Smart Meetings | Page 92 of 603 | Corporate Event Planning: Business Events, Meetings, Conferences

Hargrove sets an example for planning events that go off without a hitch through their government shutdown contingency plan

After the venue booking, event design, attendee lists, emails, emails and more emails, your event is all ready to go—finally!

But what do you do when something unexpected threatens the flawless experience you’ve worked so hard to create?

Contingency plans are the answer to your prayers. By being prepared for any last-minute disruptions, you can go into your event confident that you and your team will know how to handle anything thrown at you.

Experience production company Hargrove faced this dread when the recent, narrowly avoided, government shutdown loomed. The World Culture Festival (WCF) had booked the National Mall, a National Park Service Property, as its venue for Sept. 29 to Oct 1. If the government shutdown occurred, the space would close to the public on the final day of the event.

Hargrove, however, was prepared with a swift response. They had an outstanding contingency plan in place.

The World Culture Festival 2023

World Culture Festival performance — A performance at the World Culture Festival 2023

Each year, the Art of Living Foundation organizes the World Culture Festival. Founder of The Art of Living Foundation and International Association for Human Values Gurudev Sri Sri Ravi Shankar says, “The purpose of the World Culture Festival is to send a message that the whole world is one family and we can all coexist with our differences. It is an opportunity for leaders from all segments of society—business, politics, religion and academia—to come together and renew their vision to work for the common welfare.”

At the WCF, guests witness music and dance performances that preserve local and indigenous traditions. They can join a yoga flow of thousands of participants and enjoy countless international meals. “This is a movement for the revival of universal human values such as love, compassion and friendliness,” says Shankar.

As the festival’s planners worked endless hours to put on the major event, news began to circulate that the U.S. government may face a shutdown on Oct 1, the final day of the festival. And the shutdown would not be certain until the midnight before.

Meeting Planners Plan Ahead

Lisa Miller, VP of Event and Trade Show Production at Hargrove

Hargrove made up the event production team for this year’s WCF. Smart Meetings spoke with Vice President of Event and Trade Show Production at Hargrove, Lisa Miller. She says, “Constant change and volatility are the new normal for meeting planners. The need to mitigate risk and safeguard against social, political, economic, environmental and technological disruptions is to be expected.”

She shared that the ultimate goal of a continency plan is to make sure there any kind of unexpected disruption has no impact on attendee engagement. “Event planning and design need to be resilient to external threats, minimizing negative impacts and upholding the attendee experience.”

Hargrove’s contingency plan was not limited to a government shutdown. In fact, they had multiple contingency plans for any scenario that may arise. Because the venue was outdoors, they developed plans for different weather conditions and to ensure attendee safety.

When the government shutdown news emerged, their team developed an additional layer to their existing contingency plans. Their team met both internally and with major city agencies to determine what they could do if the shutdown occurred.

Contingency Plans in Action at The World Culture Festival

On Sept. 28, Hargrove announced that if the National Mall closed to the public that coming Sunday, the remainder of the WCF would live stream from a private venue and attendees could view it online. Art of Living Foundation Spokesperson Kushal Choksi said in the announcement, “Friday and Saturday programming on the National Mall remains unchanged irrespective of the government shutdown outcome…We are excited to welcome hundreds of thousands of people to the National Mall this weekend in celebration of diversity and harmony.”

Soon after, the National Park Service and the Mayor of the District of Columbia, Muriel Bowser, agreed to keep the National Mall open for the planned third day of the event, whether or not the shutdown took place. In this announcement, Choksi said, “We are grateful for our partnership with the Mayor’s Office and the District of Columbia in addition to the National Park Service for allowing us to welcome the world to Washington on Sunday as well.”

Miller shared that Hargrove has a long-standing history of working within the D.C. area and with the federal government. These connections allowed them to work with official organizations to help them run their event smoothly.

In this scenario, Hargrove did many things right. Anticipating that their event may face disruption, they worked swiftly to develop a plan and then widely distributed the news of their plan, so all attendees were aware. Even with the plan to live stream the event, they continued to work with various city entities and ultimately avoided any disruption altogether for any shutdown outcome.

Contingency Plans World Culture Festival story image — A performance at the World Culture Festival 2023

Luckily, the government managed to avoid a shutdown and the festivities took place as planned on the National Mall. “We were thankful for the event to continue as planned, not only because the many performers and speakers had rehearsed and planned to be there, but also because our client was able to close out the celebration as intended,” says Miller. “The final day brought spectacular weather and performances to the National Mall and was able to be enjoyed just as they envisioned.”

How to Create Your Own Contingency Plans

When a situation occurs that may cause an event major upheaval, and planners announce contingency plans, Smart Meetings asked Miller if attendee engagement could still falter. Would attendees, faced with even the possibility that their upcoming event may not be what they imagined, opt not to attend at all?

According to Miller, this is very often not the case. “The possibility of a government shutdown didn’t seem to impact attendee engagement. The goal is to not compromise the attendee experience while still maintaining the highest production and safety standards possible.”

She shared some guidelines for planners creating contingency plans for their own events. It is indispensable to work with trusted event production partners and anticipate all possibilities. “You always want to think about any potential eventuality due to weather, safety or service issues. With any great plan, be willing to be nimble and shift that plan when new information comes out or the needs change,” says Miller.

“It is important that planners and producers work together with vendors, venues and clients to understand all rules and constraints,” she says. “When you have that information, you can build a plan that takes into account all stakeholders’ various, and sometimes competing, needs and wants.

