Smart Meetings | Page 32 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

Leadership expert Shane Feldman shares strategies for authentic engagement, community-building and navigating AI

The main goal of a meeting planner is to create an engaging experience that enables people from all walks of life to connect under an umbrella of ideas in an environment forged around connection, learning and innovating.

In the recent webinar, “Driving Connection & Collaboration in a New World,” Smart Meetings spoke with leadership expert Shane Feldman, founder of Count Me In, who has worked across 40 countries. Feldman shared his thoughts on connection, community and technology.

Check out the full webinar here.

Relationships and Customization Matter

In a world where everything is demanding our attention—whether it be emails, Slack channels or mobile phones—planners face the critical challenge of drawing attendees into the present moment.

“Community isn’t something you find. It’s something you create,” Feldman said. “Especially today, what people actually crave most is personalization.”

Customized experiences that make attendees feel seen and acknowledged will encourage future investment, especially for annual or recurring events.

Three Pillars of Connection

For planners looking for a strong foundation to improve attendee engagement, Feldman outlined three universal truths:

All humans crave connection.

“As social beings, humans actually crave connection, no matter where they fall on the introvert-extrovert spectrum,” Feldman said.

Community must be created, not observed.

“You can’t peer in at a group of people and say, ‘That’s community.’ Community is only real when you help build it,” he said.

Plus-one moments create emotional bonds.

“It’s almost always the moments between that people remember—the ones that feel personalized and thoughtful,” Feldman said.

Lessons Learned from Around the World

Through his work and travels, Feldman shared lessons learned from different cultures.

Training with a Michelin-starred chef in Tokyo provided insight into preparation and depth. He said, “Sometimes the simplest solutions — like a tint of blue in laundry detergent — solve the most complex problems.”.

In Vietnam, he observed a cultural commitment to openness through body language.
“In Vietnam, they leave the circle open—always leaving space for someone else to join,” Feldman said. “Keeping a gap makes it easier for new people to slide in, listen, contribute and belong.”

Feldman also introduced the concept of the Triangle of Trust, which he learned from a traditional Zulu elder. “If you want leaders, not followers, you have to show up authentic, believable and caring every single day,” he said.

The AI Factor

Feldman also offered a perspective on the growing influence of artificial intelligence, warning about potential pitfalls without human oversight.

“Generative AI is like a very well-read toddler — smart, but definitely not ready to run the show alone,” Feldman said. “If your AI is talking to my AI while another AI is taking notes, we’re in trouble. Humans don’t want that world.”

Still, Feldman acknowledged that AI could help planners reclaim valuable time for more strategic work. “The real question is: what are you going to do with the time you free up?” he said. “Will you invest it in deeper relationships and strategic thinking?”

Building Stronger Relationships

When it comes to intentionally building relationships, Feldman encouraged moving beyond stereotypes.

“Stop thinking about demographics. Start thinking about humans—real people behind the numbers,” he said. “Personalization — offering choice and gathering live feedback—will beat age-based assumptions every time.”

In search of a group adventure with fresh air and stunning views? Wyndham’s new Hiking Concierge is coming just in time for National Park Week. Headed to the airport soon? Make sure you’re bringing the right documents, since REAL ID rules officially kick in on May 7. Wondering if a river cruise could add a little magic to your next meeting? AmaWaterways has something new that just might fit the bill.

As always, Smart Travel is here to keep you in the loop with the latest travel and tourism news you need to know.

WorldMark by Wyndham Promotes Hiking Concierge Program Near Top National Parks

For planners looking to combine the great outdoors with comfort, WorldMark by Wyndham is calling attention to its Hiking Concierge program just in time for National Park Week, which kicks off April 19. The program is designed to help travelers of all skill levels make the most of their time outdoors without giving up the comforts of home.

WorldMark partnered with Ash Nudd, a former park ranger and creator of the popular Dirt In My Shoes hiking blog, to serve as the official Hiking Concierge. With experience working in Utah, Alaska and Wyoming, Nudd shares expert tips and personalized advice through the program. Guests also receive discounts on select Dirt In My Shoes park itineraries, making it easy to plan a hiking trip that fits every level of adventure.

Read More: Fitness on the Go

“I highly recommend WorldMark by Wyndham,” said Nudd. “Each property beautifully merges the natural allure of the parks with the comforts of home, and multi-bedroom suites feature separate living and dining areas and fully equipped kitchens. Plus, most suites include an in-suite washer and dryer for hassle-free cleanup post-hiking.”

The Hiking Concierge program is available at five WorldMark properties located near some of the country’s most iconic parks, including Yellowstone and Yosemite. For groups, the combination of national park access and condo-style accommodations offers a unique twist on incentive travel—one where attendees can reconnect with nature by day and enjoy cozy living spaces by night.

Southwest Rolls Out Extra-Legroom Seats Starting May 1

Southwest Airlines is getting ready to offer a new level of comfort in the skies. Starting May 1, travelers may find expanded-legroom seating available on select retrofitted Boeing 737-800 and 737 Max 8 aircraft, marking a major shift as the airline gradually moves toward a more premium, flexible experience for business and group travelers.

The first planes to feature the new seating layout will begin flying this spring, with retrofits continuing steadily through the year. While the extra-room seats will initially be available to early boarders on a first-come, first-served basis, Southwest plans to begin selling them and offering assigned seating by early 2026.

According to Southwest’s updated seat maps, the first five rows of each refitted plane will offer extra legroom, along with exit rows further back. Preferred seats, located just behind the extra-room section, will offer standard legroom but sit closer to the front of the plane for quicker exits. Regular standard seats will make up the remaining 14 rows.

“Whether traveling for work or fun, we are evolving to better meet our customers’ needs with more options and more comfort,” a Southwest representative shared.

Southwest plans to retrofit up to 150 planes per month—an ambitious pace that signals just how seriously the airline is taking its commercial transformation. Along with extra-room seating, Southwest’s evolving model will also include basic economy fares and adjustments to its longstanding two-bags-fly-free policy.

REAL ID Countdown: New Travel ID Rules Start May 7

The clock is ticking for travelers across the U.S. as a major ID requirement deadline approaches. Starting May 7, 2025, all travelers 18 and older must present a REAL ID-compliant driver’s license or another acceptable form of identification to board domestic flights.

