Smart Meetings | Page 83 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

From Resorts to Boutique Hotels, Spaces Are as Unique as They Are Charming

From the esteemed campus of Harvard University to Pennsylvania’s Allegheny Mountains, new and renovated resorts unveil spaces that offer a distinct taste of their location.

Guests visiting and attending meetings at these spaces can know one thing for certain: the experience they have there can’t be replicated anywhere else.

Whimsy at Its Finest

New and renovated lobby in The Grand Lodge at Nemacolin — The Grand Lodge Lobby at Nemacolin

Tucked away in the Allegheny Mountains in Farmington, Pennsylvania is the luxurious destination resort, Nemacolin. The property has debuted its long-awaited reimagining of its iconic all-suite hotel, The Grand Lodge. The redesign thoughtfully reimagines the original lodge, infusing it with the contemporary.

All 56 suites feature a grand four-poster bed surrounded by mid-century modern décor, complete with jewel tones and gold and marble accents. Some even include an in-room fireplace or private balcony. The Grand Lodge has its own dedicated team of butlers to assist with all their needs 24/7. The Fawn & Fable restaurant within the Grand Lodge combines a traditional steakhouse with a fairytale-inspired castle setting. Locally-sourced ingredients make up a menu of traditional delicacies of the Laurel Highlands with a storybook twist.

Nemacolin as a whole spans 2,200 acres and offers endless activities, from rock climbing to skiing, as well as two championship golf courses. The property includes 35,000 sq. ft. of meeting and event space, both indoor and outdoor, and can be customized for any vision living in a planner’s idea box.

Scholarly Suites

Lobby stairs at The Charles Hotel — The lobby at The Charles Hotel

Harvard Square, in historic Cambridge, Massachusetts is home to The Charles Hotel, which just recently completed an extensive renovation. Interior design firm Bill Rooney Studio helmed the elevation of the property’s suite collection. The celebrated music venue Regattabar has officially reopened alongside the grand opening of al fresco drinking and dining space One Reason Garden Bar.

The suites seek to merge the history of Cambridge and New England with a modern twist, celebrating especially the elements of art, nature, fashion and travel. Shaker style furniture and décor, thoughtful colors and textiles blend comfort with refinement.

The hotel is only steps from the elegant Harvard University campus. Its 303 guest rooms and suites have welcomed a number of scholars, artists, philanthropists and world-leaders throughout the property’s 30-year legacy. Over 18,000 sq. ft. of meeting and event space is accompanied by a complete conference services department and onsite AV team.

Curated Comfort

The patio at MacArthur Place Hotel and Spa Artists Cottage — Patio at the Artists Cottage at MacArthur Place Hotel and Spa

California’s Wine Country sees the completion of MacArthur Place Hotel & Spa’s four-year renovation project. In this final phase, the luxury boutique hotel has renewed its spa and fitness center and its outdoor pool space. It has also added five guest rooms—including the brand-new Artists Cottage, where curated collaborations with local artists from the surrounding area uphold the hotel’s tradition of celebrating independent artists. Earlier renovation phases saw property-wide guest room renovations and the opening of new culinary outlets.

The property’s historic charm permeates every space. The spa offers new treatment rooms and locker rooms with steam showers. Guest can also enjoy an outdoor Relaxation Garden and Lounge and a brand new outdoor pool space with private cabanas. Guests have the option of two onsite restaurants and a bar. The property offers a variety of meeting and event spaces totaling 5,400 sq. ft. indoors as well as outdoor space in landscaped, historic gardens.

Read More: California Wine Country

When you hear the term “wellness,” what comes to mind first? Incentives? A group spa treatment as a meeting break?

What about your own mental health?

In 2023, it became clearer than ever that although wellness fits into meetings in many ways and makes for an outstanding attendee experience, it’s just as important for meeting profs to prioritize their own wellness. Wellness is not only about a one-time activity you include at a meeting; it’s a whole lifestyle and work-style. The best wellness articles of this year showed that wellness can show up as a wide variety of meeting programming, as well as ways to rethink how meetings can be done and, importantly, the ways you take care of yourself inside and outside of work for long-term well-being.

Work Smart: Mental Health Checklist

How do you build strong mental health—really? This edition of Work Smart appeared in the January 2023 issue. Guest author Rob Adams, president and owner of event management partner Bishop-McCann provides a comprehensive checklist of all the things we should be doing to improve and maintain our mental health. This means everything from the basics, like making sure you’re getting enough sleep, to actions that take a little bit more effort, but have a big impact, like scheduling time to reflect and practice gratitude every day.

To Your Health—On Every Level

When it comes to incorporating wellness into meetings and events, there’s a long list of activities planners can look to, from group fitness classes to guided meditations. On the business side of things, a wellness activity is certain to impress attendees and incentivize loyalty to your company. But wellness goes even further: it’s about making sure people feel comfortable, heard and safe. This article, from the January/February 2023 issue, examines all sides of wellness, its benefits, and offers a great list of options for wellness activities for meetings.