“Once you have a plan in place, clearly communicating that plan to all of the relevant parties is critical, so that in case it is needed, they are able to act quickly and confidently.”

Hargrove handled a major potential disruption to their event with grace. They took steps that allowed the World Culture Festival to run without a hitch. Planners organizing events of all sizes can follow in their footsteps to develop contingency plans for their own events.

Sometimes, scenarios come up that we simply can’t avoid. By being prepared with comprehensive plans that consider any type of disruption or last-minute change, planners can avoid excess stress and execute their events to a T.

Las Vegas’ Sphere is a game-changing visual experience

After much anticipation, Sphere is now open and taking the cinematic experience to another level.

As of today, Sphere has hosted two separate shows. Irish rock band U2 has a residency there, titled “U2:UV Achtung Baby Live at Sphere,” set to end Dec. 16 (although there are rumors of a possible extension due to high demand), and director Darren Aronofsky debuted his 50-minute Postcard from Earth film on Oct. 6. According to Aronofsky, there were 5,000 people in attendance at each of the opening night’s two shows, a relatively rare high number in the cinema world.

“Bono [U2’s lead singer] pointed out something really interesting to me,” Aronofsky said during opening night. “What Jim [Dolan, executive chairman and CEO for Sphere Entertainment] built here, it’s not for sports. It’s for performance and cinema, which is a crazy thing to have this many people together to have one experience together that is so extreme. So, I just want to thank Jim for dreaming this up and creating it and following through. It’s insane.”

Before entering the main venue, attendees first enter the Atrium, which features several interesting technological experiences like the humanoid robot Aura, said to be the most advanced in the world. Along with Aura, there are five robots in the Atrium, each focusing on an aspect of human ability: connection, creativity, innovation, longevity and productivity. The Atrium also has avatar scanners where guests can become a digital version of themselves and enter the metaverse; they’ll then be able to take home an .mp4 souvenir.

screen that reads "postcard from earth" among snowy mountains — Scene from Postcard from Earth

With a 16K resolution screen (claimed to be the highest resolution LED screen on Earth), the visual experience at Sphere may be as immersive as things could possibly get. The screen wraps up over and around the stadium seating, enveloping guests in nothing but engaging imagery.

The venue’s 4D tech only heightens the sense of immersion. The 10,000 haptic feedback seats allow attendees to experience the sensations of the on-screen action. Guests also experience environmental effects, like changing temperatures and a cool breeze that wafts throughout the main venue as they look at the visuals. In the case of Postcard, this could mean traveling through the summit of snowy mountains or grassy plains on a sunny day.

Group Offerings

robot waving arm — Aura, the humanoid robot

Sphere connects directly to the all-suite Venetian Resort Las Vegas via bridge. The resort is home to the highest number of rooms on The Strip, at more than 7,000, some of which lend a direct view of Sphere.

In addition to basic group tickets (for guests of at least nine), which come with group pricing, payment plans and full show buyouts, there are many other group-oriented experiences Sphere offers. 23 VIP suites, which have a capacity for up to 32 attendees for live events and up to 24 for Postcard. Sphere also offers groups the opportunity for a two-hour reception in a private or semi-private space and group tickets to The Sphere Experience, featuring Postcard for groups of up to 5,000, as well as the ability to completely buyout the building, which has a capacity for up to 17,500 attendees.

A guided venue tour will also be available for groups of at least nine, details of which have yet to be released.

Jon Gersonde

Turtle Bay Resort welcomes Gersonde as vice president and managing director. He brings over 30 years of experience in hospitality, having most recently served as general manager at 1 Hotel Hanalei Bay on Kauai. He will oversee all daily operations on the 1,300-acre oceanfront resort and work to ensure an outstanding guest experience.

Franco Vella

Vella joins InterContinental David Tel Aviv as general manager. He will draw on his over 30 years of hospitality experience to oversee all hotel services and operations. He has spent 11 of these years at InterContinental properties, and most recently served as general manager of Marriott International – Sheraton Tel Aviv, which saw him named Marriott General Manager of the Year in 2018 for successfully guiding the properties through numerous renovations and a rebrand.

Peter McMahon

Joining Grand Hyatt Baha Mar as managing director is McMahon. He brings over 30 years of experience throughout which he has been recognized for innovative leadership. He is focused on developing his colleagues and delivering excellent guest service. McMahon has served in executive roles with numerous Hyatt hotels, and most recently served as managing director of Carmel Valley Ranch.

Enver Arslan and Shifaz Hassan

Headshots of Enver Arslan (left) and Shifaz Hassan (right) for Smart Moves — Enver Arslan (left) and Shifaz Hassan (right)

JOALI Maldives announces the promotion of Arslan to Area General Manager. He will oversee all JOALI Maldives, JOALI BEING and BIJAL Turkey. Since pre-opening, Arlsan has made the JOALI brand a success as a pioneering leader. He brings his passion for travel, astute understanding of luxury and extensive experience to this new role.

Hassan has been promoted to the role of general manager at JOALI Maldives, formerly serving as its resort manager, a role which he held since March 2022. He originally joined the resort in 2018 as a front office manager. He is dedicated to providing exceptional service and working with guests of all cultures and nationalities.

Rick Corcoran

Corcoran joins Baccarat Hotel New York as general manager. He began his hospitality career as a line cook, and over the next 30 years became a driving force in elevating the industry through visionary leadership and growth-minded strategies. He most recently served as general manager of 1 Hotel Brooklyn Bridge.

