Smart Meetings | Page 58 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

Labor Day Travel Tips

Break out your Waze app or load a few movies onto your iPad—after a record summer for travel, AAA is predicting domestic travel over the Labor Day weekend will be up 9% over 2023 numbers. So, plan for lots of friends on the roadways and security lines to be a little longer.

The good news is that the cost to travel is actually down by 2%, according to AAA booking data with Seattle and Alaska cruises trending due to a desire for cooler temperatures. Other top Labor Day destinations include Orlando, New York, Boston, Las Vegas, Denver, Chicago, and San Francisco.

Holiday Travel Tips

Whether you are traveling for a conference or staying local over the holiday, the following tips could help make the experience more pleasant.

Palm Pilots – Travel apps can make Labor Day travel easier and more cost-effective. The aforementioned Waze helps navigate or even avoid traffic jams. GasBuddy saves you cash at the pump. Hotels.com can help you find discounted or even free rooms (if you’ve used the service enough to earn a freebie). Trippie: The Airport App on apple can help you navigate dozens of major U.S. airports, inside and out.

Keep it Local – Most American cities have great things to see and do within a drive of an hour or two. State or national parks, small roadside attractions, quaint, small-town downtown districts, fishing lakes and more may be easy to reach from home. The shorter trip means you take local roads instead of log-jammed freeways. Daily deal websites such as TodayTix and Wowcher (in Britain) can show you what’s nearby, and often offer deals to help keep costs down.

Airport Expert – There are a ton of ways to ease the airport experience on busy holidays like Labor Day. Start with joining the TSA’s PreCheck program. It’s $85 for five years, and you get to skip the long security lines, leave your shoes and laptop undisturbed and more. Clear can streamline at some airports in some instances as well. Personal and business accounts are available with membership billed at $199 per year without discounts available to students, government and credit-card holders.

Pack Like a Pro – Pack light. Like a single backpack light. It’s a weekend trip, you don’t need your entire closet. Online check in (up to 24 hours ahead of departure) saves you from the kiosk and agent lines, and if you packed light, you can go straight from passenger drop-off to security. Use that extra time to grab a pre-flight cocktail near the gate—your airline app will alert you when it’s time to board.

Stay Put – Make others do the traveling by hosting a good ol’ backyard barbecue for Labor Day. Burgers, hot dogs and kebabs are simple and inexpensive—or draw more people by cooking up some barbecue chicken or ribs. Even a last-minute invitation over Facebook or text message will get people over, and a quick trip to the supermarket will be your only pain point. Task others with bringing sides and drinks to make it even easier on your wallet.

When more than 1,200 Quest Software employees went to Anaheim Hilton in California for the company’s annual fiscal end celebration, NXT FY25, the setting looked more like one created for a music festival. With that, it wouldn’t have been all too surprising if some attendees questioned if they were in the right place. Luckily, the inventive branding by edgefactory ensured they knew where they were.

The organizers at Quest wanted their event to resemble something like the SXSW music and film festival, which is held annually in Austin, Texas. What was created could give that event a run for its money.

Defining a Theme

“[Quest] is really out of the box,” says Brian Cole, president and CEO for edgefactory. “They didn’t want to do things conservatively. They wanted to make a statement. We had a big challenge, because last year at Virgin Las Vegas [for Quest’s NXT FY24], it was all sports themed. It was probably one of the coolest events we’d ever done. So, we had to raise the bar, and we didn’t really have a theme.”

In thinking about this year’s festival theme, Cole wondered “How do you define that?” That was the team’s biggest challenge, he remarks. “How do we define a theme to the audience, so they felt like they weren’t at a business meeting, but at a festival? And that’s what we did.” He notes the visualizations of eye-catching, colorful branding everywhere in the hotel, all created with this in mind: for attendees to “feel like this entire hotel was there just for them.”

The Three Es

DJ playing music at Quest's NXT FY25 event — NXT FY25 DJ

An around-the-clock DJ, on-stage gameshows and TVs throughout the venue showcasing employees in a rage room breaking old company products via a Quest in-room TV channel: these are several forms of entertainment attendees laid witness to during the event. The gameshows, which were forms of popular TV gameshows like Family Feud (they’ve done Jeopardy as well), pitted different departments from Quest against each other for office bragging rights.

The games also let the audience get involved, giving them the chance to answer the questions being asked on stage.

“I always say there are three core pieces missing from most meetings: energy, emotion and edge,” Cole says. He references the fake set edgefactory made to foster excitement among the crowd. “[It] looked like something you might see on Bravo or Andy Cohen’s show. We made a set with some of their branding in it, and the host would come out on these giant LEDs and greet people in the morning and make jokes and stuff about them. That was a lot of fun.”

people on a TV smashing objects at Quest's NXT FY25 event — Rage room

As for how meeting planners can incorporate these three missing pieces, Cole says, “We are seeing a trend of more and more groups doing digital, which gives the overall meeting feel a more dynamic visual experience. But not only the visuals—we like to bring in music at registration, in the foyers, as well as breakouts and ballrooms. Music and visualization are the biggest things a client can do to complement an overall meeting ‘experience.’”

Working on a Tight Timeframe

Cole says the biggest challenge is that Quest usually doesn’t solidify its event’s theme till Feb. 1, so the company doesn’t always know how much revenue is available for a Mar. 1 meeting, a result which typically gives them a short window to create the event. “We put the whole thing together in a matter of three weeks,” he says. “We had about 20 people working full-time on it for three weeks to get it done. Everything from the mic flag to the desks and the furniture, and even the host. We were sharing mood boards about the host and what he could wear and what kind of wardrobe he would have.”

Cole says the typical build type his company works with is at least a couple of months. “But we do so many shows a year that, as long as we have a dedicated team, we’re able to produce an entire conference in three weeks’ time. A lot of people think we’re crazy by taking that on, but, you know, we just got really good at it. I have really talented team members that really are exceptional. When we all work together on one project, things happen really fast.”

