Smart Meetings | Page 49 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

Tips for crafting a multiday holiday event

When I first sat down with Mariela Murphy, CMP, special events director for Amelia Island Convention and Visitors Bureau, for dinner during my recent trip to Amelia Island, Florida, I was immediately captivated by her excitement and vision for the holiday event Dickens on Centre.

For those unfamiliar, Dickens on Centre is an annual event celebrating its 10th year in 2024. The holiday festival will take place Dec. 12–15 in historic downtown Fernandina Beach, Florida. This year marks Murphy’s fourth year leading the planning for the event.

Her wealth of experience offers valuable lessons for planners organizing their own multiday events.

I sat down with Murphy to discuss her insights, from coordinating Dickens on Centre to what other planners might learn from her experience.

People walking through arch that reads "Enchanted Village" at Dickens on Centre

Eming Piansay What typically happens during Dickens on Centre?

Mariela Murphy It’s a four-day Christmas market and holiday festival, running Thursday through Sunday. We transform downtown Fernandina Beach into a Victorian village, which fits Amelia Island’s history perfectly. Amelia Island was named after King George’s daughter and has flown under eight flags, including the British.

So, it’s fitting that we’d adopt a Victorian Christmas theme inspired by Charles Dickens’ “A Christmas Carol.” We light up the entire downtown, closing several blocks on Main Street from the waterfront on Front Street to Second and Third Streets, extending from Ash to Alachua Streets.

There are two entertainment stages, and more than 100 vendors, most of whom are artisans offering handcrafted items like candles, soaps, cutting boards and holiday-themed products. For kids, we have a large activity area featuring visits with St. Nick, cookie decorating, ornament crafting and a movie alley showing family favorites like The Santa Clause, Elf and The Polar Express.

Another highlight is our Enchanted Village, which consists of 10 snow globes (think garden igloos) individually decorated with themes like the Ghost of Christmas Past and the Sugar Plum Fairy. Guests can reserve an hour in a globe, which includes a charcuterie box, and they can purchase wine, beer or bubbly from the on-site tavern, Portly Gentleman. The village even has snow that falls every 45 minutes or so.

EP What challenges have you faced over the years?

MM When I started in 2021, I wasn’t in charge yet, but I observed plenty of challenges. Coming off Covid presented its own hurdles, and some things were learning experiences. One immediate change I implemented was creating a detailed schedule.

By that, I mean a general timeline: what needs to happen on Wednesday, which trucks arrive when, etc. With an event that attracts 30,000–40,000 visitors, delegation and structure are crucial. One system I introduced is assigning street captains—team members who oversee specific streets and their vendors.

For example, one street might have 27 vendors, and the street captain ensures they’re set up, addresses their issues and escalates major concerns to me. This frees me up to handle broader logistics like weather-related disruptions.

Another lesson I’ve learned is to implement rolling vendor setups. Instead of having 100 vendors arrive all at once, I assign staggered times and parking locations. This minimizes congestion and makes setup smoother for everyone.

Feedback is also key. I start planning in March, taking into account input from the previous year, as well as collaborating with the police, fire department, production team and city officials to fine-tune our plans.

EP How do you maintain your joy for the event while managing stress?

MM Setting boundaries is essential. I enforce hard stops on work hours, ensuring I take downtime. I also rely heavily on my team, who help anchor me when things get overwhelming. Finding humor in the chaos is important too. Instead of getting upset over minor issues, I try to laugh and keep perspective. It’s about recognizing the event’s purpose—to create a magical and whimsical experience—and staying grounded in that goal.

EP What advice would you give to planners organizing their first multiday event?

MM First, know your end goal. For Dickens on Centre, our goal is to create a whimsical, family-friendly atmosphere that appeals to locals and visitors alike. Take care of your team. Make sure they’re well-fed, hydrated and taking breaks. Also, set an example by doing the same for yourself. Comfortable attire is also key—our team wears branded event T-shirts and casual but professional clothing suitable for long days outdoors.

Lastly, create a space where your team can recharge. We have a “shift room” where staff can take five or 10 minutes to breathe and reset.

EP How are you feeling about this year’s event?

MM No event is ever perfect, and I’d be lying if I said I didn’t have worries—especially about the weather. Last year, a monsoon forced us to end the event early, but our team worked together to safely wrap up. That said, we’re prepared. We’ve worked tirelessly on details, incorporated new ideas, and addressed feedback. My team is fantastic, and I feel confident in their ability to deliver another amazing Dickens on Centre.

Joe Mauro

Joe Mauro, Ritz-Carlton Boston

The Ritz-Carlton, Boston, appoints Mauro as director of sales & marketing. Mauro began his career with Marriott International over 24 years ago, and brings extensive experience in sales leadership. In his most recent role as senior account executive for Marriott, he was responsible for delivering total account management across 22 corporate accounts. He has also served as market director of group sales for the Marriott International Northeast Group Sales Office, where he led above-property group sales for all 35+ Marriott managed Premium and Select Service brands in the greater New York area, including New York City.

Anna Livingston

Anna Livingston, Hard Rock Hotel San Diego

Livingston takes on the role of director of sales at Hard Rock Hotel San Diego. She began her hospitality career as an events manager before moving into catering and group sales, and has been serving as a director of sales since 2019. She is committed to leading teams with enthusiasm and mentoring colleagues to help them grow both professionally and personally.

Armelle De la Porte des Vaux and Ron Gulaskey

Smart moves headshots of Armelle De la Porte des Vaux (left) and Ron Gulaskey (right) — Armelle De la Porte des Vaux (left) and Ron Gulaskey (right), Club Med

Club Med, a leader in all-inclusive vacations, appoints two experienced professionals to its executive team.

De la Porte des Vaux assumes the role of vice president of marketing for North America. She brings over a decade of experience in the luxury industry and has held senior roles at L’Oréal and Dior, through which she has developed a strong understanding of brand development and marketing strategy. She joined Club Med in 2019 as a marketing director for Benelux, and since, has spearheaded transformative campaigns, including revitalizing the Belgian market and overseeing strategic initiatives for the German market. Her leadership has been integral to the launch of new openings and management of major projects. She will now further cement the brand’s leadership in the all-inclusive space as she drives the continued expansion of Club Med’s L’Espirit Libre philosophy in the North American market.