Cannabis Tourism: Now Mainstream for Meetings

Cannabis tourism, or alternative hospitality/tourism, has taken off as a new meetings trend and offers a whole new world for events. Whether its through cannabis lounges at hotels, cannabis-infused food and beverage or farm tours for an incentive activity, more meeting attendees are interested in cannabis tourism options as mainstream interest in cannabis grows. This article, featured in the May 2023 issue, hears from cannabis culture experts from many different areas of the meetings industry to discuss education, advocacy and how cannabis tourism fits into meetings.

Social Neurochemistry: Events That Engage and What One Thing? Finding Joy at Events With Jacques Martiquet, The Party Scientist

Jacques Martiquet is The Party Scientist, an experience designer and group facilitator who has developed his passions for neuroscience and social connectivity into a practice centered around sparking human connection and joy. He spoke to Smart Meetings in both a What One Thing? podcast episode and an exclusive interview about his concept of social neurochemistry—implanting activities into meetings that release dopamine and serotonin in participants’ brains, and therefore help people to feel more engaged and connected.

Hey, Busy Meeting Planner, You Feeling Stressed?

It’s no secret that meeting planners have a demanding job. Event Psychology Advisor Victoria Matey spoke to Smart Meetings about the effects of stress and burnout, and how we can counteract and avoid it. Even when you’re a hard worker, when you love your job, you can still suffer from burnout, and a host of negative health effects that accompany it. However, there’s no shortage of strategies to manage stress and make your life and job easier and more enjoyable. All it takes a little bit of planning ahead (isn’t that what you do best?) and you’ll be better at your job as a result.

SITE CEO Annette Gregg analyzes incentive travel for 2023 and predicts trends for 2024

Annette Gregg, CEO of Society of Incentive Travel Excellence (SITE), was the speaker at this December’s Smart Meetings’ Smart Chat Live! webinar, “Incentive Meeting Trends from SITE 2023,” focusing on incentive travel in 2023 and predictions for 2024. Gregg gave insight into the post-Covid incentive travel strategies, citing and analyzing the 2023 Incentive Travel Index survey results published by the Incentive Research Foundation (IRF).

Understanding the trends of the year behind us and preparing for the year ahead with educated predictions from an industry expert such as Gregg can guide meeting professionals on how to plan and execute memorable incentives, keep their finger on the pulse of the industry and prepare for the unexpected. The link to the webinar and the Incentive Travel Index are below with a synopsis of some of the key points discussed by Gregg.

View Incentive Lessons from SITE Webinar here

Read Incentive Travel Index Survey Results 2023 here

Hard Power vs. Soft Power

The motivation behind investing in incentive programs was analyzed in terms of the difference between “hard power” and “soft power” business strategy. Gregg explained the definitions and the differences—hard power refers to the tangible financial benefits and promoting company policy that can increase by “dangling the carrot” of desirable incentive rewards, while “soft power” is a more humanitarian approach to incentives. “Soft power” motivated incentive programs focus on the benefit in more abstract ways such as creating a positive company culture and developing stronger interpersonal relationships to encourage teamwork.

When asked which of these “powers” was a greater motivator for the surveyed industries (automotive, direct sales, finance and insurance, manufacturing, pharmaceuticals and health care, and technology), every industry showed soft power as being the more dominant motivation. A noteworthy 70% of the survey participants from the technology industry and automotive industry cited soft power as the benefits of incentive travel. Understanding the motivations behind incentive programs is essential for planners to create an individualized experience to meet the client’s needs.

Budget Predictions

Annette Gregg, CEO, SITE — Annette Gregg

Gregg says budgets are expected to be significantly higher in 2024, yet this might be a result of companies investing more in incentive travel. “They are seeing it as a positive recognition tool and a powerful business driver,” says Gregg.

However, the survey also revealed the participant’s concern regarding “channel relationships” or a company’s “supply chain” in a post-pandemic industry. “A lot of our buyers are concerned about the relationships right now,” says Gregg, “and their ability to get these programs done effectively, efficiently and within budget.” Gregg surmises this hesitancy is a result of the pandemic causing huge turnover rates and a new workforce with less expertise.

Expanding Horizons

As the incentive travel began to recover after Covid created a new reality for the industry, planners were playing it relatively safe when it came to picking destinations and activities. However, two years out of what is considered the start of the “recovery period,” incentive planners and travelers are choosing more ambitious and creative itineraries now travel has become more treasured than ever. As Gregg told webinar attendees, “Nothing replaces travel.”

“What we’re seeing is that two years post-recovery, we’re getting braver,” says Gregg. “Our future bookings over the next three years are people getting experimental—they’re trying new destinations.”