How a holistic approach can boost engagement and focus

Too many meetings set participants up for less than productive outcomes with rote agendas or meandering discussions event though research shows that people are motivated by purpose, which leads to better outcomes for both employees and organizations. On the other hand, workplace stress and burnout can have the opposite effect–leading to decreased performance, higher absenteeism and increased turnover.

The World Health Organization (WHO) recognizes burnout as an occupational phenomenon, highlighting its prevalence and the need for intervention. Studies show that companies investing in employee wellness programs see a reduction in healthcare costs and absenteeism, as well as improvements in employee morale and productivity.

So, how can meeting organizers help combat stress and burnout? And more importantly, how can we structure meetings so that participants feel a sense of purpose and mindfulness? One proven solution is the integration of work and wellness. Incorporating wellness into meetings and events is not just a trend but a crucial strategy to support employees’ mental and physical health, fostering a more engaged and productive workforce.

Savvy event planners recognize that the integration of wellness and work requires a thoughtful and intentional approach. Subtle, meaningful integrations can make a significant difference without requiring drastic changes or large time commitments.

Here are six tactical strategies to weave wellness seamlessly into your events:

1. Personalize Wellness

Flexibility and Inclusion: One size does not fit all! Wellness is a deeply personal journey and no two individuals are the same. What works for one person may not work for another. Therefore, wellness initiatives at meetings should be flexible and inclusive, offering a variety of options that cater to different preferences and needs.
Autonomy and Choice: Forcing everyone to participate in a 5 a.m. 5K run or a group meditation session can be counterproductive. Instead, creating a menu of wellness activities allows participants to choose what resonates with them, fostering a sense of autonomy and respect for individual needs.

2. Mindful Arrival and Welcome

Arrival Kits: Provide attendees with welcome kits containing items like stress balls, essential oils or relaxation teas. These small tokens can set a positive tone for the event.
Quiet Zones and Zen Pods: Allow attendees to rest and recharge. Let’s face it—while invigorating, conferences can also be exhausting. It’s widely recognized that attendees need time and space to decompress to truly soak in all the content coming their way. Zen pods allow a serene place for attendees to relax while Quiet Zones allow attendees to take a minute and focus on pressing matters that may have popped up in their business while they are away. We all need time to unplug and recharge.

3. Healthy Nutrition and Hydration

Nutritious Catering: Offer a variety of healthy food options, including fresh fruits, vegetables, lean proteins and whole grains. Avoid heavy, processed foods and sugar overload that can lead to energy slumps. Consider making small changes like adding nuts, whole fruits and small vegetable snacks to breaks.
Hydration Stations: Ensure that water is readily available and encourage attendees to stay hydrated. Consider adding flavored water stations with natural ingredients like cucumber or mint.

4. Flexible Wellness Breaks

Zenterstitials: Integrate short, mindful moments between speakers during sessions. These can be guided breathing exercises, light stretching or brief meditations. These breaks help attendees recharge and stay focused.
Walk-and-Talk Sessions: Encourage informal meetings or discussions while walking. This promotes physical activity and can lead to more dynamic and creative conversations.

5. Physical and Mental Activities

Movement Options: Offer a range of physical activities, from yoga and running groups to dance or simple stretching sessions. Ensure these are optional and held at convenient times.

Mental Wellness Workshops: Include workshops on topics like stress management, resilience building and mindfulness techniques. These sessions provide practical tools attendees can use in their daily lives.
Meditation and Breathing Rooms: Provide designated spaces where attendees can delve deeper into meditation or learn more about breathing techniques. Have these sessions guided to offer an opportunity for participants to learn these techniques and unwind their minds and dissipate stress.
Outdoor Breakout Sessions: Break away from the typical meeting room setting by taking sessions outdoors. Nature hikes or outdoor brainstorming sessions can foster collaboration, enhance focus and help attendees make real connections. The benefits of being in nature include reduced stress levels, improved mood and increased creativity.

6. Evening Wind-Down

Relaxation Activities: End the day with activities that promote relaxation, such as a guided visualization, a gratitude exercise or a gentle yoga session.
Social Connection: Organize informal, low-pressure social events that encourage networking and connection without overwhelming attendees.

These wellness initiatives can provide numerous benefits to your meetings. According to a study by the Global Wellness Institute, companies that prioritize employee wellness report higher levels of employee engagement, improve job performance and lower rates of burnout. Additionally, attendees who feel supported in their well-being are more likely to have a positive perception of the event and the organization hosting it.

Incorporating wellness into meetings is about creating an environment where employees feel valued, supported and empowered to take care of their mental and physical health. By offering a variety of wellness activities and integrating them thoughtfully throughout the event, you can cater to the diverse needs of your attendees and foster a culture of well-being. This approach not only enhances the attendee experience but also contributes to a more productive, engaged attendees. As workplace demands increase, prioritizing wellness in meetings is not just beneficial but essential.

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Black and white image of Charlotte Frederick smiling Charlotte Frederick is a corporate meeting and incentive industry expert with over 25 years of experience. After overcoming personal battles with stress and burnout through mindfulness techniques, she founded Mindful Moments, a woman-led company dedicated to enhancing well-being in the corporate world. Charlotte believes in empowering organizations and individuals with the right tools and strategies. By embracing mindfulness and self-care, individuals can show up as the best versions of themselves in every facet of their lives.

Charlotte’s commitment to sharing her knowledge and helping others is rooted in her own successes and the transformative power of wellness. She is a certified integrative health and mindset coach, a certified meditation teacher, a certified yoga instructor, and a certified positive psychology coach.

Exciting openings across Europe for your next, best meeting

How’s a Europe meeting for an incentive? Well, beyond a must-do, these three new and renovated properties answer: artsy and stylish; elegant and stately; historic and hip. With options from London to Helsinki to Hamburg, you just might find your perfect fit below.

Live it Up in London

Virgin Hotels London Shoreditch for New and Renovated — Virgin Hotels London-Shoreditch

Virgin Hotels opens its first London location with Virgin Hotels London-Shoreditch. Located in the eclectic, artsy neighborhood of Shoreditch—a section of the city known for attracting creatives, trendsetters and lovers of vintage. The industrial exposed brick building the hotel occupies fits right in.

