Smart Meetings | Page 64 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

Holidays, historic occasions, themes, fruits, vegetables, sports, animals and all types of food are celebrated by costumed people marching down a street. In California, the Butter & Egg Parade in Petaluma, the Lighted Tractor Parade in Ferndale and Italian Heritage Parade (during fleet week in San Francisco) are all tributes to the region in which they are held. Have you been thinking about including a parade in your next event? Continue reading for professional tips to consider as you build your parade plan.

The behind-the-scenes coordination required to deliver a moving spectacle with high entertainment value takes months of preparation. “We start planning next year’s parade before this year’s takes place,” said Ray Pulver, owner and president of Upbeat Parade Productions.

reindeer and santa float at 2023 Festival of Lights Parade in Palm Springs, California — 2023 Festival of Lights Parade, Palm Springs, California, photo: Upbeat Parade Productions

Pulver has been producing parades for more than 30 years. From small-town parades to the large televised West Hollywood Pride Parade, Palm Springs Festival of Lights Parade, and Fiesta Bowl Parade in Phoenix. His 2024 calendar already has 22 parades scheduled, including seven on the Fourth of July.

The Upbeat parade team consists of 30 people who travel to the parade cities. While a smaller parade may require a four-person team, the full troupe is on-site for the largest parades with up to 4,000 costumed participants, a crowd of 100,000 cheering onlookers, and a television audience that reaches hundreds of thousands.

“When people think about parades, they think about costumes, floats and celebrities riding in convertibles. Rarely do they think about the audience’s experience,” said Pulver. “Along with my pre-parade production duties, my creative job is to assemble the parade units and line them up in an order that creates a visual story and delivers a message while it entertains the crowds from start to finish.”

Behind-the-scenes tips:

Approval/permit(s): A single permit is a thing of the past. The key word with parades is “jurisdictions.” It’s not unusual for a parade route to cross from private property over city and county property to state property. That’s four jurisdictions who all want to ensure you’re following their guidelines. You’ll need buy-in from all four.
Crowd and event accommodations: The authority(s) will determine services required to accommodate your crowd and event. First-aid stations, private security, police, fire, water, fencing, bleachers, restrooms, parking, signage, pre-parade notification to locals and garbage removal will all be needed for your attendees. Don’t forget, you’ll need similar (and often separate) accommodations for your staff, vendors, volunteers, sponsors, media, security, talent and parade participants.

Barbie float at 2023 WeHo Pride Parade in Hollywood, California — 2023 WeHo Pride Parade, Hollywood, California, photo: Upbeat Parade Productions

By now you’ll recognize that many divisions within your parade jurisdiction(s) will be involved in the planning and staging of your parade. Think Knights of the Roundtable and you’ll have a good idea of the process.

Celebrities, sports figures, and movie stars are a coup to the sponsor whose name is attached to the parade but can be a nightmare for the organizer. Even with special parking and a Green Room (celebrity holding area), celebrities often don’t allow enough time to reach the destination. Autograph seekers, paparazzi, media and general parade crowd mayhem requires trained handlers and security to wrangle talent.
Get ready for picketing in 2024. Some parades do and some don’t allow politicians to participate. Election years can be especially disruptive. Review the parade entry units and assign extra security around identified units. Review the parade route and identify areas such as media and reviewing stands which might need added security.
Sponsors require special attention. Consider special seating to watch the parade, distribution of parade branded products, private restroom facilities, food and beverage, parking and access to notables in the parade.

people working at WeHo Pride Parade in Hollywod, California — WeHo Pride Parade, June 2, 2024 in Hollywood, California, photo: Upbeat Parade Productions

Off-site team-building opportunities for the sponsor’s employees to participate as volunteers can be a win-win. They are typically assigned a high-profile position such as greeters at the Green Room or bleachers near the reviewing stand (where the parade judging takes place), media areas or in a location that allows interfacing with the sponsor’s target audience.

No matter how many volunteers signed up, always expect no-shows. Assigning the volunteers in pairs provides the best results as partners help each other accomplish the task.

When a group of volunteers comes from an organization, identify a team leader to manage the group. In Palm Springs, eight neighborhood organizations are assigned as balloon handlers for eight hot-air holiday-themed balloons.

Parades are a long-standing tradition around the world, plus, they’re fun and exciting for a community. Their success is directly related to pre-planning efforts and providing entertainment that exceeds the crowd’s expectations.

“We just received notification that KTLA in Los Angeles was nominated for an Emmy award for Live Special Events—News for their coverage of the 2023 WeHo Pride Parade,” said Pulver. “It really does make a difference in the audience experience when you put on a good show.”

Beth Surmont, today a proud CMP Fellow, says that during the very first Institute of Electrical and Electronics Engineers (IEEE) Women in Engineering International Leadership Conference, she witnessed the monumental impact events can have firsthand.

“A young woman stood up and tearfully shared her story. She was an engineering student who was ready to quit college, but after attending our event she was inspired and planned to continue on. I was struck by the realization that my work had changed the trajectory of this individual’s life,” Surmont says. “In turn, she may engineer a solution that may save millions of lives. That is the power of events. I truly believe that bringing together the right people, in the right ways, can prepare us for a brighter future.”

Today, Surmont, also holding an FASAE and CAE, is the vice president of event strategy and design at 360 Live Media. She has been a CMP since 2008, and was a member of the inaugural class of CMP Fellows in 2022.