Not sure if your license is REAL ID-compliant? Check TSA requirements on their website to be sure you’re prepared for your next flight.

“Passengers who arrive at the security checkpoint without a REAL ID-compliant license or an alternate form of acceptable ID could face additional screening and possible delays,” TSA officials said during a recent media event at Fresno Yosemite International Airport (FAT).

As travelers prepare for Easter and spring travel, TSA encourages travelers to arrive early, pack smart and know the rules about liquids to speed up the security process. For added convenience, passengers can also download the free myTSA app or text AskTSA (275-872).

AmaWaterways Sets Sail on Colombia’s Magdalena River

Luxury river cruising has reached a new frontier. AmaWaterways has officially launched the AmaMagdalena, the first-ever luxury river cruise ship to explore Colombia’s Magdalena River, offering travelers a culturally rich and intimate way to discover this vibrant region.

Carrying just 60 guests, AmaMagdalena was custom designed in collaboration with Colombian craftspeople and led by architect Camilo Restrepo to reflect the natural beauty of the area. Handcrafted woodwork, twin-balcony staterooms, a Sun Deck pool and Latin American-inspired cuisine create an upscale, immersive experience on board.

“Our expansion into Colombia represents a new chapter for AmaWaterways and for the world of river cruising,” said Rudi Schreiner, co-founder and CEO of AmaWaterways. “AmaMagdalena opens the door to a culturally rich destination, and we’ve worked closely with local communities to ensure our presence benefits everyone involved—from our guests to the people who call this river home.”

Two seven-night itineraries, Magic of Colombia and Wonders of Colombia, sail between Cartagena and Barranquilla and feature unique cultural moments like a private Barranquilla Carnival celebration, heritage tours of Mompox, birdwatching expeditions and a musical exploration of Palenque, the first free town in the Americas. Optional pre- and post-cruise land packages are available in Cartagena, Medellín and Panama City.

For incentive planners, AmaMagdalena offers an exciting new opportunity: a luxurious, small-ship experience paired with authentic cultural exploration in one of South America’s most biodiverse and welcoming countries. With support from ProColombia, AmaWaterways’ program emphasizes responsible tourism and meaningful engagement with local communities along the river.

Later this year, AmaWaterways plans to expand further with the launch of its second ship, AmaMelodia.

Waldorf Astoria to Bring Luxury to Turks and Caicos in 2028

Hilton’s luxury portfolio is getting a major new addition in the Caribbean. The company recently announced plans to open the Waldorf Astoria Turks and Caicos Dellis Cay in 2028, offering a private-island experience just a 25-minute boat ride from Providenciales.

Set on Dellis Cay, the new Waldorf Astoria will feature 62 hotel rooms and suites, including beachfront bungalows, along with 65 branded residences made up of two-bedroom condos and spacious villas with up to six bedrooms. Guests will have access to a 13,455-square-foot spa, multiple pools, at least four dining venues and thoughtfully designed event spaces perfect for meetings and incentives.

“The signing of Waldorf Astoria Turks and Caicos Dellis Cay marks a momentous milestone for Hilton’s expanding luxury portfolio,” said Pablo Maturana, vice president of development for Hilton in the Caribbean and Latin America. “Our dedication to providing bespoke experiences will come to fruition in a one-of-a-kind retreat that harmonizes natural beauty and tranquility with refined sophistication.”

The new resort is part of Hilton’s broader expansion strategy, which includes opening 35 new Waldorf Astoria properties worldwide, with upcoming locations in Costa Rica and San Miguel de Allende.

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Okay, let’s keep it real—running around town with a lousy backpack is like trying to pour coffee into a leaky cup. A mess, right? Well, the MATEIN Travel Backpack is here to save you (and your sanity). It’s not just a backpack; it’s a game-changer for work, school, and travel. Seriously, this thing is like having an assistant slung over your shoulder.

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Now, let’s talk storage. You think 15+ pockets sound excessive? Think again, my friend. This masterpiece somehow turns chaos into harmony—laptops, chargers, books, snacks, umbrellas—you name it, it has a perfect little spot to keep it snug. Oh, and for my tech geeks: the built-in USB charging port? Absolute genius. Plug in your power bank inside, charge your phone outside, and feel like a wizard in public.

Comfort? This bag is like a hug for your back. With cushioned straps and padded panels, even the heaviest load feels manageable. And that’s coming from someone who’s usually hauling stuff as if I’m preparing for the apocalypse. PLUS, it’s got a luggage strap that’s totally underrated for travel—it’s like this bag was practically born at the airport.

What really seals the deal is the thoughtful extras—hidden anti-theft pockets, strong zippered compartments, and outstanding durability. Some backpacks beg for mercy after six months, but this one? It’s built to last. Some reviews gush about its practicality for daily work commutes and even multi-day trips (someone packed five days of clothes in here and still had room!).

Okay, confession: it’s not perfect-perfect. The USB port is USB-A, and maybe you love USB-C for faster charging—I get it. But honestly… is that deal-breaker territory? Not for me. It’s like complaining that your five-star meal didn’t come with your favorite spoon.

And compared to other bags (I’m looking at you, overpriced designer backpacks), this one is an insane value. Sturdy, stylish, and stuffed with features? It’s the backpack-level glow-up we’ve all been waiting for.

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Honestly, stop what you’re doing and order this thing. For under $50, you’ll get a backpack that works harder than me after three cups of coffee. Trust me—your back deserves this, your gadgets deserve this, and hey, even your wallet will thank you.

AI tools were used in the development of this article

The way people travel is evolving, with traditional boundaries between business and leisure becoming increasingly blurred. Enter bleisure travel—a hybrid trend where professionals combine work commitments with leisure experiences, forging a new category of traveler. This emerging trend is reshaping the hospitality industry, driven by shifting work cultures, an increasing emphasis on work-life balance, and the rise of “digital nomadism.”

