Smart Meetings | Page 39 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

For years, event professionals have catered to the extroverted majority—designing high-energy networking receptions, open collaboration hubs, and fast-paced, interactive programming. But what about attendees who find these environments exhausting? How can we create events that also meet the needs of introverts and ambiverts?

While the concept of an ambivert—the person who balances introverted and extroverted tendencies—has gained traction, the reality is that most people lean naturally toward one side of the spectrum. This distinction is particularly important for meeting planners who want to craft experiences that cater to all personality types.

Understanding the Needs of Introverts and Ambiverts

The core difference between introverts and extroverts lies in how they gain and expend energy. Extroverts thrive in social interaction, while introverts expend energy in these settings and require solitude to recharge. Ambiverts, often mistaken as a separate category, are typically introverts who have developed strong social skills or extroverts who occasionally need time alone.

Given that introverts make up a significant portion of any audience, failing to accommodate them means missing out on deep engagement, insightful contributions and meaningful networking opportunities. Event design should be intentional in creating spaces that allow all attendees to show up as their best selves.

Rethinking Event Design for Introverts and Ambiverts

How can we design events that support introverts and ambiverts while still fostering dynamic engagement? Here are key considerations:

1. Offer a Range of Networking Options

Traditional networking events—large, open rooms filled with small talk and rapid introductions—can be overwhelming. Instead, offer multiple ways to connect:

Small Group Conversations: Host structured roundtable discussions or mastermind sessions for deeper conversations.
One-on-One Networking: Utilize technology to match attendees for pre-scheduled, focused conversations.
Asynchronous Networking: Create online forums where attendees can engage at their own pace.

2. Create Quiet Spaces for Recharging

Not every attendee will be energized by the constant buzz of an event. Designate quiet zones where introverts and ambiverts can take a break. Consider:

Recharge Lounges: Comfortable, low-lit areas for attendees to reset.
Solo Reflection Pods: Small, private spaces for quiet processing.
Guided Meditation Sessions: Short mindfulness breaks to decompress before re-engaging.

3. Rethink Session Formats

Balance event programming with formats that work for all personality types:

Facilitated Think Tanks: Smaller, structured discussions where attendees can contribute without speaking in front of large crowds.
Pre-Event Polling and Q&A: Allow attendees to submit questions ahead of time.
Interactive Workbooks: Provide tools for attendees to engage quietly before sharing insights in group settings.

4. Leverage Technology for Inclusive Engagement

Technology can serve as a bridge for introverts and ambiverts to engage in a way that feels natural to them:

Event Apps for Engagement: Use apps with live polls, interactive Q&As, and discussion threads.
Recorded Sessions: Allow attendees to rewatch sessions at their own pace.
Digital Networking Extensions: Supplement in-person networking with digital connections.

5. Give Attendees Control Over Their Experience

One of the biggest stressors for introverts at events is feeling forced into overwhelming social settings. Consider:

Color-Coded Badges: Indicate networking preferences (e.g., “Open to Conversations,” “Prefer One-on-One Chats,” “Observing”).
Opt-In Participation: Let attendees choose their level of engagement in interactive sessions.
Flexible Scheduling: Provide break periods and optional sessions for energy management.

The Business Case for Inclusive Event Design

Designing events with introverts and ambiverts in mind isn’t just about inclusivity—it’s also a strategic advantage. When introverts engage meaningfully, their depth of thought and unique insights contribute to richer discussions and more valuable networking.

By providing multiple pathways for engagement, event professionals can create meetings that ensure all attendees—regardless of their social energy preferences—can participate fully and leave feeling inspired rather than depleted.

The Future of Event Design

The events industry is evolving, and with it, attendee expectations. As we move beyond one-size-fits-all approaches, we must design experiences that reflect the diverse ways people interact, engage, and recharge.

Creating spaces for introverts and ambiverts isn’t about separating them from the main event—it’s about designing with intention, ensuring that every attendee can contribute in a way that aligns with their natural energy. When we do that, we unlock the full potential of our audiences and create events that leave a lasting impact.

For meeting professionals, the challenge is clear: Are we designing events that celebrate and accommodate the full spectrum of personality types? The answer will define the success of the next generation of industry gatherings.

—

A raging introvert and tea enthusiast, Leanne Calderwood, CMP, helps thoughtful professionals create impact, not noise. As one of Canada’s top LinkedIn voices and an outspoken advocate in the meetings and events industry, she empowers clients to own their brand and attract opportunities while staying true to their strengths. Leanne enjoys introverting at her home in Kelowna with her family and her dog Farls Barkley.

You can learn more about Leanne on her blog at leannecalderwood.com

Stand out from the competition by giving meeting planners exactly what they want—even before they ask!