The property will continue to undergo a phased transformation to compete its transition to a Virgin Hotel, implementing the brand’s iconic features, such as Sir Richard’s flat, custom-designed and patented hybrid beds and the Lucy app, which offers official members of the loyalty and preferences program The Know a personalized experience. The hotel’s street level lobby lounge and café will become a pop-up Commons Club, Virgin Hotels flagship food and beverage concept that blends work and play; and later in the year, it will transform once again into a new pop-up. Other dining options include Marlin’s Mediterranean Restaurant and Bibo, a Spanish restaurant by renowned chef Dani Garcia.

Between meetings across the nearly 4,500 sq. ft. of meeting and event space, with options to rent out the restaurants as well, relax at the rooftop bar and swimming pool.

Gather like Royalty in Finland

The Hotel Maria is a regal luxury hotel in the heart of Helsinki, Finland. With the completion of its two side buildings, Liisankatu 8A and Maneesikatu, it has wrapped the final stage of its opening, and now offers double the number of available guest rooms as well as more meeting space with the Maria Ballroom, Maria’s Chapel, the Living Room, the Lily and Valley rooms, and the Maria Wellness Club and Wellness Studio. In total, the hotel offers 117 guest rooms, including 38 suites, and a total of 3,309 sq. ft. of meeting and event space.

The grand centerpiece of its meeting and event space is The Maria Ballroom: a space that feels right out of a castle with art deco chandeliers, mirrored walls and original statement columns restored from the building’s historic past. The sprung parquet floor and modern Versailles-inspired ceilings round out the space’s opulence; and a cutting edge sound system, large cinema screen and button-operated dividable wall to separate the space into two bring it into the high-tech modern day.

While staying in the city’s historic district, renowned by locals and visitors alike for its prestige, guests will find an impressive sense of place, whether enjoying summer cocktails in the Inner Courtyard among fountains and an outdoor fireplace or shopping in the onsite destination boutique featuring esteemed Finnish designers.

Rock Out in Germany

REVERB by Hard Rock Hamburg new and renovated — REVERB by Hard Rock Hamburg

The first Hard Rock in Europe, REVERB by Hard Rock Hamburg, opens its doors in Hamburg, Germany’s vibrant port neighborhood, with a thriving cultural scene and celebrated architecture. REVERB is located within the historic St. Pauli Bunker; and on the outside, it offers guests access to Hamburg’s largest rooftop garden, where they’ll enjoy 360-degree views of the city. It’s the centerpiece of the property’s environmental commitment, with its climate adaptation initiatives and more green spaces throughout—a total of over 100,000 sq. ft. of green and communal areas.

Within its 134 guest rooms and suites, guests will find fan-inspired artwork among stylish furnishings, whether staying in a King, Queen or Roadie Bunk Room. The new three-field Georg-Esler-Hall is an exciting, vibrant venue for both concerts and events, with room for 2,200 people.

Dining outlets include the “coffee shop above the city,” Daily Grind, an international fusion restaurant KARO&PAUL by Michelin-star TV chef Frank Rosin, the property’s living-room-vibe main restaurant, La Sala and food and drink counter Green Beanie in the rooftop garden. The Rock Shop offers the classic Hard Rock brand merch as well as seasonal collections, a local bunker collection and iconic FC St. Pauli merch—and it’s also available for exclusive rental events and other gatherings, as well as concerts and pop-ups.

Mercedes Miller

Mercedes Miller, The ATL Airport District Convention & Visitors Bureau

Miller takes on the role of president of The ATL Airport District Convention & Visitors Bureau, the destination marketing organization for the cities of College Park, Hapeville and Union City, following Cookie Smoak’s retirement. She brings nearly 30 years of hospitality industry experience, throughout which she has been recognized for her leadership and industry knowledge. Miller has served on various boards and committees, including as chairperson of the ATL Airport District CVB Board of Directors, the Atlanta Convention and Visitors Bureau board of directors and the Board of Ethics for Fulton County.

Ed Skapinok

Ed Skapinok, Explore St. Louis

Explore St. Louis appoints Skapinok as chief commercial officer for the DMO and operator of America’s Center Convention Complex. The chief commercial officer role has been a staple in large hotel operations, but its presence in a DMO is a newer development. Skapinok brings deep experience in hotel industry sales, marketing and revenue management, and will draw from this expertise in his new role, which combines the consumer-facing functions of the DMO to create a unified approach to selling St. Louis as a leading destination.

Morgan Simo

Morgan Simo, Visit Panama City Beach

Visit Panama City Beach promotes Simo to the role of special events operations manager. After joining the team in 2023 as sports and special events coordinator, Simo has demonstrated immense passion and dedication for her projects. Simo remains actively involved with the Bay County Chamber and Panama City Beach Chamber and has recently joined their Young Professionals program. She holds a master’s degree in public and corporate communications.

Joye Lucas

Joye Lucas, Waldorf Astoria Costa Rica Punta Cacique

Lucas joins Waldorf Astoria Costa Rica Punta Cacique as director of sales & marketing. She brings extensive experience in luxury hospitality sales and marketing, most recently having served as complex director of luxury sales for Conrad Tulum Riviera Maya and Waldorf Astoria Cancun. She now brings her skillset to serve as a member of the opening team of the first Waldorf Astoria property in Costa Rica.

Mariles Krok

Mariles Krok, Visit Sacramento

Visit Sacramento appoints Krok as chief of convention sales & services officer. Born and raised in California, Krok brings over 25 years of experience in the hospitality and meetings and conventions industry, most recently serving as vice president of meeting & partnership sales for Visit Anaheim. She will now lead Visit Sacramento’s Convention Sales and Services division as the team works to bring major meetings and conventions to the city and support groups before and during their events in the city.