Adrion Rivera and Michael Roesel

Headshots of Adrion Rivera (left) and Michael Roesel (right) — Adrion Rivera (left) and Michael Roesel (right)

As Sheraton Denver Downtown rolls out their “Gatherings by Sheraton” brand concept, they have introduced two community managers to serve as the property’s faces of gatherings. The first will be Rivera, a former procurement agent in higher education. In this role, he will facilitate connections between guests and the local community.

Joining Rivera in this work is Roesel, who recently worked as the holiday retail manager at Gaylord Rockies, where he learned in-depth about bringing large-scale experiences to life. Together, these new community managers will promote inclusion, attention to detail and care for each guest to create outstanding Gatherings by Sheraton.

Karen Hudson and Bryan Waltz

Headshots of Karen Hudson (left) and Bryan Waltz (right) — Karen Hudson (left) and Bryan Waltz (right)

KSL Resorts adds two new global sales directors. Hudson previously served as an account executive for the Creative Group, a leading event and incentive agency. She has also held high-level sales positions at numerous hotels, including Woodside Hotel Group in California and Mirabel Hotel and Restaurant Group, and has worked as an independent sales representative for Relais & Chateaux.

Waltz most recently served as area director, group sales for Fairmont Hotels, Hawaii, Big Island and Maui. He earlier served as vice president of global accounts with Conference Direct. He is a member of MPI, PCMA, SITE and IRF. As global sales directors, Waltz and Hudson will report directly to KSL Resorts Senior Vice President, Global Sales Strategy, Chris Riccardi, as they lead the way on the company’s strategic growth.

Shawn Nayyar

Hotel Crescent Court in uptown Dallas appoints Nayyar as general manager. Bringing over 30 years of experience, he will lead the hotel in all daily operations as he oversees its 226 guest rooms and its exclusive members- and guests-only Crescent Club. He is a Certified Food and Beverage Executive and a member of Chaîne des Rôtisseurs and SKÅL- International Association of Travel and Tourism Professionals.

Ana Flores

Flores is appointed as Spa Director at Rosewood São Paulo at an exciting time, as the resort prepares to debut their Asaya Spa in January 2024. In this role, she will guide the spa team to help provide visitors with a transformative wellness journey at the first Brazil location of Rosewood’s integrative wellness concept. She most recently served as spa manager of Palácio Tangará and consulted on the opening of MSA Spa in Rio de Janeiro.

Georges Safi

Four Seasons Hotel Silicon Valley appoints Safi as hotel manger. He will oversee all daily operations, including hotel engineering and maintenance, event facilities, the Spa and the fitness center. He began his career in the hospitality industry in France and has worked in numerous international locations, including Four Seasons Hotel Montreal, Hotel President Wilson in Geneva, Switzerland and InterContinental Abu Dhabi, in the UAE.

Take a moment to improve your mental health and your meetings will reap the rewards

Meeting professionals are some of the busiest people out there. For many, being busy means being stressed. A little stress is fine. We’re all bound to feel overwhelmed from time to time. But when we find that we’re feeling stressed more often than not, we could face serious effects on our physical and mental health, our work and our quality of life.

When a person feels stressed, their heart rate and blood pressure rise. So, when we’re often stressed, our blood pressure is often high. This can lead to chronic heart issues, clogged arteries, chronic muscle tension and pain. People who experience high levels of stress are also more likely to experience depression or anxiety disorders and even engage in addictive behavior.

If you’re a hardworking meeting professional, chances are that you experience stress more than you’d like to. But you can learn to manage your stress levels by learning a little bit about behavioral health. By doing so, not only will you simply feel happier and more at ease—you’ll put on the best meetings you ever have.

Where does mental health fit into meetings?

headshot of Victoria Matey Smart Meetings spoke with one of our 2022 Meeting Professionals of the Year, event psychology advisor Victoria Matey, to learn more about the role that behavioral health plays in the lives of busy meeting professionals and their attendees. She operates her own consultancy, Matey Events, to help professionals, marketers and event planners with design, content and strategy. She specializes in event psychology; that is, applying research-backed insights and tools from behavioral science, neuroscience and psychology to make experiences the best they can be.

“Behavioral health is all about how our emotions, thoughts, habits and behavior affect our well-being,” she explains. “When behavioral health is good, we have good mental habits. We feel calm and happy, and we can handle ups and downs. When it’s not so good, we feel more stressed, sad and anxious. It makes us less productive, less satisfied with our personal relationships and less satisfied with our performance.” Good behavioral health is all about creating cognitive habits that help us be more resilient and happier in life as we pursue our goals.

Matey suggests thinking about good mental health habits in three categories: physical health, quality social connection and performance and productivity habits.

Physical Health

“Just like we take care of our bodies, we should take care of our minds and emotions,” says Matey. And by taking care of our bodies, in turn, we take care of our minds and emotions. She referenced a recent study by the Washington University School of Medicine, which found that the areas of our brain that help us think and plan are connected to the areas that help us move, and the areas that control subconscious functions like our blood pressure and heartbeat. “This explains why people who exercise regularly report a more positive outlook,” she says. “It explains why breathing or meditation exercises work, because when we calm our body, we calm our mind.”

Paying attention to one’s physical needs is especially important for meeting planners and regular meeting attendees, as travel can disrupt a person’s regular sleep, water and food intake.