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1. A Lightning-Fast RFP Response
Planners are often juggling multiple deadlines. Responding quickly (and thoroughly) to their RFP makes a strong first impression. Bonus points if you include a few tailored recommendations based on their event details.

2. Transparent Pricing Without Surprises
Nothing derails trust faster than unexpected fees. Planners love working with suppliers who present clear, all-inclusive pricing from the start.

3. Flexible Packages and Customization Options
Every event is unique, so offering customizable packages or perks tailored to the planner’s needs can set you apart.

4. Tech-Savvy Solutions
Planners look for suppliers who are up-to-date with meeting technology. Highlight tools like high-speed Wi-Fi, hybrid event capabilities, or interactive displays in your venue or destination.

5. Proactive Communication
Planners appreciate suppliers who keep them updated without being prompted—whether it’s a quick email confirming setup details or a reminder about deadlines.

6. A Memorable Site Tour
Planners love suppliers who go the extra mile during site visits. Think about adding a personal touch, like showcasing how the space could be customized for their event or offering a small takeaway gift.

7. Insider Tips That Make Their Job Easier
Sharing local insights—like the best team-building spots, hidden gem restaurants, or the easiest transportation routes—demonstrates your expertise and builds rapport.

Reporting powered by AI.

Planning your next top-tier incentive? You’re in luck—three exciting new options just hit the market this week. Considering Singapore for your next event? You’re not alone. The destination’s record-breaking tourism numbers prove it’s hotter than ever. Worried about the turbulence in air travel? The U.S. Travel Association has a new plan to smooth things out.

As always, Smart Travel is here to bring you the must-know headlines in this week’s travel and tourism news.

New Report from U.S. Travel Association Urges Aviation Upgrades

The U.S. Travel Association has released its Commission on Seamless and Secure Travel Report, which includes warnings that the country’s aviation sector urgently needs widespread upgrades.w Upcoming events with international draw, including the 2026 FIFA World Cup, the 2028 Olympic and Paralympic Games, the 2025 Ryder Cup and America’s 250th anniversary, will attract an estimated 40 million visitors to America and a $95 billion impact on the economy.

The report’s recommendations include:

Fully staffing airport customs agents
Investing in airport screening technology
Expediting visa processing
Combating lengthy wait times for Americans returning from international travel with new programs
Establishing a White House task force to thoroughly review additional travel sector needs

Geoff Freeman, U.S. Travel CEO, spoke at a meeting at the Capitol, saying “The commission’s recommendations are necessary transformations….This is a once-in-a-generation chance for President Trump and Congress to modernize travel, enhance security and unlock what we estimate to be a $100 billion opportunity in just the next four years. Success will not come from small fixes or slow-moving reforms. It’s going to take bold action, and that bold action has to start now.”

Jet2CityBreaks Unveils New Fly-Drive Packages to Iceland

Meeting profs looking for adventurous destinations for incentive trips or retreats have a new option with Jet2CityBreaks’ latest offering: fly-drive packages to southern and western Iceland. These new packages, available for Winter 2025/26, provide all the convenience of a traditional package holiday with the added flexibility of included car rentals, allowing travelers to explore Iceland’s landscapes at their own pace.

With flights departing from 12 U.K. airports—including London Stansted, Manchester and Glasgow—these packages include return Jet2.com flights, baggage allowances, accommodations and car rentals. The fly-drive model is perfect for planners seeking off-the-beaten-path experiences. Attendees can explore national parks, waterfalls and Iceland’s iconic hot springs, such as Hvammsvik and Deildartunguhver. The concept also provides opportunities for tailored team-building activities amid Iceland’s captivating natural settings. Planning is simplified by this one-stop-shop approach—which makes satisfying attendees’ bucket-list dreams that much easier.

2025 International Arrivals to Singapore Set to Break Records

Cityscape of Marina Bay in Singapore, photo by DerekTeo / Shutterstock.com

The World Travel & Tourism Council has released new research that points to record-breaking gains in international arrivals to Singapore—projected to reach nearly 16 million visitors, up 9.6% from pre-pandemic levels and outpacing regional competitors like Thailand and the Philippines.

Singapore’s tourism engine is roaring, and the surge is driven by booming interest from India, with arrivals set to hit a record 1.25 million, alongside a strong recovery in Chinese tourism that will contribute nearly 2.8 million visitors this year.

For meeting profs, this growth signals increased connectivity, more robust hospitality options and fresh experiences to offer attendees. As Julia Simpson, president and CEO of WTTC, highlights, “This is not just a comeback—it is a transformation. Singapore is leading in innovation and sustainability.”