Trevor Tkachyk

Trevor Tkachyk, Fairmont Dallas

Tkachyk is promoted to the role of director of conference services from his former role as director of banquets at Fairmont Dallas, home to several major annual conferences in Dallas. He has moved through ascending roles at Fairmont Dallas, beginning as the food and beverage manager/assistant director of banquets, and earlier as interim director of banquests and assistant director of banquets at Fairmont San Jose. He will now oversee the 545-room hotel’s conference services team.

Lindsay Swanson and Pepe Avila

Visit Anaheim makes two key executive appointments to lead the DMO as Anaheim continues to grow and evolve and invests in its community.

Swanson is promoted to the role of vice president of communications. She has worked with Visit Anaheim for seven years, moving through ascending roles, from communications specialist, to manager, to director and now as vice president. In her new role with Visit Anaheim, she is now responsible for creating and executing strategic communications plans to help build and enhance Anaheim’s reputation.

Avila is promoted to the role of senior vice president of community relations & partnerships. He has worked with Visit Anaheim since 2003, beginning as director, tourism development. He is lauded for his big-picture thinking, results-oriented mindset and dedication to his community.

Clinton Coleman

Clinton Coleman, ACVB

Coleman is promoted to the role of national sales manager at Atlanta Convention & Visitors Bureau (ACVB). He joined ACVB in 2023 as a sales coordinator. In his new role, he will sell and market Atlanta as a premier destination for group meetings of 51-250 rooms on peak night, and will represent ACVB at trade shows and coordinate participation with the organization’s partners.

Jane Hague

Jane Hague, Convene

Convene welcomes Hague as director of UK sales. She brings over 20 years of experience in meetings and events industry sales and business development. In this new role, she will oversee a team of 32 event sales professionals in London, Manchester and Birmingham responsible for selling across the Convene portfolio. She most recently served as head of business development at ExCel London, where she spent 12 years attracting top global brands to host their events at the venue while spearheading revenue-driving initiatives, from new business partnerships to the creation and renovation of event spaces.

Angela Showley

Angela Showley, Kessler

Southeast hospitality group Kessler appoints Showley as vice president of marketing & revenue. She brings extensive experience in spearheading impactful marketing and communications initiatives, with over 24 years in digital marketing, social media, advertising and PR across the travel and hospitality industry. She will lead the brand’s marketing strategies, oversee revenue generation across its entire hospitality portfolio and elevate Kessler’s reach by increasing engagement with existing customers and attracting new audiences.

Accessible, healthy, creative food and the people who order F&B for events took center stage at Smart Meetings Culinary Experience at Paris Las Vegas this week. Partnering with Caesars Entertainment, Smart Meetings brought to life the innovative ideas, tasty solutions and business-friendly strategies that leave attendees feeling nourished and KPIs crushed.

The Power of Catering

Tracy Stuckrath on stage — Tracy Stuckrath

Meeting professional choices about food and beverage orders impact everything from sustainability, engagement and inclusivity to budget. Thrive! Meetings & Events founder Tracy Stuckrath kicked off the insights with a primer on not killing or offending your attendees. She shared tips for partnering with the venue, sourcing locally, accommodating dietary medical, cultural and religious needs and labeling appropriately so everyone feels comfortable stepping up to the table. An estimated 33 million people in the United States (11% of adults) have at least one food allergy, making these measures vital for one-in-ten of your attendees.

Smart food and beverage programs start at the RFP process where you ask about their sourcing and waste management. A chat with the chef in the kitchen should be a part of every site visit. Food handling and requirements belong in the contract. Asking about special needs starts with the registration process and flows directly into communication pre-conference to let them know what is available (sharing menus in advance with proper labeling is ideal) and a graceful way of identifying and delivering the appropriate meal once onsite. “Every meal matters to the attendees and the planet,” Stuckrath said.

Fun Food

Because meals set the tone, choosing creative menus can serve as an icebreaker to get people talking as well. At a team-building competition arranged by CSI DMC, attendees learned how to balance flavors and textures to create tasty, healthy, elegant non-alcoholic cocktails using Zero Proofed spirits and inventive glassware and garnishes. Look for the winning beverage to be served in the Caesars Entertainment booth at IMEX America in October.

Mocktail making winners — Team-building competition winners

Themes bring a meal to life as well. A reception at Area 15 and Meow Wolf celebrated the influences of land, sea and sky in the hanging salads, fresh oyster shucking, espresso martinis with cookie crumble and cotton candy-wrapped pork belly. Projection walls made the progressive experience immersive with branding and a DJ.

The celebration of all things culinary even made it up to the night sky as Skyworx Drone Shows lightfest included nods to toasting martinis and a friendly cooking competition. That is wowing all the senses.

The Morning Chew

Caesars Entertainment Assistant Executive Pastry Chef Dorthy Pace (left); and Caesars Palace Banquet Chef Jose Garcia (middle); and Michele Polci, CPCE, CMP (right)

Wonder what chefs really wish you would ask them about the menu? The Morning Chew, talk-show themed panel featured Caesars Entertainment Director of Catering Sales Las Vegas Michele Polci, CPCE, CMP (and a Smart Women in Meetings Award winner); Caesars Entertainment Assistant Executive Pastry Chef Dorthy Pace; and Caesars Palace Banquet Chef Jose Garcia. The three offered the Smart Meetings community key insights into industry trends, sustainable strategies and accommodating dietary restrictions—and we’re here to make sure you are caught up on the latest news from these experts.

Read More: Wolfgang Puck Catering Turns 25

A top focus of many of Caesars’ partners and clients is wellness-oriented F&B, particularly options that are vegan, vegetarian and/or gluten-free. As a result, Caesars Entertainment launched a Wellness Menu in 2023 that includes speakers and activations and Chefs Pace and Garcia have pioneered an impressive level of innovation in their kitchens. In the past, many alternative versions of carbs and dairy products were noticeably different from their traditional counterparts; now, ingredients such as pea protein allow culinary teams to create delicacies so similar that taste tests yield difficulty differentiating between the two.

salmon Meeting profs now enjoy a wide range of options for wellness-based F&B, including creative dishes that incorporate natural ingredients and seamless substitutes for common allergens, including gluten.