Gulaskey takes on the role of vice president, US sales & strategy. He brings over 20 years of experience in the travel industry, most recently serving as associate vice president of global sales at Celebrity Cruises. Throughout his career, he has held leadership roles across both the leisure and MICE segments, and he brings a strong track record of strategic partnerships with key industry associations, including ASTA, ACTA and CLIA. As he leads sales strategy for Club Med, he will oversee travel agency partnerships and MICE sales to further enhance Club Med’s footprint in the US market.

Kamia Kinchlow

Kamia Kinchlow, Visit Newport Beach

Kinchlow is the new vice president of global luxury leisure for Visit Newport Beach. She brings over 15 years of experience in luxury travel, strategic sales planning and innovative marketing initiatives, most recently serving as director of sales, transient at Waldorf Astoria Monarch Beach Resort & Club in Dana Point. She has been consistently recognized for her strategic vision, innovative sales programs and ability to deliver top-line revenue growth.

Jason Sojka

Jason Sojka, Louisville Tourism

Louisville Tourism appoints Sojka as vice president of convention development. He will manage the convention sales team to achieve annual room night goals, develop and implement the convention sales and marketing plan, outline specific sales objectives and priorities for the convention sales staff and establish sales policies and procedures to maximize Louisville as a convention destination. He brings over two decades of experience, and most recently served as director of sales for the Ritz-Carlton Dallas as part of its opening team.

Vincent De Croock

Vincent De Croock, Park Hyatt New York

Park Hyatt New York appoints De Croock as director of sales and marketing. He brings over 15 years of experience with the Hyatt portfolio, most recently working as director of sales & marketing for Grand Hyatt Scottsdale Resort. He brings a passion for excellence and a dynamic approach to sales leadership, which he will draw from in his new role as he focuses on growing strategic accounts, cultivating key relationships and further strengthening the hotel’s reputation as a leading luxury destination.

Melissa Plymal

Melissa Plymal, Lansdowne Resort

Lansdowne Resort names Plymal as national sales manager. She brings over a decade of experience in the hospitality industry, most recently serving as director of sales and marketing for Nicewonder Farm & Vineyards. She brings extensive connections within the Virginia and D.C. areas and vast experience working with high-profile groups, which she will draw on in her new role to attract high-end group business to Lansdowne Resort.

Laurie Helley

Laurie Helley, Wyndham Grand Orlando Resort Bonnet Creek

Helley is appointed as senior sales manager for Wyndham Grand Orlando Resort Bonnet Creek. She will oversee the U.S. northeast region and international groups, with over 20 years of sales experience inside and outside of the hospitality industry. She spend her early career with Wyndham and has held key roles at prestigious properties including Hyatt Regency Orlando and Bellagio Resort in Las Vegas, where she was recognized for her success in revenue growth and developing high-performing sales strategies.

Anca Trifan

Anca Trifan, MI&W

Meetings & Incentives Worldwide (MI&W) welcomes Trifan as senior manager, strategic partnerships, event technology. She will lead the strategy, positioning, contract negotiations, onboarding and management of MI&W’s event technology partners to help clients achieve impactful event experience. She brings over 20 years of experience in event production and technology, eight of which she spent leading Tree-Fan Events.

Kellie Linder

Kellie Linder, Visit Savannah

Visit Savannah promotes Linder to the role of vice president of sales. She has worked with Visit Savannah for eight years as director of midwest/west sales, and has played a crucial role in establishing Savannah as a top destination for meetings, conventions and tourism. She brings 25 years of hospitality industry experience and will work to drive sales and marketing initiatives, especially promoting the newly expanded Savannah Convention Center, area hotels and the broader hospitality community.

Tired of Group 5 airline travelers jumping the line and stealing your overhead space? American Airlines has gifted passengers an early holiday present this year in the form of new technology to shut down group-jumpers. Looking for a showstopping dining experience to feature at your next meeting? St. Regis Hotels & Resorts has teamed up with Ginori 1735 to offer your attendees a meal for the ages. Considering Saudi Arabia for a future event? You’re not alone—a major conference is being held to address the G20’s fastest-growing MICE market. As always, Smart Travel is here to catch you up on the industry’s must-read news.

American Airlines Cracks Down on Group-Jumpers

As we enter into the holiday season, American Airlines has provided an early gift to travelers in the form of expanded technology that reinforces the company’s boarding policies. After successful trials at Albuquerque International Sunport (ABQ), Ronald Reagan Washington National Airport (DCA) and Tucson International Airport (TUS), the new software, which rejects boarding passes from passengers in groups that haven’t been called to the gate, has now been implemented in over 100 airports.

“We’ve heard from our customers that the ability to board with their assigned group is important to them because it’s a benefit associated with their AAdvantage status or fare purchase,” said Julie Rath, American’s senior vice president of airport operations, reservations and service recovery. “The initial positive response from customers and team members has exceeded our expectations, so we are thrilled to leverage this technology to deliver for them ahead of the Thanksgiving holiday.”

First-Ever International MICE Summit (IMS) Will Focus on the Future of Saudi Arabia’s Business Events Sector

As the fastest-growing G20 MICE market, Saudi Arabia’s business events sector will be the focus of the upcoming inaugural International MICE Summit (IMS), to be held in Riyadh Dec. 15-17. Over 1,000 global MICE leaders, hosted by the Saudi Conventions & Exhibitions General Authority (SCEGA), will gather at Mohammed Bin Salman Nonprofit City (MISK) under the theme “Expanding Horizons” for plenary, panel discussions, innovation clusters and collaboration hubs.

Saudi Arabia’s MICE industry saw a nearly 15% boost in 2023 as a result of over 17,000 events that brought in over 20 million visitors, cementing the country’s position as a major meetings and events destination. An upcoming $156 million incentive program will debut in 2025 to support marquee events, and rapidly expanding infrastructure projects will provide improved access to travelers.

“In a time marked by profound technological and environmental transformation, the MICE industry has emerged as an essential catalyst of change. By focusing on the future of the industry, IMS24 addresses the needs of a globalized world—reshaping how people, cultures and countries connect to create prosperity,” said IMS host and chairman of SCEGA, His Excellency Fahd Al-Rasheed.