Notably, Singapore’s commitment to sustainability—evidenced by a 4.1% annual reduction in greenhouse gas emissions from its travel and tourism sector—is a strong selling point for events prioritizing eco-conscious practices, such as the upcoming Sustainable Aviation Fuel (SAF) mandate, which will require 1% SAF in all departing flights by 2026.

Wellness Hotel Brand Launches Ski Safaris

Luxury wellness hotel The Capra has revealed its Valais Ski Safari in Saas-Fee, Switzerland. This guided alpine adventure, led by Swiss-certified guides, combines skiing on iconic slopes with discovering tucked-away gems, and the fully customizable itinerary ensures an unforgettable experience tailored to each group’s interests and skill levels.

The Capra provides a cozy basecamp and was recently awarded two Michelin Guide Keys thanks to its warm and authentic Swiss Alpine experience. Meeting profs can expect seamless logistics, including equipment rentals, ski passes and transfers. Off the slopes, the hotel provides an inviting ambiance, delicious local cuisine and access to year-round activities that highlight the natural beauty and cultural heritage of the Valais region.

Saas-Fee, known as The Pearl of the Alps, is a car-free, eco-conscious resort powered by renewable energy, surrounded by 18 peaks over 13,000 feet and blessed with more than 300 days of sunshine. Its dedication to sustainability aligns with growing trends toward responsible tourism—an ideal setting for groups seeking both adventure and a lighter environmental footprint.

Oceania Cruises Launches 12 New Culinary Discovery Tours

Oceania Cruises has announced 12 new chef-led tours for 2025, adding destinations in Europe, Asia and North America, including Amsterdam, Kobe, Quebec City and Busan. The cruise line now offers 46 Culinary Discovery Tours across its fleet, including on the soon-to-debut Allura. These group experiences provide access to local markets, acclaimed restaurants and hands-on cooking classes both on board and ashore.

For meeting profs, these tours offer a fresh take on incentive travel and executive retreats. From foraging wild sea herbs on the rugged coast of Belfast to exploring bustling seafood markets in Busan, each tour connects travelers with local cultures through food.

In Halifax, guests can learn about Nova Scotia’s “chowder trail” while sampling artisanal ciders, or in Valletta, experience traditional Maltese flavors in a historic grotto-turned-restaurant.

Jason Montague, chief luxury officer of Oceania Cruises, said, “Our guests seek more than just incredible cuisine—they crave authentic connections with food, culture and people. The Culinary Discovery Tours are true behind-the-scenes experiences, guided by top chefs who bring each destination to life and are eager to share epicurean secrets, one bite at a time. These unique excursions allow travelers to savor the essence of destinations in a way that only Oceania Cruises can deliver.”

Meeting planners are responsible for the success of corporate events, conferences, and incentive programs. They are responsible for finding the perfect destination, securing a venue, managing logistics, and ensuring a seamless experience for attendees. But with evolving industry trends, tighter budgets, and higher expectations, planners face more challenges than ever.

Hotels, CVBs, and destinations looking to attract more group business, need to understand the top pain points of meeting planners. By aligning your marketing efforts with their needs, you can position your property or destination as their go-to choice. In this article, we’ll explore the key decision factors meeting planners consider and provide actionable strategies to connect with them effectively.

Budget Constraints: Maximizing Value Without Sacrificing Quality

What Planners Need:
Meeting planners are often tasked with delivering high-quality experiences while working within strict budget limitations. Rising costs for venues, catering, A/V services, and transportation mean they are constantly looking for the best value.

How to Market to Them

Highlight cost-saving packages: Offer bundled pricing that includes accommodations, meeting space, and catering at a competitive rate
Showcase value-added perks: Complimentary Wi-Fi, discounted parking, or free room upgrades can make a big difference
Share success stories: Provide case studies of past events where you helped planners maximize their budgets without compromising on quality

Flexibility & Contract Terms: Why Planners Demand More Leeway

What Planners Need:
The uncertainty of recent years has led planners to seek venues with more flexible booking policies. Unexpected cancellations, attendance fluctuations, and travel restrictions have made rigid contracts a dealbreaker.

How to Market to Them

Offer flexible cancellation policies: A lenient attrition clause or rescheduling options will be attractive to planners
Showcase value-added perks: Complimentary Wi-Fi, discounted parking, or free room upgrades can make a big difference
Share success stories: Provide case studies of past events where you helped planners maximize their budgets without compromising on quality

Sustainability: The Growing Demand for Green Meetings

What Planners Need:
Sustainability is no longer a nice-to-have—it’s a priority. Many corporations have sustainability goals that extend to their event planning, requiring venues and destinations to support green initiatives.

