Smart Meetings | Page 467 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

Providing a significant boost to planners seeking luxury accommodations, Preferred Hotels & Resorts will celebrate its Golden Anniversary by launching 13 new properties in 2018, including five in the United States.

One of the largest independent hotel brands in the world, Preferred will open hotels in Nashville; Houston; Fort Lauderdale, Florida; Charleston, South Carolina; and Chicago.

Bobby Hotel Nashville, which will open downtown in the spring, will include 144 guest rooms, four dining options, 6,000 sq. ft. of meetings space—and a rooftop bar inside a renovated 1956 Greyhound tour bus! The bus, which was hoisted by crane to the rooftop, will provide a glimpse into the overall gritty chic design and aesthetic of the boutique hotel.

Also slated to open in the spring, The Post Oak Hotel in Uptown Houston will feature 250 guest rooms—including a 5,000-square-foot presidential suite—as well as fine dining, a serene spa and other sophisticated amenities. Situated in a tower, steps away from The Galleria and River Oaks District, The Post Oak Hotel will include a Rolls-Royce, Bentley and Bugatti showroom, and a helipad. The grand ballroom will have 16,000 sq. ft. of space, and will be complemented by the 3,000-square-foot Post Oak Ballroom, and 10,000 sq. ft. of conference and breakout room space.

Las Olas Ocean Resort in Fort Lauderdale is set to debut in May. The 12-story hotel will be located just two blocks from Las Olas Boulevard, the main shopping and dining area in Fort Lauderdale, and feature 136 guest rooms with stunning ocean and bay views, a fifth-floor oceanfront pool area and a meeting room.

Hotel Bennett Charleston is scheduled to open in the summer on Marion Square, the most famous green space in the city. It’s a main gathering spot for world-class events, including the Charleston Wine and Food Festival. The hotel will boast 179 guest rooms, a rooftop pool with cabanas and bar, a luxury spa and 12,000 sq. ft. of custom-designed indoor and outdoor event space, including a 6,600-square-foot ballroom with a dramatic 30-foot ceiling and expansive, arched windows.

Harmonizing with the many nearby, world-class art attractions, the boutique Sophy Hyde Park in Chicago will feature an eclectic collection of art throughout the property that celebrates community and the artists and artisans that create it. Launching in July, the 98-room Sophy is being designed as a four-diamond property and engineered to achieve LEED Silver certification. It will feature a bar, restaurant with al fresco dining and a fitness center.

Preferred Hotels & Resorts, which has 650 properties in 85 countries throughout the world, also will be adding these properties in 2018:

The Primus Hotel Shanghai Hongqiao (January)
Pestana Amsterdam Riverside (February)
The Middle House, Shanghai (early 2018)
PhilsPlace Vienna (April)
Montage Los Cabos, Cabo San Lucas, Mexico (May)
Carrosa Hotel Spa Villas, Mallorca, Spain (May)
Hotel Monville, Montreal (July)
Garza Blanca Los Cabos, Cabo San Lucas, Mexico (July)

amtrak derailment

Photo credit: Ellen M. Banner / The Seattle Times

A week before Christmas, three passengers are dead after an Amtrak crash near Olympia, Washington, and the southbound lanes of a major highway have been closed for an indefinite period. The train was making its first-ever run along a new, faster route connecting Seattle and Portland, Oregon, when the train derailed, hurtling off an overpass bridge and down onto the highway during morning traffic.

There were 78 passengers and five crew members on board, Amtrak said. Several cars and trucks traveling southbound on the highway, Interstate 5, were impacted by the falling rail cars, but, miraculously, no one in the vehicles was reported killed. More than 100 were taken to area hospitals for treatment.

The train was traveling at more than 80 mph when the derailment occurred. Authorities said the proper speed at that spot was half that much. Why the train was going too fast is under investigation.

Motorists helped rescue people until first responders arrived, said a spokesman for the local sheriff’s department.

The Associated Press quoted an official anonymously as saying the train may have struck something on the track, but there have been no other reports of possible interference with the train’s path.