Matey also addressed the intention gap, a phenomenon in which people experience a gap between wanting to do something and actually doing it. As much as we say we will drink more water or start exercising more, there’s a difference between wanting to do so and actually making the change. Because the importance of physical health is so widely recognized, we talk about it a lot—but it’s less common that people actually develop the habits they know they should.

Quality Connection

Two professionals improve their mental health by engaging in quality connection Isolation has particularly detrimental effects on a person’s mental health. On the contrary, quality social connection drastically improves people’s sense of well-being. The type of connection matters, too. Matey says, “It’s not about the number of people we surround ourselves with, but the quality of the connections we have.” Another study, she remembers, found that the people who reported having the happiest demeanors spent 25% less time alone and engaged in 70% more conversations than the people who reported being the least happy.

In our professional lives, it’s sometimes difficult to have meaningful connections and intimate bonds; but once again, it’s about quality over quantity. Matey says that we can work on developing the habit of being genuinely interested in one another and asking people the types of questions that foster real connection. “At an event, it’s not about how many people you network with,” she says. “It’s about how many of those people you share your goals and beliefs with. We can achieve much more when we collaborate out of genuine interest in each other.”

Performance and Productivity Habits

Office worker experiences bad mental health by feeling overwhelmed When we have so many computer tabs open that we can’t even read them, chances are, we’re doing more than one task at a time. Matey suggests zoning in on one project before moving on to the next. “People think that if they multi-task, they can do more,” she says, “but, in fact, our brains are not wired that way. It’s hard to recognize that doing less leads to better performance.”

It’s not just multi-tasking; anything that causes us to feel overwhelmed has detrimental effects on our performance and productivity. “It’s a matter of how you establish your working routine and how you use tools, including technology, that can be less taxing for your brain.”

For one, how do you take breaks? Do you stay at your desk and look at social media? Or do you take a walk around the block? Matey says, “It’s my decision—but I need to understand that checking my social media feed is not restorative for me. I need to find what is.”

Making changes feels high-risk, especially to event organizers who are in the middle of a project. You’ll just wait until the next event, right? But, before you know it, you’re in the middle of that project too. “There’s no perfect time to start,” Matey says. “You just have to start.”

Key Takeaways to Improve Your Well-Being

“Event planners or event designers have a very stressful job, and they are aware of it,” says Matey. “But in most cases, they don’t leave room for those strategies that could help them do their job better, because they are so busy doing the current tasks that never end. Woman journals to improve mental health

“If you do things a little differently, with the help of psychology, neuroscience and behavioral science, then eventually you will be a lot more successful in your job.”

Make sure you are meeting those three key needs: take care of your body, nurture your connection to others and assess your work habits—and if needed, revise them. There is no shortage of strategies to manage your mental health. Journaling, meditation, spirituality and affirmations all help people. Don’t try to do it all, though (remember the part about multitasking?).

It takes some time to find what works for you. Once you do, you’ll see the quality of your work improve, along with your relationships—professional and personal—and most importantly, you’ll feel happier, less stressed and more excited about your life.

Heike Mahmoud, CMP, was one of the first European meeting professionals to earn the Certified Meting Professional (CMP) designation through the Events Industry Council (EIC) in 2006. Now, she feels inspired as she sees the certification’s global spread. “It is a seal of quality that is immediately understood and is one of the foundations for success in the international meetings industry,” she says.

Since a young age, she felt driven to interact with other countries and people, saying “I always wanted to work abroad and build an international network.” She began working in a travel agency and later moved into business.

Her business studies took her to Berlin, which is still her main residence. She also partially resides in Hamburg, for her current role as the Chief Operating Officer (COO) at CCH-Congress Center Hamburg, a multifaceted location for conventions and events in Hamburg. She grew up in the small but international city of Weimar, Germany, known for being the home to Bauhaus University and literary figure Johann Wolfgang von Goethe. “Now I live in two very international cities, and my professional job gives me the opportunity to bring people together,” she says. “This is my passion—and being part of the global events industry is my second passion.”

Preparing for the Exam

In 2004, when Meeting Professionals International (MPI) held their EMEA Conference in Berlin, Mahmoud was working as director of conventions at the Berlin Convention Office. At the conference, she felt overwhelmed with the content and networking opportunities available. One session introduced the CMP certification. “That was the moment I decided, the CMP I want, the CMP I must have!” she recalls.

When she began to study for the exam in the early 2000s, all the resources were on paper. “Digitization had not yet reached the point where you could watch webinars or videos with the course content,” she says. Mahmoud dedicated this period of her life to studying the CMP documents and APEX guidelines. She attended seminars at the IMEX and IBTM World trade shows and sought advice from leaders and professionals who had expertise in areas that she was less familiar with.

The personal exchange with colleagues who already had their CMP was valuable. Looking back, she would have worked to connect with these colleagues even more. “Exchanging experiences, learning and discussing together on a topic is irreplaceable and incredibly motivating,” she says. “There is a global network of CMP professionals who are all willing to help and even mentor. I didn’t know that in 2006!” However, we know this now—and Mahmoud encourages future CMPs to take advantage of this resource.

Professional Life

Even before earning her CMP, Mahmoud was deeply involved in her professional education. She remains dedicated today, relying regularly on the resources of technical literature, surveys, podcasts and digital webinars—and, not to mention, intensive exchange with clients and business leaders. Trade fairs like IMEX and IBTM World as well as other conferences that bring members of the global meetings industry together, put on by ICCA, PCMA, SITE Global and more, are incredible sources of education. She is a member of various industry associations, is involved with EIC as a volunteer and holds board positions in several other associations and networks.