How to Market to Them

Showcase your sustainability efforts: Highlight LEED certifications, energy-efficient practices, and sustainable food sourcing
Provide quantifiable impact data: Detail how your venue reduces carbon footprints or minimizes waste during events
Share testimonials from past eco-conscious events: Real-world examples of sustainable events hosted at your venue can be a strong selling point

Tech & Hybrid Capabilities: The New Event Standard

What Planners Need:
Hybrid and tech-driven events are now the norm, with planners expecting seamless in-person and virtual experiences. Reliable internet, A/V capabilities, and streaming options are non-negotiable.

How to Market to Them

Highlight your tech infrastructure: Mention dedicated high-speed internet, streaming capabilities, and on-site tech support
Offer pre-packaged hybrid solutions: Make it easy for planners by providing ready-to-go setups for hybrid meetings
Partner with leading A/V providers: Assure planners that your venue is equipped with state-of-the-art technology

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Unique & Experiential Offerings: Standing Out in a Crowded Market

What Planners Need:
Planners are looking for venues and destinations that offer memorable experiences beyond traditional meeting spaces. Attendees now expect more interactive and engaging events.

How to Market to Them

Feature immersive experiences: Promote unique breakout spaces, team-building activities, and wellness offerings
Highlight local attractions: Showcase how your destination’s culture, cuisine, and outdoor adventures can enhance events
Use storytelling in marketing: Share compelling narratives of past successful events held at your venue to inspire planners.

Next Steps

Understanding the evolving needs of meeting planners is the key to successfully marketing your hotel, CVB, or destination. By addressing their biggest concerns—budget, flexibility, sustainability, technology, and experiences—you can position yourself as the ideal partner for their next event.

Are you ready to connect with more meeting planners and showcase your venue or destination? Contact Smart Meetings today to learn how our magazine advertising, digital marketing solutions, and in-person networking events can put your brand in front of the right audience. The first step is placing a listing on the Smart Marketplace.

AI tools were used in the development of this article.

As a luxury hotel sales director, you’ve seen how increasingly sophisticated meeting planners are becoming in their venue selection. Here are three pivotal meetings industry trends that are transforming how premium properties can differentiate themselves and deliver exceptional value.

Takeaway Tip: Suppliers who embrace these trends and market them effectively in their RFPs, proposals, and promotional materials will stand out as trusted partners for meeting planners.

1. Sustainability Is Non-Negotiable 🌱

More planners are prioritizing eco-conscious venues and destinations. From green-certified hotels to zero-waste catering options, sustainability is becoming a critical factor in decision-making. Highlight your sustainable practices—like energy-efficient lighting, locally sourced menus, or carbon-offset options—to attract eco-minded planners. Today’s elite corporate clients expect more than just recycling programs. Leading venues are implementing comprehensive sustainability initiatives that include:

Farm-to-table partnerships with local organic producers
Zero-waste event design services
Smart building systems that optimize energy usage
Carbon offset programs for large-scale conferences

2. Hybrid Meetings Are Here to Stay 💻

The rise of hybrid events has transformed how planners approach meetings. Suppliers offering seamless tech solutions, like high-quality streaming services, collaborative tools, and strong Wi-Fi infrastructure, will remain top of mind for planners balancing in-person and virtual attendees. Luxury properties must excel at both in-person and virtual experiences. Successful venues are investing in:

Broadcast-quality streaming capabilities
Dedicated hybrid event producers
Interactive technology that seamlessly connects remote and on-site attendees
Private networking spaces equipped with virtual meeting capabilities

3. Authentic Local Experiences Are a Big Draw 🏞️

Planners are seeking unique experiences that go beyond the boardroom. Destinations and venues that showcase local culture—think food tours, team-building activities in scenic locations, or partnerships with local artisans—are winning the hearts of event organizers. Premium planners seek unique, location-specific elements that elevate their events:

Exclusive access to cultural landmarks
Partnerships with renowned local artisans and experts
Customized team-building activities that showcase local heritage
Bespoke culinary experiences featuring regional specialties

Checklist: Incorporate These Trends into Your Offering

Sustainability:

Highlight your venue’s green certifications in proposals ✅
Offer eco-friendly options for catering, materials, and transportation ✅
Track and promote your sustainability metrics (e.g., waste reduction, energy savings) ✅

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Hybrid Meetings:

Ensure your venue has high-speed Wi-Fi and AV support for live streaming ✅
Partner with tech providers to offer hybrid event packages ✅
Provide planners with a guide for integrating in-person and virtual attendees ✅

Authentic Local Experiences:

Partner with local businesses to offer unique team-building activities ✅
Showcase local cuisine in your catering options ✅
Create an “Insider’s Guide” to local attractions for event participants ✅

These trends present unprecedented opportunities to showcase value and create memorable experiences that justify premium pricing. The key is understanding how to integrate these elements while maintaining the high-touch service that distinguished planners expect.

