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Executive Director of Tourism Diversity Matters Greg DeShields discusses: The Importance of Belonging

The Collective Experience: 2023 Diversity, Equity, and Inclusion Conference, driven by the thought leadership of Tourism Diversity Matters (TDM), is dedicated to exchanging insights and concepts about best practices for Diversity, Equity, Inclusion, and Belonging (DEIB). TDM is the collaborative leader of Diversity, Equity, and Inclusion initiatives and concepts that address the gaps of ethnic disparities providing tactics to develop more effective Diversity & Inclusion strategies. The Collective Experience aims to provide a learning forum focused on strategies to influence corporate social responsibility and create fair treatment, access, and advancement for all, eliminating barriers.

Smart Leader Greg DeShields CHE, CDE, Executive Director, Tourism Diversity Matters

The conference, intentionally designed for CEOs, corporate leaders, Chief Diversity Officers, government officials, and university-level educators and administrators, will include programming that addresses relevant DEIB issues while providing solutions and tactics that leaders can implement. The interactive cross-cultural experience will produce critical dialogue and exchange knowledge of effective strategies.

The Academic Think Tank will serve as a platform for deans, directors, research faculty, and practitioners to examine ideas and recommend the latest strategies and best practices, access a diverse talent pipeline, and produce diverse and inclusive performance metrics for syllabus and staff development. By bringing together a diverse group of academics, the Think Tank aims to foster a culture of inclusivity and broaden perspectives to ensure that the ideas and strategies developed are effective, practical, and applicable to various situations and contexts.

These are a few pressing themes in demand:

STATE OF DEIB IN ACADEMIA—Initiatives at colleges are under attack. The Supreme Court decision ending affirmative action and race-conscious admissions policies has triggered a significant rollback of programs and initiatives targeted at minority students and restricting and eliminating education curricula.

DEIB SMALL ORGANIZATIONS—A critical component of a thriving business is strategy. Many small businesses still believe DEI initiatives are not relevant to them. The reality is that DEI initiatives aren’t just for large corporations – they are also crucial for small businesses.

DEIB POLITICS AND CULTURE—Entangled in political and cultural debates often called “culture wars.” There is a clash of ideology and values, and DEI efforts have become a focal point in these debates.

CEO ROUNDTABLE—Businesses must prioritize diversity in practice, not just a promise. While there has been significant progress, organizations must do more to ensure everyone can achieve their dreams and potential. National business leaders from the private and public sectors will discuss how DEIB must be more than goals to strive for – it’s smart business.

The State of DEIB Initiatives

While DEIB initiatives have gained traction and support in many sectors, they have faced criticism and opposition from various viewpoints. Yet, there are perceptions that DEIB efforts are overly focused on political correctness and censoring certain beliefs, which has led to resistance.

Even before this year, corporate DEIB efforts had come under harsh criticism, including that they’re expensive, performative, and even a source of division. Performative DEI actions for appearance or symbolic purposes rather than for genuine commitment to creating meaningful change is a losing prospect involving superficial actions done to fulfill an image or reputation rather than to drive substantive transformation or address systemic inequalities.

Executives withdraw as politicized attacks on DEIB rapidly make their way into workplaces. In performative participation, some companies merely jumped on the bandwagon to not appear racist. These leaders weren’t committed for the long haul and now seek an exit.

But to be clear, Diversity, Equity, Inclusion, and Belonging is a Business Strategy! These four concepts boost team dynamics, productivity, and innovation. With DEIB at the core of a mission, it will ensure that each team member has equal opportunities to do their best work and feels valued.

Read More: Lessons from Leaders

So, what is Belonging, and why has it risen to evolve the DEI strategy; organizations must address a broader construct of DEIB internally and externally. Fundamentally, this is feeling accepted, valued, and included within a particular group, community, organization, or environment. Why is belonging so important now? The sense of belonging matters because it affects how people deal with adversity. The importance has become significantly pronounced due to various social, cultural, and technological shifts, increased globalization, and greater diversity and multiculturalism in many societies.

DEIB In the Future

As we look ahead, DEIB will significantly shape culture. It will require a paradigm shift in our language, how businesses are run, and profound cultural change that can be highly challenging.

Despite these challenges, DEIB work is essential for creating more equitable and inclusive environments. It’s about ensuring everyone has a fair shot at success, regardless of background, and everyone’s voice is heard and valued. While the work may be challenging, the positive impact on individuals and communities is immeasurable. It requires dedication, perseverance, and a commitment to creating a better future for all.

Efforts will be hard work but also necessary for creating more just and inclusive societies and organizations. However, we can make it happen if we all put in the effort.