“The CMP certification has greatly promoted and shaped my professional development,” she says. “EIC invests a lot of know-how to keep developing and adapting this program to current developments and customer expectations…The contents are kept constantly up-to-date, and quality is assured.”

One of her most memorable events was the official reopening of the new CCH-Conference Center Hamburg, in 2022. “The venue was inaugurated with over 400 guests from politics, business, science and culture.” During events, her team uses their own special events tool containing all the important information and key points to keep everyone aligned. Their digital team is currently developing an event platform to circulate information even more quickly to everyone involved.

At the end of a successful event, Mahmoud says, she wants to offer gratitude to her team. They receive this through anything from a personal recognition meeting to a team gathering where they toast to the success of the recent event. She says, “The team concept is very important to me because we need every team member to be able to carry out unique events for our customers.”

Looking Forward

The global events industry, especially following the Covid-19 pandemic, has taken a new direction. She says, “We are all working hard to be sustainable, to not waste resources and to make processes easier through digitization.” She recognizes that the core of a meeting planner’s work is to bring people together and is proud of the industry’s success in attracting many new young professionals. “Innovations and new products and services will change our industry enormously. It’s great to be part of this change and contribute to the future.” She sees the number of CMPs increasing steadily and celebrates its global growth. “It started in the USA and has spread and been implemented across all continents.”

Mahmoud shared her favorite quote: Cesare Pavese, Italian novelist and poet, said, “We do not remember days…we remember moments.” The business events industry is on a constant journey. “We deal with change, organization, contacting our customers, learning, training and much more on a daily basis,” she says.

“Unforgettable moments are what bind us emotionally and remain in our memories. Be it private or professional, special moments give us strength, energy and motivation.”

As a CMP for the past 17 years, and a planner for much longer, Mahmoud is an expert in creating these special moments and bringing them to every attendee.

Meet to make a positive impact this October

October is Breast Cancer Awareness Month. From Oct. 1through 31 each year, the international health campaign organized by major breast cancer charities aims to increase awareness of breast cancer and raise funds for research into its cause, prevention and treatment.

This year, a number of hotels around the United States host events and initiatives to raise money for charities that work to increase awareness of breast cancer and to fund research and patient care.

Florida Kimpton Properties

Kimpton EPIC Hotel, in downtown Miami, is holding initiatives to raise money for the Florida Breast Cancer Foundation. Their “Cabana for a Cure” program offers guests the opportunity to book a private, pink-themed poolside cabana for up to seven people. $250 from each booking will benefit the Florida Breast Cancer Foundation. In the cabana, guests can enjoy food and drink services with a menu of pink-themed bites and mocktails, a set of chilled rose eye gels and gift certificates for a Privai Signature Wellness Experience available to redeem at the Privai Spa, opening this fall.

The Pretty in Pink Mocktail at Kimpton EPIC Hotel for breast cancer awareness month — The Pretty in Pink Mocktail

The hotel’s Area 31 restaurant will serve the “Pretty in Pink” mocktail, concocted of Lyres Italian Orange, cucumber, mango, house-made dragon fruit syrup and club soda. The Florida Breast Cancer Foundation will receive 100% of the proceeds made from the $16 mocktail.

They are also offering a Pink your Perks” meeting and event initiative. New 2023 group bookings of 50 or more rooms per night, for two nights or more, contribute $1 per room, per night to the fight against breast cancer.

Pink Room Project amenities at Kimpton Vero Beach for breast cancer awareness month — Pink Room Project Guest Amenities

Similarly, Kimpton Vero Beach is holding their Pink Room Project. Guests can stay in an all-pink suite with pink amenities and enjoy complimentary rosé and chocolate-covered strawberries. It is available for bookings throughout the month of October. 20% of the sales will be donated to the Florida Breast Cancer Foundation.

Marriott Bonvoy

Through their #PINKtober campaign, More Cravings by Marriott Bonvoy partners with breast cancer advocacy organization, Brest Friends. During the month of October, over 100 outlets on the More Cravings by Marriott Bonvoy app will raise money for the Al Jalila Foundation.

These venues will hold pink-themed brunches, ladies’ nights, afternoon teas, raffles and wellness events. Guests who book a table through the app can enjoy a full lineup of additional exclusive culinary events and know that a portion of their bill will be donated.

Four Seasons Hotel Silicon Valley

Each Friday and Saturday in October, Four Seasons Hotel Silicon Valley in Palo Alto, California, will host a Think Pink Afternoon Tea. While sipping quality teas and enjoying a new collection of pink treats made by the onsite pastry team, guests can know that a portion of the proceeds will be donated to HERS Breast Cancer Foundation. The menu includes Raspberry Lychee Rose Macarons, Strawberry Cheesecake, and Raspberry Hazelnut Financiers. If you’re a fan of more savory delicacies, look to their Mini Lobster Roll, Chioggia Beets Crostini and Smoked Salmon.

History of Breast Cancer Awareness

Breast Cancer Awareness Month (BCAM) began as a week-long campaign by the American Cancer Society partnered with the pharmaceutical division of Imperial Chemical Industries. The influential pink ribbon came into play in 1992.

Betty Ford, President Gerald Ford’s first lady, was a major player in kicking off BCAM in 1985. She received a breast cancer diagnosis in 1974, just six weeks after she became First Lady. Her diagnosis and resulting activism played a major role in spreading awareness about breast cancer and the need for more comprehensive treatment options.