Contact Smart Meetings today to learn more.

Reporting powered by AI

Wherever you go, these new and renovated hotels offer the sense of place you’re looking for.

Three unique destinations, each with their own charm. Three new and renovated hotels, ideal for small to mid-size meetings and committed to bringing that destination to life. From The Biggest Little City to the Atlantic Ocean, and a historic gem in-between, your next meeting destination awaits.

Your Base Camp for Big Ideas

Hyatt Place South Reno for New and Renovated — Hyatt Place South Reno

New-build Hyatt Place South Reno brings nearly 2,000 sq. ft. of venue space to South Reno, amplifying the destination’s already ample attractiveness for meetings and events. The region’s newest select service hotel offers an ideal blend of comfort and convenience. Its location makes it that much better. Standing at the foot of the Sierra Nevada mountains, it’s 14 miles from Mt. Rose Ski Resort, making it perfect for that attendee who wants to work a little adventure into their visit. It’s also conveniently near the Reno-Tahoe International Airport and steps away from the Shayden Summit Mall, an ever-popular shopping, dining and entertainment option for locals and visitors alike.

The property design nods to the partnership between Jacob Davis, a Reno tailor, and Levi Strauss, which, in 1873, led to the creation of the blue jeans we know and love today. Throughout the business center, visitors will find original materials from the patent on display. The flexible event venues at the property all feature complimentary Wi-Fi, custom catering and state-of-the-art AV equipment. These spaces include the 617-square-foot Zephyr A and the 578-square-foot Zephyr B, which can be combined. The Silver Dollar is an additional 761-square-foot space. The 640-square-foot outdoor patio is ideal for scenic activations.

Guests can enjoy many modern amenities, like a 24/7 fitness center, a 24/7 late night menu and complimentary breakfast—not to mention, mountain views from each of the 132 guest rooms. Even more exciting amenities include an expansive heated outdoor covered pool, an outdoor patio and terrace with fire pits and golf club and ski equipment storage.

Reach for the Sky

Sonesta Miami Airport for New and Renovated — Sonesta Miami Airport

Sonesta Miami Airport celebrates the completion of a multi-million-dollar renovation. The hotel centers Miami’s vibrant character in a convenient location only two miles from Miami International Airport. An art deco aesthetic comes to life with features like playful pink hallway doors and gold hardware. Each of the hotel’s 309 guest rooms feature upgrades that include luxurious, rich brown leather bed frames and colorful modern art pieces.

The renovation also transformed the hotel’s public spaces and amenities. There are plenty of opportunities to soak up the sun, from the expansive outdoor patio, which can also serve as an event space, to the rooftop pool and sun deck, featuring chaise lounge chairs and new private cabanas. Meetings and events have access to over 7,400 sq. ft. of flexible space. Options include two boardrooms, five 1,100-square-foot meeting rooms with built-in sound systems and the 3,300-square-foot Royal Palm Ballroom, which can be separated into three separate meeting rooms. The Front Room, formerly a restaurant, offers a bar, fridge and multiple TVs in a 2,100-square-foot, naturally lit space for exciting activations.

Along with the renovation, Sonesta Miami Airport debuted a new on-site restaurant, Tailwinds. The restaurant serves Latin-inspired dishes with a creative South Florida twist.

Innovation Among the Waterfalls

Canopy by Hilton Sioux Falls Downtown for New and Renovated — Canopy by Hilton Sioux Falls Downtown © 2025 Hilton

The opening of Canopy by Hilton Sioux Falls Downtown marks the Canopy by Hilton brand’s debut in South Dakota, as well as Hilton’s first lifestyle hotel in Sioux Falls. The riverfront location along Big Sioux River stands in the Steel District, a cultural hub in the city’s historic downtown. It also is within Falls Park, a 123-acre park in the center of the city. It offers easy access to the city’s convention center and is nearby numerous museums, art galleries and restaurants.

Proximity to the convention center isn’t all; the property offers nearly 20,000 sq. ft. of venue space of its own. This space includes 12 meeting rooms and a flexible 8,900-plus-square-foot ballroom. Meetings and events can take advantage of the abundant outdoor space, including patios and seating areas, as well.

Inside the property, guests will discover a comprehensive arts program centering locally-sourced work that celebrates the area’s heritage. Industrial and natural influences in metalwork tie the design together. Guests will also discover a mural by local Native American artist Holly Young in the lobby and multiple interactive pieces, including a piece that is part of the Downtown Sioux Falls Sculpture Walk. Plus, you can’t miss the baby grand piano in the lobby.