Read More: Smart Leaders: Women Rising Up

Jessie Malpica and Stephanie Lapsley

With 16 years of experience in the hospitality industry, including nearly a decade at Ritz-Carlton hotels, Malpica looks forward to serving as the director of operations of the first Ritz-Carlton property in the Pacific Northwest, The Ritz-Carlton Portland. In this role, he will develop departmental strategies and implement the Ritz-Carlton’s key luxury brand initiatives.

As director of sales and marketing at The Ritz-Carlton Portland, Lapsley will lead efforts to build, acquire and maintain talent across all the property’s divisions. She has 26 years of experience with Marriott and 6 with The Ritz-Carlton brand. At the Palace Hotel, a Luxury Collection Hotel in San Francisco, she successfully led a full re-positioning of the hotel through its 2015-2016 renovation.

Jeanette Spain

Spain is director of marketing and public relations to oversee all promotional facets of Whim Hospitality’s numerous branches, including large-scale event management across Camp Lucy’s upscale 41-room resort, restaurant and four wedding venues. She most recently consulted local Dripping Springs businesses and oversaw communications initiatives for the U.S. Air Force for 27 years.

Adriana Molina

Molina joins Meeting Priorities as vice president of strategic partnerships. She brings extensive experience and a background in key hotel sales roles, which she will draw on as she strengthens the team’s client outreach and market positioning. She most recently serves as vice president of association sales at Teneco Hospitality over the course of five years, and earlier led global sales of Starwood Hotels & Resorts for over two decades.

Eric Kincaid and Tara Welch

Already a two-year veteran of Choose Chicago’s sales team, Kincaid will now enjoy a promoted role as vice president of sales. He has shown finesse in recruiting numerous clients and notably secured the Democratic National Convention for August 2024. His experience in sales surpasses a decade at destination marketing organizations and hotels, and before Choose Chicago he serves as national account director for Destination DC.

As chief of staff for Choose Chicago, Welch will draw on over 20 years of experience in operations, project management and program leadership in both New York City and her home of Chicago. She most recently worked as director of program operations at Global Cities, Inc. She also spent 15 years as an educator with Chicago Public Schools. Her diverse background makes her a strategic, thoughtful leader Choose Chicago is lucky to have.

Kelly Strickland

Recently promoted to director of group sales and catering at The Kahala Hotel & Resort, Strickland will work closely with the group sales and catering teams to ensure guests enjoy standout experiences at this independent and luxurious beachfront property. She has worked in the O’ahu travel industry for over two decades and is a graduate of the University of Hawaii at Manoa School of Travel Industry Management.

Benjamin Donat

As spa director of the Eau Spa at Eau Palm Beach Resort & Spa, Donat will maintain the spa’s alluring service, treatments and experiences while also introducing an innovative set of new wellness programming. He has overseen numerous luxury spas across the U.S., most recently serving as the opening spa director at Fairmont Austin, Texas. He looks forward to bringing his open mind and commitment to lifelong learning to direct the Eau Spa and create unforgettable guest experiences.

Amanda Tutor and Brenda Berrones

After a two-year run at Visit San Antonio as special events manager in the Partners, Experience and Events department, Tutor has been promoted to national sales manager. In this role, she will handle the critical Texas in-house market. Earlier roles included her leading and operating private events at San Antonio’s Tobin Center for Performing Arts and serving as the lead sales and events operator at CE Group.

Berrones joins Visit San Antonio as National Sales Manager for the Mid-Atlantic market, under which she will cover Washington, D.C., Virginia, Maryland, Delaware and West Virginia. She has an extensive background in hospitality, having previously served as a senior sales executive at Renaissance Washington, D.C. Downtown Hotel where she handled their Northeast corporate and association accounts.

George Terpilowski

InterContinental Buckhead Atlanta appoints Terpilowski as general manager. He brings over three decades of experience in the hospitality industry, which will inform his leadership of all aspects of the 422-room property, from financial performance to brand reinforcement, as he works to maximize revenue, zone in on strategic goals and ensure an unforgettable guest experience.

Samuel R. Thomas, Jr.

Oak View Group, the new manager of McCormick Place, names Thomas, Jr. as senior vice president and general manager of the McCormick Place property. This role will also include his oversight of all operations and services of the McCormick Place Convention Center. He has over three years of experience in the industry and has led venue management and F&B operations for numerous convention centers.

Andrew Hartley

As the new cluster director of sales and markets at Raffles Cambodia, Hartley will oversee two Southeast Asia luxury hotels, Raffles Hotel Le Royal and Raffles Grand Hotel d’Angkor. He has over 20 years of experience in luxury hotels around the world, including his most recent role as assistant vice president of strategic sales and marketing for Banyan Tree Hotels & Resorts Asia-Pacific base in Singapore.

Nominate Your Favorite Supplier for Smart Meetings’ Catalyst Awards

Did your contact at the destination where you brought your last event go above and beyond to help you solve problems and find space? Did your client services manager at the hotel make the setup smooth and pleasant? Did your AV partner bring the wow?