Becoming a CMP

“I am from a generation of planners who fell into this work,” Surmont says. “There were no schools or courses to prepare me, so I had to rely on the industry to teach me.” As she got to know the industry better, she found that credentials were a key asset. She first heard of the CMP while working at IEEE, where many of her colleagues already held the credential, and others were working toward it. “We would celebrate every time someone earned theirs,” she remembers.

Surmount found herself eventually deciding to pursue the credential as well. “I felt it was important to help me move up in my career. It was not only a way to ensure I had the formal training, but it was recognition that I knew what I was doing,” she says.

Test Prep Tips

Having been a solo studier all her life, Surmont relied on using flashcards and taking notes while reading to prepare for the exam. Still, the biggest piece of advice she would offer to future CMPs is to ask for help.

“You don’t have to work through it on your own. There are programs, online courses and boot camps that are designed to help you,” she says, strongly recommending Joanne Dennison, CMP, who has a master’s degree in education and is an educator in the meetings and events industry, whose company hosts CMP classes and networking opportunities for CMPs and future CMPs.

Surmont also makes an important point regarding practice tests, saying, “If you haven’t taken a test in a few years, you can forget how to do it. Lots of online courses have practice tests to help you regain that muscle memory.”

Finally, she says, treat yourself with grace. “Don’t take it overly seriously. It’s important but it’s not life or death. If you don’t get it the first time, you can always try again.”

The CMP Fellow

EIC introduced the CMP Fellow designation in 2022 to recognize existing CMPs who stand apart and have made significant contributions to the industry. Surmont, as part of its inaugural class, says, “I wanted to become a CMP Fellow because it is a great recognition of my service to our industry, and I think it also highlights how much I care about events. I think it is important to recognize the people who consistently give back and who are leading the way in shaping our industry.”

To those who someday hope to become CMP Fellows, Surmont says, service is important. “You can start now by joining an association and volunteering on committees. Try writing an article or submitting a session. Make time to give back, and you will be recognized for it.”

Looking Forward

When she was growing up, Surmont wanted to be a writer. Storytelling remains her passion—in a different way. “Being able to look at an event like a story helps me create a cohesive and meaningful experience,” she says. “I can shape every moment to lead them to discovery and outcomes. Through event design, I’ve been able to merge my love for storytelling with my talent for planning great events.”

Planners have power to bring people together, and together, people solve problems, generate ideas and inspire one another, Surmont says. But, as we move forward, especially after the somewhat tumultuous past few years, the industry must change with the times. “We have to design for action, not just passive listening. We have to be intentional about connecting people and create ways for the right people to connect over the right conversations at the right time,” she says. “This is the way we can address the challenges in our world.”

Change is happening, every day. Surmont sees, in particular, a stronger focus on strategic thinking. “It used to be all about logistics and details but now planners are expected to do that and provide long-range thinking, smart decision-making and organizational guidance for elevating the ROI of their events.”

She says the industry takes inclusivity and accessibility more seriously than ever—“[It] is vitally important to the audience experience.”

As it did for that young woman who stood up at the IEEE Women in Engineering International Leadership Conference and had her drive reignited to continue with her studies, meetings really do change lives. “Events are where ideas are born, where relationships are forged and where leaders are inspired to make tomorrow a little bit better than today,” says Surmont. “And I feel so incredibly lucky to be a part of this.”

Who doesn’t like a good comeback story? PCMA EduCon just concluded its annual three days of the latest and greatest in meeting planning in a city that put the pedal to the metal to show how far it’s gone in returning to the winner’s circle of events destinations.

Sherrif Karamat on stage — Sherrif Karamat

PCMA President and CEO Sherrif Karamat was lavish in his praise for the city of Detroit and the assistance of Visit Detroit in hosting the gathering of meeting profs at the riverfront Huntington Place to witness “live demonstrations of progressive learning formats and craft a modern event playbook filled with fresh concepts.”

“I’m amazed how the city has embraced our presence. We’ve really truly enjoyed being here,” Karamat said, adding that he also relished the parallels between the downtown’s renewed vitality and the comeback journey the meetings industry has been on since the pandemic.

Motor City Moments

cityline

EduCon leaned in on its Motor City presence. Main stage sessions were emceed by a celebrity Detroit DJ and “corporate host”—DJ Graffiti—who also mixed a Detroit R&B and Motown soundtrack to keep the energy level high. Catering showcased elevated Michigan and Detroit standards like Detroit-style pizza, Hamtramck pierogis and Greektown sliders slathered with tzatziki sauce.

An evening fundraising event raised $75,000 to benefit PCMA Foundation by piggybacking on the Ford Fireworks, a pyrotechnic extravaganza on the Detroit River that attracts thousands from Southeastern Michigan and Windsor, Canada, just across the river.

The opening session, “Level UP: Rebirth, Reinvention & Creating a Culture of Innovation,” featured young professionals like Salem Daly of Third Man Records, who has also worked with major local institutions like Shinola and the Detroit Institute of Arts to foster cultural collaborations and brand interactions that forge emotional connections. Another who told her story was Mai Xiong, who was born in a refugee camp in Thailand of Hmong Laotian parents and came to the United States at age 3; she’s now a member of the Michigan House of Representatives.

“Your unique self is your superpower,” Xiong said.

Karamat sees attracting more young professionals as a key component of the industry’s own rebirth and reinvention. From the main stage, he urged every participant to welcome and mentor those new to the industry. “I say this at every PCMA conference, but I challenge you to make five new acquaintances each day you are here,” he said.