Polci sees chefs as similar to mathematicians, as they are constantly adapting their recipes to the evolving needs of partners and clientele. Caesars has streamlined its culinary sourcing and receives shipments from California and Mexico six days a week (with products from the former arriving in as little as three hours from harvest).

Other trends include the return of breakfast, once a small and simple spread, to a full sit-down affair complete with a sweet and savory menu for attendees to enjoy. Chef Pace encourages her team to “be adventurous. We want our food to be memorable.”

When it comes to a mealtime’s end, Caesars uses several strategies to minimize food waste, such as keeping employee dining halls stocked with top-tier dishes, partnering with several charities to donate excess, composting food and employing trash teams to properly sort recyclables. The panel’s respective teams work together to ensure that each meal, from start to finish, is engineered to suit the needs of meeting profs, attendees and sustainability goals.

Welcome to Smart Travel, our weekly column where we share our latest tips and tricks to stay up to date on the can’t-miss news in travel. Today, we have details on a new U.S. Travel initiative, data on global tourism, advice for solo female business travelers, Boeing’s latest hiccup and the most recent addition to Universal Orlando’s upcoming Epic Universe theme park.

Booking.com Spotlights Tips for Solo Female Business Travelers

With most professionals in the meetings industry being female, we want to make sure you stay savvy and safe during your next business trip. Research your destination’s travel restrictions, safest transportation means and emergency phone numbers, and check the local news before you leave so you are aware of any climate or political issues that could affect your trip. Avoid posting your tagged location, real-time movements and photos of your accommodation or ticket details on social media. And consider these other tips as well:

Get travel insurance to avoid stressful situations when unexpected circumstances arise.
Make sure you travel with a portable phone charger, so you are never left without a means of communication.
Ask your hotel concierge about areas to avoid and other local safety knowledge.
Carry only the cash you need and leave the surplus back in your room—or stick with secure digital payments you’ve researched prior to arrival.
Give feedback to your company after your trip; did you feel your destination was a safe place to conduct business or would you recommend a different location instead?

U.S. Announces New Task Force on Global Sporting Events

The United States has no shortage of upcoming international sporting events, including the 2026 FIFA World Cup, the 2028 and 2034 Olympic and Paralympic Games and the 2031 Rugby World Cup. In a move led by Senator Amy Klobuchar (D-MN) and Senator Jerry Moran (R-KS), the Task Force on Global Sporting Events will implement new solutions for better travel experiences, stronger safety protocols and maximized economic benefits. Geoff Freeman, president and CEO of U.S Travel Association, applauded the development, calling it an “unmatched opportunity to showcase U.S. destinations and cement our position as the top global travel destination.”

2024 Expected to Set Records in Global Tourism

In a wild swing from the height of the Covid-19 pandemic in 2020, this year global travel is shaping up to be at a record peak. As a result of what many call “revenge travel,” alongside elements such as a surge in remote work and an upward trend in wanderlust social media content, 2024 has seen more packed planes, trains and automobiles than ever before. Also, finance isn’t the primary focus it once was for many travelers; a recent study released by AMEX showed 77% of respondents care more about the right travel experience than about the cost of the trip.

This swell of international travel has major implications for popular destinations—many of which are far from positive. Don’t be surprised by an increase in strikes and protests as locals respond to issues such as displacement of the working class and strain on outdated infrastructure. In the U.S., workers in Boston, New Haven, Providence and Honolulu voted overwhelmingly to authorize strikes, with major hoteliers such as Marriott, Hilton, Hyatt and Omni Hotels at risk.

Boeing’s Latest Setback: Grounding 777-9 Test Planes

In yet another engineering hurdle, Boeing has announced the grounding of its 777-9 test planes, a project designed for distance travel and whose release has already been delayed by years.

Routine maintenance uncovered an issue with a structural component within the engine housing of the planes, designed to carry 426 passengers over a distance of more than 7,200 nautical miles. Boeing has notified the Federal Aviation Administration that updates will be forthcoming.

Universal Unveils Plans for 500-Room Helios Grand Hotel as Part of Universal Epic Universe Theme Park

Epic Universe, the mega theme park set to open in 2025, will include a “majestic Mediterranean-inspired escape” in the form of Helios Grand Hotel, a 500-room resort that will be located in Celestial Park, one of Epic Universe’s five “worlds” (the others being Dark Universe, How to Train Your Dragon – Isle of Berk, Super Nintendo World and The Wizarding World of Harry Potter – Ministry of Magic).

The accommodations will include spacious suites, a rooftop lounge, a resort-style pool, a fitness center, a game room, plenty of dining options and a Universal Orlando Resort store and, most notably, a dedicated entrance to Epic Universe. With no shortage of competition between theme parks, attractions and adjacent accommodations, it will be interesting to see how Universal intends to elevate Helios Grand Hotel above the rest.

Discover endless summer from the East to the West

What do NOLA, San Antonio and San Diego all have in common? Not much—they’re all massively distinct cities—but besides big character, they share lots of sunshine. As summer begins to wind down, your attendees are looking for last-chance opportunities to soak up the sun. Besides, with these new and renovated hotels, all signs point towards yes (please!).

A Slice of NOLA Music History

Kimpton Hotel Fontenot Evangeline Boardroom for New and Renovated — Evangeline Boardroom, Kimpton Hotel Fontenot; credit: Cris Molina

The newly opened Kimpton Hotel Fontenot stands in the sought-after New Orleans’ Central Business District, only moments from the French Quarter and the New Orleans Ernest M. Morial Convention Center.

Guests enter the boutique 235-room hotel through an elegantly understated lobby with white oak floors and dark accents; the ornate Peacock Room offers a vibrant alternative atmosphere, with punch bowl cocktails. The hotel’s new restaurant, King Brasserie and Bar, offers Mediterranean-French fusion crafted with fresh, local ingredients.