The bleisure market is growing at an impressive pace, with projections estimating it will reach a staggering $3.5 trillion by 2033, according to Hotel Tech Report. This lucrative sector offers immense potential for hotels, especially as professionals seek accommodations that cater to both productivity and relaxation. For hotel sales managers, it’s about strategically adapting their offerings to capture this fast-growing segment and unlock new revenue streams.

Understanding the Bleisure Traveler

At the heart of the bleisure travel boom are Millennials and Gen Z professionals. These younger demographics, shaped by digital-native lifestyles and progressive values, are driving this trend with their desire to integrate personal enrichment into professional obligations. Unlike previous generations of business travelers who often viewed work trips as purely functional, these groups see them as opportunities to explore new destinations and recharge after work hours.

Several motivations contribute to the popularity of bleisure travel. Chief among them are the quest for work-life balance, the ability to experience and immerse oneself in new destinations, and the newfound flexibility enabled by remote work policies. In fact, research reveals that approximately 60% of business travelers now extend their trips to include leisure activities, further underscoring how preferences have shifted.

The behavior of bleisure travelers demonstrates that they approach their trips holistically—seeking accommodations, amenities, and services that meet both professional and personal needs. As such, hotels must recognize and anticipate these hybrid requirements to stand out in a competitive market.

Tailoring Hotel Offerings for Bleisure Guests

To attract bleisure travelers, hotels must rethink their traditional offerings and focus on versatility:

Flexible Booking Options: Bleisure guests often look to extend their stays, transitioning smoothly from work-related accommodations to more leisure-oriented arrangements. Hotels that offer seamless booking extensions, as well as adaptable check-in and check-out policies, can better meet these needs.
Enhanced Amenities: A successful bleisure stay hinges on both professional support and relaxation opportunities. This means offering fast, reliable internet access, ergonomic in-room workspaces, and meeting facilities alongside leisure options such as spas, on-site dining, local tour packages, and wellness programs. The duality of these offerings is essential to appeal to this market.
Customized Packages: Designing curated packages that combine productivity and relaxation can be a game-changer. For instance, a “Work & Unwind” package might include private office space, networking opportunities, and discounted spa treatments—all tailored to the busy professional looking for balance.

By aligning services with the expectations of bleisure travelers, hotels can present themselves as complete destinations that serve every facet of a guest’s trip.

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Marketing Strategies to Attract Bleisure Travelers

Targeting bleisure travelers requires a thoughtful marketing strategy that highlights hotels’ ability to cater to this hybrid lifestyle:

Targeted Digital Campaigns: Given that Millennials and Gen Z are the driving forces of bleisure travel, social media platforms like Instagram, LinkedIn, and TikTok can be powerful tools for outreach. Engaging content that showcases both the professional and leisurely sides of a stay—like stylish workspaces paired with scenic relaxation amenities—can position a hotel as the ideal choice.
Content Marketing: Writing blog articles or creating videos that highlight local attractions, cultural experiences, or hidden gems in the area allows hotels to appeal to the leisure side of their clientele. Combining these with guides for productivity while traveling creates a seamless connection between business and leisure.
Partnerships: Collaborating with local businesses, tour operators, and cultural attractions can help establish unique guest experiences, such as exclusive discounts or personalized tours. These partnerships enhance the overall value proposition that the hotel offers bleisure travelers.

With the right marketing tactics, hotels can position themselves as destinations for productive yet enriching trips.

Contact Smart Meetings to partner on your digital campaigns.

Training Sales Teams for the Bleisure Market

To effectively capitalize on the bleisure trend, sales teams must adapt to understand and connect with this emerging audience:

Understanding Bleisure Needs: Sales team members need to be educated on the nuanced expectations of bleisure travelers. This includes understanding how these guests prioritize certain amenities, such as high-speed Wi-Fi or proximity to attractions, based on their combined business and leisure goals.
Personalized Communication: Personalized service is key. Sales teams should develop the ability to recommend specific offerings, packages, and experiences that align with the guest’s unique preferences—whether they’re looking to relax after a day of meetings or explore the local culture on a free weekend.
Feedback Mechanisms: Regular feedback loops allow sales teams to keep their finger on the pulse of traveler preferences. By gathering insights from guests about their experiences, hotels can continuously refine their offerings and enhance satisfaction.

Training staff with these key skills positions hotels to deliver exceptional experiences for bleisure guests while building strong, loyalty-driven relationships.

Measuring Success and Adapting Strategies

No strategy can succeed without clear benchmarks to measure progress. Hotels must define and track specific Key Performance Indicators (KPIs) to gauge the impact of their bleisure-targeted initiatives. These metrics can include extended stay rates, the uptake of curated packages, as well as guest satisfaction surveys focused on the quality of both business and leisure components.

Beyond measuring success, you should adopt a mindset of continuous improvement. As work and travel patterns continue to evolve, hotels must stay agile, regularly reviewing guest feedback and industry trends to adjust their bleisure strategies accordingly. Staying one step ahead will ensure long-term relevance and competitiveness.

Capitalizing on the Bleisure Opportunity

The rise of bleisure travel represents a transformative opportunity for the hospitality industry. As business and leisure merge, so too must hotel offerings, marketing approaches, and sales strategies.

By proactively adapting to this growing market, hotels can position themselves at the forefront of a $3.5 trillion industry, capturing the loyalty of modern professionals who prioritize both productivity and pleasure in their travel experiences.

Contact Smart Meetings to help you with any of the ideas listed in this article.

Tim Oldfield in white button up shirt and black sport coat

Tim Oldfield has been named president and general manager of Niagara Falls Convention Centre. He was previously vice president of corporate accounts, global sales with Marriott International. As a strategic leader with over 25 years of success in driving strong financial results through business plan execution, associate engagement and customer retention. Oldfield is also a member of the Global Business Travel Association Advisory Board for Canada.

Matthew Pivarnik in blue bowtie, white dress shirt and blue sport coat

Matt Pivarnik has been named president and CEO of the Myrtle Beach Area Chamber of Commerce and Convention and Visitors Bureau. A seasoned leader with over 30 years of experience, Pivarnik most recently served as CEO of the Greater Topeka Partnership where he helped drive major economic growth and community revitalization. He is expected to officially step into the role by mid-May, bringing his visionary leadership and collaborative approach to the Grand Strand. Pivarnik previously held executive roles at the Tulsa Regional Chamber and is credited with uniting multiple organizations under one successful regional strategy.