Luxury Resort Brand Bardo to Open Pittsburgh Location in 2026

Boutique hospitality firm Left Lane will convert Pittsburgh’s 40-story Gulf Tower into Hotel Bardo Pittsburgh, opening summer 2006. The location will feature 130 guest rooms and suites, 220 residences, three restaurant and bar concepts, and 10,000 sq. ft. of leisure and meeting spaces. Jerad Bachar, VisitPITTSBURGH chief executive, said, “Pittsburgh is well known for its rich history and vibrant cultural scene and now our portfolio of premium offerings—from iconic accommodations and world-class museums and theaters, to renowned dining spots. The opening of Hotel Bardo Pittsburgh further elevates our city’s evolving reputation as a place where modern sophistication meets authentic charm.”

Pittsburgh Mayor Josh Shapiro recently announced a $600 million, 10-year development investment in Downtown Pittsburgh in order to revitalize the area. Hotel Bardo Pittsburgh will add to the city’s luxury hotel portfolio, which includes The Oaklander, Omni William Penn Hotel and The Fairmont.

WTTC Calls for $65 Billion Investment to Protect Coastal and Marine Tourism from Climate Crisis

Yesterday, the World Travel & Tourism Council (WTTC) addressed world leaders at the United Nations Climate Change Conference and called for an urgently needed $65 billion investment in direct emissions reduction and other climate adaptation efforts within the coastal and marine tourism industries. The sector generated $1.5 trillion and supported 52 million jobs worldwide in 2023, yet its environmental footprint is in serious need of improvement, as underscored by an upcoming WTTC report to be released in collaboration with Iberostar Group and Oxford Economics.

The report, “Climate and Ocean: Quantifying Coastal and Marine Tourism and Protecting Destinations,” revealed that coastal and marine tourism directly contributed to over 390 million tons of greenhouse gas emissions last year. Rising sea levels, extreme weather and coastal erosion are impacting destinations worldwide, with some regions being particularly vulnerable. Julia Simpson, president and CEO of WTTC, said, “Protecting our coast and marine life isn’t just an environmental necessity; it’s a social imperative. Our report quantifies the scale of the challenge…Given the economic and social value of coastal tourism, we are calling on governments, development organizations and Travel & Tourism businesses to act now to safeguard these vital natural resources.”

St. Regis Hotels & Resorts Partners with Ginori 1735 for Worldwide Luxury Hospitality

St. Regis Hotels & Resorts and porcelain brand Ginori 1735 have announced a worldwide partnership, with Café Ginori debuting at The St. Regis Florence in Italy on Nov. 26. The new dining experience will feature bold designs with a “joy of luxury” theme, and a second location will open early next year at St. Regis Saadiyat Island Resort, Abu Dhabi.

Patrons will be led through innovative menus by Café Ginori’s Master of Plating, with four distinct dining experiences featured throughout each day. Details include Oriente Italiano wallpaper, embroidered fabrics, pieces from Ginori’s Domus home décor collection and, of course, a range of tableware by the world-famous porcelain company. Jenni Benzaquen, senior vice president of St. Regis, The Ritz-Carlton and Bvlgari Hotels & Resorts, said, “This collaboration redefines non-conventional luxury, inviting guests to experience a sensory journey at our most iconic addresses, where the creative playfulness of Ginori meets the glamour and timeless elegance of St. Regis.”

In some workplaces, gratitude can feel forced or disingenuous. You’ve probably seen those awkward team meetings where everyone scrambles to say something “nice,” it feels more like a chore than a meaningful interaction. No wonder some leaders question whether appreciation can impact business success. But gratitude isn’t just about making people feel good—it’s a leadership superpower. Used intentionally, it can transform your workplace. Small, consistent acts of appreciation lift morale, build stronger teams and boost performance. That’s why I created Grategy®—a framework to help leaders make gratitude a natural part of company culture.

Let’s talk numbers. Research from Oxford University shows happy employees are 13% more productive. Companies prioritizing recognition are 12 times more likely to have highly engaged teams. More than half of companies with recognition programs see increased employee engagement. Johnson & Johnson saved $250 million over a decade through wellness initiatives, earning $2.71 for every dollar spent. On the flip side, employees who feel unappreciated are twice as likely to quit within a year.

So, how do you make gratitude more than a “nice-to-have”? That’s where the Six Gears of Grategy® come in. These strategies help leaders build a culture where appreciation isn’t just an afterthought—it’s foundational. Start with one strategy that resonates most, and build from there.

The Six Gears of Grategy®

1. Attitude

Gratitude begins with mindset. Challenges will always arise, but how you approach them makes all the difference. Instead of resisting change, tackle it with curiosity. Ask, “What can we learn?” or “How can this drive innovation?” A positive mindset turns setbacks into growth opportunities.

2. Appreciation

In 2009, my life changed for the better when I made gratitude a daily habit. A simple yet powerful way to start your day is by writing down three things you’re thankful for. It could be something small, like a kind word from a colleague, a perfectly brewed cup of coffee, or hitting every green light on your commute. Over time, this practice trains your brain to focus on the positives—both at work and in your daily life. Looking back, I’m not sure how I would have made it through the pandemic without it.

3. Access

Give your team access to the tools, training, and support they need to succeed. Offer mentorship programs and skill-building opportunities, or simply be available to offer guidance and support. It’s not about outspending competitors, it’s about showing you care. Help employees feel their work is fulfilling, not just a job to fill.

4. Applause

Recognition needs to go deeper than “good job.” Be specific about what someone did, why it mattered, and how it impacted the team or organization. Research shows personalized recognition can inspire more meaningful work than financial rewards. Connecting their efforts to the big picture boosts motivation.

5. Acts of Service

Show your team how their work makes a difference—for customers, the community, or coworkers. When employees see the real-world impact of their efforts, they feel more connected and engaged. Tying everyday tasks to a bigger purpose builds a sense of pride and deepens their commitment.

6. Accountability

Gratitude is a habit, not a one-time gesture. Think of it like tending a garden: you can’t plant seeds and walk away. You have to nurture it consistently. Celebrate small wins, check in with your team, and recognize progress, not just results. These actions build trust and embed gratitude into your culture.

Bringing Gratitude into Daily Practice

Gratitude doesn’t need to be complicated. A few small actions can make a big difference.