AI Was There

Not surprisingly, AI was front and center, too. “I know you are sick of hearing about it,” Karamat said, “but pretending it doesn’t exist won’t make it go away.” In fact, PCMA has embraced AI’s potential to help meeting professionals do their jobs faster and with less effort by launching Spark AI, an artificial intelligence tool designed for the meetings industry. The latest upgrades in functionality were unveiled.

Read More: PCMA EduCon Rocked Planner Worlds

Becoming a more effective negotiator is always on the planner’s to-do list. Gaylen Paulsen from the University of Texas at Austin’s McCombs School of Business led a workshop that was a negotiation simulation that immersed attendees in the process of pre-negotiation planning, interaction tactics and post-negotiation implementation.

Another session explored the integration of emotional intelligence (EI), cultural intelligence (assessing and improving effectiveness in culturally diverse situations, also known as CQ) and artificial intelligence (AI). On stage were Meredith Douglas, manager of chapter engagement for PCMA; Nick Borelli, marketing director at Zenus; and Chiriga “Zoe” Moore, strategic EDI consultant for Moore Consulting Agency. They highlighted the significance of designing with empathy and inclusivity to create events that connect deeply with attendees, celebrate diversity and leverage technology.

“The Art of F&B Planning: A Multidimensional Approach” was led by Tracy Stuckrath, founder of Thrive! Meetings & Events and a Smart Women in Meetings All-time Hall of Famer, who noted that the No. 1 thing attendees talk about after a conference is not your meticulously planned program, but the food you served. She shared her experiences on a range of issues, from the importance of knowing the demographics of attendees (“If you have Japanese attendees, for example, what do you serve for breakfast?”) to ordering alcohol (30% of attendees abstain or have only a single drink, while 40% of Millennials and Gen-Zers do not consume alcohol at all).

Other sessions tackled how to elevate a personal brand for greater impact; bidirectional mentorships; sustainability; inclusion that overcomes personal bias; making better sense of event data; controlling production budgets; immersive AR experience; and innovations in event security and trauma readiness.

The Power of Unexpected Joy

people talking under rent

The final general session was led by New York-based comedian Charlie Todd. His “Creating Community and Connection Through Unexpected Joy” showcased how surprise and delight can bond attendees and foster a more creative and active experience.

Todd has racked up millions of YouTube views with his Improv Everywhere, which finds a humdrum, everyday setting and activates a totally unexpected immersion—like 100 actors freezing in place in the middle of Manhattan’s Grand Central Station during rush hour or a street-corner setup of classical musicians with a baton and a sign reading “Conduct Us” or a crowded subway car confrontation between a Princess Leia, Stormtroopers and Darth Vader.

Take your meetings to thriving metropolises

The city is a wonderful place. It’s where culture, art, dynamic food scenes and endless entertainment all converge. And every city spins its own twist into these experiences. Whether you’re headed to the de facto “capital” of the South, The Windy City’s commercial hub or the alluring beaches of magical Miami, there’s a new and renovated hotel there waiting to host your meeting.

Peachy Keen

Sheraton Suites Galleria Atlanta for New and Renovated — Sheraton Suites Galleria Atlanta

Sheraton Suites Galleria Atlanta celebrates the completion of a $12 million renovation, bringing a new era of comfortable sophistication across its 278 guest suites. All feature new carpeting, beds, bedding, furniture and artwork, as well as updated bathrooms with upgraded fixtures. The hotel’s lobby and onsite restaurant have also been renovated and now exude a refreshingly modern aesthetic. Intended to serve as spaces where everyone feels welcomed in, with ample seating, guests will find an atmosphere that allows for productive work as well as rejuvenating rest.

In addition to its own 5,749 sq. ft. of flexible meeting space, the hotel stands in an ideal location for meetings and events looking to go offsite and enjoy the area’s ample opportunity, such as with a visit to The Battery and Truist Park for sporting and entertainment events; the nearby Cobb Galleria Centre and Cumberland Mall provide the perfect opportunity for all the shopping and dining you can dream of.

Read More: Old Atlanta is Gone with the Wind

It’s Magnificent!

Residence Inn Marriott Chicago Magnificent Mile

Residence Inn by Marriott Chicago Downtown Magnificent Mile opens its doors, bringing a 289-suite property to the heart of Chicago’s vibrant Mag Mile District. There, visitors will find themselves not only moments from Millennium Park but enjoying easy access to the Art Institute of Chicago, Water Tower Place, Navy Pier, Lakefront Trail the Chicago Riverwalk, Lincoln Park Zoo and numerous shops, restaurants and entertainment options.

The new hotel offers studio, one- and two-bedroom suites as well as connecting rooms. All rooms include a large, well-lit work desk and complimentary high-speed internet, as well as a fully equipped kitchen and a flat screen television that allows guests to access their personal streaming accounts. Dining options include 101 Sky Terrace for craft cocktails, local beers and sweet and savory shareables; 101 room, for an upscale American restaurant and bar experience; and 101 Patio Bar & Grill, which offers a modern take on Mediterranean cuisine right off Michigan Avenue. A total of 8,150 sq. ft. meeting and event space is made up of 10 rooms with abundant natural lighting.

White Sand Glamour

Gale Miami for New and Renovated — Gale Miami Hotel & Residences

Debuting in downtown Miami is Gale Miami Hotel & Residences. Its convenient location brings visitors only steps away from the Kaseya Center, Port of Miami and the Brightline.

The hotel celebrates downtown Miami’s local history and the historical relevance of its South Beach location, the adjacent Art-Deco District and Miami’s celebrated landmarks, such as the Freedom Tower. Throughout the guest rooms, guests will find photography from the Miami History Museum that honors the opening of the original Gale location. During their stay, guests also enjoy exclusive beach club access as well as a robust wellness program featuring everything from a steam room and sauna to a co-ed hammam.