By following a custom-built, handmade staircase above the restaurant, visitors will find a second floor of over 10,000 sq. ft. of indoor and outdoor meeting and event space. Spaces include the 5,506-square-foot Canray Ballroom—named for the musician Canray Fontenot, a legendary Louisiana fiddle player, who serves as the hotel’s overall inspiration. Additional second floor spaces include the 1,920-square-foot King Terrace and the 554-square-foot Evangeline boardroom. Event spaces continue into the third floor, with the 1,017-square-foot Lala room and 779-square-foot Lala Prefunction space. Meetings and events onsite enjoy in-house catering overseen by executive chef Samuel Peery.

Unwind with Sunsets by the Fire Pit

Hilton San Antonio Hill Country Fireplace Conference Room — Fireplace Conference Room, Hilton San Antonio Hill Country

Hilton San Antonio Hill Country wraps up an extensive renovation project, with debuts and redesigns all across the property. The redesign captures the atmosphere of the surrounding Texas Hill Country. Muted, natural backdrops of Austin stone frame eye-catching accents inspired by the Texas sky, local cacti and sun-warmed peaches. Upholstery inspired by traditional weaves infuse texture into the palette. 227 guest rooms, alongside all the amenities a modern guest hopes for—from 55” HDTVs to Cuisinart coffee stations and spacious work desks with multiple outlets and USB connections—all include Hill Country-inspired artwork, elegant drapery and refreshed plush carpeting.

The property now offers over 12,500 sq. ft. of flexible meeting and event space. The classic boardrooms, ballrooms and pre-function space are topped off with a garden rotunda. In the expansive garden courtyard, visitors can gather under the stars and unwind from the busy day around individual fire pits. Three onsite dining outlets include seasonal outdoor pool bar The Tortuga Pool Bar, grab-and-go coffee bar DoubleShot and The Spur Texas Kitchen & Bar, which offers New American cuisine with a Texan twist for breakfast, lunch and dinner.

As a property committed to sustainability, the renovation also saw the incorporation of energy-efficient lighting across the property.

SoCal Sunshine by the Bay

Omni San Diego Hotel for New and Renovated — Gwynn Suite Living Room, Omni San Diego Hotel

San Diego’s Gaslamp Quarter sees a refreshed Omni San Diego Hotel following a property-wide renovation. The hotel stands only moments away from Petco Park, Little Italy, Seaport Village and the San Diego Convention Center. Paying homage to its connection with Petco Park and the San Diego Padres, the hotel features a welcoming and dynamic baseball-inspired design. A backdrop of green and brown set the stage for thoughtful details—including stitched leather panels, stadium-style lighting fixtures and curated artworks that emulate the motion of baseball. Ash and maple-toned woods for furniture bases nod to the materials of baseball bats and wool-like fabrics and metal nod to the fabric of uniform and gloves.

The hotel’s sixth floor features a reimagined Tortuga pool bar and terrace, with an expansive pool deck that overlooks the San Diego Bay, multiple indoor lounges and poolside dining featuring Baja California-inspired bites and drinks. The new street-level restaurant and bar Ace Porter offers elevated local cuisine, and the hotel’s lobby-side restaurant Fres.co Market + Café serves house-made grab-and-go options, fresh baked goods, coffee, wine and beer.

511 guest rooms offer expansive views of the city’s skyline, bay and Petco Park plus elegant upgrades such as cross-hatched credenzas, chic curved couches and accents of brown leather and rich velvet; characteristic green tiles outline the walk-in showers.

Already an ideal location for meetings and events due to its proximity to the convention center, the hotel itself offers 32,000 sq. ft. of flexible event space, with 24 indoor and outdoor meeting areas.

Read More: San Diego: A Saint in SoCal

Blend wellness with corporate events

For many groups and attendees wellness is a priority.

Smart Meetings looked at several locations whose primary objective is creating a comfortable environment that supports wellness, self-care and restoration. We asked venues several questions about the importance of wellness and what guests could expect from their respective establishments.

Calabash Cove Resort and Spa, Gros Islet, St. Lucia

Smart Meetings What can guests expect to get out of your wellness events?

Konrad Wagner, Managing Director Due to the nature of our boutique resort it is a completely relaxing, in no way pretentious, experience. It is not unusual to make real spa fans out of some of these guests that previously maybe never thought about it. Even if our focus is not alone on wellness but an overall relaxing vacation experience with the spa complimenting the resort overall.

SM How can meeting planners blend wellness and meetings together, so attendees are able to experience the best of both worlds?

KW With the right budget we find they make the difference between just a meeting and a real experience. It is a good idea to plan it from the start of the program to avoid it becoming an afterthought that then falls by the wayside.

SM Why is it important to offer guests the ability to stay active, even when they are on vacation?

KW In my view it is important to have the option, without being mandated to participate. Some activities are also part of people’s regular routine at home. Some are reluctant to give up their fitness or activities routine. The key is to have it available without mandating it (in groups).

SM What can guests get out of the wellness offerings at Calabash Cove Resort and Spa?

KW As a boutique resort, we believe in uncoached engineered relaxation. No predetermined activities or wellness schedules. The ability to let go, and yes, even skip an appointment if one does not at that moment feel like it. After all, not having a schedule or even being bored can also be a luxury.

Las Catalinas, Guanacaste, Costa Rica

SM For meeting planners, why is it important to host their event at a location that fosters wellness? How does this impact the overall experience?

Gabriela Esquivel, Developer of Well-Living at Las Catalinas Here are some reasons why it is crucial for companies to host events at wellness locations:

Venues that promote wellness often provide healthier food options, opportunities for physical activity, and spaces for relaxation and mindfulness. These elements help attendees feel better physically and mentally, which can enhance their overall experience.
When attendees are well-rested, well-nourished and comfortable, they are more likely to engage actively in sessions and networking opportunities. Wellness-focused environments can reduce stress and fatigue, leading to higher productivity and better focus.
Choosing a wellness-focused venue demonstrates a commitment to the health and well-being of attendees. This can enhance the organization’s reputation and attractiveness to attendees who value wellness and sustainability. This will most likely attract more participants.
Wellness environments often foster a more relaxed and positive atmosphere, which can facilitate better networking and relationship-building among attendees. Comfortable and healthy settings encourage open communication and collaboration.
Such venues often include innovative and inspiring spaces that can stimulate creativity and collaboration, leading to more meaningful interactions and networking.
Environments that support wellness can improve cognitive function, memory, and learning, reducing stress and cognitive overload. These type of locations allow attendees to absorb and retain more information from the event.
Providing a wellness-oriented experience can build long-term loyalty among attendees, as they associate the event with positive feelings and well-being.