It was not until the 20^th century that breast cancer demanded serious attention from the world at large. In the mid-nineteenth century, it was almost always treated with a radical mastectomy, an operation devised by American surgeon William Halsted. A patient would go under anaesthesia and their tumor would be tested. If malignant, surgeons would remove her breast or breasts in the same operation. A patient wouldn’t know she had undergone a mastectomy until she woke up.

Radical mastectomies were still the standard treatment by 1974, when an American journalist named Rose Kushner was diagnosed with breast cancer. She refused to accept the major operation, and instead urged her doctors to perform a diagnostic biopsy before operating. Later, she became a major advocate for the lumpectomy, an operation in which only the malignant lump would be removed. She became the leading lay expert on breast cancer. Kushner’s advocacy led to changes in laws, medical practices and patient care that are commonplace today.

Read More: Empowered Women Take Center Stage

This October, look to these hotels and many others that are putting forth initiatives to raise money for a number of breast cancer charities and foundations. Put your money to good use—and a good cause—when you partake in these delightful offerings.

Destinations that make you want to unplug

Staying connected to technology and committing to constant communication can feel as though its pertinent to incentive recipients and corporate retreat attendees. However, with experiential experiences and wellness-oriented focuses from resorts trending now more than ever, meeting profs can explore destinations that are less business-oriented and more “off-the-grid.” There is something to be said about being present in a beautiful location and avoiding interaction with a screen so your mind, body and spirit can push the proverbial reset button. Smart Meetings has rounded up a few obscure luxury destinations that will take attendees of incentive trips and executive retreats away from their phones and computers and provide tangible experiences of relaxation, nature, culture and history.

Sport Fishing and Buggy Beauty in Costa Rica

In the rainforest of Costa Rica lies the adventurous resort Botanika Osa Peninsula, Curio Collection by Hilton offers the quintessential island experience with zip lining, nature hikes and deep-sea fishing. Luxury and authentic Costa Rican experience come together as Hilton provides unfussy amenities to match the off-the-grid vibe while still staying authentic to the culture and experiences of the island.

Leave your phone, laptop, tablets and everything else in the hotel room as you visit Osa Peninsula and experience places like Golfo Dulce, one of the only tropical fjords in the world. Crocodile Bay Marina is one of the closest full-service international marinas to the Panama Canal and celebrates the Costa Rican tradition of sport fishing in the fjords of Golfo Dulce.

With nature always a focus of Costa Rica, groups can visit the Science and Nature Center. Diego Oviedo, general manager of Botanika Osa Peninsula, recommends it highly.” Guests traveling to the Osa Peninsula should visit the Botanika Science and Nature Center to learn more about the unique flora, fauna and biodiversity in The Osa,” says Oviedo. “Botanika has also partnered with the non-profit foundation BioSur to host the largest insect museum in southern Costa Rica…the collection is so expansive that it has been designated a National Heritage Site by Costa Rica.”

Costa Rica zebra butterfly

Luxury Tents in Panama

Spanning across a blissful archipelago off the shores of Panama, Islas Secas Resort offers remote island luxury at its finest. The secluded casitas offer almost complete privacy and blend indoor/outdoor living with tented ceilings. The archipelago’s dedication to environmental conservation elevates the term of “off-the-grid” to something that benefits the world.

Nature and wildlife is precious to the culture in Panama and it is reflected in the reverence for the ecosystem and sustainability measures Islas Secas takes to protect the environment. The resort is an environmentally protected area and is required by law to keep 75% of the archipelago underdeveloped. Guest water is collected through filtration systems to reduce impact on ground water supply and food scraps return to the earth as compost. As their website states – “We hope that our guests’ experience at Islas Secas is proof that the travel industry can benefit conservation, cultural heritage, and local economies through sustainable properties and experiences that have a regenerative impact on each destination. There should be no other choice!”

Isla Seca Resort, Panama

Authentic Cuisine in Peru

Take a trip back in time, before you were glued to technology, to experience the rich history of ancient cultures, even from pre-Inca times, while still being in a luxury hotel like Hotel Paracas, a Luxury Collection Resort and close to the metropolitan city of Lima.

Although it is a luxury resort, the destination honors its ancient land and culture through culinary experiences that use regional products to produce traditional Peruvian food with an elevated flare. Guests can also dive in deeper to Peruvian cuisine with the resort’s cooking masterclass at its Chalana restaurant located on the private dock of hotel. The class can teach guests to make their very own Peruvian ceviche with the freshest local ingredients.

Peruvian ceviche

Trekking in Chile

Hike in the splendor of mountains, forests, glaciers and more as you visit the South of Chile and stay at Tierra Patagonia Hotel & Spa, Torres del Paine. If guests have adventurous spirits, they can go on the “Tierra Style” hike which requires camping in Southern-hemisphere weather conditions and must be prepared for heavy lifting of their gear and multi-day treks. For individuals or groups seeking to experience the exquisite nature of Torres del Paine National Park yet may not be experienced hikers and/or campers, Travel with excursion guides who are expert planners and cater to the needs of each guests. Trips between the park and the hotel are offered so guests can experience Chilean nature and then relax in the hotel’s jacuzzi.

Tierra del Paine, Chile

Florida Panhandle, New Orleans and Denver hotels renovate and reopen with style

Locations across the US make their mark with a slew of reopenings and extensive renovations. Host your next meeting at a design-led Denver hotel, a historic New Orleans boutique hotel and music venue or a luxurious beachside Florida resort.