Start meetings with gratitude. Spend a few minutes having team members highlight something a colleague did well. It sets a positive tone and strengthens connections. Bonus: revisit these moments during performance reviews to show employees their contributions matter.
Practice active listening. When someone shares an idea or concern, give them your full attention. Put down distractions, ask thoughtful follow-up questions, and take notes. Even if you can’t fix their issue immediately, showing you care about their input builds trust.
Celebrate the little things. Sometimes, gratitude shows up in small, everyday moments. During the pandemic, I couldn’t visit my father in his care facility, but I made him a quilt for Christmas. His caregiver surprised us with a FaceTime call so he could open it while I watched. That small act of kindness created a memory I’ll treasure forever, especially after losing him the following year. Small gestures like these remind us how impactful appreciation can be.

Why Gratitude in Leadership Works

Gratitude builds an environment where people feel they belong. When you bake appreciation into your culture, trust deepens, collaboration strengthens and innovation flourishes. Problems get solved faster, and employees feel more motivated to share their best ideas.

Read More: How Top Meeting Profs Give Thanks

As the holiday season approaches, think about how you can make gratitude an everyday practice, not just a seasonal tradition. Every “thank you,” every connection between someone’s work and a greater purpose, and every moment you spend listening adds to meaningful, lasting change.

Gratitude doesn’t just make businesses better—it makes the world better. One intentional “thank you” at a time.

—

Lisa Ryan is a certified speaking professional (CSP), award-winning speaker, and author of 12 books. As the founder and chief appreciation strategist at Grategy®, Lisa helps organizations create cultures of appreciation that boost engagement, retention, and performance. Her dynamic presentations blend humor, storytelling, and actionable strategies, making her a sought-after keynote speaker for businesses and associations worldwide. Learn more at lisaryanspeaks.com.

Bring your attendees to a beautiful cabin for an unforgettable incentive

So, you’re planning an incentive.

Lucky for you, these new and renovated properties offer a beautiful cabin setting rich with fun recreation, decadent dining and gorgeous gathering spaces to give your event that complete once-in-a-lifetime feel.

For Gorgeous Gatherings in Georgia

Barnsley Resort for New and Renovated — Barnsley Resort, guest room

Adairsville, GA’s Barnsley Resort is a jewel of Southern hospitality, and its recent renovations in its 25^th anniversary year only amplify its significance. The multifaceted refresh sees a reimagined interior design and renovated guest rooms and suites, as well as the debut of the Biergarten, pickleball courts, improvements to the Beretta Shooting Ground and more.

The 39 free-standing cottages include 84 guest rooms and suites. Their refreshed style maintains the cottage character with warm plaids and stripes on the headboards and bed skirts, while soft neutrals and textures walls incorporate an elevated feel. Accent wall coverings and floor-to-ceiling draperies feature subdued floral patterns and sporting dog scenes, and new wooden nightstands and painted dressers amplify the homey aesthetic. New accessories include vintage-inspired lanterns, rattan sconces and mixed-metal finishes. The exterior of the cottages also features a refreshed look, with nature-inspired coloring across exterior accents, trims and siding.

The new Biergarten is located in the center of the resort village. Guests can gather around a two-sided stacked stone fireplace to enjoy biergarten classics like pretzels and bratwurst as well as barbeque favorites, or pick up lawn games or football on a covered pavilion. The six new pickleball courts expand Barnsley Resort’s already expansive roster of recreational activities. The Beretta Shooting Grounds, by High Adventure Company, are also upgraded, and offer a new five-stand station for group and introductory experiences alongside two new 15-station clays adjacent to the sporting ground’s Clubhouse. The Clubhouse, in addition, features and an expansive new deck, perfect for outdoor events.

Barnsley Resort offers a variety of meeting spaces across 16,000 sq. ft. of indoor meeting and event space, including the 5,000-square-foot Savannah Ballroom.

For Outstanding Activations in Oregon

Black Butte Ranch, Ponderosa meeting room — Black Butte Ranch, Ponderosa Meeting Room

Black Butte Ranch, in central Oregon, wraps up the finishing touches on its $20 million lodge project. The brand new 22,100-square-foot Lodge includes a new restaurant and bar, a second-floor lounge and bar, a private dining room, a new event space, a meeting room, outdoor dining and a state-of-the-art kitchen and catering facility.

Black Butte Ranch combines an idyllic setting with all the modern technological features today’s planners want. In addition to the Lodge, meeting and event spaces include the North and South Sister rooms in the Black Butte Ranch Community Center, and outdoor spaces including the Big Meadow Sports Pavilion and Lodge Event Lawn, which feature incredible views of the surrounding mountain landscape. Events will be pleased with many customizable catering options.

When it comes to recreation, Black Butte Ranch has it down, with two 18-hole championship golf courses, horseback riding and nearby fishing, skiing, snowboarding, rafting and more.

The property offers 90 privately owned, professionally managed vacation rentals, consisting of cabins, condominiums and custom homes for overnight guests, in addition to over 5,000 sq. ft. of meeting and event space, as well as more customizable outdoor spaces.

Read More: Oregon: Nature Central

For Vibrant Events in Vermont

AWOL Stowe for New and Renovated — AWOL Stowe guest room; photo by Christopher Delaney

In the middle of Stowe, Vermont’s brilliant outdoors is Lark Hotels’ newly opened AWOL Stowe. It offers 35 guest rooms and six serene, free-standing A-frame cabins with private patios. Its location outside the hustle and bustle of downtown offers a quiet retreat, but it is still close enough for visitors to enjoy the vibrant downtown area.

In addition to its luxurious and peaceful accommodations, the property offers an on-site Nordic spa deck for guest use, featuring a seven-foot cedar cold plunge pool, maintained at 50 degrees, as well as an indoor hot tub, cedar sauna and fire pits. In line with traditional Scandinavian style that invites guests to use one amenity after another, these amenities are laid out in a triangle, and the entire space is surrounded by mountains and lush forest.

All guest rooms feature original art inspired by Stowe’s natural surroundings, with purposeful monochromatic tones alongside handcrafted clay pottery dried branches and fronds and sculptural stics as décor. Guest rooms range from king deluxe accommodations to a signature Lark Suite with two bedrooms, a full living room with a central wood-burning fireplace and a private outdoor porch.

The onsite restaurant and bar features multiple soft seating groupings in addition to a long communal table which features a large hanging floral art installation.

AWOL Stowe offers multiple event spaces across the property, including The Lodge and The Grounds buildings.