The Incentive Travel Index supported Gregg’s analysis. 71% of the respondents reported their incentive programs were increasing their partnerships with destinations never used before, while 53% reported increasing their partnerships with all-inclusive resorts. The lowest increasing interest for incentive travel was for cruise ships and urban destinations.

The Generation Situation

Another factor affecting the emerging trends in incentive travel is the multi-generational demographic of incentive travelers and the differing expectations and interests they may have. While hesitant about generalizing the values of an entire age range, Gregg does agree it is something to consider.

“There’s a controversy of…can you really generalize by demographic or shouldn’t we go with value graphics and what people value? But, you know, you have to start somewhere,” says Gregg.

Yet when analyzing the results of the Incentive Travel Index that includes both the younger generations of professionals but also includes all other age ranges, Gregg is sure about what thing.

“Here’s what we know to be true,” says Gregg. “Whether it is that (younger) specific generation or just today’s travel in general, they want authenticity and they want immersion. They want personalization.”

Gregg recommends planners work with Destination Management Companies (DMCs) to learn insider information on their destinations and gain access to unique experiences and activities. Gregg has done the research and encourages planners to take advantage of DMCs.

“The better (planners) can work with their DMCs to really unlock those unique assets of the destination—those things that have never been done before, even if it’s a little scary—these are things that are going to really make a lasting impression.”

Read More: Incentive Travel: A New Generation

Trade shows have been a crucial aspect of the business world for centuries. Companies and customers have utilized these exhibitions to buy and sell products and exchange ideas globally. However, the negative impact of waste generated at events on the environment has been an ongoing concern and challenge in the industry. On average, events produce 2.5 pounds of landfill waste per person, per day.

Jack Macleod

For the last 15-20 years, green meetings and organized gatherings aimed at minimizing negative impacts on the environment have been a concept, but in 2020, after the Covid-19 pandemic, they became a widespread topic in the events industry. As a result, Events Industry Council (EIC) updated its standards in 2022 to enhance sustainable practices across the events industry. Additionally, EIC introduced a new certification for event professionals interested in promoting sustainability and social impact in their organizations and global business events.

It’s becoming increasingly important for events to adopt sustainable best practices, and people are more aware of this than ever before. Recent surveys by both Hilton and Marriott support this, with 74% of travelers agreeing that it’s important to minimize their environmental footprint and 77% wanting to visit environmentally friendly destinations that align with their values.

As attendees become more interested in a more sustainable future, event planners must adapt and provide more regenerative and sustainable approaches to events. The best method of action is circularity, which takes a holistic approach that considers the environment, people, communities and our collective future. This approach focuses on reducing, reusing, remanufacturing, refurbishing, reselling, rebuilding, repairing, recycling and composting. Circularity will potentially become the largest Unique Value Proposition (UVP) for trade shows, with some leading events, such as Pack Expo Las Vegas, CES, and World of Concrete, already starting to market the actions they are taking around sustainability as a benefit for their audience.

Talking the Talk and Walking the Walk

Circularity is a concept that refers to the idea of designing products and systems in a way that eliminates waste and promotes the reuse of resources. In the context of trade shows, this means designing the event in a way that minimizes waste and promotes sustainability. For example, trade shows can use reusable materials for displays and signage, offer recycling stations throughout the event, and encourage attendees to bring their own reusable cups and containers.

Read More: Ditching the Dump

Implementing circularity in trade shows is important for several reasons. First, it helps to reduce the environmental impact of the event. By minimizing waste and promoting sustainability, trade shows can reduce their carbon footprint and contribute to a more sustainable future. Second, it can save companies money. By using reusable materials and reducing waste, companies can save on the cost of materials and disposal fees. Finally, implementing circularity can also benefit attendees. By promoting sustainability and environmental responsibility, trade shows can help to educate attendees and inspire them to make more sustainable choices in their own lives. This can have a ripple effect that extends far beyond the event itself.

According to the PCMA Meetings Market Survey released in November 2023, three out of five event planners said they have made sustainability practices more of a priority since the pandemic, and 31% include sustainability practices in their RFPs.

In accordance, some groups are already taking a proactive approach to circularity. NPE: The Plastics Show, produced by the Plastics Industry Association (PLASTICS), has collected diversion and sustainability metrics for years, and for its upcoming NPE2024, they are planning on diverting 100% of the recyclable plastic scrap generated during the event to reduce the impact on natural resources and minimize waste. NPE2024 will also include a fully functional indoor and outdoor 10,500 net-square-feet recycling center during the show that will also provide live demos, a Circularity Hub focused on sustainable materials and an all-new off-site film recycling program, two Recycling & Sustainability Zones for all exhibitors creating a greener plastics economy, and a Sustainability Stage with 25+ speakers highlighting solutions to reduce material loss and improve efficiencies.