Kevin Siegrist in grey dress shirt and black sport coat

Kevin Siegrist has been appointed director of sales and marketing at Kimpton Palladian Hotel in Seattle. With more than 26 years in luxury hospitality, Siegrist brings deep experience from leadership roles at top properties, including Four Seasons Vancouver, Devil’s Thumb Ranch & Spa and Hotel Jerome in Aspen. Most recently, he led sales and events at Bell Harbor International Conference Center & World Trade Center Seattle. A 2011 ICON Award winner, he has managed multimillion-dollar budgets and large-scale teams while staying active in industry associations like ILEA, NACE, MPI and GSBA. Siegrist now returns to Kimpton to lead strategy for the 97-key Palladian and its newly acquired adjoining Glass House.

Kimberly Simone in purple long sleeve shirt

Kimberly Simone has been promoted to vice president of sales and marketing at Mohegan Sun. Since joining the property in 2023 as director of sales, Simone has brought nearly 20 years of MICE industry expertise and played a key role in boosting convention sales and hospitality. In her new role, she will lead strategy across venues including the Earth Expo & Convention Center, Sky Convention Center and Mohegan Sun Golf Club. A Bryant College graduate and Disney alum, she has held leadership positions at Foxwoods and Saybrook Point Resort & Marina and remains active in industry associations like MPI, PCMA and HSMAI. Simone also serves on the Executive Committee of the Connecticut Convention & Sports Bureau Board.

Rosy Merlino in black shirt

Rosy Merlino has been appointed director of sales and marketing at The Ritz-Carlton New York, NoMad. With over 20 years of global luxury hospitality experience, Merlino has held leadership roles with brands like Four Seasons, The Dominick and Morgans Hotel Group. In her new role, she will lead strategic sales and marketing efforts to elevate the hotel’s position in Manhattan’s competitive luxury market. Originally from Milan and now based in Greenwich Village, Merlino brings a creative, multilingual perspective and a passion for delivering standout guest experiences. She is known for blending brand prestige with commercial success and inspiring high-performing teams.

Shari Stauder in turquoise shirt and blue shirt

Shari Stauder has been appointed destination sales director for Discover Coronado, the sales partnership representing Hotel del Coronado, Loews Coronado Bay Resort, Coronado Island Marriott Resort and Glorietta Bay Inn. With more than 20 years of experience in group meeting sales across San Diego, Stauder will lead group sales strategy and connect planners with over 100 venues on Coronado Island, just 15 minutes from the airport. She previously held leadership roles with Noble House Hotels & Resorts, Manchester Grand Hyatt and DoubleTree Mission Valley, and returns to Coronado after serving as Sales and Service Manager at Loews from 2005 to 2009.

Kristen Reynolds in black long sleeve shirt

Kristen Reynolds has been named president and CEO of Choose Chicago, effective May 5. She joins the organization after nearly a decade leading Discover Long Island, where she drove major growth in tourism revenue and strengthened regional economic development. A Certified Destination Management Executive with 27 years of experience, Reynolds brings deep expertise in destination marketing and tourism advocacy. She steps into the role as Chicago rides record-breaking momentum, including historic hotel revenue and its eighth consecutive “Best Big City in the U.S.” title from Condé Nast Traveler.

James Sheets in purple dress shirt and tie, and black sport coat

Hotel Per La in Los Angeles has named James Sheets as its new director of sales and marketing. With more than 26 years of hospitality experience, Sheets has held leadership roles at notable properties including The Ritz-Carlton, Marina del Rey and The Ritz-Carlton, Atlanta. In his new role, he will lead sales strategies to drive revenue and market share while overseeing multi-channel marketing efforts to elevate brand awareness and audience engagement.

Melissa Braverman in white sport coat

Melissa Braverman has been appointed senior area marketing manager for Hyatt Regency Tamaya Resort & Spa and Hyatt Regency Grand Cypress Resort in Orlando. With a background in journalism, PR and hospitality marketing, Braverman brings a dynamic mix of storytelling and strategy to her new role. She previously led marketing at The Pierre in New York, where she launched the Broadway at The Pierre cabaret series, and most recently served as area marketing manager for Hyatt Regency Orlando. Braverman will oversee digital, social and PR efforts, helping to showcase the cultural richness of the Santa Ana Pueblo and the scenic beauty of Tamaya.

Kimber Foster in black shirt and sport coat

Kimber Foster has joined Visit Fort Worth as vice president of marketing and communications. A seasoned leader in destination marketing, Foster returns to Texas after serving as director of Palm Springs Tourism at Visit Greater Palm Springs, where she led high-profile brand partnerships with names like Louis Vuitton and the James Beard Foundation. She also previously directed marketing for the Grapevine CVB. In her new role, Foster will oversee brand development, advertising and digital strategy to support major initiatives including the city’s World Cup 2026 promotion and Convention Center expansion.

What do meeting professionals hate more than uncertainty? That is a trick question. Other than running out of coffee, trying to sign contracts years out and arranging travel in a world where costs are the only thing rising faster than attrition rates is the definition of “stressful.” To clear up the scene in front of our event windshields, we asked industry veteran Scott Graf to shine the high beams on what lies ahead.

Scott Graf

Graf is the former Global CEO of BCD Meetings & Events, built one of the world’s top event and incentive travel companies, has led massive global expansion and strategic acquisitions and is now on the board of the newly merged 360DG and CSI DMC company. His POV? Fewer, smaller international events for the foreseeable future and more consolidation.

Smart Meetings: How do you see the current geopolitical uncertainty impacting international events?

Scott Graf: In short, there will be fewer and smaller international events for the foreseeable future and when they do happen, there will be less lead time. The geopolitical landscape changes week-to-week and even day-by-day. For decision-makers, many international corporate events come down to a risk-reward evaluation.

Is the reward of the cool destination, the inspiration, the motivation and the recognition the attendees are going to experience worth the risk of the travel, the on-site execution and the variables in that location? Safety and security must be a top priority for corporate leadership and therefore I believe “risk” will outweigh “reward” at a higher rate than it would have in the past.