On the eighth floor, meeting and event planners will enjoy over 20,000 sq. ft. of space, including conference rooms, breakout rooms and a grand ballroom at the Gale Miami Conference Center. The property also offers three designated floors of exhibition space, each at 40,000 sq. ft., plus personalized concierge catering and services.

Read More: Secrets of Green Miami

As event planners, we often find ourselves navigating unique challenges to create new experiences that captivate and inspire. When the opportunity arose to curate an event for Financial and Insurance Conference Professionals (FICP) in Marco Island, Florida, our team knew this challenge could be an exciting journey.

What made this event particularly intriguing was the audience itself—event planners, individuals accustomed to orchestrating memorable experiences for others. This meant that our event design had to not only meet but exceed their expectations, presenting a unique challenge and opportunity.

Choosing the Perfect Theme: Overcoming Doubts

attendees taking images at FICP event in Marco Island, Florida During the initial stages of planning, various themes were discussed, including iterations around Miami’s Little Havana and other concepts that, while vibrant, didn’t quite capture the essence of Marco Island and its surroundings. It became clear that the client was looking for a theme that resonated deeply with the locale, something that showcased the true beauty and uniqueness of this destination.

Kathleen Michael, creative strategist at Ethos Event Collective, took the time to listen to the client and conceptualized a truly out-of-the-box idea-an Everglades theme. Almost everyone involved had initial hesitations and doubts surrounding this bold and unimaginable theme, but Michael’s passion and boldness in her vision for this immersive experience prevailed. Her dedication to showcasing the mystery and wonder behind the Everglades, despite initial skepticism, was a testament to her creativity and determination.

Crafting an Immersive Experience: Journeying into the Everglades

woman dressed as heron at FICP event in Marco Island, Florida

The event was designed with Ethos’ creative trademark, Purposeful Planning. This meant that the Everglades theme was not just about decor and entertainment; it was about telling a story through an intentionally planned sensory journey.

Upon arrival, attendees were physically transported to the heart of the Everglades through scent machines pumping cedarwood and vetiver, emulating wet moss. They could touch and feel the fog and were greeted by wildlife-inspired greeters such as herons, beckoning them deeper into the event. The fog in the ballroom created a smoky atmosphere, building anticipation and a sense of mystery akin to the Everglades. Once the fog cleared, revealing light patterns and videos, attendees were fully immersed in the Everglades experience.

Amidst the enchantment, attendees were introduced to renowned Everglades photographer John Brady’s captivating images. These images served as both decor and a conversation starter, sparking discussions about conservation and environmental appreciation. As a meaningful and memorable takeaway, attendees were gifted signed prints of Brady’s work, serving as a lasting reminder of the event’s impact.

Efficiency and Impact: Overcoming Challenges

As with many large-scale events, unforeseen circumstances arose. Originally, load-in was scheduled for 9:30 a.m., but due to inclement weather, plans shifted. Despite challenges, our team’s preparedness and adaptability shone through. The original goal was to be set by 6:15 p.m. with a 6:45 p.m. start time; our team was set early at 5 p.m. and the event seamlessly transitioned from an 800-attendee general session to a full gala dinner.

We coordinated with 13 suppliers by pre-staging at 12 p.m. allowing the back-of-house team to move in at 1:30 p.m. Our logistical expertise was highlighted by our ability to swiftly adapt to the weather changes, effectively communicate with all vendors, and meticulously manage the tight schedule. This ensured every detail was executed flawlessly, from AV setup to dining arrangements, delivering a remarkable and timely experience for all attendees.

Michael’s deep-rooted love for the natural world began early in life, igniting her passion for nature and gardening. Her kindergarten experience of winning first prize for her aloe plant in a school fair taught her valuable lessons about the interconnectedness of plants, oxygen, food, environment, and protection. This understanding and commitment to sustainability were instrumental in shaping the Everglades-themed event and creating a meaningful impact on attendees. All of the signage on the tables at the Everglades event was printed on seeded paper, which Michael took home and planted in her backyard.

A Journey of Inspiration and Innovation

tree-lined entrance at FICP event in Marco Island, Florida

The Everglades-themed event with FICP was a journey of inspiration, innovation and collaboration. It demonstrated the power of creativity in transforming doubts into enchanting experiences and showcased the true beauty of Marco Island’s natural world.

As we look ahead to future events, we carry with us the lessons learned and the memories created, knowing that each experience is an opportunity to inspire, educate and delight.

stay cool events summer

As record hot temperatures roll across the country, keeping meeting attendees at outdoor events cool becomes job one. With the balmy season comes the warmest weather of the year. We gathered top event prof tips to accommodate for the heat and ensure attendees keep their cool.

1. Get creative with ice cubes

Ice can have applications beyond the classic cube form. Here’s one creative way: Iced coffee with coffee cubes. Simply fill an ice cube tray with coffee and freeze overnight. Fruit ice cubes are another fun idea. Put bits of lime, raspberry or pineapple—whatever piques your interest—into an ice cube tray with water. As the cubes melt in their drinks, attendees will get an invigorating surprise.

2. Serve refreshing foods

In general, summer events call for fewer hot foods such as soups. When creating your F&B menu, opt for something refreshing, such as seafood, salad, fruits, popsicles and ice cream.

3. Establish shade

All outdoor events require shade. Tents are a great way to keep an outdoor event open and cool. If that’s not an option, then try to strategically use the landscape or set up overhead décor that provides shady relief.