Chic Design, Unbelievable Meetings

After a five-month, $3 million renovation project, Aloft Denver Downtown reopens. The renovation brings new guest room accommodations, a redesigned lobby, food and beverage spaces, a fitness center and a social lounge.

Yellow, dark magenta and purple furniture and pillows stand bright against black and white wallpaper to bring the new lobby to life. Above the bar, they have installed new 55-inch televisions, and all social spaces are illuminated with thoughtful lighting. Guest rooms maintain this refined design, with new headboards, mattresses and linens, in-room steamers and 55-inch mounted televisions. The hotel’s WYXZ bar and Re:mix lounge offer fresh self-serve snacks and Aloft’s signature made-to-order breakfasts. The Re:charge fitness center is open day and night, and guests can take advantage of cardio and strength machines, weights and stretching mats.

1,400 sq. ft. of meeting and event space includes all the AV equipment you need, from film projectors to LCD panels, microphones and more. The hotel also is just steps away from the Colorado Convention Center. With nearly 800,000 sq. ft. of meeting, event and exhibit space, it is currently undergoing a rooftop expansion to add another 135,000 sq. ft.

A Slice of NOLA Music History

New and Renovated Allen Toussaint Room at Dew Drop Inn Hotel and Lounge — Allen Toussaint Room at Dew Drop Inn Hotel and Lounge

Historic New Orleans landmark Dew Drop Inn Hotel and Lounge recently reopened after major renovations. It is one of the most culturally significant music venues in the country. It’s hosted performances from Ray Charles, Little Richard, Allen Toussaint and Irma Thomas. Musicians worked together at the property to develop new sounds like rhythm and blues and rock ‘n roll.

This exciting renovation reopens the historic space as a boutique hotel and premier music venue. The hotel now boasts a resort style pool, a brand-new pool bar and a patio. Guests stay in historic, 1950s-style rooms. Each tells the story of a legendary musician or cultural figure who played a part in the hotel’s history. The redesign has completely restored the property’s 1950s-style façade and mid-century modern design.

The 2,372 sq. ft. music venue is available event rentals. Planners can take advantage of two VIP suites as well: the Groove Room, at 450 sq. ft. and the Nightcap Room, at 406 sq. ft.

A Sun-Soaked Haven

New and Renovated guest room at Hilton Sandestin Beach Golf Resort and Spa — Guest Room at Hilton Sandestin Beach Golf Resort and Spa

Hilton Sandestin Beach Golf Resort and Spa, in the Florida panhandle, undergoes a three-phase, $35 million property-wide renovation. It is set to be fully completed in early 2024. The renovation project embraces a set of warm blues and crisp whites throughout all the resort spaces.

The first phase brought a complete redesign of their 590 total guest rooms, implementing features such as motion-censored lighting under beds, upgrading charging stations and elevated vanity stations with deluxe lighting. This renovation was spaced out across each of the hotel’s two towers to avoid any disruptions to guests.

The hotel has also introduced six on-site dining outlets, three swimming pools, beachfront deck space, a full-service Serenity by the Sea Spa and renovations to all its main public spaces.

With over 62,500 sq. ft. of meeting and event space, abundant recreation options and championship golf courses, the property’s renovation will only add to its existing prominence.

Read More: The Return of Downtime

Meeting Professional Continuing Education Includes Sustainability Certification

Meeting professionals are taking sustainability more seriously than ever before. Whether you’re incorporating sustainable measurements into your RFPs, tracking down low-carbon menus or combing through LEED-certified venues, you know you’re a green planner.

So, what’s next?

Look to Events Industry Council (EIC), a leader in event professional continuing education. Since 2022, they have offered the Sustainable Event Professional Certificate (SEPC). Participants learn about the business value of sustainability, effective methods to achieve social impact goals and how they can improve the environmental impacts of their meetings and events.

What is the SEPC?

The SEPC began as a fully online course of 16 modules. Throughout the program, participants use a digital workbook to customize a roadmap for their own sustainable event.

A globally diverse group of business event leaders and experts in sustainability, social impact and event management came together to develop the program. Participants earn 12 hours of Continuing Education credits (CEs) which they can apply towards their CMP application or recertification, or 12 CAE credits. The $495 program fee includes access to the workbook, an SEPC digital badge and 12 CEs.

Read More: Why CMPs Matter More Than Ever

The SEPC at Maritz

Sales and marketing services company Maritz partnered with EIC to launch the SEPC introductory course for 48 of its team members at its recent brand event, Activate. They brought in Chief Sustainability Officer for the EIC Center for Sustainability and Social Impact, Mariela Bazàn, to teach the course.

Maritz is a leader in the events industry’s sustainability efforts. As signatories of the Net Zero Carbon for Events initiative, they are committed to Net Zero by 2050. On June 30, 2023, they also committed to the Science Based Targets initiative (SBTi), a corporate roadmap to help guide them to their Net Zero by 2050 goal. Their team possesses a sustainable events checklist which they use in their work together and with partnered organizations such as EIC.

The SEPC class at Maritz — Maritz offered the Introductory SEPC course to 48 employees.

The Impacts of the Course

The SEPC course took on its first hybrid format at Activate. Bazàn says, “It was an honor to help Maritz add another 48 members to their sustainability bench…Their team was incredibly enthusiastic and engaged and shared so many relevant stories about how they are creating more sustainable events.”