Southbound I-5 is expected to remain closed through Christmas Day, or longer. State officials asked motorists to delay travel south between Tacoma, Washington, and Portland. An estimated 60,000 motorists use the route per day, the Washington Department of Transportation said, and it is the primary southbound artery. There are few alternate routes, and all involve taking state highways until connecting with U.S. Highway 101 on the Olympic Peninsula.

The new rail route, called the Point Defiance Bypass Project, was part of an $800 million project to upgrade an existing rail line, and provide more reliable and faster service. It was intended as an improvement over tracks that included tight curves and single-track tunnels along Puget Sound.

President Trump tweeted that the derailment was evidence of the need for his promised infrastructure overhaul, but the tracks at the point of the derailment were brand new.

Can’t fly your meeting all the way to Australia? No worries! Oz can come to you in the States. Here are three ways to bring Down Under up above.

1. The Animals

Native Australian animals, such as kangaroos, wallabies and koalas live in the U.S. too. Columbus Zoo and Aquarium, home of Jack Hanna, offers a one hour outreach program to bring an animal presentation to corporate and group events throughout the country. Many zoos nationwide have similar offerings, so inquire with the zoo most local to your meeting venue.

2. The Food

Create a menu of Australian delicacies to serve at your event.

Throw some shrimp on the “barbie” for an Australian-style grill fest.
Tim Tams are chocolate covered biscuits that come in a wide variety of flavors. They used to be exclusive to Australia, but are now available at American grocery stores.
Meat pies are beef baked in a pastry crust. Sydney’s popular Harry’s Cafe de Wheels is expanding to the U.S.
Flat whites are similar to lattes, but stronger and many in the U.S. have discovered them on Starbucks menus in the last few years.
Vegemite is a brown yeast extract that is meant to be spread on toast and sandwiches. Many people say this is an acquired taste.

3. The Experience

G’Day USA is a diplomacy program to strengthen the relationship between the U.S. and Australia and familiarize Americans with the land Down Under. Throughout the year, they host events in major U.S. cities. In January, G’Day USA will be focusing its attention on California with pop-up events at Westfield Century City in Los Angeles, including an Australian Open Experience, and a gala in San Francisco.

The Adelphi Hotel, Sarasota Springs

After a five-year renovation, this revitalized beauty honors the Golden Age of Saratoga Springs, N.Y. Originally opened in 1877, it’s the last surviving hotel of that era, in a city known for its historic charm, Victorian architecture, arts community, naturally carbonated mineral spas and horse racing. Guests rooms total 32, and the ballroom seats 165.

The Adelphi Hotel

Holston House, Nashville

Housed in a 1929 Art Deco-style building, the latest addition to Nashville’s downtown is this addition to The Unbound Collection by Hyatt. Its 191 guest rooms are steps away from Lower Broadway and its country music attractions. Even closer are the property’s own locally inspired F&B options and 3,000 sq. ft. of meeting and event space. It opens next month.

Holston House

The American Hotel Atlanta Downtown-a DoubleTree by Hilton

Ahead of its time when it opened in 1962, all were welcome at downtown Atlanta’s first modern hotel—earning it a place in the Civil Rights Movement. Guests have included James Brown and Dr. Martin Luther King Jr. A $16 million renovation brings the 315-room property into the 21st century—with retro touches such as an Airstream trailer as the poolside bar. Meeting space rings in at 14,000 sq. ft.

The American Hotel Atlanta Downtown

Tortuga Bay at Puntacana Resort & Club, Dominican Republic

The late Oscar de la Renta went beyond haute couture in designing this AAA Five Diamond boutique hotel. It was the only hotel in the legendary designer’s portfolio. Now, a just-completed renovation upgrades technology, adds Oscar de la Renta Home fabrics throughout, enhances Bamboo restaurant, common areas and more. One thing has not changed—the resort’s commitment to sustainability. There are 30 guest rooms and three golf courses.

Tortuga Bay at Puntacana Resort & Club

3 Dramatic Changes that Could Hit Event Industry in 2018

Photo credit: Steve Pate-Newberry

Attendees at the California Society of Association Executives (CalSAE) Seasonal Spectacular opening session were given a heads-up about changes coming in the industry that could impact how they plan meetings in the coming year.