Nominate that person for a Smart Meetings 2023 Catalyst Award. The deadline is September 1, 2023 and the finalists will be featured in the November Smart Meetings Magazine (You can see last year’s winners here).

Click below to nominate your favorite Supplier today!

Nominate Now!

Learning tracks cover challenges that keep meeting professionals up at night

When what is expected to be the largest crowd ever for an events industry trade show arrives at Mandalay Bay Convention Center in Las Vegas in October for IMEX America 2023, the focus will squarely be on connecting people in new, effective ways. Smart Meetings sat down with Tahira Endean, head of programme for IMEX Group, to discuss how the talking point of Human Nature will be woven through the experience during the three days of the conference and during Smart Monday immediately preceding the trade show and hosted buyer experience.

On Track

Tahira Endean looking at camera over shoulder — Tahira Endean

The umbrella tracks for educational content are the same as the categories featured at IMEX Frankfurt in May.

– Technology and innovation
– Trends and research
– People and planet
– Business practices
– Experience design
– Event marketing

“That’s on purpose,” Endean said. “We have the same needs in the industry that keep us up at night.”

Two attendees talking on show floor at IMEX America Whether attendees want to be better at business, learn more about experience design or how to plan events that are kinder to our planet, they will find the personal and professional development they need.

Many will be formatted in quick 30-minute bites with some “supersessions” taking a deep dive and lasting as long as 75 minutes and an Association Power Hour on Wednesday morning to help those planning content for membership groups access all the content so they can be successful back home—information around trust, retention, growing revenues, all of those things.

Speakers include Dr. Eric Solomon talking about how to design events based on how the “human operating system” processes information and connections. Christopher Kai, founder and CEO of The Mathem Group, expanding a look into story-based leadership and influencing groups based on the laws of neuroscience. And Brian Parsely is returning to share new ways to energize cultures with behavioral science and improve communication. Thirty Minute Mentors host Adam Mendler will bring his insights on leadership for students and advanced meeting professionals based on his interviews with more than 500 CEOs.

“We want experienced meeting professionals of all types to come away with three to five takeaways—that’s a success,” Endean said.

Humanity Meets Technology

IMEX America show floor Endean explained that while technology keeps changing, often what is new now was new before. “I planned an event with (computer scientist) Ray Kurzweil to talk about what is now AI in 2016,” she recalled. “We’re not exponentially changing the world. We’re just finding a better way to use it.” Information about AI will be woven throughout Smart Monday, the Inspiration Hub and other sessions. Attendees will learn the use cases and what it means for real people. “Don’t be scared of AI,” she advised. “It is not actually going to fundamentally take our jobs, but boy, it can sure save us some time doing onerous tasks. That will give humans more time to be creative.”

Endean compared employing a machine-learning tool for mundane tasks to running a washing machine. “Time is our most precious resource; why would we wash our clothes against rocks if there was a more efficient way? AI is the next washing machine of our industry.”

A More Focused Inspiration Hub

The Inspiration Hub, the area on the expo floor where expertise is being shared in intimate groups with headsets, will actually be smaller this year and sponsored by Webex. The big theaters will be in semi-circles so attendees can see more people and have more “happy collisions” between sessions. Wordly.ai translation technology will stream presentations to people’s phones in their preferred language. If somebody has a second language or is a little bit hard of hearing, they can also follow along with the text. “It’s about making it so that it’s easy to learn in a way that’s comfortable for you,” Endean explained.

Instead of a Wellness Lounge, healthy elements will be distributed throughout the show. “We arrive as whole people and we can’t just say here’s the one spot where you can go to feel better,” Endean said. Instead, the Wellbeing Wheel will integrate wellness education, morning meditation and end-of-day reflections about everything from nutrition to sleep into the content conversations.

Also in the Inspiration Hub will be event production company Encore, which is presenting a new immersive theater experience this year with an ideation station. “Break Free: Continuing the Journey” will breathe life into the conversation about designing for belonging and inclusion by leveraging a human-centric design approach to challenge meeting professionals to experience their own events through fresh eyes.

“It’s going to feel a little bit easier to navigate that space and to find the sessions that you want,” Endean promised.

No Strings Attached Conversations

Nashville booth at IMEX America New this year is Event Profs Unplugged, a 90-minute talk show format that will be staged every day from 11:00 a.m. to 12:30 p.m. in the Inspiration Hub. Two hosts will chat with distinguished industry guests about what is really happening right now at events. Audiences can come and go and stay as long as they want. That will be interspersed with some deeper dives, fireside chats that happen at the intersections of those shows. “We don’t know what’s going to happen and that’s what I love about it,” Endean said.

EIC People & Planet Theater will host short-form content around sustainability and EDI case studies. “The goal is that people are going to walk away from those with an idea they can use,” Endean said.