4. Don’t run out of water!

Yes, it’s a basic requirement. But it’s easy to forget that summer demands stocking up on double the amount of water you might normally need. Keep water bottles chilled and continuously encourage attendees to stay hydrated. One fun idea is to purchase bottles with time markers listed on the side. For instance, if a marked line reads “2p.m.,” your water line should be at the mark or lower. It provides a friendly reminder for attendees to drink up!

Read More: Tips for Healthy Summer Travel

5. Keep the drinks low in alcohol

Alcohol is very dehydrating, and when temperatures are high people tend to drink quickly out of thirst. You don’t have to get rid of alcoholic beverages all together. Instead, serve drinks with lower alcohol content and minimal sugar. Light beers and wine spritzers are excellent examples of how this can be easily applied.

6. Provide swag bags with summer goods

Why not offer practical gifts along with your fun ones? A branded pair of sunglasses, fans, flip flops, sunscreen, bug spray and hats can go a very long way.

7. Entertain but don’t exhaust

It’s important to keep physical activity to a minimum in the heat. The sun drains everyone and vigorous activity will quickly deplete energy. Let attendees engage in something mellow like a craft project. If they’re a more active bunch, try to incorporate water into activities. Water gun fight, anyone?

8. Aim for the evening

You may not be able to choose when a certain activity is held. However, if given the option in a typically warm city, always go with the night time.

9. Implement mosquito resistance

There are few things peskier than waking up covered in itchy bites. Set up a line of defense against these blood-suckers. Citronella candles, mosquito-repelling lamps, certain herbs and netting (which can also be quite pretty) will all help protect your meeting or event.

Carl Rogers and Biljana Djokovic

headshots of Carl Rogers (left) and Biljana Djokovic (right) — Carl Rogers (left) and Biljana Djokovic (right), Delta Hotels Orlando Celebration

Delta Hotels Orlando Celebration makes two new leadership appointments.

Rogers takes on the role of general manager. He brings nearly 40 years of hospitality experience across numerous leading hospitality companies, including 20 years with Starwood Hotels & Resorts. Throughout his years in the industry, he has worked across many departments including front desk, housekeeping, food & beverage, accounting and more, and has established a reputation for collaborative work budget creation, improving service scores and building strong cultures.

Djokovic is appointed as director of sales and marketing. With nearly 15 years of experience in sales and marketing across the hospitality industry, she is well-versed in various hotel brands and has demonstrated expertise in delivering successful business-specific solutions, hands-on management, team motivation and achieving exceptional sales performance.

Alexandra Marozzi

Alexandra Marozzi, Sawgrass Marriott Golf Resort & Spa

Sawgrass Marriott Golf Resort & Spa has promoted Marozzi to the role of senior sales executive, in which she will manage the resort’s golf/sports segment. She joined the resort in January 2022 as director of memberships at Cabana Beach Club and demonstrated her skill by driving revenue increases and enhancing the overall membership experience through the creation of new membership programs. Prior to joining the resort, she gained several years of sales and marketing experience, particularly with private club organizations.

Jennifer Jensen

Jennifer Jensen, Global Destination Sustainability Movement (GDS-Movement)

The Global Destination Sustainability Movement (GDS-Movement) appoints Jensen as UK relationship manager. With over two decades of experience in tourism and destination marketing, Jensen will work to expand regenerative tourism initiatives and strategies, measurement programs and storytelling initiatives with the UK team. While serving as head of convention bureau at Marketing Liverpool, Jensen spearheaded Liverpool’s Visitor Economy Sustainability Task Force, for which she was recognized with GDS-Movement’s annual Most Improved Destination Award.

Allison McNamara and Claude Humphrey

Smart Moves headshots of Allison McNamara (left) and Claude Humphrey (right) — Allison McNamara (left) and Claude Humphrey (right), Will Rogers Memorial Center (WRMC)

The Will Rogers Memorial Center (WRMC) in Fort Worth brings in new top management.

McNamara will serve as interim general manager following the retirement of Kevin O Kemp. She will oversee all operations, personnel and sales functions for the complex. She has served as operations manager since 2021, and earlier worked for the complex as an event coordinator. While advancing through departments, she has developed a strong relationship with the team, a passion for their work and strong partnerships with clients.

Humphrey, the longtime WRMC field operations supervisor, will serve as interim operations manager. He brings 37 years of experience in public events. In this new role, he will be the main point of contact for contractors as well as lead daily operations, event attendants, barn crews, maintenance and engineering. In 2018, he was named Manager of the Year at WRMC and in 2022 received Visit Fort Worth’s Beyond Award, which recognizes excellence in hospitality service.

Miranda Burkes

Miranda Burkes, Hyatt Centric Congress Avenue Austin

Hyatt Centric Congress Avenue Austin welcomes Burkes as event sales manager. She will lead the hotel’s events team to deliver a seamless meeting & events experience for guests, and, working closely with General Manager Harrison Compton, will sell and service events, work with the client on menu planning and agenda setting and facilitate communication pre-, during- and post-event with relevant hotel colleagues.

John Rolfs

John Rolfs, Pendry Park City

Ski-in/ski-out mountain resort Pendry Park City welcomes Rolfs as general manager. Arriving with 28 years of hospitality experience, Rolfs will oversee all aspects of resort operations. He has spent over two decades with The Ritz-Carlton Hotel Company and most recently served as general manager of St. Regis Bal Harbour Hotel.