Get Ready for Change

Mike Dominguez, chief sales officer for MGM Resorts International, warned that the speed of change is coming faster than a lot of large organizations can prepare for it. “If you think you are moving fast enough, you are not moving fast enough.” In a world where Amazon is buying everything from grocery stores to online gaming networks just for the ability to market Prime memberships, could hotels be next in an attempt to access loyalty members? In a climate where demand for ballrooms is outpacing supply, this could have major implications.

Create Meaningful Experiences

One of the changes already emerging is a shift of control over event scheduling from the organizer to the attendee. David Stone, vice president of sales and marketing for Crescent Event Productions, who calls his project managers “experience engineers,” says agendas will no longer be linear. Instead, attendees will answer polls to crowd-shape their experience and algorithms will suggest possible options based on ratings and attendance history.

Eric Hoffend, vice president at Freeman Company, stressed that planners need to recalibrate the meaning of “experiential.”

“Spinning a wheel in a booth is no longer enough,” he said. It has to be based on connecting with people on an emotional level, using all of the senses.

Watch the Fine Print

As the business climate changes, Deanne Vigil, regional vice president at HelmsBriscoe, advised paying close attention to contracts for things such as set-up fees for meeting rooms and meals, limitations on attrition rates and, a new one—urban fees.

The bottom line, all agreed, is the need to work together as partners to find solutions for all these changes that will result in the best events for attendees.

10 Things to Do While in Sacramento for CalSAE

Are you one of the more than 1,000 association meeting professionals attending the California Society of Association Executives (CalSAE) Holiday Spectacular at Sacramento Convention Center this week? If so, you are in for a treat. The conference is a once-a-year chance to see all of your friends and find new solutions. It is also an opportunity to explore California’s capital city. We have some suggestions for things to do while in town.

At the Conference

Network

Once you have gleaned insights from educational programs on creating 21st-century 4D conference experiences from Sarah Michel, vice president of connexity at Velvet Chainsaw Consulting, and communicating value to your members from Jenna Jameson, corporate marketing for Community Brands, check out the Seasonal Luncheon to make friends and exchange more best practices.

Trend Watch

A panel discussion on Wednesday moderated by Smart Meetings features insights from Michael Dominguez, senior vice president and chief sales officer of MGM Resorts International; Eric Hoffend, vice president and regional team leader at Freeman Company; David Stone, vice president of sales and marketing at Crescent Event Production; and Deanne Vigil, regional vice president at HelmsBriscoe. You read the story in the December Smart Meetings magazine; now hear the trend watchers and ask your questions about what happened in 2017 and what we can expect for 2018.

Walk the Floor

More than 150 exhibitors will set up shop on the expo floor to answer your burning questions about everything from venue ideas to tech solutions. Plus, there is swag.

Eat and Drink

Sacramento is the self-proclaimed Farm-to-Fork Capital and you will find lots of opportunities to get a taste of this bounty just steps from the convention center. One of Arnold Schwarzenegger’s favorite spots when he was governor was Ella Dining Room & Bar, a block from the convention center. Cafeteria 15L is billed as a comfort-cool experience (a trip to the restroom could be a story to take home). It is part of a complex of restaurants adjacent to the convention center that highlight local flavors and culinary trends. On J Street, Grange Restaurant & Bar in Citizen Hotel is an award-winning, locally sourced dining experience. You can even go online to meet the farmer providing the eggs, tomatoes and lamb shanks that will end up on your plate.

Be Merry

Seasonal Spectacular is holding a no-host Happy Hour on Wednesday at Public Market Bar in Sheraton Grand Sacramento Hotel. Specialty cocktails and craft beer available steps from the convention center doors are a great way to start. One street over, The Kay has become an after-hours destination. At Dive Bar, mermaids (and a merman) swim in a tank above the drink selections. In the light of City Hall, La Cosecha Sacramento anchors Cesar Chavez Plaza with a communal and comforting indoor-outdoor, celebration of the spirit of Mexico and the bounty of Sacramento. A block from city hall, the original Frank Fat’s dates back to 1939 and was the site of many a bill being drafted over honey-glazed barbecue pork, tropical martinis and its famous banana cream pie. A drink at this bar is a modern taste of Sacramento’s past.