More Wellness Opportunities

Daybreaker opening rituals will get the heart pumping. Google is working with Storycraft Lab to bring the Experience Institute (Xi) to an area just outside of the show floor that will offer a liminal transition space where attendees can go for a quiet break. They will also be part of a 75-minute supersession with Marriott International to talk about researched “Truths” for enhancing belonging at events.

For those who want to take a more active approach, IMEX Run will get everyone out of the convention center bright and early on Las Vegas Boulevard. And Maritz Global Events Sustainability Challenge presented by Caesars Entertainment and powered by Heka Health will integrate sustainability, competition and healthy steps in a handy app. “Whether you want active exercise, massages, hydration or tips for meeting well, we’re incorporating wellbeing throughout all of it, including the hosted buyer lounge,” Endean said.

Power of Partnerships

“Partnerships are part of the magic of IMEX,” Endean said. “We are committed to moving the industry forward one person at a time by allowing them to experience something that they can take back to their own events.”

Look for some returning friends such as Jacques Martiquet (The Party Scientist), who studies well-being and belonging experiences to build authentic human connections. He will be helping attendees—particularly first-time attendees—have the most positive experience possible.

“We talk about belonging and connection and that’s what that’s what our industry is all about, but sometimes we fall down on making that happen. That is why if you go to the Inspiration Hub, you might find yourself in a five-minute connection exercise, you never know.”

Partners such as incentive association SITE Global, IACC’s Meeting Room of the Future Trends Report and American Express Global Business Travel will be releasing their annual insights to help update attendees on the latest trends.

Once again, Smart Monday will be a partnership with Meeting Professionals International (MPI). AVoice4All inclusivity content will be integrated in the programming to start a larger discussion for association and other planners that includes neurodiversity, conscious and unconscious bias.

Howard Givner from PCMA’s Event Leadership Institute will share tools for designing, planning and executing event programs.

Liz Hunt, vice president of operations with Southwest Institute for Emotional Intelligence will bring practical tips for understanding the nuances of working and planning for people.

Mayaan Ziv, CEO of AccessNow, will be recruiting attendees to help update Google Maps to make the world more accessible and aware.

“You could spend a whole day focused on belonging, inclusion, accessibility and different aspects of it,” Endean said.

Endean sees IMEX as a place where fresh approaches can be tested, measured, improved and disseminated. “We all learn differently and have different needs and we’re consuming content in different ways, so we are finding new ways to respond to that,” she said.

Big Screen Action and Page Turners

A daily film festival will connect emerging voices with attendees to share powerful messages from the likes of award-winning speaker Denise Soler Cox who shares a message of belonging through her Project Enye, and Rob Holmes and his work around telling the story of sustainable travel.

“These are all relatable topics to what we do every day in a medium we all know and love, but may need to learn how to use more effectively,” Endean said.

Since so many speakers are also authors, a space will be dedicated to having them interact with people about their work. Phil Mershon, the author of “Unforgettable: The Art and Science of Creating Memorable Experiences,” and Kristin Arnold, the author of Powerful Panels: A Step-By-Step Guide to Moderating Lively and Informative Panel Discussions at Meetings, Conferences and Conventions.”

Advice from Meet Hawai’i on supporting the islands in wake of Lahaina fires

Meeting professionals watching images of devastation from the city of Lahaina on the island of Maui may be asking if it is safe or even prudent to bring groups to the Hawaiian Islands now. Smart Meetings reached out to John Reyes, senior vice president and chief sales officer of Meet Hawai’i, to ask how meeting planners can best support their counterparts in Hawai’i right now.

How can meeting planners best support the islands in the wake of the Lahaina fires?

To maintain vital business activity and keep residents employed, we encourage meeting planners to maintain any business commitments in Maui and Hawai‘i, or even explore adding meetings or events on other islands (Kauaʻi, Oʻahu and Island of Hawaiʻi).

Meeting planners and event industry professionals interested in making donations to help communities and families recover on Maui can contribute through the Hawaiʻi Community Foundation’s Maui Strong Fund.

Also, we are urging meeting attendees throughout Hawai‘i to be especially mindful and respectful as our community endures this extremely difficult time.

As 70% of Maui’s economy is tourism-based, having a meeting event in unaffected areas of Maui provides needed jobs and incomes to the residents of Maui now and in the future.

What advice do you have for planners with programs on Maui and the other islands?

While non-essential travel to West Maui (including Lahaina, Nāpili, Kāʻanapali, and Kapalua) is strongly discouraged per Governor Green’s sixth emergency proclamation through Oct. 17, 2023, group business to all other parts of Maui (including Kahului, Wailuku, Kīhei, Wailea, Mākena, Pāʻia and Hāna) and other Hawaiian Islands are welcomed to keep residents employed and our economy alive. Hotels in unaffected areas will continue to operate and welcome guests.