Another organization making strides toward circularity is the American Clean Power Association (ACP). For their 2023 event, CLEANPOWER, they worked with a sponsor to customize an exhibitor sustainability program. They required exhibitors to limit their printed collateral and promotional giveaways, offered an eco-friendly shipping option, and required booth electronics to be powered down overnight. CLEANPOWER 2024 will continue to present a sustainability sponsorship and look at further ways to have sustainability at the core of their event design.

On the Horizon for 2024 and Beyond

Businesses, take note! In the near future, companies will likely require their employees to provide sustainability reports after attending any event. It is only a matter of time before these corporate-level requirements trickle down to events. As the world faces challenges on a global scale, businesses are increasingly realizing the importance of building sustainable and resilient models, and trade shows are no exception.

Read More: Sustainability as a Practice

The key to achieving these audacious goals is ensuring that sustainability metrics are included upfront during the strategic planning process of every large-scale event.

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Jack Macleod is president at 360 Live Media. He leverages over 20 years of experience in the marketing, technology and media sectors to enhance the value proposition for clients, strengthen the industry and increase the impact of business events.

Connection and Lifelong Learning at CalSAE Seasonal Spectacular 2023

The California Society of Association Executives annual event, CalSAE Seasonal Spectacular 2023, saw Sacramento’s SAFE Credit Union Convention Center transformed into a holiday wonderland, with attendees from across the Golden State, and even representatives from its neighbors to the north and the east, Oregon and Nevada. As guests entered the convention center, they saw attendees dressed in festive red and green garb all around, from ugly Christmas sweaters to stylish holiday patterns.

This year’s Seasonal Spectacular took place from Tuesday, Dec. 12 to Wednesday, Dec. 13, and welcomed over 1,000 attendees and exhibitors. At the annual event, West Coast association professionals gather for an expansive tradeshow, business solution appointments, education programs and networking to close out the year with a festive twist.

“Our collective aim for this year is to create a platform where each participant not only gains valuable insights but also cultivates lasting connections that extend far beyond the event itself,” wrote Seasonal Spectacular co-chairs Flavia Olivera, director of sales and travel trade at Visit Santa Cruz County, and Rachel Hickerson, CMP, association executive and senior event manager at Advocacy & Management Group, Inc., in their official welcome. “The diversity of perspectives and wealth of knowledge within this community promise an experience full of inspiration and growth.” Inspiring, it certainly was.

Education for Prosperity, in Life and Work

On the first day, attendees met one-on-one with select industry partners to efficiently connect with organizations that offer solutions specific to their association’s needs. Day two kicked off with a keynote speech from author and public speaker Lisa Braithwaite, M.A., who specializes in mentoring purpose-driven business leaders to deliver their own meaningful presentations that help grow their businesses.

Her book, “Presenting for Humans: Insights for Speakers on Ditching Perfection and Creating Connection,” addresses this in depth. In her keynote, “Networking for Humans: Connecting with Purpose,” Braithwaite discussed the difficulties within networking, such as stress and lack of follow-up, and encouraged listeners to view the exercise as connection first, business second.

We are all humans, at the end of the day, and this means that being seen, heard and valued is the most essential part of networking for everyone. Braithwaite’s keynote sought to offer listeners insight into tools and strategies that make networking an experience of both connection and business success.

After the keynote, attendees took part in their choice of two concurrent education sessions, addressing everything from AI-powered engagement to mastering negotiation.

Also offered was a workshop called, “The Artful Conversation.” Participants took part in an interactive session that blended presentation, discussion and exercises to gain a deeper insight into how people perceive and process conflict to improve their communication skills, as well as how to adapt their work style to work more effectively with friends and colleagues.

Networking with Joy

Following a decadent Christmas-dinner style luncheon, finished off with a rustic apple pie and house-made whipped cream, attendees headed to the shining star of the event: the tradeshow.

Smart Meetings Editor Eric Hasse with Ventura County Coast's Surfin' Santa — Smart Meetings Publisher Eric Hasse with Ventura County Coast’s Surfin’ Santa

In the nearly 38,000-square-foot Exhibit Hall A which housed the tradeshow, only part of the renovated venue’s total 240,000 sq. ft. of programmable space, rows upon rows of exhibitors manned extravagantly decorated booths and met with attendees as they milled through the isles.

Every booth offered a taste of the exhibitor’s unique character—See Monterey featured round walls that displayed Monterey Bay Aquarium’s jellyfish, where attendees could stand on a 360-photobooth platform as a video camera whirled around them and captured a memento video clip; Ventura County Coast snapped photos of attendees with Surfin’ Santa Claus; and the Visit Visalia, Visalia Convention Center, Visalia Marriott at the Convention Center and Wyndham Visalia booth served champagne and featured a harpist in an elegant set that transported visitors into a lounge setting in the middle of a trade show.