“Safety and security must be a top priority for corporate leadership and therefore risk will outweigh reward at a higher rate than it would have in the past.”

SM: Do you foresee more consolidation in event companies and DMCs in particular?

SG: Yes, I do. The broader meeting and events industry still has many excellent providers and quite a few of them have owners who are likely looking for either how they can monetize their business or transition out of ownership.

Secondly, there were some wonderful post-Covid booking/revenue extremes in terms of travel, meetings and events but I believe that’s leveling out—a ripe time for consolidation. Make no mistake, the DMC industry will be watching the 360DG and CSI DMC merger very carefully and I think there will be increased consolidation discussion and movement over the next 12 to 24 months.

SM: What drove you to come back at this time in this role?

SG: I have great respect for both 360DG and CSI DMC. They’ve demonstrated long-term success in this industry, and both have committed and dynamic leadership that’s well positioned to fast forward the combined companies into the future. I was pleased to be considered and am happy to contribute to their healthy growth in the coming years. In the spirit of lifelong learning, this opportunity allows me to connect with some very intelligent and committed industry leaders. I know that I can add value, but I also know that I can learn from each of them, and that is extremely positive for me.

SM: What do planners get wrong about DMCs? How will they be able to deliver even more value in the future?

Hope Valentine, president, CSI DMC and 2024 Smart Women in Meetings Industry Leader Award Winner: Planners often underestimate DMCs, viewing them as logistical vendors rather than strategic partners. This misconception overlooks their deep local expertise, creative capabilities, and ability to deliver unique, immersive experiences. While some assume they can replicate DMC value through online research, DMCs offer insider access, real-time problem-solving, and curated solutions that go far beyond what’s available on the surface.

Shelly Archer, president, 360DG: As the industry evolves, DMCs will continue to add value through tech integration, sustainability leadership, risk management, and by collaborating earlier in the planning process to create more meaningful, culturally rich events.

PQ: “Keep a healthy perspective on what we’re doing and why we’re doing it.”

SM: What soothing words do you have for planners who might wake up in the middle of the night with a nightmare that their event is over budget, their attendees can’t get visas and the CEO is stuck at the airport?

SG: There are no silver bullets for any of those things because they have happened in the past and they’ll continue to happen in the future. That’s the nature of the industry. However, I think it’s critically important to constantly keep a healthy perspective on what we’re doing and why we’re doing it. We’re operating inspirational and educational events that help drive businesses forward. To that end, when these unfortunate scenarios creep into a planner’s life they should:

- Ensure safety and security.
- Assess back up plans that are already in place or current options to remedy the situation.
- Own the moment and communicate clearly and quickly -do not hide the issue.
- De-brief, learn and move on.

Four years into an experiment to replace an annual spring event in Washington, D.C., with a collaborative concentration of events organizations all gathering in the same place, Business Events Industry Week (BEIW) has built some popular must-attend features and announced that other pieces will shake off, either going away altogether or moving.

The concept, originally billed as an illustration of the “power of purpose,” was a partnership of Destinations International and PCMA. Sherrif Karamat, president and CEO of PCMA, explained that the idea was to allow people to get more done with one flight to D.C.

History of Business Events Industry Week

The ambitious list of partners and attractions was long that first year. Events Industry Council (EIC), National Coalition of Black Meeting Professionals (NCBMP), International Congress and Convention Association (ICCA) and The Center for Association Leadership (ASAE) joined the founding partners and kicked off the event at Gaylord National Resort and Convention Center in 2022.

In 2024, the bulk of activities moved to Walter E. Washington Convention Center with others meeting nearby. After light traffic last year, the trade show component was dropped. While popular, IAEE Women’s Leadership Forum moved to MGM National Harbor in May this year.

A development that surprised many was the buzz The Palm Beaches Florida sparked with a fashion show featuring planner models and vibrant Florida vibes. It attracted more than 500 to Union Station for a joyous celebration of living in color, showing off the creativity and whimsy of Palm Beaches based designer Amanda Perna. It was so popular, that the destination is looking to stage an encore at PCMA Greater Midwest Chapter Bowl Bash in Chicago in November.

Critical Business

While the week afforded happy moments to hug and reunite, many groups also got important business done. Destinations International staged its Convention Services Summit in D.C.-close Hilton Arlington Mark Center and added a new track for convention center professionals. Destinations International President and CEO Don Welsh stressed the importance of what meeting planners do today. “With the potential decline of tourism, meetings will be more important than ever,” he said.

Welsh also announced that the annual training would be moving around the country in future years.

Smart Meetings was there to release a white paper, “Best Practices for Managing Event Risk,” a survey of the planner community and industry experts that found many planners rely on their venues for guidance and resources to keep everyone safe with an increased use of X-ray detectors and shared responsibility for cybersecurity.

Keynote Jim Knight was on hand to share tips for building a culture of resilience even when times are challenging. “Be like U2,” he said. Keep the beat consistently while changing up the top notes to ensure that you are meeting the needs of the day.

Meanwhile, ICCA met at ASAE headquarters for a fast-paced dive into managing the geopolitical chaos that is disrupting international event attendance and feasibility even as news was coming in about more tariff uncertainty. As the exclusive media sponsor, Smart Meetings was there to hear how meeting professionals are adjusting to losing international attendance while preparing for higher prices.

Tommy Goodwin, executive vice president with Exhibitions & Conferences Alliance (ECA) addressed the existential crisis some international association events are facing when they can’t get visas for attendees or people are saying they are afraid to come to the U.S. because of travel warnings being issued against the country or, in the case of Canada, anger over tariff threats.

“The likelihood of geopolitical risks continuing into 2026, and 2027 is very real, so as you’re triaging and thinking about the immediate event, consider the long-term strategies of strategic investments, hybrid or repurposing to continue to be there for your international community. What you’re doing in these moments is going to matter for them years down the line,” he said.

Francisco Gomez, CEO of Factum Global, an international growth consultant, went a step further. “Business as usual may be the biggest risk right now,” he said. “Some countries are removing barriers. Opportunities are opening up to diversify revenue streams.”