What does the future of sourcing look like?

The Hawaiian Islands are open for business. The Meet Hawai‘i team is committed to informing and educating the meetings industry that group travel is welcomed on other parts of Maui and our other Hawaiian Islands of Kaua‘i, O‘ahu, Lāna‘i, Moloka‘i, and Hawai‘i Island. Tourism is vital to Hawai‘i because it supports the local economy. To help speed the recovery, the Meet Hawai‘i team is committed to encouraging group travel and further establishing awareness that Hawai‘i is open and safe outside Lahaina.

Do you foresee there being CSR opportunities?

The Meet Hawai‘i team is working diligently and closely with community organizations and our industry partners to identify CSR opportunities that will augment and support the Mālama Hawai‘i program. The Hawaiʻi Tourism Authority, in partnership with a statewide alliance of private industry partners, launched the Mālama Hawai‘i campaign during the pandemic, a corporate social responsibility (CSR) program that encourages mindful and regenerative tourism by providing special offers to travelers who participate in a voluntourism activity. The Hawaiian value of mālama means to care for—our people, place and ourselves.

Any further comments?

There was no damage to the main port on Maui, so supplies and equipment continue to enter the island as normal, allowing culinary teams to deliver incredible events, experiences, meals and banquet functions.

Our Meet Hawai‘i team is deeply saddened by the devastation of Lahaina in West Maui and the insurmountable loss of loved ones, homes and belongings, cultural and historical sites, and businesses. We are grateful for the outpouring of support for Lahaina among the meetings industry globally and appreciate everyone for reaching out, from sharing memories and offering their assistance, to asking questions about travel to Maui and the rest of the state.

How you can contribute to industry relief funds

A series of wildfires caused by the heavy winds due to Hurricane Dora have impacted Maui and the Big Island of Hawaii resulting in mounting deaths in the region.

Through the State of Hawai’i Department of Business, Economic Development & Tourism, The American Hotel & Lodging Association, and the Hawai’i Hotel Alliance are in the process of finding rooms for Maui residents and guests who have had to evacuate due to the wildfires.

“We’re trying to keep the lines of communication open to Lahaina and other parts of West Maui and the greater island,” said Jerry Gibson, President of the Hawai‘i Hotel Alliance.

Resources

If you would like to help donate to support those impacted by the wildfires, consider donating to the organizations below:

Hawai’i Community Foundation – Maui Strong (accepting Donations)

Red Cross (Accepting Donations)

Salvation Army Hawaii (Accepting Donations)

Maui Humane Society (Foster Displaced Pets, Drop Off Pet Food, and Donate)

Maui Mutual Aid (Accepting Donations)

SEARCH Foundation (Accepting Donations and grand requests)

World Central Kitchen (supporting residents with food donations)

CNN (Accepting Donations)

Marriott Disaster Relief Fund and TakeCare Relief Fund (Accepting donations and providing resources and support directly to associates who have been impacted.)

MPI Pledges Support to Maui Events Community

Meeting Professionals International is donating $5,000 to the Maui Strong Fund created by the Hawai’i Community Foundation. MPI will work with Hawai’i Visitors Bureau and Meet Hawai’i to direct the donated funds to the tourism and hospitality community.

Additionally, the MPI Foundation will donate funds to extend the memberships of the 37 MPI members currently residing on the state of Hawai’i for an additional six months.

Bookmark this page as we update over the coming days.

Investor meetings can be the single most important event companies produce throughout the year, and expectations start at perfection.

Michele Dobnikar, president of GlobalMeet, smiling in black shirt with blue background looking at camera These meetings offer a chance to showcase the vitality of the business, gain valuable feedback, and secure funding for continued longevity. However, even the best business plans can fall flat if the production value isn’t there.

Here are some of the top tips for hosting the best Fortune 500 investor meetings.

Preparation Before the Event

Get marketing involved in investor meetings. Sometimes these meetings are run purely by the IR team or an events team, and they’re missing a great opportunity if not involving their own marketing experts. Integrating an effective marketing strategy can lead to more engaging graphics, a better cultivated online experience, more consistent and better wording for copy, and stronger cohesion to the company’s brand.
In the weeks leading up to the event, have at least one technical rehearsal to review the order of events, workflow and technical needs. This should be separate from training for speakers.
Use intro music or countdown timers to keep a virtual audience entertained and informed until the start of the event. This can lead to better engagement and set the tone for an effective meeting.