Imagine crafting an event like preparing a Thanksgiving dinner, where every ingredient, every dish, and every seat at the table has been considered with intention and care. Today, the events industry is cooking up something different—a transformation fueled by deeper human connection, inclusivity, and a touch of technological magic. Just as a homemade meal draws us together in a celebration of our shared stories and individuality, events in 2025 will bring people together in ways that honor the unique experiences they bring, whether they’re tuning in from a thousand miles away or sitting right next to us.

We begin with the foundation of connection—a universal craving that’s become more profound as we emerge from years of distancing. Just as a meal shared around a table fosters togetherness, events today are designed to build a sense of community and belonging. Hybrid formats blur the lines between in-person and digital experiences, inviting remote and on-site attendees into shared moments, where everyone feels like they have a seat at the table. At events like IMEX America and MPI World Education Congress, we see this shift in action: virtual attendees aren’t just passive spectators but active participants, with real-time Q&As, curated meetups, and interactive content, creating a harmony across physical and digital spaces. This isn’t just a trend; it’s a bridge, extending connection to all.

Our recipe continues with an emphasis on psychological safety and inclusivity. Picture a Thanksgiving dinner where everyone’s favorite dish is served—bánh xèo sizzling on the griddle, pancit piled on a platter and steamed dumplings stacked high. It’s a meal where everyone feels at home, welcomed and truly seen. Similarly, inclusivity in 2025 will go beyond checking boxes; it’s about creating spaces where attendees feel free to show up fully as themselves. Today’s events incorporate sensory-friendly areas, quiet zones, and multilingual support, ensuring that each attendee—from the neurodivergent individual to the person managing sensory sensitivities—experiences genuine care. This shift moves us from uniformity to personalization, from “everyone welcome” to “welcome exactly as you are.”

Sustainability is like cooking with ingredients sourced close to home, with a respect for the earth that nourishes us. Attendees today expect events that reflect their values, prioritizing environmental responsibility and giving back to the communities they touch. Inspired by Burning Man’s “Net Positive” approach, planners are designing events that don’t just minimize waste but actively leave a positive impact. Whether repurposing materials or supporting local causes, this effort reflects the sentiment of a meal that honors its roots and gives back to the land. It’s a shift from the disposable to the regenerative, where events contribute as much as they consume.

Then there’s technology, our secret ingredient that brings the event experience to life and elevates each moment, like the scent of fresh herbs wafting from the kitchen. AI is like that eager child or cousin who can’t wait to help in the kitchen, their small hands carefully tasked with peeling, stirring, and adding ingredients just at the right moment. They may not be leading the meal, but their enthusiasm and attention to detail help bring the cook’s vision to life. In the same way, AI and supportive administrative teams work behind the scenes, handling the details so planners can focus on the heart of the experience.

Imagine AI as the young helper who watches over each simmering pot and stirs with just the right rhythm, ensuring every element is in harmony. Like carefully adding salt to balance the flavors, AI enriches the event by seamlessly managing registration, streamlining schedules, and personalizing agendas. These thoughtful touches make each attendee feel truly seen, much like each family member’s favorite dish is lovingly prepared to make them feel at home.

Imagine walking into a bustling kitchen, the aroma of garlic mingling with the savory scent of soy sauce and ginger, the clatter of pans, and laughter from the dining room. Each guest is welcomed with something familiar yet special, arranged just for them. AI brings that same attentive hospitality, adapting to each attendee’s needs and preferences. Perhaps an attendee arrives full of energy, ready for a packed day, but by the afternoon, their needs shift. AI quietly adjusts, suggesting a sensory-friendly space or a low-key networking session. It’s as if someone noticed and cared, offering just the right “dish” to suit the mood.

With AI and augmented reality, the event space becomes a responsive, intuitive experience, like a well-run kitchen, where each sizzling sound and fragrant aroma blends into a seamless dance of flavors. This isn’t just about efficiency; it’s about delivering the warmth, nourishment and comfort of a home-cooked meal, ensuring each person feels attended to and valued.

And lastly, we turn to safety and allyship as the grounding principle. Just as loved ones watch out for each other around the dinner table, 2025’s events foster environments of emotional and psychological security. It’s more than metal detectors or security staff; it’s about training attendees and staff in allyship, creating a culture where everyone is responsible for the well-being of others. At some recent events, we’ve seen clear codes of conduct, spaces for confidential reporting, and resources for those who need support. Safety today is not just physical; it’s about creating spaces where people feel safe to share, explore, and engage.

The table is set for 2025, and it’s more than just a gathering; it’s a homecoming. Like a meal prepared with love, care and tradition, these events are crafted to nourish not only the mind but the soul, celebrating each person’s story and the humanity we all share. Across every distance, every difference, they bring us together, honoring every voice as an essential part of the experience. Just as a family meal stays with us—its flavors and scents echoing in our memory—these events will leave a mark that lingers, nurturing bonds and creating spaces where everyone belongs.

We aren’t merely producing events; we’re creating moments that feel like coming home, feeding the heart long after the last guest has gone. And when the lights go down and the crowd fades, what remains is something precious, a quiet echo of all the lives touched, a warmth that will live on in the stories we carry forward.

—

Khris Baizen is a visionary in brand storytelling and experiential marketing, dedicated to crafting narratives that resonate deeply with audiences. With over a decade of hands-on production experience, Baizen has guided some of the industry’s most prominent brands, bringing fresh perspectives and strategic insights that elevate every project. As senior director of production sales at Encore, he seamlessly orchestrates high-profile productions—from televised award shows to fundraising galas—ensuring each event leaves a lasting impact.

Baizen’s influence extends beyond his professional role, as he leads Encore’s API and WellBeing employee resource groups, where he champions holistic wellness and the Asian & Pacific Islander community. His leadership as Chair of MPI’s Global Advisory Committee on DEI underscores his commitment to creating a truly inclusive industry, advancing opportunities and support for underrepresented communities worldwide. With a passion for mentorship and advocacy, Baizen inspires trust and connection in every partnership, leaving an indelible mark on those he works with. His work reflects a dedication to not just creating events but to shaping meaningful, inclusive experiences that bring people together.

Looking for a better booking platform to line up group travel? Sabre and Internova Travel have released a new offering to the market that is worth looking over. Wondering about the future long-term impacts of the travel sector? So are the tourism ministers of the G7, who are meeting for the first time ever right now in Italy. Worried about whether Florida is prepared to host a meeting post-hurricane season? Wait until you see the record-busting numbers coming out of the Sunshine State. Are you one of the 95% of frequent business travelers who are turning to AI to plan a trip? As always, Smart Travel has you covered on the latest.