He concluded, “Don’t pause your engagement with international audiences right now. You may not get a second chance if they feel neglected. Reduce the noise of things you can’t control and look for the opportunities. It’s not the time to put your head in the sand. Act now.”

Celebration and Remembrance

David Peckinpaugh receives award — David Peckinpaugh (center) receives lifetime achievement award

Back at Walter E. Washington Convention Center, the sparkling capstone to the week was PCMA’s Visionary Awards, which Karamat said combined with the fashion show raised almost $1 million for PCMA Foundation grants, research and scholarship. He called the evening “a celebration snd and a time for remembrance.” And the winners were:

Lifetime Achievement Award for Business Events Strategist: Carol McGury, retired executive vice president, Smithbucklin
Business Events Strategist of the Year: Lisa Astorga, director of meetings with International Society on Thrombosis and Haemostasis (ISTH)
Digital Experience Strategist of the Year: Brian Zambotti, vice president of business development with Conexiant
Experience Design of the Year team: American Academy of Physician Associates led by Anthony Maggiore
Groundbreaker Award: Laurie Nelson-Choice, director of diversity and national sales with Visit Baltimore
Impact Award: Claude Molinari, president and CEO of Visit Detroit
Lifetime Achievement Award Business Events Strategist: David Peckinpaugh, president and CEO of Maritz
Supplier of the Year: Alison LaFollette, director, Mid-Atlantic Region with Visit Seattle
Outstanding Service to a Chapter: Annette Suriani, chief meeting strategist, AMS Meeting Solutions
Lifetime Achievement Award Supplier: Elliott Ferguson, president and CEO of Destination DC
Lifetime Achievement Award Academia: Donald Getz
Lifetime Achievement Award Impact: Lyn Lewis-Smith

Thinking about a cruise meeting or incentive but unsure if it aligns with your sustainability goals? Viking is getting ready to launch a game-changing ship that will let your worries set sail. Hoping to give U.K. attendees a taste of one of America’s top thrill-seeking experiences without the long flight? Universal has announced plans for a can’t-miss theme park just 35 minutes from London. Cambodia calling? The country’s new airport, located just 19 miles from Phnom Penh, will be ready for your arrival in July.

As always, Smart Travel is here with the latest must-know updates in travel and tourism.

Viking to Launch World’s First Hydrogen-Powered Cruise Ship

Viking, in partnership with Italian shipbuilder Fincantieri, has announced the Viking Libra, set to become the world’s first hydrogen-powered cruise ship when it sets sail in late 2026.

Currently under construction at Fincantieri’s shipyard in Ancona, the Viking Libra will use a hybrid propulsion system powered by liquefied hydrogen and fuel cells, allowing it to operate with zero emissions and marking a major step forward in sustainable cruising. The ship will carry just under 1,000 guests in 499 staterooms, offering the same small-ship experience Viking is known for, while being able to navigate sensitive marine environments safely.

“Viking made the principled decision to invest in hydrogen, which offers a true zero-emission solution,” said Torstein Hagen, chairman and CEO of Viking. “We look forward to welcoming the world’s first hydrogen-powered cruise ship to our fleet in 2026.”

Viking’s next ocean ship, the Viking Astrea, scheduled for 2027, will also feature hydrogen-based technology. As part of a larger growth plan, the company also signed contracts for four more ocean ships, with two confirmed for delivery in 2031 and two more under option for 2033.

Fox World Travel Launches AI-Powered Platform for Smarter Corporate Travel

Fox World Travel has introduced Fox Connect, a new AI-powered platform designed to simplify the way companies book, manage and track business travel. Built as a central hub for everything from real-time data and reporting to personalized communications, the tool aims to make the travel management process more efficient for both travelers and managers.

Whether you’re handling individual itineraries or coordinating group travel, Fox Connect brings it all together with single sign-on access, intuitive booking tools and up-to-date information in one streamlined interface available across desktop, mobile and tablet.

“We’re thrilled to launch Fox Connect, a platform designed to transform how our clients manage corporate travel,” said Michael Gumtow, director of application development at Fox World Travel. “Whether you’re booking, managing or tracking trips, Fox Connect provides a seamless, all-in-one solution that enhances efficiency, reduces complexity and helps drive better decision-making for travel programs.”

For travel managers, the platform also supports policy compliance and cost control while providing users with a clearer view of spending and performance through customizable reporting tools.

Universal Plans New Theme Park Destination in the U.K.

Universal is heading across the pond. Comcast NBCUniversal has announced plans to build a new Universal theme park, hotel and entertainment complex just south of Bedford, about 35 minutes by train from London. The proposed destination will be the first of its kind in the U.K. and a major new player in Europe’s group travel and incentive planning scene.

The 476-acre site, purchased in 2023, will feature multiple themed lands, immersive attractions and an on-site hotel with 500 guestrooms. A surrounding retail, dining and entertainment district will round out the experience. While still subject to government approval, construction could begin as early as 2026.

With over 80% of England’s population and half of the U.K.’s within a two-hour drive and easy access from continental Europe, the location is well-positioned for both domestic and international visitors—including planners looking for new incentive trip opportunities.

“Bringing the Universal brand to the United Kingdom is another exciting step forward in generating future growth,” said Mark Woodbury, chairman and CEO of Universal Destinations & Experiences. “Expanding into Europe presents us with a significant opportunity to reach new fans and share the incredible experiences our team creates.”

The announcement comes as Universal expands globally, with Epic Universe opening in Orlando this May, a horror-themed experience launching in Las Vegas later this year and Universal Kids Resort set to debut in Frisco, Texas in 2026.

New International Airport Near Phnom Penh Set to Open This Summer

Cambodia’s newest international airport, Techo International Airport (TIA), is set for a soft opening in July 2025, offering easier access to the capital city and boosting the region’s growing appeal for tourism and business travel.

Located roughly 19 miles south of Phnom Penh, TIA spans over 6,400 acres across Kandal and Takeo provinces. Once fully operational, the $1.5 billion airport will handle up to 13 million passengers annually, with plans to scale capacity to 50 million by 2050.