An Event with Impact

Harpist at Visalia Booth at CalSAE Seasonal Spectacular 2023 The holiday season is the time of giving, and CalSAE Seasonal Spectacular 2023 made certain it wasn’t overlooked. While the names of attendees who had won gifts from exhibitors were called, attendees and exhibitors alike visited the Julie’s Purse Project booth, where they could make donations and even assemble purses filled with essential items that would be given to women in need.

Lindsay Poss, CMP, CalSAE director of meetings and events, headed the team, which dedicated six months of the year to organizing the annual one-and-a-half-day event. They are celebrating a few notable accomplishments this year, including sponsorships exceeding the budgeted goal, over 40% new exhibitors recruited and over a quarter of the total attendees being first-timers.

What a fantastic way to close out the year—we’re already counting down the days until the next one.

In this edition of Smart Moves, get to know the six recent notable appointments making up the professional event management team at The Westin Grand Cayman Islands Seven Mile Beach Resort & Spa.

John Dillis

Heading the team is Dillis as director of event management. He earlier served as the property’s director of events from 2018 to 2021. His leadership style centers around mentorship and providing opportunities for his colleagues to learn and expand. He has been instrumental in expanding his team to bring an influx of new talent to the property who will help to create exceptional events with top-notch service.

Valerie Balignasay

As convention service manager, a role appointed by Dillis, Balignasay will coordinate on-site events and oversee their final execution. She holds a Bachelor of Science in business association and management from the Philippines, her home country, and is a detail and goal-oriented professional.

Tvisha Naidu

Naidu grew up in Bengaluru, India. Watching food and travel shows with her mother throughout her childhood eventually drove her to earn her degree in hotel management. She is now sales and catering coordinator at The Westin Grand Cayman, after joining in May 2023. She is dedicated to providing outstanding guest service with her own personal touch and creativity.

Simona Bonnici

Bonnici serves as senior convention services manager, another role appointed by Dillis. Originally from Sicily, Italy, Bonnici joined The Westin Grand Cayman team in October 2023 and brings her extensive experience gained from working at Marriott properties globally. She holds a master’s degree in congress management and marketing of events, as well as a passion for event planning.

Manju Shakya

Shakya grew up watching her mother own and operate a restaurant in Nepal, and eventually earned her degree in hotel management. She now serves as conference services manager at The Westin Grand Cayman, bringing with her over seven years of experience in the hospitality industry.

Tracy Chavez

Chavez was promoted from guest relations specialist to catering sales manager. She has always been passionate about food & beverage and interested in engaging people of all backgrounds. In her new role, she is excited about engaging with clients on the day-to-day and providing an exceptional culinary experience. She holds a bachelor’s degree in business administration.

From finances to DEI and team building, 2023 was a year for support and education

All of us at Smart Meetings and all of our contributors want to see each other thrive, which is why we frequently post strategy stories as a resource for all of us to learn from each other. The following stories provide career tips in very different ways, yet the common goal is educating, sharing experiences and building a network of support for all participants in the Smart Meetings community.

The Roots of Gravitas

Founder & CEO of clothing company Gravitas and author of the acclaimed book with the same name, Lisa Sun is a speaker and entrepreneur with a message for women on how to define what “gravitas” means to them and how to harness it for their own personal and professional benefit. By asking women a simple but abstract question – “What is your superpower?” Sun identified eight strengths that were commonly mentioned. In her book and through her speaking, she encourages women to find their “confidence language” to become strong in all of these strengths.

Meetings MBA: Trust Each Other

Whether it is running a successful business or executing a niche project, working with a multidisciplinary team is necessary for all the moving parts to operate as they should. In the events industry, the trifecta between program managers, production and creative is imperative to manifesting a memorable experience for attendees. Smart Meetings gives tips on how to engage each of these departments and develop true collaboration to have “smooth synergy” when creating events.

How to Supercharge Your Strategy Status

It is important to understand the difference between a budget and a financial model. In this article, Smart Meetings explains how meeting professionals can take control of their finances by relying less on the static nature of budget plans and better preparing for the future with financial models. A financial model can be entered into an algorithm in a spreadsheet and meeting professionals can simply enter in variables to see the results of a possible change in attendance, staffing needs, etc.

Top Legal Issues Meeting Profs Should Be Aware of in 2023

Reading the fine print in contracts when planning an event can be tedious, but paying attention to the legal details are crucial. Smart Meetings spoke with attorney, author and faculty legal advisor for International Association of Venue Managers Ty M. Sheaks to discuss the biggest legal issues facing meeting professionals today – force majeure clauses, the difference in regulations for independent contractors vs. employees and more.