Don E. Simon

Don E. Simon, Georgia International Convention Center (GICC)

Simon is appointed as sales manager at Georgia International Convention Center (GICC). Bringing over 30 years of experience in the hospitality industry, Simon will focus on the group market and attracting events such as pageants, cheer and dance competitions, ethnic and minority-based gatherings, fashion shows, consumer expos, graduations and more to the state’s second-largest convention center.

Manuela Fahringer

Manuela Fahringer, Zemi Miches All-Inclusive Resort, Curio Collection by Hilton

Fahringer takes on the role of general manager at Zemi Miches All-Inclusive Resort, Curio Collection by Hilton, the first all-inclusive Curio Collection by Hilton brand property in the Dominican Republic, set to open in late 2024. She will oversee all operations of the new-build resort, drawing on her over 15 years of hospitality experience. Most recently, she served as general manager of The Excellence Punta Cana.

Justin Chapman

Justin Chapman, Hotel Champlain

Hilton Burlington Lake Champlain, soon to be Hotel Champlain, appoints Chapman as general manager. He has spent 14 years in the hospitality industry and moved progressively through roles at Aimbridge Hospitality, most recently serving as general manager of Embassy Suites by Hilton as Destiny USA in Syracuse, New York. In addition to overseeing all daily operations, he will lead the resort through its transition to a Curio Collection by Hilton brand property.

David Cesario

David Cesario, Naples Grande Beach Resort

Cesario is appointed as general manager at Naples Grande Beach Resort. He will oversee all daily operations at the property. Most recently, he served as the vice president and opening general manager of Margaritaville Beach Resort in Fort Myers Beach, and prior, spent 36 years working in multiple leadership positions with Marriott International in top destinations, including Miami, Orlando, Boston and Detroit.

Service professionals connect events with diverse community resources

Event Service Professionals are sounding the alarm for Diversity, Equity and Inclusion (DEI) to be recognized as critical threads in the fabric of the services industry with the recent release of the Event Service Professionals Association (ESPA) downloadable toolkit Diversity, Equity and Inclusion, a Guide for Event Service Professionals. This resource introduces foundational practices to assist professionals in the hospitality industry who aspire to host successful events welcoming and accepting all stakeholders to feel a sense of genuine inclusiveness. The industry, further, has a duty to promote diversity in the earliest planning of events to reflect the essence of stakeholder touch points.

In September 2021, ESPA introduced the DEI Task Force, comprised of 15 member-destinations under the leadership and vision of Dominique Bonds, director of engagement with Pennsylvania Convention Center; and Adrienne Terry, event services director with Chattanooga Tourism Co. Participating in this two-year process exposed me to fellow services professionals who seek to make change through the inclusivity movement while connecting with various cultures from our respective communities at large. Out of multiple conversations and in-depth research, the task force passionately unveiled an educational tool to bring awareness of the DEI initiative to ESPA and the hospitality industry overall.

The Power of ESPs

Service professionals are powerfully qualified with authentic relationships that connect various facets of our community to create the most memorable experiences for stakeholders that would not otherwise be exposed. ESPs are the anchor that bond diverse suppliers representing multi-cultural backgrounds that desire and qualify to be able to provide goods and services to meeting planners who deliberately seek to make an impact on destinations where they host events.

Corporate culture recognizes the importance of a diverse workplace with equal representation to service successful events with staff that proudly represent various ages, races, genders and socio-economic statuses reflective of a broader audience. ESPs representing hotels, CVBs and convention centers authentically strive for one common goal and that is to host a most memorable event for stakeholders. Diverse vendors such as chefs, decorators, audio-visual technicians, professional photographers and a wealth of other industry talents bring rare culture to event destinations. It is imperative for the hospitality industry to deliberately open doors and invite various extensions of our diverse community to be a part of the journey.

“It is imperative for the hospitality industry to deliberately open doors and invite various extensions of our diverse community to be a part of the journey.”

New Orleans is an example of a very select few of premier tourist destinations in North America that have historically and consistently celebrated the diverse cultures that encompass the various flavors of the community at large. The hospitality community is a close-knit group of talented professionals who have for many decades gone about the duties of incorporating varieties of Cajun and Creole histories spiced with French and Hispanic backgrounds in the tourism story of the Crescent City, growing new generations of visitors and exposing new hospitality professionals to the inclusive events that make New Orleans memorable.

A Toolkit for Action

While DEI initiatives remain a struggle for some destinations, it is the hope of ESPA that the toolkit will be an asset for professional organizations in motivating staff to learn how DEI impacts the hospitality industry with the three pillars: education, inclusive marketing and supplier diversity. This important conversation will enable the hospitality industry to become more diverse, equitable and inclusive by practicing the key elements of each pillar.

ESPs should be empowered to enhance the pillars that hold up the service profession beyond surface dialogue to putting these pillars into practice. It is the due diligence of the hospitality community to do business with vendors who may not otherwise be considered for certain exclusive events and hire staff from entry level to C-suite executives that reflect a welcoming culture where industry leaders take responsibility within each destination to promote diversity on a municipal level.

“DEI impacts the hospitality industry with the three pillars: education, inclusive marketing and supplier diversity.”

In the wake of the tragic death of George Floyd, dimensions of diversity, accessibility and inclusivity ever evolve. The hospitality industry is required to grow, learn and train within the same spectrum, authentically inviting underrepresented communities and equipping professionals with the necessary tools that define what is required to host successful events that are accepting and allowing stakeholders to feel a sense of genuine inclusiveness. This educational guide is a working document that invites hospitality professionals to participate in sometimes difficult, sobering and informative discussions, as well as listen and learn to cultivate an accepting culture within our society.