For planners, the new hub opens up new opportunities for international meetings, incentive programs and events in Cambodia, a country with both rich heritage and modern infrastructure on the rise. Built in partnership with the Overseas Cambodian Investment Corp. and designed by Foster + Partners, the terminal features a striking roof canopy and a climate-responsive design that lets in natural light while keeping things cool.

The new airport follows the 2023 debut of Siem Reap-Angkor International Airport, another major infrastructure project near Cambodia’s most famous landmark, Angkor Wat. Together, the two airports represent a renewed investment in travel and tourism—one of Cambodia’s key economic pillars.

Fiji’s Loloma Hour Encourages Travelers to Give Back

Fiji’s newest tourism initiative invites visitors to do more than just unwind on its beautiful beaches. Rooted in the Fijian concept of Loloma—a tradition of giving inspired by love and generosity—Loloma Hour encourages travelers to dedicate just one hour of their stay to give back to the land, people and ecosystems that make Fiji so special.

Offered through more than 20 hotels, resorts and tour operators across the islands, the program focuses on four areas: wildlife, community, coastline and reef. Many of the experiences are free and thoughtfully curated to make a real impact.

Participants can choose from activities like coral and giant clam farming at Viani Bay Resort, helping with Fijian crested iguana conservation at Six Senses Fiji or joining a mangrove planting session at Shangri-La Yanuca Island, Fiji. For a cultural connection, Sofitel Fiji Resort & Spa offers a Fijian cooking class that ties culinary learning to heritage preservation.

With 1 million visitors in 2024, Fiji is experiencing record tourism numbers. As the destination grows—welcoming new air routes and hosting international events like the WSL Finals—Loloma Hour is a reminder that travel can be a force for good.

AI tools were used in the development of this article

The nature of business meetings has undergone a significant transformation. Companies are increasingly shifting from large, infrequent conferences to smaller, more frequent gatherings that foster collaboration and connection. Factors such as the rise of remote and hybrid work environments and tighter corporate budgets have driven this change. For hotel sales managers, this trend presents both an opportunity and a challenge: to rethink traditional strategies and create innovative solutions that cater to this growing segment of smaller, frequent meetings while maintaining profitability and service excellence.

Understanding the Shift in Meeting Dynamics

Corporate leaders are placing greater emphasis on regular in-person interactions to bridge the gaps created by remote and hybrid work models. Quarterly team meetups, training sessions, and department strategy workshops are becoming common as organizations strive to maintain cohesion, efficiency, and engagement across dispersed teams.

Another key factor is budget optimization. Increasingly, businesses are favoring cost-effective, smaller meetings over large-scale gatherings, allowing them to align spending with strategic goals. These trends have reshaped demand in the hospitality industry, making adaptable, client-focused sales strategies an essential tool for hotel sales managers. By understanding these shifts and the client’s evolving needs, hotels can position themselves as a go-to partner for smaller-scale events.

Strategies for Attracting and Accommodating Smaller Meetings

To effectively serve this emerging market, hotels need to adopt a combination of flexibility, personalization, and technological advancements. Below are actionable strategies that can help hotels appeal to this clientele.

Flexible Space Utilization

A modern hotel venue must be versatile. Sales teams should prioritize:

Reconfiguring event spaces to cater to small group sizes while optimizing space efficiency.
Offering modular setups, such as breakout rooms, U-shaped seating arrangements, or huddle spaces, tailored to diverse meeting formats.

Personalized Service Offerings

Smaller meetings often require a more bespoke level of service to remain appealing:

Providing dedicated event coordinators for smaller groups ensures attention to detail and enhances the client experience.
Customizing catering options with à la carte menus and meeting packages that align with the client’s budget and tastes further adds value.

Leveraging Technology

Technology is a game-changer for smaller, more frequent meetings:

Hotels can integrate advanced audiovisual equipment to support hybrid meeting formats, where participants join virtually alongside in-person attendees.
Implementing user-friendly online platforms and apps for seamless booking, communication, and check-ins can simplify the customer experience and encourage repeat business.

Dynamic Pricing Models

With demand for space varying across seasons and even weekdays, adopting a dynamic pricing approach can attract more bookings:

Utilize pricing software to adjust room rates in real-time, catering to smaller gatherings during slow periods.
Offer discounts or value-added services during off-peak times to better utilize otherwise-vacant space.

Building Local Partnerships

Collaborating with local businesses can differentiate a hotel’s offering for smaller meetings:

Partner with local cafes, entertainment companies, or transportation providers to enhance meeting packages with unique, community-focused elements.
Tap into local experiences to make smaller meetings memorable, such as team-building activities or guided tours that reflect the hotel’s region.

Marketing Approaches to Reach Small Meeting Planners

Successfully selling smaller meeting solutions requires targeted marketing initiatives that highlight the hotel’s ability to prioritize intimacy, convenience, and bespoke service.

Digital Marketing and Social Media

By leveraging targeted advertising and authentic client feedback, your hotel can showcase its unique offerings, build trust, and position itself as the go-to destination for professional events and gatherings.

Use targeted advertising on digital platforms to reach small business owners and corporate planners. Highlight flexible spaces, technology features, and past success stories to showcase the hotel’s expertise.
Encourage past clients to leave reviews, and feature testimonials on social platforms to build trust.

Content Creation

Producing relevant and educational content positions your hotel as a thought leader in the small-meetings space:

Blog posts on themes such as “How to Plan Budget-Friendly Meetings” or “Top Features of a Small Group-Friendly Venue.”
Virtual video tours of facilities and success stories to help planners envision their events.

Participation in Industry Events

Networking is critical to establish credibility:

Attend trade shows, conferences, and networking events where meeting planners congregate.
Build relationships with professional organizations, such as the Meeting Professionals International (MPI), to foster partnerships and visibility.

Attend Smart Meetings Experiences – Learn more here

Challenges and Considerations

While adapting sales strategies to smaller meetings presents a wealth of opportunities, some challenges remain:

Resource Allocation: Hotels must balance the staff and resources required to deliver exceptional service for smaller events while managing profitability.
Pricing Competitiveness: Offering competitive rates without sacrificing the bottom line requires careful planning and innovative thinking.
Maintaining Quality Standards: Whether it’s a meeting for 10 or 100, maintaining consistency in brand image and service quality is paramount. Failing to deliver on promises can damage reputation and deter future business.