Heart and Mind: Above and Beyond

Career tips don’t always have to be about increasing profits, organizing materials or managing your employees. Some of the most meaningful career tips are those that keep your mind, body and spirit healthy when working in such a demanding industry. In this wellness article, Smart Meetings gives tips on how to not only take care of yourself as a professional, but ways in which you can contribute to creating a positive work environment that may seem small but have a large impact. Take care of yourself and each other with these easy tips.

When Courtney Mesmer decided that she wasn’t going to become a doctor, her long-term career plan, she determined, “I needed to do something that would put letters behind my name!

“Just kidding!” she says, but she did achieve that when she became Courtney Mesmer, CMP. “Like many others in my profession, I stumbled into meeting planning,” she says. But during an internship in Washington, D.C., “I fell in love with the day-to-day tasks…and the rest is history.”

She has now been in the meeting planning industry for over two decades. “Through it all, I’ve discovered that my passion lies in helping associations transform their events into live experiences that evoke emotion and change.”

Becoming a CMP

Mesmer currently works as vice president of events for WorldatWork. Two years ago, she joined the company to help modernize their events and create new products, and currently sees those efforts generating a lot of success.

In the beginning of her career, as she began to gain experience in the industry, Mesmer noticed that all of the planners she admired had the letters “CMP” after their name. Upon investigating further, she decided she wanted to earn the credential for herself. “I wanted to prove to myself and my peers that I had mastered the skills necessary for future career advancement.”

Mesmer says, “It demonstrates that you have invested in your professional development, which can set you or your company apart from others in the field. Achieving the CMP designation is something to be proud of. You join an elite group of meeting planners to accomplish this. To get there, you need to put forth hard work and dedication, no matter how long you’ve been in the industry.”

Preparing for the Exam

Now that she’s earned the CMP and is enjoying a strong career, she thinks that if she could do it all over again, she would recognize that there’s no perfect time to take the exam. “If you want to get your certification, even though you may be busy at work, take the time to invest in yourself. I promise you won’t regret it.”

She suggests getting started on the 25 required hours of continuing education right away. “As part of the designation, you have to work at least 36 months full-time in the meeting industry and undergo 25 hours of continuing education within a five-year period (If you have a degree in event management or hospitality, you only need to work 24 months). So, start signing up for those webinars or attending those local events or national conferences.”

And then, she says, “Study, study, study! …In all seriousness, everyone learns differently.” This CMP Spotlight series hears from numerous CMPs about how they’ve prepared for the exam, and each offers insightful, unique study methods that you can pull from if you’re preparing for the exam yourself.

Studying for Success

Mesmer found that, for her, one of the best methods was to make flashcards on key terms and concepts. She would also highlight her readings to point out key information and take notes of topics to make more flashcards on so she could continue to quiz herself on information as she took it in.

Finally, practice tests were especially helpful study tools. “The Convention Industry Council (CIC) offers a practice test, and many boot camps and study groups do also. And remember to take the quizzes at the end of each chapter in the study guides,” she says.

One of the biggest challenges for Mesmer was finding time to prepare for the exam and get continuing education while working as a planner. To combat this, she remembers scheduling time each week and during the weekend to put towards her preparations.

She also took a three-day, in-person boot camp where she learned and studied with a group of other prospective CMPs. “It was nice to learn together and to hear from others what their questions were and what they were struggling with, and then understand and learn what the answer would be and why.”

Where Is She Now?

You can find Mesmer running corporate events with a printout of her spec, “(A.K.A. the bible),” in hand, as well as a pad of paper and pencil to write down any ideas that pop up throughout the day. When she’s not setting up or running an event, she’s reading industry-related articles from e-newsletters or her LinkedIn feed.

She also finds it important to make time to attend other events and experiences to gain new ideas and perspectives. “I like to participate as an end user and experience that side to help inform what I need to do as an organizer of events,” she says. She gave an example of attending a conference two years ago, and noticing that about 20 minutes into each session, she started looking at her Apple watch to check the time, checking email on her phone, and losing interest. “As a planner, why do I think my attendee’s behavior would be any different?” she asked.

With this in mind, Mesmer transformed her events to work more productively with people’s attention spans. She changed the format on the main stage every 20 to 25 minutes, so attendees view a TED-talk style production, then something like a fireside chat, then move back into the TED-talk style.

She says that she has always found solace in the quote, “The only way out is through.” When it comes to event planning, this means facing challenges and obstacles head-on. “While it can be a difficult and sometimes monotonous profession, I’ve learned that perseverance pays off,” she explains. “I’ve found that the most challenging events often result in the most rewarding outcomes.”

Her Events

Every event, Mesmer says, is memorable. “Events have a unique ability to create unforgettable moments and to build lasting memories and strong brands. There is an inexplicable magic to events that can’t be replicated in any other marketing channel.”

One of her most cherished accomplishments was the WorldatWork Annual Conference experience. When she joined the company, she knew she wanted to evolve its conference experience. “After evaluating the product, we immediately made several sweeping changes,” she remembers. “With less than six months of planning until our show opened, we changed the layout of the exhibit hall, added new modalities of learning, reconfigured the schedule, added new networking events, and even changed the name of the conference.”