Smart Woman winner and General Manager of Environmental Strategy at Maritz, Rachael Riggs, CMP, helped to initiate this program at Activate. “After I completed my SEPC, I shared with our leadership that it is a very worthwhile certification for our team,” she says. “Given that we are corporate members and serve in multiple EIC volunteer roles, we started the conversation with EIC about the need to educate our team and came up with the idea of a live education program at Activate.”

During the course, the Maritz participants discussed how the events industry contributes to carbon emissions and how they can balance it during their events. The went over the distinction between carbon neutrality and Net Zero. They spoke about sustainable gifting options, low-carbon menu designs and DEI in their speakers and attendees. They also discussed how they can make events sustainable for attendees of all abilities and how they can make a positive impact in the communities where they hold events.

Read More: Seeking Sustainable Venues

Brian Strickland, Director of Sales and Account Management for Live Events at Maritz, was one of the participants in the program at Activate. “While I knew sustainability was important to many of my customers, I wasn’t sure how to start the conversation,” he says. “The SEPC class and certification has given me the confidence and vocabulary to now open conversations with my customers and co-workers about sustainability efforts they are putting in place to meet their own goals or those of their clients.”

How you can earn the SEPC, too (and why, if you aren’t convinced already)

The SEPC course at Martiz Activate — The SEPC course being taught at Maritz Activate.

The SEPC online course modules are made up of four main topics: Introduction to Sustainability and Social Impact, Event Logistics, Social Impact and Business Operations. Beyond learning how to design more sustainable events, participants learn how to communicate the business value of sustainability. They develop effective community service projects and gain familiarity with international sustainable event standards, measurements and reporting methods.

Riggs says, “It is more than just ‘greening’ a meeting. It includes education around social responsibility and inclusivity.”

Strickland shares, “This was a great class for me both professionally and personally. It has made me a more conscientious human.”

If you’re in the process of earning your CMP, or you’re a CMP approaching your recertification, there’s no better way to learn about how to accelerate sustainability and social impact in your organization and events. The SEPC program provides the knowledge and tools you need to build sustainable and impactful events, and as professionals committed to your continuing education, as you know, there’s always more opportunities to learn and grow.

Read More: Green Meeting Resource Guide

Master planner consultants offer 6 tips for negotiating your next corporate event

Does this sound familiar? You have been tasked with producing a new event—or breathing new life into one that has been on rinse and repeat too long. What should you include in the RFP? What questions should you ask during sourcing to avoid surprises post-event? How can you word the hotel contract to protect your company? How can you manage costs when attendance might be uncertain? Smart Meetings asked two veteran independent meeting professionals: ConferenceDirect Vice President Carolyn Poole and Bravo! Events CEO Nancy Shaffer for answers.

View Webinar on Demand: Unlocking The Secret Weapon of a Corporate Planner

1. Look for Synergies When Booking Venues

For corporate planners aiming to efficiently source for their next event, Shaffer offered up some initial tips. When it comes to utilizing the resources at a venue, it helps to know who is using the space before and after you. “Request to meet with the planning teams of those organizations to see whether you can combine some of your costs,” advised Shaffer, since it could ultimately save your budget to share resources.

Whether it’s the AV, menus, or other resources, it could ultimately improve your event overall with little to no cost.

2. Turn the RFP into a Marketing Tool

Making your RFP as detailed as possible is also a good idea. “You want to give as many details as possible about who, what, when, why, everything about your program to the hotel,” Poole said. “Hotels are being inundated right now with RFPs and they hit the decline button real quick.”

Include enough information in your RFP to show the value of your program to perspective hotels.

3. Head Off Associated Charges

Check your charges. Requests made of the hotel onsite may come with a price. Whenever you ask for something—extra drinks in the meeting space, AV help, etc., follow up the question with: “Is there a charge associated with that?” The hotel’s role is hospitality and so they want to take care of you, said Shaffer, but you don’t want to be surprised later with how much they added to the bill for three photocopies.

4. Get Your AV Right

Another important element of the sourcing process is managing event tech needs. Whether you’re putting on a huge, visual presentation, or require supreme sound for your speakers and music, your AV needs to be smooth. “If you don’t get your AV sorted out upfront and you don’t know the specs, you’re gonna be in trouble later. Hotels right now are charging as much as 40% upcharge on the AV and then some,” said Poole.

Remember, everything is open for negotiation so make sure you are getting what you’re paying for. “You’ve got to negotiate patch fees and all the other fees up front if you want to be able to use an outside AV team,” said Shaffer.

5. Find the Purpose

For planners executing yearly events, seeking out feedback and having long conversations about what worked and what didn’t in previous years can speed up the learning curve.

“Have detailed conversations about what is the purpose of this experience,” said Shaffer. “If I don’t understand your purpose, and I don’t understand your why. I can’t create the live experience that’s going to produce the hoped-for results. That takes work and time.”

Read More: Budgets, Models and Forecasts

6. Partner for the Win

The partnerships developed during the discovery process are the legs your events stand on.

“At the end of the day, it’s got to be a win for both parties. It’s got to be a win for the hotel. It’s got to be a win for your organization. Nobody wants to go into a conference in a bad situation because you’ve had a horrible experience up front,” said Poole. “Communicate with all stakeholders as soon as you know something.” That includes your third-party planner partners who act as an extension of your team and can bring a wealth of problem-solving to the table—even if at first it looks like there might not be a solution.