Proudly Sharing Awareness

Since 2009, when I joined the association, the membership and leadership of ESPA, formally the Association for Convention Operations Management (ACOM), has evolved into representing an awareness for ethnically diverse service professionals and related educational content. I am thrilled to serve as president of the first and only professional association designed to serve event service professionals and be a respected mentor among industry peers sharing professional knowledge from my 30-plus years of service in hospitality while driving change in the events industry through cultural awareness.

—

Denise Reid is president of Event Service Professionals Association and area event planning manager with Hyatt Centric French Quarter Hotel & Eliza Jane Hotel.

Washington, D.C., has always been a place people go to tell their stories, advocate for change and find inspiration from those who have gone before. It was only fitting that the first ASAE women’s leadership event, The Exchange, was staged at Omni Shoreham Hotel, a grand, chandelier-bejeweled venue that has been welcoming changemakers since 1930.

Last week, 200 association leaders of all ages joined together to voice the truths that too often go unspoken. “In a world where women’s voices have been marginalized or overlooked this is a platform to lift women up by bringing top women together to have frank conversations,” said ASAE President and CEO Michelle Mason to open the gathering.

Quit With Joy

two women smiling — Michelle Mason and Carla Hall

When does “no” mean “yes”? When you are saying no to one request for your time in order to put that energy toward something more important to you. Author, celebrity chef, artist, restaurateur and vigilant advocate Carla Hall shared her lifelong story of quitting with joy. “Much of life’s forward motion happens when you quit something that is not working so you can put energy somewhere else,” she said.

Learn More: A Sneak Peek at ASAE’s The Exchange Women’s Event

Why you are quitting matters, however. When you are young, sometimes you quit out of fear of failure, fear of success or imposter syndrome. If you are motivated by anxiety or fear, that means there are lessons there you still need to learn, she explained. “You have to turn your angst into something you can use so you can move on. The gift of struggle is that it gets you where you need to go,” Hall said.

When you quit with joy, intention and confidence to focus on something else, then you know that chapter of your life is complete. “Sometimes you have to give yourself permission to stop doing something for a short period of time to free yourself to enjoy it again,” she said.

“You also need to make room to say ‘yes’ to things that you have no idea how they will turn out,” she counseled. “Remember, just because things don’t turn out the way you planned it in your head, doesn’t mean it wasn’t a success.”

And sometimes, you have to be a little older to know yourself better, so you can act more authentically you when you are in touch with your emotions.

Say the Thing

One gift of filling a ballroom full of leadership women of all ages is that they feel more comfortable talking about the real challenges they face. A panel called for the normalization of talking about menstruation and menopause, baby brain and aging. These are all natural, physical realities and being embarrassed into acting as if they are not happening just puts the burden of hiding the truth of their lives on the woman experiencing these seasons. Once they are out in the open, more resources can be put toward researching and managing the symptoms.

Learn More: What One Thing? Empowering the Next Generation with Michelle Mason

five women posing for image

In the panel, “Women Supporting Women—a Multigenerational Discussion,” each panel member had different touchstone events and expectations, but they also shared many of the same challenges.

“We worked so hard and suffered so much but that may not be necessary anymore,” reflected Dawn Sweeney, a board member and former president and CEO of the National Restaurant Association. She said she learns as much from younger people she mentors as she teaches. What is most difficult to impart is that as she has gotten older, she has learned to care less about what people think. “I am relaxing into that and pursuing a more horizontal life, doing many things with a growth mindset.”

Erin Fuller, CSO of MCI USA, looked back on her career and agreed. “Just because this is what I experienced, that doesn’t mean it is the right way for the next generation.” The new reality may be an understanding that companies merely rent time from employees and are not entitled to 24/7 devotion.

The younger members of the panel felt they still had a lot to prove.

Maisha Hoque, an associate of chapter strategy and program development with the American Society of Interior Designers, has found that in order to overcome intrinsic bias about being too young, she has to lead with her credentials, which include being an ASAE NextGen Scholar.

Learn More: Memory Games

Mariel Solomon, another ASAE NextGen Scholar and associate director for the practice portal at The American Speech-Language-Hearing Association, shared that her challenge is overcoming internal biases. Her solution? “Volunteer experiences are something to brag about. I own that expertise,” she said.

All agreed that sponsorship, in addition to formal and informal mentorship, particularly for minority women who may need someone—men and women—to promote them when they aren’t in the room because there aren’t a lot of people who look like them in leadership roles in many companies. Creating a personal advisory group of inspiring, positive people to surround yourself with is one way to intentionally build confidence and connections.

“We have come so far, but every time we go around a bend, we see we still have a ways to go,” concluded Sweeney.

At the annual user conference Cvent Connect for a record 4,000 attendees in San Antonio this week, the event technology company which was purchased by Blackstone last year announced new products and acquisitions designed to better meet the needs of meeting professionals, whether planning simple events or complex hybrid affairs.

The conference, which moved to Henry B. Gonzalez Convention Center from Las Vegas for the first time, focused on making moments that matter. Stage discussions included the state of DEI in the meetings and events industry, empowering women leaders and using conference food waste to feed those who are food insecure (Goodr CEO Jasmine Crowe-Houston led attendees through a snack box-making exercise).

Visit San Antonio President and CEO Mark Anderson, called his destination “one of the most authentic, fastest-growing and walkable cities in the United States.” It is a place that is expanding its airport, convention center (reopened in 2016) and its downtown while preserving its history and amenities such as the famed San Antonio River Walk.