In 2023, she and her team built on those changes. “We added even more activations on the show floor, curated more content and focused on creating connections in a playful way.”

The adjustments proved successful. Their 2023 event experience saw a 50% increase in total registration, 82% in paid registration and a 94% satisfaction rating. Mesmer says, “And we are not done evolving yet!”

Finding ways to elevate attendee well-being is the new gold standard

Prioritizing wellness in meetings and conventions is rapidly evolving from a nice-to-have feature to an essential component of creating a productive and positive meeting. Today, meetings and convention planners have an opportunity to enrich their gatherings like never before to ensure attendees are well cared for from head to toe.

Creating moments of wellness does not have to be extravagant. It’s more about making space and being intentional about creating simple and meaningful moments for attendees.

Let’s explore five innovative and cost-effective strategies to increase attendee well-being throughout your meeting.

Tip. No. 1. Make Space for Meditation

Every attendee in your meeting is fighting a battle that nobody else knows anything about, and they are carrying that into your event. Meditation is the opportunity to take three minutes to acknowledge that and give space for people to get in the right headspace to intake all the great content from your event.

Read More: Mindful Meetings for the Full Mind

Meditation simply is intentional moments of time to pause and reflect. It doesn’t have to be anything fancy. Just set a three-minute timer, put on some soft instrumental music and give some prompts for your attendees to think over.

The brief amount of time spent doing this activity will yield high results in the cognitive load that your attendees feel.

Tip No. 2. Focus on Designing Moments of Connection

Harvard researchers embarked on a more than 85-year study to see what makes people live a happy life. What did they find, you ask? Positive relationships keep us happier and healthier like none other.

Since we are in the industry of bringing people together, many of whom have yet to cross paths with each other, this is an invaluable opportunity to create moments of connection amongst a wide diversity of attendees.

This can materialize in a variety of ways— networking breaks, relaxed social lounges and engaging breakout sessions can all provide opportunities for spontaneous connections to occur.

The impact and legacy of your meeting extend beyond the ideas and concepts that attendees carry home—it lives on in the deepening of relationships and new connections that persist because of your event.

Tip No. 3. Create Ways to Engage with Those Nearby

Depending on the room arrangement, there could be an opportunity for attendees to engage in conversations with the people around them. But this takes some intentionality.

Begin by posing a question to the audience, like asking attendees to identify their key takeaway from an earlier session. Allow one minute for reflection, and then ask individuals to share their takeaway with two others that they don’t already know.

Implementing this strategy can serve multiple purposes. By taking one minute for individuals to ponder the question, you are creating a moment of meditation. And then by encouraging people to talk to someone they don’t know, you’re creating a moment for new connections to take place.

Keep in mind that extroverts typically find it easier to share, whereas for introverts, it comes less naturally. That is why providing a minute of time to reflect is so important. It not only allows time for individuals to formulate their responses, but it also provides time for introverts to gather the courage they need to converse and engage with someone new.

Tip No. 4. Produce Wellness Content to Consume On Demand

Exercise has been shown to improve mental health and well-being, but not everyone is going to be excited or willing to attend the 6:30 a.m. yoga class at the start of a very busy day.

What if there was an opportunity for people to exercise at their preferred intensity level and find time “on demand” that fits perfectly into their schedules?

One way to achieve this would be to create a “Wellness Walk,” featuring a short audio recording that attendees can listen to whenever it fits within their schedule—such as the walk from the convention center to the hotel at the end of the day’s meetings.

Think of this like a short 5-10 minute audio podcast packed with wellness-focused content designed to uplift and inspire attendees during your meeting.

This can serve as an additional wellness resource that you can equip people with to elevate wellbeing throughout the meeting at their own pace and on their own time.

The beauty of this approach is that it can be implemented at little to no cost. Free services such as “SoundCloud” can store the recordings or by leveraging existing platforms such as your meeting convention app to store the audio files.

Feel free to create your own content or explore the option of having a professional speaker produce a 5-10 minute segment, listed within the speaker’s contract if you’ve enlisted a keynote speaker.

Tip No. 5. Designate Wellness Zones

Another way to promote wellness within your event is to create wellness zones and other programming within the footprint of your event. This could be a lounge or relaxation zone. Or the local spa having an activation zone to provide 15-minute massages. Or maybe it’s a lounge area that is “tech-free” with no laptops or smartphone usage allowed.

This is also a great way to embrace the meeting place destination and come up with a wellness offering that serves the purpose and at the same time, gives a personal nod to the local destination.

Together, by focusing on wellness within our meetings, we are ushering in the future of meetings where people leave intellectually filled and emotionally and mentally supported.