Read More: Smart Speakers Award Winners

Getting the Most Out of Your Speaker

Showcasing the speaker through a video feed creates a better, more personalized experience. Many hybrid or fully virtual investor meetings rely too heavily on financial slides and narration for their broadcast. Interspersing live video of the speaker talking to the audience increases engagement through visual interest and creates a higher level of trust for the viewers, regardless of whether the news delivered is good or bad. Having a video feed allows companies to create an interpersonal, trustworthy connection with the investor community.
Speaker timing is everything. Don’t put the best speakers first thing in the morning or right after lunch. The most common times for A/V challenges are during these two-time slots. Production teams just starting the event or returning from lunch could sometimes forget to unmute microphones or turn off the on-hold music. Aim for placing primary speakers at a 10 a.m. and 2 p.m. timeslot

Read More: The Best of 2022 Event Technology

Maintaining Security

Security is by far one of the top challenges for many online private investor meetings. Creating an accessible event online that only lets in the correct viewers, while simultaneously making it easy for the correct viewers to enter without any issue can be a difficult process. In the past, we’ve seen instances of event runners removing all security measures right before the start of a live event just to ensure invited guests can access it smoothly.
A few major companies utilize a referral-checking feature wherein the company put a unique link in a secure place on their website and if the link is clicked from any place other than their own website, access is denied. This has worked incredibly well for ensuring the correct access to the live meeting and the replay.
Designate someone to field questions from the virtual audience so they can give the best, most informative questions to the speakers. This is especially important for hybrid meetings to help the in-room speakers have a clean and steady stream of interaction in addition to those joining online.

Read More: Signs of a Cybersecurity Meltdown

Optimizing UI for Hybrid and In-Person Meetings

It’s important to remain inclusive. Use automated captions and on-screen interpreters to ensure content can be delivered to everyone in the audience.
Some companies who hold hybrid investor meetings put a QR code to the virtual meeting on entry signage at the in-person meeting room. Many virtual event platforms have a “Meeting Room” feature for in-person attendees which allows them to see content (sometimes easier to see on their phones than on the big screen in the room) and serve up interactive elements such as polls, surveys and the ability to submit a question. Having access to this allows attendees in the room to type in questions on their mobile devices. The questions were fielded by an on-site moderator during the Q&A session (both virtual and in-room questions).
Provide an exit survey to ask your virtual audience how well the content reached them and gather any feedback you’d like about the content itself.

Michele Dobnikar is president of GlobalMeet. She brings over 30 years’ experience within the digital event industry. As president of GlobalMeet, Michele helps companies create memorable online experiences for their customers and staff. Her expansive knowledge and industry insights have helped to spearhead the industry’s most reliable and secure virtual events platform on the market.

A meeting professional veteran share tricks for managing inflation, expectations and savings

Money moves mountains. Money also is essential to getting an event off the ground and is the bones of an event planner’s budget. Smart Meetings spoke with Heather Pilcher, CEO and executive producer of Blue Spark Event Design, to get the nitty gritty on the current state of event budgets and what meeting planners should be aware of as they ramp up to their post-Covid events.

Up, Up and Away

If you’ve been in the business the last three years you may have noticed prices have substantially risen since 2021. Most importantly, the coffee and cookies you depend on for in-between session sugar rushes have also fallen victim to inflation. Coffee now sits at as much as $130 a gallon in some places.

Listen to the Conversation: Event budget Magic, How to Hit KPIs in Any Economy

Pilcher pointed to staff labor and equipment as another area that has increased in price point, “There’s a lot of people that make that magic happen, and that can really affect your overall budget.”

Scarcity in the Gig Economy

The pandemic forced many individuals to change careers, and this impacted staffing availability as companies downsized to adjust. Currently, price and availability seem to be the leading factors of concern.

“I think it’s just scarcity of people who actually want to do the gig work, but they’re not willing to come out anymore for $20 an hour or $25 an hour.”

Read More: Budgets, Models and Forecasts

Room Rentals and F&B

Pilcher pointed to room rentals and F&B as other sources of price increases. She noted she has gotten more pushback from hotels on the request to waive room rental fees in the last year.

“Room rentals used to be something that you would have to pay if you had a really low food and beverage minimum or if you were coming in within like 60 or 30 days at a hotel,” Pilcher reflected, “Now, you’re coming in and saying, ‘I’m bringing a thousand people to your hotel. I want these this many ballrooms and this’, and you’re still seeing the room rental.”

The rising price of F&B may also have a significant impact on your budget.

“The prices are so high for the individual menu items that the value of what you’re getting doesn’t equate a lot of times,” Pilcher stated, “I’m getting so much less food. Even though I’m meeting the food and beverage minimum, because the prices of meals are so high, so that is really a struggle.”

Ultimately, the dynamic between hotels and event planners has shifted since the pandemic.

“Hotels have really tightened up. They used to say yes to a lot more things because the money was flowing. I hear a lot more: no or let me check on that or let me see if that’s something that we are willing to do.”

Internal Expectations

The changing negotiating landscape makes it important for meeting planners is to communicate with leadership so everyone has realistic expectations of what to expect while building a budget.