Extracurricular

See Golden Globe-nominated best picture Lady Bird at Tower Theater and cheer when Tower is featured in the film. For a bonus, stop for amazing desserts on the heated patio at Tower Cafe next door.

Check out Wide Open Walls, the colorful results of a citywide mural festival that turned blank urban canvasses all over town into artistic statements. Or, stop at Crocker Art Museum for an immersive connection with California past, present and future. The building itself is a work of art and the gift shop is a great place to do some Christmas shopping.

Walk State Capitol World Peace Rose Garden, where 675 flowering bushes—including Sacramento’s namesake camellias—bloom in the glow of the Capitol dome. Nine memorials dot the space, including one dedicated to firefighters and one dedicated to peace officers.

A trip to Sacramento wouldn’t be complete without a stop in Old Sacramento, if only to get a free saltwater taffy sample. From the waterfront dining at Joe’s Crab Shack and Rio City Cafe to comedy shows, live music and Theatre of Lights performances from the balconies of the historic buildings four nights a week, there is lots to see and do.

Looking to the year ahead, we are all eagerly anticipating the new food and beverage trends that will emerge. Here’s a few that we’re placing our bets on.

Experiential Catering

There’s been an emphasis on the desire for experiential outings, whether in travel, food or shopping. As far as food and beverage, in 2018 there will be more businesses capitalizing on this, showing how food is made before it reaches the customer. The Drake Hotel in Toronto already offers an opportunity to watch your pasta become dough, then noodles and then get cooked in a cheese bowl. You read that right—a cheese bowl.

Classic Remodel

Putting a spin on nostalgic dishes such as veggie crudite on ice with sunflower seed hummus and hemp oil dip, or vegan twists on comfort classics, including chickpea meatloaf and cauliflower mac ‘n’ cheese, is trendy as the desire for comfort food peaks.

Barbecue Re-dos

Expect mashups of cultures and meats that make barbecue anything but basic. Look for Korean, Jamaican and Caribbean influences in classic wings and ribs.

Going on the ’Gram

The better the food, the better the Instagram photo? Probably. While 2017 was the year of unicorn-themed food, in 2018 chefs will tap even deeper into the power of visually appealing food that can double as marketing images on social media. Color was all the rage in 2017, but texture is predicted to be the most photo-worthy trend of 2018. Think chewy beverages, and even more cotton-candy-fluff-topped treats.

Nontraditional Tacos

Expect your tacos to get loco fillings this year by pulling from many international influences. Keep an eye out for Korean kalbi, fried Italian peppers, Mediterranean lamb, harissa and Japanese uni seaweed in your next taco.

Food Walls

Food walls, another Instagram-friendly trend, will be appearing all over. Eatertainment recently offered a rosy ombre macaron peg wall, with vanilla, rose, cotton candy, grapefruit cayenne and Peruvian chocolate flavors.

Nostalgia 2.0

Kid-like wonder meets adult taste buds in this trend of rebooting childhood classics such as ice cream, with booze infusions. And as the ’90s just keep coming back, expect food infused with Pop Rocks and Gushers-inspired cocktails making a #phat comeback.

Chicken Not so Little

Arguably the most versatile meat of all, chicken will find itself taking center stage in 2018, showing up in affordable fried chicken sandwiches, at food trucks and in fancy dishes.

Fine Casual Dining

This Shake Shack-inspired trend shows no signs of going anywhere any time soon. The New York City-based restaurant chain is one of the leaders in the ongoing East versus West competition also involving In-N-Out Burger, based in Irving, California. People are demanding the high quality and low price that both spots provide. Health food chain Amy’s even opened a healthy fast-food restaurant in Southern California earlier this year to get in on the game.

Creative Food Repurposing

With the documentary Wasted! detailing just how much food in wasted unnecessarily each year—and how half of America is going hungry—restaurants and caterers are realizing they need to find new ways to use all of the produce they have. Expect stems, shells and leaves to pop up creatively in dishes in 2018.