Each of the 216 guest rooms feature a barn door produced by Sioux Steel, and all offer the brand’s signature sleep experience, with the Canopy by Hilton canopy frame. Thoughtful touches like yellow barrel drums serving as nightstands nod to Sioux Steel’s signature color, and more artwork by Holly Young is displayed with the original ledger from Sioux Steel throughout guest rooms.

The property offers two dining options, with grab-and-go at Torrent Coffee Bar, and seasonal neighborhood-inspired Italian fare and a curated wine menu at Cascata Italian Cuisine, open for breakfast, lunch and dinner.

Hosts Global Forum convened in Athens to celebrate ferocious creativity

Destination Management Companies (DMCs) embody a wealth of resources for planners, helping with access for everything from transportation and entertainment to decor and gifting. They are strategic partners who can help build a program based on client goals and budgets. All of that was on display this week in Greece at the historic Hotel Grande Bretagne Athens as partners and clients gathered for Hosts Global Forum.

Parthenon at night Kurt Paben, CEO of Hosts Global, an international collection of local experts, set the stage from a dinner at the Acropolis Museum with the glowing Parthenon in the background. “Hosts Global Forum is all about connection, discovery, learning and fun,” he said.

Attendees celebrated the power of creating “goosebump moments” and managing operational challenges while learning more about the birthplace of democracy.

The landmark gathering also included social giveback moments and a sustainability initiative thanks to the planting of 2,035 trees, enough to remove 303,000 kg of Co2 from the atmosphere by Zeero Events. In lieu of a room gift, Host Global made a donation to SOS Children’s Village in Vari, Greece, another example of how the DMC helps clients find aligned ways to give back locally all over the world.

Event Trends

In a fast-paced agenda built based on attendee feedback, the group explored the future of incentive travel and how AI could help everyone plan smarter.

Standing in the ballroom at Hotel Grande Bretagne, Pádraic Gilligan, SITE head of marketing and co-founder of the Irish-based SoolNua consultancy company, called this time, “an inflection moment in history not unlike the Renaissance or the Age of Enlightenment.”

He acknowledged that an epoch of change brings opportunity and fear because everything we have done in the past may not work any more.

Uncertainty seemed to be the word of the day. He pointed to a joint SITE-IRF study that showed 32% of Western Europeans saying in 2024 that they didn’t know what to expect in 2026. “The unrelenting growth interrupted by Covid that came roaring back afterward is now in question,” he said.

Part of the reason budgets have become more challenging is a shift to cover hotel and airline costs away from activities and agency fees. “The spend for a destination experience that makes a trip unique going down is not good for anyone, including the attendee,” he said.

Church in Greece “Incentive travel should be a unique, bucket list transformative experience that makes a fundamental difference in the lives of our attendees,” he added. Increasingly that means finding fresh locations that groups have not used before.

Gilligan also shared data that showed a polarized approach to the existential crisis of climate change between the U.S. and Europe. “It is important that as the wind starts to blow in another direction, we don’t go that way as well. We need to stand strong,” he concluded.

The reluctant Futurist—or Now-ist as he prefers to be called—Henry Coutinho-Mason quoted Jeff Bezos in encouraging event designers to think about what isn’t changing. We are the same humans with the same basic human need for connection as the people who built the Theatre of Dionysus, he suggested. “People who understand people will always win.”

What could help everyone win, he said, is the thoughtful implementation of AI, not to take over half the jobs, but to remove the redundant, BS portions of jobs so people can be more creative and learn faster in concert with multimodal AI. “Use AI to learn faster and perform better in the moment for richer, more relevant human connections,” he suggested.

“People who understand people will always win.”

– Henry Coutinho-Mason

“We can only create the future we are able to imagine,” he concluded.

The 2026 Hosts Global Forum will go to the ends of the earth to uncover more essential meeting truths by gathering in Alaska as guests of Alaska Destination Specialists.

Orlando ushers in a year of meetings innovation and excitement with new experiences and venues for planners to include in their agendas in 2025 and beyond.

“Orlando is unmatched as a meetings destination where imagination and business come together in exciting new ways each year,” said Casandra Matej, president and CEO of Visit Orlando. “In 2025, our destination’s continued focus to invest in creating new innovative meeting experience can be seen in our world-class theme parks, award-winning culinary scene, and luxury resorts and hotels.”

THEME PARKS

Universal Orlando Resort’s highly anticipated theme park, Universal Epic Universe, will open May 22. This expansive park features over 50 attractions across five immersive worlds, such as Celestial Park, The Wizarding World of Harry Potter – Ministry of Magic, SUPER NINTENDO WORLD, How to Train Your Dragon – Isle of Berk, and Dark Universe.