Attendees experienced the culture with a “Neon Rodeo” at Smoke Skybar, indoor-outdoor venue featuring BBQ, beer and live music, and Lone Star Jam at The Espee live entertainment venue a block from San Antonio’s Pearl restaurant and brewery district. For those looking to see more of the area, morning “brisk walking tours” started the days with insight.

AI Event Tools Ruled

The conference kicked off with announcements of new AI integrations—acquisition of Reposite AI sourcing, integration with FeedomPay for hotel reservation tokenization and a partnership with AMGiNE for automated business travel management.

“AI is going to transform the events industry,” said Cvent Senior Vice President of Sales Brian Ludwig. “It’s gonna create an ‘easy button’ that you can click, and boom, it will analyze years of unwieldy data, build an event based on those insights with suggested locations, amount of space, speakers, content, length of time for sessions and all the marketing materials you need to promote it. All of these things that take time goes away.”

Reposite, an AI-powered supplier-sourcing platform, streamlines the planning process with a curated database of more than 35,000 group-friendly offerings, robust request for proposal (RFP) creation tools, and AI-powered quote matching solutions. Thousands of event professionals and leading third-party planners already rely on Reposite for their vendor sourcing needs and now they will be part of Cvent’s supplier discovery and coordination engine that sources more than $16 billion in 2023.

Visit San Antonio CEO Mark Anderson — Visit San Antonio President and CEO Mark Anderson with Smart Meetings VP JT Long

Reposite’s AI Matching technology pairs planner RFPs with the best-fit suppliers based on geography, group size, event dates, target audience and other user preferences. The sourcing process is based on a centralized workspace that searches for suppliers and generates RFPs, manages quotes, customizes proposals and monitors payments.

AMGiNE automates and streamlines the Group Air booking process for Travel Management Companies, a tedious job that can take hours without the ability to automatically generate compliant trips from registration data. Travelers also benefit from this integration as they will receive trip proposals, including flight options and seat maps, within minutes of registering for a meeting or event.

The integration with FreedomPay enables direct tokenization of credit cards which allows for credit card numbers to be exchanged between Cvent Passkey and a hotel’s central reservation system via secure credit card tokens. Tokenization helps protect hoteliers against the threat of payment fraud and data breaches and offers enhanced security features for managing and processing group reservations.

“We are solving a need for our customers and bringing smart AI concepts to the broader Cvent ecosystem,” said Ludwig.

Event Tech Gets Personal

Refreshing fun at Grand Hyatt San Antonio River Walk

Bespoke moments that speak to individual attendees are the ones that are remembered. New Cvent product announcements will make those touches easier according to Cvent Vice President of Product Management McNeel Keenan. “From the website to the post-event feedback survey, new tools will allow planners to tailor audience segments and leverage AI to make each experience more conversational,” he said.

He pointed to global profiles that will allow planners to draw on deeper data sets to deliver personalized event follow-up and marketing. Attendees can access almost instant summaries of sessions with actionable takeaways to enhance content impact.

Event marketing and management product announcements expected to be launched later this year included an enhancement to the AI Writing Assistant that will feature “context-aware” tech that removes the need for planners to train the assistant on the details of each new event or program. Conversational prompts can be used to adjust copy for event websites, attendee communications, email marketing and mobile event apps.

Chatbot concierges embedded in event websites will allow attendees to get questions answered and build personalized event agendas. Registration will be enhanced with predictive modeling to track attendance goals and manage room blocks, F&B orders and inform marketing.

AI will also help with natural language venue searches to find properties that meet their specific needs, such as “venue with a spa” or “ballroom with natural light.” The filtering could reduce the need for sending RFPs to dozens of properties that are not a fit. And AI tools being rolled out to hotels and venues could result in more of those RFPs being responded to faster.

AI could also help with sorting data, extracting insights from feedback forms and behavior and creating the mountains of content associated with each event. “Content creation is a hidden job of meeting planners that could be made more efficient with technology,” Keenan said.

Human Claw Experience in the Innovation Pavilion

He shared that customers are designating full-time event technology experts to make the most of the tools, not unlike the shift that happened in mar-tech 15 years ago. Attendee satisfaction is important, but beyond registration counts and show rates, measuring influence on the business, how many dollars are in the room, the influence of the event on the bottom line and comparing that to the cost of producing in time and dollars is where the true bottom line lives. “You don’t have unlimited resources, so you’ve got to put that matrix of level of effort versus impact together,” said Keenan.

Beyond those power users, improvements offered self-service usage with templates that make it easy to deploy events with guardrails that will automatically include branding and data capture. That way the meeting professional doesn’t have to manage each event personally. By setting up an environment, remote employees and administrative assistants can do the basics effectively. Cvent Essentials allows anyone to spin up simple meetings at scale. That includes websites, registration tools and agendas that might otherwise rely on paper and pencil.

Read More: San Antonio is for Meetings

The acquisition of Jifflenow and iCapture in January enhances Trade Show Solutions to address a big chunk of most marketing budgets that needs to be managed. That includes orchestrating travel and logistics for staff, scheduling and measuring activity in the booth, lead distribution and analytics. Like all Cvent products, that tool is protected with security and compliance for GDPR, CCPA and SOC2.

After a move to creating event tech stacks, planners are realizing the pain of stitching together multiple solutions to execute and analyze a single event and all-in-one solutions that are configurable, Keenan observed.

Cvent Connect also featured the company’s product divisions and third-party partners that integrate to customize the platform for complex singular events via APIs, plugins and modules built on the base platform.