SM How can planners best utilize the wellness offerings of Las Catalinas?

GE Las Catalinas is renowned for its unique convenience. The accessibility to various experiences, services and amenities makes it an excellent destination to incorporate wellness into corporate events. A good approach is to include morning activities that require a moderate level of physical activity. This will help participants start the day with a clearer mind and a boost of energy. Activities could include hikes on our close to 40 kilometers (24.8 miles) of natural trails, SUP (stand-up paddleboarding) or kayaking, mountain biking, yoga or fitness classes. Additionally, incorporating ice baths can enhance alertness and mental clarity.

Followed by a nourishing breakfast that supports concentration levels throughout the day, including good sources of protein, fruits, vegetables, healthy fats and complex carbohydrates. Scheduling time to unwind between meetings can also support satisfactory performance in the second half of the day. Group meditations, sound healings or breathwork sessions are options that may alleviate the strain often caused by long meeting hours.

Furthermore, taking a quick dip in the ocean can provide a refreshing break, as the town’s proximity to the beach allows for a brief swim and return to your schedule within no more than 10-15 minutes. Participants will have the freedom to choose when it’s best for them to change the scenery for a while and get back into their rhythm without needing to spend long hours on these experiences, it’s up to them and their needs!

Ananda in the Himalayas, Narendranagar, India

SM Based on your website, Ananda in the Himalayas feels like a great location to create a team-building experience around wellness. Do you offer experiences for groups? What would an average day as a guest look like at Ananda in Himalayas?

Mahesh Natarajan, Chief Operating Offer, Ananda in the Himalayas The philosophy of Ananda in the Himalayas focuses on Ayurveda and holistic wellness, yoga and meditation, emotional healing, spiritual awareness, and healthy cuisine.

Daily group activities at Ananda range from powerful discourses in Vedanta, yoga and meditation sessions lead by senior yoga therapists, guided treks up the scenic mountains, white water rafting and safaris to the national park, all of which contribute to an experience in well-being that is not only holistic but equally spiritual.

Spiritual growth and awakening are pivotal to Ananda’s wellness philosophy. Ananda offers several paths to look within and discover the route to our higher self. These are done through ancient philosophies of Vedanta, yoga, meditation and mantras.

Vedanta, with its roots in ancient Indian philosophy, is a system of knowledge that answers the fundamental questions of life. Ananda is globally recognized as the only retreat in the world to offer its guests daily interactive sessions conducted by senior disciples of Swami Parthasarathy, an internationally acclaimed exponent of Vedanta.

Yoga and meditation at Ananda is a classical approach impacting physical, mental, emotional, psychic and spiritual aspects of life. Through guidelines of Hatha Yoga (postures, breath work, cleansing and energy flow) and Raja Yoga (meditative practices), the objective is to balance and harmonize the body, mind and emotions, finally culminating in a state of higher consciousness.

There is no purer way to start your day than mantra chanting. Mantras are said to be a form of scalar energy with a unique combination of sound vibrations, breath and rhythm. Guests at Ananda come together every morning for a session in mantra chanting, allowing their combined energies to reverberate and collectively take them to a state of higher consciousness. Regular chanting of these mantras show tremendous effect at a physical, psychological, intellectual and spiritual level.

A typical day at Ananda begins with a serene morning yoga session overlooking the pristine Himalayan foothills, followed by a nourishing Ayurvedic breakfast. The day unfolds with a blend of personalized treatments, such as Abhyanga massages or Shirodhara, interspersed with mindfulness and meditation sessions. Guests engage in various wellness activities, including guided nature walks, hydrotherapy and specialized fitness routines. Meals are tailored to individual dietary needs, focusing on balancing the doshas. Evenings often feature calming practices like sound healing or Vedanta talks, culminating in a peaceful night’s rest.

SM What do you hope for guests to get out of their experience?

MN In ancient India, holistic living was a way of life. People inherently understood the balance of nature, the ways of the universe and how the elements affected not just their physical health, but their mental well-being. It was understood that if they achieved harmony within, they would be at peace with their surroundings. Ananda has recreated the synergy of mind, body and intellect not just through the natural Himalayan locales and the proximity to the mountains and the river, but through the rejuvenating and ancient processes and philosophies of Ayurveda, yoga and Vedanta combined with contemporary international therapies which enhance and augment the original. Ananda believes that everyone is unique\ and so are the programs, experiences and integrated approach that they offer.

Well-being retreats in India, such as Ananda in the Himalayas, play a vital role in fostering holistic health and wellness in today’s fast-paced world. These sanctuaries provide a haven for individuals seeking respite from the stresses and demands of modern life, offering an environment conducive to rejuvenation and self-discovery. By integrating traditional Indian wellness practices like Ayurveda, yoga, and meditation with modern therapies, these retreats promote physical, mental, and spiritual well-being. They attract people who are looking to detoxify, de-stress and reconnect with themselves, often driven by a desire to achieve a more balanced and healthier lifestyle. Additionally, the serene and natural settings of these retreats offer a perfect backdrop for introspection and healing, making them a preferred choice for those seeking personal growth and transformation.

SM What would you recommend to first timers?

MN Beginners to wellness perceive it as something challenging that might deny them pleasure, joy or fun. An effective way to break this perception is Ananda’s Foundation programs, a gentle beginning to wellness that can lead to intensive work.