Universal Helios Grand Hotel, with a dedicated entrance into the new Universal Epic Universe, will open May 2025. This Loews hotel, already available for booking meetings and events, will offer 4,648 square feet of versatile space, 500 rooms and 35 suites, and feature tablets for guests to digitally control elements of the room from lighting to room service.

Universal Stella Nova Resort and Universal Terra Luna Resort will add 1,500 guest rooms to Universal Orlando Resort’s hotel portfolio, raising the total to 11,000 rooms across 11 hotels. The new properties feature 750 double-queen guest rooms with spaceship-styled windows and a variety of dining options and amenities.

The Walt Disney World Swan and Dolphin is adding 120,000 square feet of event space to its current meeting and convention floorplan along with a new, modern look. All guest rooms in the Walt Disney World Swan have undergone remodeling and are available for bookings.

Disney Meetings & Events is unveiling new meeting products and resources including signature team building and networking sessions, general-session openers and a creative studio at Walt Disney World Resort where meeting professionals can collaborate with Disney and Disney Meetings & Events experts.

Debuting at EPCOT, Test Track presented by Chevrolet will feature new scenes that highlight technological advances.

Two new Walt Disney World lounges will make their debut including an all-new Pirates of the Caribbean-themed lounge at the Magic Kingdom and a lounge inspired by Spaceship Earth at EPCOT.

This spring, SeaWorld Orlando unveils the all-new Immersive Experience, the world’s first fully immersive Arctic flying theater, which will soar guests over icy landscapes, dive beneath frozen waters and encounter Arctic wildlife.

THE CONVENTION DISTRICT

The Orange County Convention Center is targeting to break ground by 2026 with enhancements to the North-South Building which will include an additional 44,000 square feet of meeting space and a 100,000-square-foot ballroom, along with a new entry to the North-South Building along Convention Way.

Blue Man Group return to Orlando April 3 with a new residency show at ICON Park featuring its signature mix of art, live music, comedy and non-verbal storytelling.

NEW DINING EXPERIENCES

Epilogue, a new adult-only speakeasy is now open at Four Seasons Resort Orlando at Walt Disney World Resort. Available for private events, the new intimate lounge features a library-inspired theme and offers a variety of specialty, on-theme cocktails.

The Downtown Orlando Food & Art Tour, hosted by Wandering Palm Adventures and available for corporate groups, incentive travel, client engagement, and team building, offers a guided journey through Orlando’s vibrant art scene top local eateries.

The Lake Nona Wave Hotel introduced Garni Café, an all-day French bistro, and the upscale Nectar Room as the newest offerings to the hotel’s award-winning food and beverage scene.

How to build a schedule that works with human circadian rhythms

When you schedule a presentation can be as important as what you include. Human attention spans naturally fluctuate throughout the day, and trying to fight built-in rhythms is like trying to overcome gravity. Nature almost always wins. But if you work with the tendencies that dictate your ability to focus, you will be more likely to leave everyone smiling.

Download the Managing Attendee Energy White Paper

Follow the Sun

Celebrity neuroscientist and podcaster Andrew Huberman points out that our internal circadian rhythm is the engine behind our sleep-wake cycle. It is governed by light exposure. But not all light exposure is equal. Morning light—especially the first natural light of the day—is a powerful wake-up signal due to the ratio of blue light to yellow light that is unique to sunrise and sunset. Additionally, outdoor light exposure can be upwards of ten times brighter than the brightest indoor lighting, creating a much stronger synchronization between your internal clock and the time of day.

Exposure to bright light, particularly blue light from screens and overhead lights at night, will lead to circadian disruption. Jet lag and an inconsistent sleep schedule cause a misalignment between the light levels hitting the photoreceptors in our retinas and the body’s other biological signals for sleepiness including increased melatonin levels and a decrease in body temperature.

Optimizing Attendee Energy

Dr. Jessica Garza, who holds a Ph.D. in performance psychology, a master’s in clinical mental health and a master’s in sport-exercise psychology, is a TED speaker and has worked with professional athletes, congressional staff, FBI, CIA and US Special Forces to develop mental readiness, emotional intelligence and self-confidence to optimize their potential both on a personal and professional level. She is a fierce advocate for optimizing energy resources by considering human circadian rhythms.

She combined the science behind natural rhythms with The Eisenhower Matrix, a time-management framework that helps people prioritize tasks based on urgency, to help meeting professionals design schedules based on cognitive peaks. “These frameworks empower planners to conserve energy resources while enhancing productivity and participant satisfaction,” she said.

Garza points out that morning is the best time for physical exercises such as running. It is also when audiences will have the most conscious awareness and engagement. “Any of your big, important talks or meetings should be scheduled from about 9 a.m. to 11 a.m.,” she said.