Get Started Today

The rise of smaller, more frequent corporate meetings is shaping the future of the hospitality industry. By embracing a flexible, client-first approach and leveraging technology, partnerships, and innovative marketing strategies, hotel sales managers can reposition their properties as go-to venues for these gatherings. The key lies in adaptability—recognizing the unique needs of this emerging segment and tailoring offerings to deliver value, convenience, and exceptional service. With the right strategy, smaller meetings aren’t just a new market to tap into—they’re an opportunity to foster long-term relationships, gain competitive advantages, and achieve sustainable growth in a changing landscape..

Contact Smart Meetings to work with you with any of the ideas listed in this article.

Sources
How Hotels are Transforming Meetings, Incentives, Conferences, and Exhibitions (MICE) Spaces to Meet the Needs of 2025
The Rise of Small Meeting Workhorse Hotels

Immersive Spaces to Make Lasting Memories

The attendees have spoken; immersive experiences are a top choice. Luckily, these new and renovated properties make bringing your attendees’ dreams to life that much easier. From a space where art comes to life to one that transports you to the wild west, creating a meeting or event experience that leaves attendees with cherished memories is a given.

Art-Forward Spaces to Fuel Inspiration

The Radical for New and Renovated — Guest room, The Radical

Unmistakably unique, Asheville’s boutique hotel and living art installation The Radical is now fully opened following recovery from the effects of Hurricane Helene. Located in a once-abandoned 1920s warehouse that once served as a cereal factory in the city’s River Arts District, the hotel offers 70 art-forward unique guest rooms and suites. Its name, inspired by the River Arts District’s RAD moniker, and upon stepping inside, it couldn’t be more apt.

Community is at its core, with every space conducive to energized, shared experiences. During the storm recovery, the hotel team transformed the property into a home for first responders and a distribution center providing needed supplies to the community. The property also worked with Explore Asheville, River Arts District Artists (RADA) Foundation and Ponce City Market in Atlanta, Georgia to organize a “Love Asheville from Afar” pop up art gallery at Ponce City Market which featured works from RAD artists who had been impacted by Hurricane Helene.

Now re-opened, the property once again is home to inspiring experiences in an immersive space for every visitor. The hotel’s flagship wood-fire restaurant Golden Hour, its rooftop bar The Roof and its café and bar after/glow offer a culinary experience led by local Asheville resident and two-time James Beard nominated restauranteur Jacob Sessoms. In January, The Radical was named USA TODAY 10Best’s number two 2025 Readers’ Choice Award for Best New Hotel. The Radical offers event spaces at each of its three dining venues, plus two dedicated event spaces with the 48-person capacity The Radical Underground and its private cocktail lounge Pretty Vacant.

Meetings That Go Down in History

The Asticou for New and Renovated — Harborside Cottage, The Asticou

Maine’s historic coastal icon, The Asticou, will reopen in June 2025 following a year-long $28 million renovation. Originally built in 1884, and reconstructed in 1901, the property is a local landmark. It began as Asticou Inn, operated by the Savage family for three generations. In 1965, the Asti-Kim Corporation, a group of local businesspeople and summer residents, purchased the property to preserve it for the future.

Now under the leadership of Maine-based hotelier and entrepreneur Tim Harrington, the property debuts a refreshed look and feel while paying homage to the property’s roots. Guests will discover 82 rooms, with 50 renovated guest rooms and suites in the original inn, plus new additions of 15 harborside cottages and 17 harbor-view spa suites with terraces. The design reflects the natural landscape, with earthy colors and diverse textures. Furniture and fixtures are either custom-designed or vintage-sourced from along the Eastern seaboard.

The Asticou stands on nearly 25 acres overlooking the water of Northeast Harbor, with Acadia National Park to its back. While visiting, guests have extensive opportunities to enjoy the outdoors. Consider a stroll through Asticou Azalea Garden, established by the Savage family, or one of the many other sprawling gardens. Around the area, visitors can enjoy biking, hiking and boating. Just a mile away is Northeast Harbor’s vibrant downtown, with restaurants, shops, art galleries and more.

The property offers a range of upgraded amenities, including a heated pool with a poolside bar and grille, a spa and fitness center. Exciting programming combines wellness and adventure, with options including art classes, stargazing and guided boat charters offered through The Asticou’s sister property, The Claremont Hotel. At Dahlia’s, guests will find a reimagined fine dining experience, while Moss Bar offers a cozy yet elegant setting for guests to unwind and connect over drinks.

A Taste of Western Adventure

The Home Ranch for New and Renovated — Hahns Peak Barn, The Home Ranch

In the stunning mountain ranching town of Clark, Colorado, The Home Ranch has reopened as a newly re-built luxury western events facility, booking for June 2025 and beyond. Previously operating as a guest ranch before becoming private in 2019, the family compound offers a unique opportunity for events to explore 3,000 acres of the pristine Rocky Mountain wilderness with activities from trail riding, to mountain biking to paddleboarding and canoeing and more.

Several indoor and outdoor event spaces include the original Great Lodge, a 12,000-square-foot building with a large hall, a covered rooftop deck known as “The Hawk’s Nest” and several smaller gathering places. Events can also take advantage of the open-air Belltower Pavilion, which offers 2,000 sq. ft. of covered event space and prime views of the Park Mountain Range and Mount Zirkel, plus outdoor amphitheater seating, and Hahns Peak Barn, which offers 2,250 sq. ft. of event space across two floors in a converted barn, which includes an adjacent grain silo bar.

Events are fully customizable and offer an exclusive National Park appeal for up to 250 people. A selection of guest cabins, lodge rooms and a three-bedroom home can sleep up to 35 guests, and the Great Lodge offers a commercial kitchen, pool, spa, fitness center and golf simulator. Planners can opt to bring in approved private chefs and caterers for their event dining, who can take over the commercial kitchen, and the property offers a selection of ingredients, with its own greenhouses, over two dozen raised garden beds, a farm, beef operation and a chicken and duck coop.