Spirit Airlines Stock Drops 59% Following Reported Bankruptcy Filing

On Tuesday, The Wall Street Journal published that Spirit Airlines is expected to file for bankruptcy in the coming weeks. Following a failed merger attempt with Frontier Airlines and a looming December deadline to repay over $1 billion in debt, the airline has been slashing its workforce and hawking a portion of its fleet, but a Chapter 11 filing seems increasingly likely by the day. Less than 24 hours following WSP’s report, Spirit Airlines stock dropped nearly 60%, bringing its downward projection to 90% in 2024. Spirit has been widely acknowledged by seasoned travelers to provide a consistently sub-par customer experience.

New Sabre Platform Promises Superpowered Booking Experiences for Group Travel Consultants

Sabre Red Launchpad has officially debuted following a successful pilot phase, providing travel consultants in North America and Europe with access to air, hotel and car content backed by AI-powered capabilities and multi-source content. Internova Travel Group serves as Sabre’s launch partner and released Internova SNAP, a custom version of Sabre Red Launchpad to select travel advisors earlier this year and now provides services to over 300 agencies and 13,000 advisors. Kathy Morgan, senior vice president of product management and distribution experience at Sabre Travel Solutions, told the press, “By listening closely to our customers and analyzing changes in the travel landscape, we realized there were unmet needs in the market. Sabre Red Launchpad addresses those needs, making it easier to tap into Sabre’s extensive and multi-source travel content and generate revenue from day one. We’re thrilled to now offer Sabre Red Launchpad globally to support travel agency customers of all sizes.”

Amex GBT Study: 95% of Business Travelers Give AI Thumbs Up

If a new American Express Global Business Travel (Amex GBT) study showing a positive outlook on the use of artificial intelligence to support group travel is correct, Sabre may be well received. According to the findings, 95% of frequent business travelers believe AI can enhance their travel experience, with added convenience (44%), cost efficiencies (43%) and streamlined expense management (41%) among the top benefits.

The survey of 2,260 professionals across the U.K. and U.S. reveals that frequent business travelers see great potential for AI to handle functional tasks, such as booking business travel and amending travel arrangements. Respondents particularly valued AI’s ability to simplify flight choices (37%) and hotel selection (35%).

Tourism Ministers of G7 Gather for the First Time in Florence, Italy

The first-ever tourism-sector meeting of the G7 nations began on Wednesday, signaling an increased focus on tourism’s impact on global economies and societies. Italian Minister Daniela Santanchè is chairing the gathering of tourism ministers and heads of delegations from Canada, France, Germany, Japan, Italy, the U.K. and the United States alongside European Union representatives. The mission of the meeting is to establish a shared position on the future, sustainability and importance of the tourism industry, with an established agenda that focuses on socio-economic development opportunities, human capital, and digital and artificial intelligence, with attendees discussing these issues and sharing best practice strategies.

Florida Defies Hurricane Impact and Hits Record High Tourism

Following a series of hurricanes and tropical storms, Florida’s tourism industry has emerged triumphant with a record-breaking numbers in the third quarter of 2024. Over 34 million people visited the Sunshine State, with domestic travelers contributing the lion’s share at nearly 32 million.

Dana Young, president and CEO of Visit Florida said, “The hard work and resilience of Floridians have been instrumental in keeping our tourism industry strong, showcasing the best of what our state has to offer.” The tourist turnout marks a 1.8% increase from the third quarter of 2023 and is the highest visitation for any third quarter in Florida history.

These properties make it easy to gather among views remember

Those amazing landscapes that you see on postcards? They look oh-so-much better from a floor-to-ceiling meeting room window. To get yourself and your attendees there, you just have to find your perfect postcard city and then make the booking. These new and renovated properties are the way to make it happen, whether you’re searching for big city energy or a quiet home base.

Basecamp for Exploration and Innovation

Hilton Garden Inn Bethesda Downtown board room for new and renovated — Hilton Garden Inn Bethesda Downtown, boardroom

Hilton Garden Inn Bethesda Downtown unveils a $4 million dollar transformation, bringing a new era for the 216-room property. In addition to technological enhancements such as amplified Wi-Fi capabilities and keyless locks, the renovation transforms the lobby, meeting and event spaces, bar and lounge and restaurant in addition to bringing a new fitness center.

Located within walking distance of trendy shopping and restaurants, the property offers a beautiful basecamp in downtown Bethesda with convenient access to the surrounding area. It stands one block from the Bethesda Metro Station, six miles from historic Georgetown and seven miles from downtown Washington D.C.

The redesign draws inspiration from nature with a soothing, muted color palette featuring vibrant pops color to reflect Bethesda’s seasonal changes. A modern aesthetic features timeless finishes and warm, welcoming furniture styles. Seating in the lobby and public spaces focus on communal configurations to encourage interactions, and the emphasis on warm, natural light, as well as both abstract and realistic art throughout the hotel, create a residential feel.

The 1,662 sq. ft. of meeting and event space features a versatile design to accommodate a variety of meetings and events. The four distinct event rooms come with internet capabilities, projectors, presentation screens and audio-visual equipment for clear sound and video conferencing.

A Center of Community in Colorado

Parker Hotel for New and Renovated — Parker Hotel

The Parker Hotel debuts as a refreshed property in Parker, Colorado. Formerly called Ascent on Main, the only boutique lifestyle property in the area offers 51 guest rooms. The overall design emulates a locally inspired atmosphere with historic influence through a combination of the themes of art deco, westward expansion and technological revolution.

The Parker Hotel prioritizes compelling spaces and a strong sense of community. The Upper Deck sports bar, the only rooftop space in downtown Parker, offers 2,748 sq. ft. of indoor space and 3,066 sq. ft. of outdoor space for exciting private events. The Roosevelt room, adjacent to the lobby, offers an additional 1,000 sq. ft., and the Summit room on the fourth floor offers another 1,000 sq. ft. with elevated views of the Front Range. The Parker Hotel is also home to fantastic retail spaces, including Victoria Marie Jewelers, Leffy’s Cigar Emporium and the award-winning Doug’s Diner and West Main Taproom + Grill. The Parker Hotel’s signature dinner restaurant, The Douglas Kitchen and Cocktails, is undergoing a renovation and concept refresh this fall.