Organizers who really want to engage attendees know to start by having attendees jump up and down, sing, dance or shout. Even if you have to plant a few people to start the jumping, the “bandwagon effect” will spread the behavior throughout the ballroom. That raises the heart rate and gets everyone aligned with the energy in the room. Call it the “Tony Robbins approach” to energy enhancement. This collective consciousness-building where everyone is on the same frequency magnifies the focus and messaging.

Afternoon Slump, Begone!

At lunchtime, the postprandial dip—a drop in blood pressure that can occur after eating a large meal—causes brains to get foggy, a condition known as the “afternoon slump” or “food coma.”

It’s not all bad news, however. Pitching information you know very well over a lunch break when your companion is less engaged will make them more likely to say yes. “But they might have buyer’s remorse around 4:00,” Garza warned with a smile.

After lunch, during the body’s maintenance time, some physical activity or sensory activation could help people wake up during what is typically a low-alertness time of day. “If you must have a session during that time, find a speaker who is energetic, loud and includes hands-on kinesthetics for all different learning styles to get people to get engaged,” Garza said.

Garza cautions against using caffeine to counter this natural tendency, because doing so can impact sleep later, which plays an important role in the brain’s ability to convert short-term memory to long-term memory. It’s when the mind consolidates all the information it has learned during the day at the conference. The afternoon lull could be an opportunity to allow people to return to their rooms for a quick nap or time to regroup. Garza explained that some people need to practice “energetic hygiene” because being around so many people can be mentally and emotionally exhausting and time away can help these attendees reset.

Garza also warns that drinking alcohol can impact quality of sleep, keeping attendees out of the critical REM stage and hindering their ability to recall information and show up ready to learn the next day.

Smart Meetings Elevate Experience at the newly renovated Rancho Bernardo Inn in San Diego activated the principles of audience engagement by putting the emphasis on engaging both the “experiencing self” and the “remembering self” as IMEX Head of Programme Tahira Endean described it in her Science of Happiness Finale.

In a world where anger, stress, sadness, physical pain and worry—unhappiness—has been rising for 20 years, according to a Gallup poll, helping people get uncomfortable and vulnerable in a safe place so they can stretch their neuroplasticity and be more comfortable with change physically, mentally and emotionally is one of the most important jobs on the planet.

Designing Events for Transformation

Jacques Martiquet leading group around in ballroom at Smart Meetings Elevate Experience — Jacques “The Party Scientist” Martiquet

Opening keynote Jacques “The Party Scientist” Martiquet activated a “Laboratory for Shared Joy” to get people moving, asking meaningful questions, practice choosing gratitude, celebrating social risks and changing their physiology. What was the result of all the trust falls, probing questions and conga lines? Strangers became friends and everyone felt included.

Martiquet’s formula? Joy multiplied by connection equals the greatest antidepressant.

Learn More: Finding Joy at Events with The Party Scientist

The Power of Belonging

Denise Soler Cox talking on stage

That welcome message was echoed by Denise Soler Cox, award-winning activist filmmaker, top 100 podcaster and international speaker who used her lived experience to produce the movie Project Eñye. After years of talking about the importance of belonging—and being asked about imposter syndrome—she came to the realization that the first step to belonging to a place or group is to feel that you belong to yourself.

She shared tips for bridging competing value systems—collective vs. individualist mindsets—that many audiences bring by intentionally putting elements in place that will please diverse attendees. Starting with a “We’re so glad you are here,” and giving people time to tell stories will allow them to feel heard.

A Welcoming Oasis

alcoholic drinks The authentic connections, indoor-outdoor meals and networking played off the energizing effects of sunlight and a luxuriously verdant background. Garden-to-table cuisine nourished body and soul while highlighting the abundance of dining choices on the property and catering to all dietary requirements.

The closing reception included grilled watermelon gazpacho with tequila swordfish ceviche (dairy and gluten-free), lobster rolls with tarragon and lemon aioli, Robbins Island wagyu striploin with honey saffron onions and grilled asparagus and a black truffle demi sauce. A Mexican street corn station was in keeping with the Southern California destination and pavlova with berries and greens from the garden left everyone on a sweet note.

Varying the setting over the property’s 26,000 sq. ft. of meeting space and abundant outdoor patios and gardens allowed attendees to stay on property and still experience a sense of discovery.

The Gift of Agency

The experiential gifting lounge that has become a signature part of the Smart Meetings Experience over the last few years was just the beginning of the personalized approach to saying thank you for attending. Commemorative and AI headshots from BoothEasy greeted guests while pampering products from Terramar, a DMC Company, sunglasses from Select Shades, tasting from Lady Somm, coolers from Halo Branded Solution and Snip Tease clothing artistry.