These Foundation programs provide an introduction to understanding your body and mind from a holistic perspective. Customized wellness therapies help start your wellness journey. This includes a wellness consultation prior to arrival and during the stay at Ananda. Guests on the Foundation program are also encouraged to attend daily scheduled group wellness sessions including yoga, meditation and Vedanta classes to enhance their wellness experience further. The Foundation wellness program includes one hour of wellness sessions daily.

Hotel Belmar, Monteverde, Costa Rica

SM For meeting planners, why is it important to host their event at a location that fosters wellness? How does this impact the overall experience?

Pedro Belmar, Managing Director, Hotel Belmar Hosting an event at a location that fosters wellness, like Hotel Belmar in Costa Rica’s cloud forest, significantly enhances the overall experience for attendees. Wellness-focused locations provide a serene and rejuvenating environment that can reduce stress and improve focus. This positively impacts productivity, creativity, and engagement during meetings and activities. The natural beauty and tranquillity of the cloud forest promote relaxation and mental clarity, allowing attendees to recharge and be more present and effective in their roles. Additionally, as a wellness-oriented venue, we offer healthier food options, outdoor activities and curated programs that contribute to the attendees’ overall well-being, leading to a more satisfying and memorable event.

SM What can guests expect to get out of your wellness events?

PB Guests attending wellness events at Hotel Belmar can expect a comprehensive experience that nurtures body and mind. They can include immersive experiences like guided meditation, yoga classes, thematic nature hikes, and engaging with a fully operational, carbon neutral farm. These activities are designed to promote relaxation, reduce stress, and enhance mental clarity and purpose. Guests will leave feeling rejuvenated, with a greater sense of well-being and connection to the land. Our farm-to-table dining options also ensure that attendees are nourished with healthy, delicious meals made from locally sourced ingredients, further supporting their wellness journey.

SM How can meeting planners blend wellness and meetings together, so attendees are able to experience the best of both worlds?

PB Meeting planners can seamlessly blend wellness and meetings by incorporating wellness activities into the event schedule. At Hotel Belmar, we offer a range of wellness options that can be easily integrated into meeting agendas. Planners can schedule morning yoga or meditation sessions to start the day, followed by meetings in our serene spaces. Breaks can include nature walks or guided breathing sessions. Healthy meals and snacks can be provided to keep energy levels high and minds sharp. By creating a balanced agenda that includes both productive work sessions and rejuvenating wellness activities, planners ensure attendees experience the best of both worlds.

SM What kind of wellness experience can groups get out of a stay at Hotel Belmar?

PB Groups staying at Hotel Belmar can enjoy a holistic wellness experience tailored to their needs. Our bespoke offerings include yoga and meditation sessions, guided nature hikes through the lush cloud forest, bird watching tours and thematic forest immersion experiences that blend scientific discovery, sensory-specific dynamics and forest canopy exploration through zip-lines, viewing platforms, hanging bridges, canopy-level hammocks and rappel lines. Guests can also participate in farm-to-table culinary experiences, where they learn about sustainable farming practices and enjoy meals made from fresh, organic ingredients. The serene natural surroundings create an atmosphere of peaceful regeneration, making it an ideal setting for relaxation, creativity and team-building activities.

Honoring excellence in event leadership as a way to inspire more of it is serious business. But when a powerful group of Smart Women in Meetings Award winners came together at Caesars Palace Las Vegas for a day of education, personalized experiences and a full-glam gala, fun was also on the agenda.

An Evolution

Smart Meetings CEO Marin Bright launched the signature leadership accelerator event nine years ago and it is still the only confluence of its kind for women at all career stages of the events industry. As the founder and CEO of an events company, she recognized she was the only woman in her position at that time and hoped to encourage others to find their way to a seat at the hospitality table.

Statistics show that we have made progress since she founded the media community 22 years ago, but we still have a ways to go.

A recent PCMA survey found that 77% of the meetings and events industry is female but only 16% are in leadership roles.

The dynamic trailblazers at Smart Woman Summit have the potential to move that lopsided dial while promoting strategies to remake hospitality jobs into a sustainable shape that will appeal to a new generation of event producers.

Voice of the Goddesses

Judi Holler wearing floral dress, speaking on stage — Shelley Brown

The stage was filled with messages from on high with powerful calls for connection, action and urgency.

Author, pop-artist and 2023 Smart Speaker Shelley Brown vividly shared the importance of banishing “the shoulds” and embracing the fullness of our creative selves with energy and joy.

Jenn Cassetta speaking on stage — Jenn Cassetta

The brilliant Judi Holler encouraged meeting profs to remix their negative self-talk and embrace their inner advocate with daily affirmations and help from friends. Aligning with our personal values sets us up for “hollering” at our dreams. “Bring your own hype,” Holler proclaimed.

Jenn Cassetta, author of “The Art of Badassery: Unleash Your Mojo With Wisdom of the Dojo,” brought martial arts strategies to the stage to help rising leaders battle their inner critics, external barriers and break through to a more focused and effective approach to work and life. “Embody your power by being in your body,” Cassetta advised.

The fabulous Tracy Judge, founder of Soundings Connect, and fellow Soundings coach Howard Cleveland brought personalized CliftonStrengths coaching to the provocateur circles, so everyone could leave with a better idea of how to manage the challenges and superpowers embedded in their leadership styles. When you know, you can take action.

Sepideh Eivazi guiding people through breathwork — Sepideh Eivazi

All of these wisdoms were sealed in as part of a coming together ceremony led by Dawn of the Earth breathwork coach and Mindful Moments founder Charlotte Frederick.

Meanwhile, Rainmaking speaker Precious L. Williams helped attendees sharpen their elevator pitches while BoothEasy gifted them with professional headshots to match.

Everyone left with their proverbial suitcase full of tools to take on the most pressing action items in the events business.

Release the Glimmer

The only way we will elevate women to the highest levels where they can contribute their unique perspectives and skill sets is by coming together to lift each other up.

Shared commitments have staying power. The meeting of Smart Women released a flutter of glimmers (a feeling in your body that is the opposite of a trigger because it results from remembering a positive moment) that will spread joy and badassery far and wide.