Oasis in the Heart of the Action

Hampton Inn & Suites Chicago Medical District UIC debuts in the rapidly expanding Illinois Medical District on the west side of Chicago. Its location within the new Gateway at IMD campus, the new hotel offers direct access to a 600-acre community complete with retail and restaurant destinations, community gathering spaces and over 40 healthcare organizations, including major health systems, research labs, universities and biotech visitors, making it an ideal home base for visiting the University of Illinois at Chicago or attending an event at The United Center.

All 135 guest rooms and 46 studio suites feature a design where comfort is top of mind. Guests will enjoy the signature Hilton brand complimentary hot breakfast buffet, available daily. High-speed Wi-Fi makes working easy; and the new indoor pool, with floor-to-ceiling windows framing the iconic Willis Tower makes leisure time all the more enjoyable. The hotel also offers its own meeting space totaling 648 sq. ft., as well as an onsite business center.

Read More: Chicago: One Big Happy Family

Financial and insurance industry meeting planners face complex demands. Many plan both internal and customer events, incentive trips and sales meetings. They are tasked with setting the stage for executive planning sessions and bringing together remote teams. The stakes are high, and rules must be followed. To meet these evolving challenges, a record number gathered at the reimagined Sheraton Denver Downtown for the 2024 FICP Annual Conference this week.

Learn More: From Checkboxes to Strategy: Implementing and Leading Sustainable Event Practices

Topics included AI adoption, succession planning, contract negotiations, neurodiversity affordances, transportation management and sustainable sourcing. The big stage featured drones, magic and insights into the leadership required to manage what comes next.

Lead from the Shadows

Justin Forsett on stage at FICP Elevate 2024 Conference — Former NFL player Justin Forsett

Former NFL player Justin Forsett shared tips from the mindset he needed to be successful on and off the field. From childhood homelessness to college and pro-ball ups and downs to starting Hustle Clean body wipes company, he never stopped pushing.

“I had to excel at the things I could control,” he said. “You have to visualize your success because if you can’t see it, others won’t see it for you,” he advised.

His conclusion after a career marked by injuries, literal sidelining, firings and stretches of greatness was that it is in the shadows where great work is done.

“What are you telling yourself when you are in the basement of your life? Speak life to yourself,” he said.

People may put you in a box based on their notions of what you can and can’t do, but meeting professionals have to be box-breakers if they are going to have an impact for their audiences.

That doesn’t mean you have to push through the hard times alone. “Build a huddle that will give you warning, encouragement and instruction,” Forsett suggested. “When we are going through tough times is when we need to lock into our network. They speak truth to us and remind us what we are destined to become.” He called these allies “emotional spotters.”

“It’s in the moment of brokenness that we make breakthroughs,” he concluded.

Corporate Social Responsibility

FICP Annual opening reception at Colorado Convention Center — The welcome reception at Colorado Convention Center put spotlight on new Bluebird Ballroom and the views of the snow-dusted Rocky Mountains and the Denver cityscape

Lifting others up was a focus in words and actions.

Champion wrestler Justin “The Big Pygmy” Wren told his story of battling depression, suicide and drug addiction before experiencing a life-changing journey living with the Mbuti Pygmies of the Congo Basin Rainforest. When he returned, he founded Fight For the Forgotten to knock out the world water crisis, which today has expanded its impact to serve the Batwa Pygmies of Uganda. Justin has a deep-seated belief and ability to empower people to stoke the fire that is within us all.

Meanwhile, attendees worked with Impact 4 Good to support children struggling with food insecurity in Denver as part of a fun trivia and activity challenge. More than 1,000 weekend food bags with messages of encouragement were filled to donate to the children at the Boys and Girls Clubs of Metro Denver.

Neuroinclusion Imperative

ALHI President and CEO Michael Dominguez connected the dots on hospitality and economic trends

A quarter of the world’s population, the largest minority on the planet, is neurodivergent. That makes accommodating their needs in the workplace and at events a business opportunity rather than a compliance problem.

Megan Henshall, the strategic lead for the global events team at Google and co-founder and chief impact officer at The Neu Project, teamed up with Neu’s Chief Creative Officer Rachel Lowenstein (shown in photo at top of page) to share tips for managing the needs of all attendees.

The good news is that human outcomes are business outcomes, and helping people who might be sensitive in social situations thrive doesn’t have to add to the list of things meets professionals do or cost more money.

“Sometimes it is about doing less and doing things with intentionality,” Henshall said. Designing for the extremes can benefit the bulk of people who would also appreciate thoughtful adjustments.

Toning down the bright lights and loud noises at an event, providing a warning if programming will include strobe lights and offering sensory support items such as noise-cancelling earbuds and protective glasses can help. Everyone benefits from content that ebbs and flows rather than staying at a constant high-intensity level.

Offer respite and relief from the intensity with quiet rooms. A VR Lounge produced in partnership with InHouse Physicians offered headset experiences for focus and relaxation.

Henshall suggested giving people agency to control their experience rather than planning out every moment.

Finally, communicate what you are doing and ask what they need.

Events take a village. By working with Visit Bellevue, the planners for Lenovo Tech World 2024 show the transformative power of partnership.

Lenovo Tech World is the global technology company’s annual event, and as events at this level go, it’s an enormous undertaking for the planners organizing it. After the 2023 event in Austin, the planners from Event Strategy Group (ESG) looked towards the Pacific Northwest for the 2024 gathering, “Smarter AI for All.” They chose the tech-forward city of Bellevue, located just east of Seattle.

headshots of Renee Scullin, president (left) and Allison Swank, senior event manager (right), ESG — Renee Scullin, president (left) and Allison Swank, senior event manager (right), ESG

Through the involved, supportive relationship they built with Visit Bellevue and working closely with destination sales manager Marty McCormack, ESG’s Renee Scullin, president, and Allison Swank, senior event manager, were able to make Lenovo Tech World 2024 a complete success.

Choosing Bellevue to Host Lenovo Tech World 2024

Meeting Attendee Needs

Marty McCormack, destination sales manager, Visit Bellevue

Bellevue is a major tech hub in the Pacific Northwest, which made it a top choice right off the bat. With a large number of attendees coming from Asia, the West Coast location provided an unmatched ease of travel, and its proximity to Seattle made it even easier, being less than a 30-minute drive from Seattle and SEA-TAC Airport.