A few points to consider:

Goals and KPIs

“You need to know the goals of your conference. We have clients who need vastly different things. And if you don’t listen to what those goals are, you’re not going to be able to make budgetary decisions correctly.”

Start Early

“There are so many things that are going to affect your ability to create a realistic budget, depending on how early you’re able to start.”

Start Honestly

“Do not start with the budget and say, oh, we’ll just do that internally. We’ll stuff a thousand envelopes with our two person staff the night before. It’ll be fine. I guarantee you, someone’s going to hate somebody else in the morning, even if you are able to accomplish that.”

Historical Data

“Hopefully, you’ve done this from the year before so you can take a look.”

Estimate and Communicate

“Don’t be the person who makes the choice to do bright purple lanyards because it’s your favorite color. If it costs more for purple instead of white, make sure someone else agrees with you and that it’s a group decision.”

Finding Savings

Despite all of the challenges of negotiating prices in 2023, there are still creative ways to maintain value and reduce the bottom line. One example is providing festive alcoholic beverages. Consider speaking with the hotel and creating pre-made cocktails. This is less labor and less cost but still offers a fun option for attendees.

Building off existing relationships can be helpful in negotiating costs. “Relationships matter. It’s much better to be able to pick up the phone and talk to somebody,” Pilcher said.

Also, negotiate gracefully. It doesn’t hurt to ask for discounts but be respectful if the answer is no. “If they’re unable to fulfill our requests, we need to respect that. A lot of the times, they’re giving us the best prices anyway because we work with them so often.”

Warmer weather has triggered a wave of desire throughout North America for light, bright seasonal cocktails. Many restaurants and bars are offering particularly creative mixes that are delighting meeting groups and other patrons.

Here are some of the best of the best cocktails—and where to find them. Some of the establishments are instantly recognizable, while others have just opened their doors, but are making a big splash.

Way Out West

Bar Clacson, a neighborhood-friendly bar in Los Angeles, features Clacson Spritz, an aperitif-inspired, low-proof concoction consisting of lemon juice, white wine simple syrup, Aperol, vodka and soda water. The bar, a new venture from the ambitious 213 Hospitality team, is situated on Broadway in a stretch of downtown that’s becoming more active all the time.

Clifton’s Pacific Seas bar on South Broadway in Los Angeles is a uniquely Californian take on the romance of South Seas cultures. Consistent with the theme, it offers Pearl Diver, with a base of Guyanese and Puerto Rican rums. The cocktail has a silky, icy texture, brightened by passion fruit. Special events can be arranged at Clifton’s.

Pagan Idol, a tiki bar in downtown San Francisco, highlights the cocktail Don’s House at Sunset, named after Donn Beach, founding founder of tiki bars. The drink’s base of Doctor Bird Jamaican rum is punched up by a touch of Rum Fire Jamaican rum. It is tempered by lime, lemon, fassionola gold syrup and a float of cream sherry. Private events can be accommodated.

The Botanist Cocktails — Photo Credit: Virginia Miller

Consisting of a base of Campari and Maurin Quina, Infernal Collins—offered at the new L’Oursin French restaurant in Seattle’s Central District neighborhood—reflects co-owner Zac Overman’s approach to the aperitif cocktail. It also contains ginger syrup, lime juice, soda water and a candied ginger garnish. L’Oursin is available for large parties and restaurant buyouts. The dining room seats 40–50, with another 12 seats at the bar, and up to 70 guests can be accommodated for standing cocktail parties.

Garden of Qarth, featured in Fairmont Pacific Rim’s new Botanist restaurant, is served in a long, tall glass and consists of mezcal and a verde cordial, lime, fennel and Pernod absinthe, topped with sparkling water. Private events can be arranged at Botanist, located in downtown Vancouver, British Columbia.

Midwest Hot Spots

A Toast for Jost at Julep Cocktail Club in Kansas City, Missouri’s historic Westport neighborhood features El Dorado 5-Year Rum, chai-spiced coconut cream, pineapple, orange, Angostura aromatic bitters and nutmeg. Parties and other events can be arranged at the club.

At Sanctuaria Wild Tapas in St. Louis’ Grove neighborhood, the Missing Link cocktail contains Plantation 3 Star Rum, triple sec, Cognac, lime, simple syrup and celery bitters, topped with bitter lemon. The main dining room and outdoor spaces can be rented by groups.

Sprinkled Around the East

The new Makeready Libations & Liberation at Noelle hotel in downtown Nashville offers Show Pony, a tiki-like mixture of bonded bourbon, fresh coconut and pineapple, Green Chartreuse liqueur and an Angostura bitters float.

Saffron Nola, a modern Indian restaurant in New Orleans, highlights Anti-Inflammatory, combining cognac with turmeric-infused coconut milk and honey syrup served over crushed ice, and garnished with drops of chili oil and a cilantro sprig. The restaurant can accommodate 10–50 at private events.

