, president and CEO of the Long Beach Convention & Visitors Bureau. “The industry has largely focused on the in-person experience. However, blended events present the opportunity for greater connection, larger audiences, evergreen content, smaller carbon footprint, ongoing engagement and more.”

6. Javits Center in New York City installed a 30,000-square-foot broadcast studio that can accommodate up to 300 attendees with social distancing measures in place. At the end of September the facility, which is still embarking on a 1.2-million-square-foot expansion, welcomed Nest Summit, the largest international climate summit, for a virtual program. The space boasted a giant video wall, an on-site production team, a control room and multiple video cameras.

Javits is one of a host of NYC venues prepared to host hybrid gatherings. The list includes Convene‘s 14 venues in the city; etc.venues, which partner with Glisser to offer elevated audience engagement and insights; Ziegfeld Ballroom and Manhattan Center, which, in partnership with Metro Multimedia, offers livestreams, web hosting and studio spaces.

“As we look forward to welcoming larger groups back to New York City in the future, we are able to bring the only-in-NYC meeting and event experience directly to delegates, no matter where they are in the world, through these hybrid offerings,” added Jerry Cito, Executive Vice President of Convention Development at NYC & Company.

Questions to Ask Producer Partners

Live Nation Special Events, the umbrella for 150 venues, including House of Blues concert stages in multiple cities, Coca-Cola Roxy in Atlanta and Orpheum Theatre in Boston, has a long history of streaming content for corporate groups. Barbara Bouman, Live Nation vice president of national sales, shared tips for what to ask your potential producer partner before deciding on where to host your hybrid meeting.

What are your goals? This is always the starting point. What are you hoping to accomplish, what is the purpose and how will you measure success?

How many people will be attending? Start with the scope of who will be attending in person, how many may be in the virtual audience and where will they be coming from.

What is included, and what will you have to rent? When a venue has the equipment on site, that can reduce the price, but ask early on if special equipment will be needed to deliver the experience you are expecting. This would also be a good time to ask what bandwidth is included, its capacity and if you will be charged extra for Wi-Fi.

What cleanliness and sanitation measures are in place? Ask for the protocols, how they handle F&B on site, a map of how traffic will flow and where sanitations stations will be located.

How are you making your virtual audience feel as included as the in-person audience? This is the time to talk about ways to engage the at-home audience. Can you insert a video wall behind the in-person speaker that scrolls through social media feeds tagging the event? Will you be able to create a sense of place by showing iconic video of the venue? Will you be sending kits home with snacks, swag and props? Will you hire a separate virtual moderator to speak directly to the virtual audience?