Vegetable Entrees/Plant-based Meals

They continue to spread as the vegan population rises. It began with the Impossible Burger, a meatless burger that still looks and tastes like meat. With many more vegan products hitting shelves in 2017, the plant-based diet became less of a fad and more of a staying concept. Expect plant-based meals to become more widespread in 2018.

Pizza

Yeah, pizza is in fact a trend for 2018. Specifically, and coinciding with The Motor City’s growing millennial population, Detroit-style pizza is set to take off in 2018.

High-end, Alcohol-free Drinks

Call it the La Croix affect, but there is a growing desire for high-end drinks, minus the booze. Flavors, bubbles and booze-free drinks are ready and waiting to be sipped to your heart’s content.

Personalization

Meal kits took off in 2017, as they gave consumers hassle-free meals each week for a set price. Blue Apron includes eight meals each week, and customers can pick the three they like to have delivered that week. Blue Apron always has at least three vegetarian options, and provides an optional wine subscription with your box. Customers crave that sense of things made just for them, so watch for personalization to continue to rise in 2018.

One-Item Restaurants

They saw overwhelming success in 2018, from bacon-centric spots to strictly fro-yo joints. Expect more item-specific places to open in 2018. Unicorn cafes and kitten cafes have already proved successful as well, so who knows what’s next?

East Indian Street Food

We’re excited about this one. Look out for curry fries, tandoori chicken on a stick and more as Indian food works its way out of restaurants and homes, and onto city streets.

New VWP Rules Focus on Overstays and Information Sharing

The Department of Homeland Security enacted new rules Friday aimed at limiting overstays and enhancing airport security for 38 largely European countries, whose citizens are allowed to travel to the United States without a visa—and the travel industry applauded. New requirements to the U.S. Visa Waiver Program (VWP) require participating countries to share information with Interpol and Europol and screen passengers, particularly from other countries, based on U.S. counterterrorism information.

Roger Dow, president and CEO of the U.S. Travel Association, said, “The security reforms to the VWP announced today offer a sensible approach to evolving this highly valuable program, which continues to be the gold standard for travel security and facilitation.” He added, “A secure travel system is foundational for all visitors. Without security, there is no travel.”

Visitors overstaying their visas have been pinpointed as security risks. A 2017 Homeland Security report acknowledged that tracking departing visitors is not completely accurate. The new rules will require countries with more than a 2 percent rate of visitors overstaying their time limit to launch public information campaigns about possible consequences of being in breach, including getting removed from the VWP program.

Other New Security Measures

Requiring VWP countries to fully implement existing information-sharing arrangements by systematically screening travelers crossing their respective borders against U.S. counterterrorism information
Assessing VWP countries on the effectiveness of safeguards against insider threats in the aviation security environment

What This Means for Events

The announcement included a note that “DHS has assessed that these security enhancements will not hinder lawful trade and travel. Qualified nationals will continue to be able to travel to the United States under the VWP. These measures will benefit all U.S.-bound visitors by promoting a safe and secure travel system.”

If the program continues to allow streamlined admission to the United States for attendees who follow the rules, then it makes coming together to share ideas possible.

A lot can be said about 2017. It was a year not only of consequential change, but also of radical response. No one was free from the ripple of this turbulence, especially meeting and event professionals. After all, they’re in the business of people.

So whether it was raising money for hurricane relief, participating in the women’s movement or becoming a security expert, corporate planners were definitely getting their feet wet. But how can we get to the heart of our country’s 2017 experience? Semantics is one answer.

Since 2003, American dictionary-publishing company Merriam-Webster has compiled an annual list of the top 10 trending words. These are identified through an online poll, along with suggestions from website visitors. The end product is 10 terms that encompass much of the year’s action. Let’s ruminate on what some of these terms meant to the meetings and events industry this year, and consider how we can move toward a better 2018.

1. Feminism

Merriam-Webster definition: the theory of the political, economic and social equality of the sexes

The year kicked off with floods of pink protestors across the nation. The #MeToo movement is now one of the most recognizable signs of strength—especially since the silent-breakers graced the cover of Time magazine for the greatest influence this year. Webster reported that overall, searches for this term increased an astounding 70 percent this year.