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Nolan Nichols specializes in interactive and engaging keynotes and workshops that focus on increasing workplace belonging and personal and professional wellbeing.

As a Fortune 500 speaker, Nolan has mastered the art of storytelling to move teams forward in creating a sense of belonging and connection in the workplace under a shared vision while embracing our diversity of differences. He is a featured speaker in Caesars Wellness Menu. For more information, visit aMillionDreams.info

Extraordinary Incentive Experience in St. Thomas immersed meeting professionals in luxury

When top incentive meeting professionals gather in the U.S. Virgin Islands for a Smart Meetings Extraordinary Experience, of course, they are going to start with an update about the latest trends in motivating performers, engage in some pirate-themed fun and tour five-star properties. That is exactly what happened this week in St. Thomas where The Westin Beach Resort & Spa Frenchman’s Reef hosted meeting planners and hotel and destination partners for three days of education and networking.

Incentive Travel Trends Explained

woman talking on stage — Stephanie Harris

The event kicked off with Incentive Research Foundation (IRF) President Stephanie Harris explaining the findings of the latest Incentive Travel Index report and the biggest challenges we face as an industry.

“The overall workforce is changing as veterans retire,” she observed. “We need to motivate a new generation and our research found that travel is, indeed, a major motivator for both Millennials and Gen Z participants.”

Watch More: All-In Incentives: Planning Travel Rewards That Motivate

That does not mean that these younger workers are looking for the same golf and spa outings as their parents and grandparents. “We have to find the ideal balance on the spectrum for relaxation vs high activity and almost all age groups want more unscheduled time,” she shared.

Demographics only get a meeting planner so far in understanding expectations, she warned. “We need to layer on psychographics and “valuegraphics” to understand people’s unique preferences.”

Truly understanding who you are designing for requires talking to them. When IRF asked, the results showed that 71% of programs are going to new destinations which aligns with what attendees are asking for. Also increasing, all-inclusive programs because it eliminates surprises.

Read More: Stop the Generational Stereotyping

It was no coincidence that the Caribbean (including Puerto Rico) is one of the top destinations, and places like the U.S. Virgin Islands are popular as a way to get the island feel without having to require passports for Americans.

“Ask what your group wants in an incentive program. Don’t just design for the CEO,” she advised. Those executives are champions of the incentive practice, at least to a point. The research showed that more than half of respondents say their CEOs understand that incentive travel is a “need to have.” Even the 21% who say the program is “a necessary evil” were demonstrating that they see the value.

That buy-in is important because almost everyone surveyed expects event spending to be up in 2024 over 2022, even if it is just a function of keeping pace with inflation rather than expanding the program.

Those tight budgets are straining relationships as new employees on both sides work to rebuild relationships and find a way to get the job done. “Getting out and seeing each other in person is the best way to do that,” Harris said.

That same changing-of-the-guard dynamic is occurring in the meetings industry and Harris deputized everyone in the room to be advocates for the career by talking up the joy of planning. “We are our own worst PR people for entering the industry. We love to brag about how stressed we are. We need to start celebrating and posting about the fabulous, creative moments, the travel and the sense of community,” Harris said.

AI for events has been described both as a way to manage the labor-starved workforce and a threat to our existence. “Don’t be afraid, just keep the human overlay and be mindful of privacy,” she advised.

A Local Immersion

ocean shore When traveling to an island paradise, one priority has to be connecting with the destination. The Westin delivered with plenty of outdoor receptions, guest room views from the venue’s perch between the bay and the ocean and picture windows looking out on the yachts and cruise ships beyond. The property took five years to rebuild 85,000 sq. ft. of meeting space and 392 guest rooms after hurricanes Irma and Maria in 2017 and is now better than before with a new dock and watersports program.

Meals drew on the rich international influences of the archipelago, which has seen waves of cultures dominating the landscape over hundreds of years.

A beach reception at the completely renovated The Ritz-Carlton, St. Thomas brought local dancers and drummers for a celebration of everyone’s story. General Manager Arjun Channa explained, “It is the warmth of the people, in addition to the warmth of the destination that will keep you coming back.”

A similar reinvention happened at El Conquistador Resort in Puerto Rico where Smart Meetings is bringing an Extraordinary Experience next September. Discover Puerto Rico Director of Incentive Sales shared that the reason the U.S. territory is trending with incentive planners is that like the U.S. Virgin Islands, it is accessible, safe, historic, tropical and has all the conveniences of the mainland. “Millions of dollars went into rebuilding four- and five-diamond resorts and you have to come see it,” he said.

Network Like a Pirate

three people posing for picture Meeting professionals who search for buried treasure together, are more likely to work together. That is why The Tropical Treasure Hunt Company led the group through challenges that included finding clues at the very fun Pirates Treasure Museum, a blindfolded maze, sandcastle building and archery. Aye! We are all mateys now.