As the destination sales manager at Visit Bellevue, McCormack shares that Bellevue really is a very upscale, “Smart City” destination. Its position as home to numerous tech companies makes it a prime choice for tech meetings in particular.

Strategic About Size and Scale

McCormack addressed the benefit of meeting in a smaller city, saying, “We definitely are a little bit of a smaller tier city, but we still have so much to offer, and it’s very easy to get around when a group the size of Lenovo Tech World comes. They really took over the city while they were here.”

Scullin adds, “It’s a very walkable city too. Even though we had attendees at many different properties, we were able to walk around. We could run to the convention center to go grab something and then run right back.”

The smaller size of the city also provided unique, more exclusive opportunities. Scullin says, “We were able to brand some of the flagpoles that were on the path to the convention center. There were opportunities for us to buy out different destinations and evening event venues that we might not have had access to in a larger city.”

Scullin and Swank knew their expected number of attendees; they had a vision for the design, and ideas about how they wanted the general session and a number of exclusive evening events, respectively, to work. With all of this in mind, they knew that Meydenbauer Center, Bellevue’s conference center, alongside other activation spaces throughout the city, worked to meet those needs.

How working with the CVB helps meet attendee needs

When planners work with the local CVB of their chosen destination, communication is key.

Scullin and Swank’s overarching goal was to make a memorable edition of an annual large-scale event. By getting to know their program, needs and vision, McCormack was able to go above and beyond curating their options.

On the Same Page

Meydenbauer Center theater — Meydenbauer Center, theater

“Many of the people who come to Tech World have been to Tech World before, so we wanted to show them something new and fresh,” says Swank. “We need to stand out and make our client look like the best, provide the most memorable experience, beyond the show or keynote, and Marty really helped us get there, especially for our evening events. Having Marty, who understood the group and what we were looking for, and who was really patient with us as we exhausted every inch of Bellevue and the surrounding area, and thought of some really wild, out-there ideas, was really important and helpful.”

McCormack worked hard to comprehensively understand their program. He says, “If we’re getting together and I just start talking about how great-value this activity is, or look at this other activity, I don’t know what they want. I have to listen to what they’re saying and try to get a feel of what they’re describing to me, who their attendees are and what’s important to them. This was a premier event for them, and they made that clear.”

His job, he says, is to hear them. “It’s all about getting all that feedback, if something is a good fit or if it doesn’t work so well, and letting it sink in,” he says. “And then, hopefully, bringing that DMO knowledge to recommend certain places or activities to see if we’re all on the same page moving forward.”

Thinking Outside the Box

One of the most important events at Lenovo Tech World is the evening event. “This event is for invited, exclusive customers and partners from all over the world. So, they’re high-level attendees, and we wanted to do this special evening event,” says Scullin. “We had AJR coming to perform, and we spent so much time with Marty trying to find something within Bellevue, because we didn’t want to take attendees out of Bellevue, and we were so worried about coordinating transportation to Seattle.” Finally, though, they decided to hold the event at MoPop, the Museum of Pop Culture, at Seattle Center.

AJR performing at MoPop at Lenovo Tech World 2024 — AJR performing at MoPop

“We were so worried about the transportation, but it turned out to be nothing. It was fine. Nobody minded; even the most high-end attendees of the over 1,000 people were more than willing to take a 25 minute trip into Seattle for a cool event, a cool venue and a great band,” she says.

McCormack adds that, as the CVB representative, his greatest priority was to do whatever was in his power to make their event as successful as possible. “It was an exhaustive search, and as a DMO, I’m not going to push them into a place that doesn’t quite fit and then risk the event going bad. That’s not good for anybody,” he says. “I mean, in Bellevue, they could have used Meydenbauer Center, but they were already using Meydenbauer Center [for the general session], so we couldn’t really use that. And they wanted something unique, and MoPop is a really great, unique space to go.”

The CVB as the Planner’s Advocate

This ability on the part of the CVB to serve as advocate becomes especially handy in those last-minute uh-oh situations. Swank recounts that the event had a bus show up to transport attendees to an off-site, but they didn’t have a permit to stage it in the area. The situation came to light about 20 minutes before people needed to be picked up. “We had Marty on our side to knock on the city’s door and say, ‘Hey, this is legitimate.’ Having this kind of advocacy is completely helpful.”

The CVB has local relationships that can bring the planner many steps ahead of where they would be working on their own. “Marty having those on-the-ground relationships really did help, because he was able to validate that we were serious about things and wanted it to work,” says Scullin.

When Scullin and Swank came to learn that they wouldn’t be able to fully buy out one hotel alone, McCormack’s relationships came to alleviate some of the burden of managing contract negotiations and room blocks for multiple properties. “What I’d say I helped with,” McCormack says, “is calling and knowing the local person at the hotel, saying, ‘They need some more rooms, so what can we do to get to this number?’ We’ll work with the local contact and find out what’s important to them as far as their revenue.”

Through the advocacy McCormack was able to provide, Scullin says, “The contract negotiations were as breezy as they can be, and when we had some changes and we did grow, we needed more rooms, and they were still willing to give us more rooms even towards the end, which was really helpful.”

The Partnership Advantage

Show floor at Lenovo Tech World 2024 From the CVB perspective, McCormack says, it’s all about being a partner to the planner while in the thick of it.

“We’re trying to understand the program, and we hopefully have a good idea of what they’re looking for. And hopefully, we’re making their job easier, putting them in touch with the right people, which is probably one of the most challenging parts,” he says.

Having a go-to CVB contact can save planners lots of time when it comes to getting in touch with the right people, rather than the planner going through two or three contacts before finding the right person. The CVB representative’s advocacy to these organizations also plays a big role because the organization knows, based on the CVB representative’s testimony, that the planner is serious.

In many cases, Swank says, working with CVBs can be viewed as a complication or an unnecessary set of extra steps. However, this isn’t always the case, and much of the time, working with the CVB can provide a distinct advantage. “Especially if it’s a complicated program like Tech World, it helps to have someone advocating for you who understands the full scope of your program,” says Swank.

“[The CVB] provides someone that can understand the needs of your event and help with your transportation, your executive needs. It’s like having a planner on your side who knows the city like the back of their hand and truly does want to help you.”