What did this mean for meeting and event planners? Well for one, this was cause for celebration. Despite women occupying 77.4 percent of roles in the industry, the female planner earns $40,546 on average, while the male earns $48,650. Not only were planners empowered, but more opportunities to donate, support and get involved surfaced. Additionally, harassment policies came to the forefront, prompting a long, overdue emphasis that allows everyone, from attendees to hoteliers, feel safe.

Planners can keep up the momentum. For one thing, a clearly defined policy against sexual harassment is a must. It’s also essential to take responsibility at events, follow up on any and all suspicions, and train your team. Offer what you can, but always push to do more. This can mean anything from taking on a mentorship role to being cautious and discerning with your language.

2. Complicit

Merriam-Webster definition: helping to commit a crime or do wrong in some way

3. Recuse

Merriam-Webster definition: to disqualify (oneself) as judge in a particular case; broadly: to remove (oneself) from participation to avoid a conflict of interest

4. Empathy

Merriam-Webster definition: the ability to share another person’s feeling

With a lot of social strife this year, matters of empathy often came into question. For instance, it was used as one of the #MeToo campaign goals. Another example is when Asghar Farhadi, Iranian director of the Academy Awards’ Best Foreign Language Film, The Salesman, announced he wouldn’t travel to the United States in protest of the travel ban. He pleaded for empathy saying, “between us and others, [it’s] an empathy that we need today.”

Most of the year’s major events resulted in a need for empathy. Hurricanes, shootings, fires and sexual harassment made many of this year’s headlines grim. Yet, there was a silver lining. People began seeking and fostering compassion. After the horrific Las Vegas massacre, many reports highlighted the heroes. On a smaller scale, the surge of veganism demonstrated a call to kindness.

Moving forward, planners need to nurture this resurrected value. The little things matter, too. Standing up against gossip at an event and implementing new accommodations—whether they be disability, religious, dietary, gender, supporting nonprofits, or getting you and your team involved in CSR—are all significant accomplishments.

5. Dotard

Merriam-Webster definition of dotage: a state or period of senile decay marked by decline of mental poise and alertness

6. Syzygy

Merriam-Webster definition: the nearly straight line configuration of three celestial bodies (such as the sun, moon and earth during a solar or lunar eclipse) in a gravitational system.

7. Gyro

Merriam-Webster definition: a sandwich, especially one with lamb and beef, tomato, onion and yogurt sauce on pita bread. Or, a member of a major international service club.

8. Federalism

Merriam-Webster definition: the distribution of power in an organization (such as a government) between a central authority and the constituent

9. Hurricane

Merriam-Webster definition: a tropical cyclone with winds of 74 miles per hour or greater that occurs especially in the western Atlantic; that is usually accompanied by rain, thunder and lightning; and that sometimes moves into temperate latitudes

Just to clarify, this isn’t because people are unsure of what “hurricane” means. Webster’s believes people searched the term for more detailed information rather than out of ignorance. Harvey, Irma and Maria were the vicious culprits of destruction. And the entire country closely followed as these storms raged on. Major evacuations impacted the tourism industry. Not to mention, tons of travel plans were cancelled or impacted.

Meeting and event planners needed to change plans and ultimately evaluate safety policies. They also sought out ways to participate in rebuilds. Tying back to empathy, planners realized they needed to do their part in supporting these urgent disasters. In terms of their attendees, back-up safety plans became more pressing matters.

Moving forward, planners can do a number of things. For one, remember recovery is still in the process, especially in Puerto Rico and the Caribbean. The storm hasn’t exactly passed, so to speak, so sustain efforts. In addition, be prepared for next year’s season with evacuation plans, change clauses and other relevant precautions in place. Finally, keep the environment in mind. Make green practices a central part of your events and lifestyle.

10. Gaffe

Merriam-Webster definition: a noticeable mistake

evacuation

Fires raging in Southern California have already destroyed 1,000 structures. Tens of thousands of event attendees have been impacted as groups deal with air quality warnings and, in some cases, evacuation orders.

We spoke with Julie Mauer, vice president of marketing for Silverado Resort and Spa, which evacuated during the Wine Country fires in October for insights into how to keep everyone in your group safe and calm during an emergency at a venue.

In the Line of Fire

The Atlas Fire in Napa Valley started at approximately 9:20 p.m. on Oct. 8, and Silverado started evacuating at approximately 10:00 p.m. The fire was several miles away, but strong winds pushed it through the valley quickly. Silverado was one of the first sites evacuated.

Staff at Silverado acted quickly. “Our resort general manager made the call to evacuate before the fire officials began evacuating,” Mauer reports. The process was extensive, since Silverado is a 350-acre resort with 350 cottage rooms, spread throughout four different “neighborhoods” and was at about 75 percent occupancy at the time. Staff began going door-to-door while front desk personnel called each room. Evacuees fled to a nearby shopping center before moving to alternative accommodations or evacuation centers.

Reopening for Business

Several events scheduled at Silverado were cancelled over the next two weeks while the resort was closed for repairs. Silverado fully reopened Oct. 25 after cleanup was complete. By the end of that month, most of the region’s 1,200 wineries were open for business with fewer than 10 seriously damaged, according to Visit California reports. All had an increased awareness about the importance of preparing for emergencies that can happen very quickly.

Photo credit: Silverado Resorts

Lessons Learned

So, what can event planners holding events in Southern California and beyond do to keep attendees safe when disaster strikes?

1. Communicate assembly points

Things can get chaotic in an evacuation, but if you have one or more assembly points in place, guests and attendees will know where to head once they’ve left the building. Tip: Make sure to base the assembly points around emergency exits, so there isn’t wasted effort required to reach them.

2. Establish a chain of command

Everyone needs to be assigned a role to follow in case of emergency so no part of the process goes overlooked. In the case of Silverado’s evacuation, the general manager had the insight to evacuate before officials alerted the resort to do so. In swift moving fires, these last-minute calls are critical. Tip: consider developing a text alert system for faster communication.

3. Run drills

Every employee—and, ideally, event professional on site—needs to be familiar with the emergency plan. That way in case of a real emergency, instincts kick in, and they know what to do and where to go. Depending on the disaster potential in the area, regular training sessions ensure hotel plans will be well orchestrated if something happens. While security teams often take a leading role in a disaster, it is important that all staff know what to look out for and how to direct guests, should it become necessary.

4. Know your property map

This should include main water shut-off, main electrical shut-off, main gas shut-off, locations of portable fire extinguishers and location of pull stations. Knowing where these are beforehand streamlines the process of putting out fires in an emergency or directing the evacuation team properly.

5. Conduct regular risk management evaluations

Many hotel and resort owners are often caught off guard by the high costs of repairs following a disaster. Evaluating costs can be even more difficult when you’re trying to move as fast as possible to reopen the doors. Professional restoration companies can conduct pre-loss assessments to determine adequate insurance levels.

6. Keep list of guests, including special needs

Maintaining a list of everyone attending a conference and their contact information can help event professionals and hotel staff confirm that everyone has gotten out safely. By noting which attendees might require extra assistance in case of emergency, you can more easily direct resources there.

While thinking about what could happen in case of emergency may not be the most fun part of planning an event, being prepared ensures that everyone is evacuated safely, and that you can get back to business as swiftly as possible—just like the Silverado did, as seen in the photo below taken during the grand reopening.

Do things right, and you might wind up with great testimonials, just like Frances Faulkenberg had for Silverado:

“I am the Event Chair for an industry group and we had our annual meeting planned for the Silverado Resort on November 8-10, 2017. Imagine my anxiety when the Napa Valley fires broke out 4 weeks before our meeting was scheduled. We immediately contacted the resort to find out if they were still up and running. The Conference Service Manager and the Vice President of Sales and Marketing took time out of their incredibly busy schedules to keep me updated continuously on the status of the resort. Even after they were evacuated and did not have access to the resort, they kept me continuously updated. Amazingly, they did not have any major damage and our meeting went on as scheduled.”