Desert Blossom, featured at The Dawson restaurant in Chicago’s Fulton River district, consists of pisco brandy, infused with Moroccan spices, and given layers of depth from touches of Madeira, Dimmi Liquore di Milano, apricot, lemon moscato wine and chamomile. A bevy of flavors emerge, including vanilla, orange peel, nutmeg, mild licorice and cocoa nib. The Dawson features several private and semiprivate spaces for parties of 12–400.

Diamond Reef in Brooklyn, New York, showcases Scorpion Kick, a kind of modern interpretation of the daiquiri that captures the pseudo-tropical ambiance of the new establishment. The ingredients are white rum, lime juice, creme de cacao, cane syrup and mint leaves. The entire bar can be rented for a private event with up to 150 people.

When touching down in a foreign country, the first thing many travelers do is connect to the airport’s Wi-Fi to get caught up on news, posts and messages they missed in the air. However, NordVPN, a virtual private network provider, urges travelers to think twice about cybersecurity.

A survey conducted by the company found that one in four tourists have been hacked on the way to their vacation. According to Daniel Markuson, digital privacy expert at NordVPN, travelers using public networks at airports, bus stations and railways are easy targets for hackers. “It is typical to scroll through your phone while waiting for a flight or train,” he says. “However, when on vacation, people tend to forget about their online security.”

To keep personal and corporate data safe, try these cybersecurity tips when traveling abroad.

1. Disable Automatic Network Connections

While many devices already have this setting disabled, it’s good practice to make sure your phone won’t join a Wi-Fi network without you knowing. Your device may also join a malicious “evil twin” network, hotspots set up by hackers made to look like legitimate public networks, when in reality they can steal personal data, credentials and browsing history just from a connection.

To check your automatic connection settings in the iPhone settings menu, click on “Wi-Fi” and scroll to the bottom. In Android phones, go to the “Network & Internet” tab, tap on “Wi-Fi” then “Wi-Fi Preferences” and turn off the “Connect to Open Networks” option. Macbooks and laptops running Windows 10 do not have this option.

2. Don’t Enter Credentials on Public Networks

When waiting around in an airport, the temptation is strong to book last-minute activities, additional hotel stays or different flights, but the security around public networks isn’t strong enough to protect any sensitive information you enter. Compromised networks allow hackers to see any credit card data or personal info you fill out through “man-in-the-middle attacks.” With this type of attack, hackers will intercept data the victim sends through the network. To mitigate this risk, book online plans at home or with a more secure hotel Wi-Fi network.

3. Use a Prepaid Card

Speaking of cards, consider purchasing a prepaid card for your trip abroad. These are totally separate from your bank accounts, keeping them safe in the event of theft. Pickpocketing is common in Europe, with the most frequent sites being Barcelona, Rome, Prague, Madrid and Paris. It is especially frequent in tourist destinations and transit locations. If keeping your wallet in your front pants pocket doesn’t stop a thief, a prepaid card will limit how much money you could potentially lose at once.

4. Mix Up Your Passwords

Password security is a well-known way to keep your data safe. Unfortunately, no matter how complicated your password is, your accounts can be easily compromised if you use the same password across multiple platforms. Hackers conducting man-in-the-middle attacks try the login credentials they steal in many websites to test for access.

Resetting passwords before leaving the country and using multiple passwords can protect your other accounts if one is hacked. If you struggle to remember which login goes where, there are plenty of encrypted password managers (some for both personal and business use) that do the remembering for you.

Read More: Meeting Safety Trends in 2022

5. Buy a Local SIM Card

Depending on how long you’ll be abroad, it may be in your best interest to buy a local SIM card for your phone. Cellular data is encrypted and more reliable than public Wi-Fi networks, eliminating the risk altogether. Many providers have low-cost monthly tourist plans that give you plenty of calls, texts and data. If your phone allows you to change SIM cards, a trip to an airport or train station phone store is all you need. Certain cellular contracts keep your phone locked to your home country’s SIM, but there are plenty of mobile hotspot devices you can find that will give you a secure network anywhere you go.

Buying a local SIM card is different wherever you travel. Check out this comprehensive guide on where to find mobile data in the most popular countries for tourism.

6. Download a VPN App

Many people are familiar with the benefits of using a virtual private network, or VPN, on a computer. Access to worldwide streaming libraries and privacy are just a few features of most VPNs, but did you know that you can have this security on your phone? Using a VPN is the most reliable way to protect your device from man-in-the-middle attacks, evil twin networks and similar common hacking strategies. If you have to use a public Wi-Fi network, a VPN app can keep your data safe from those preying on tourists. According to a study by NordVPN, more than 78% of people don’t use a VPN while traveling.

Some of the most popular and affordable VPN apps for travel are NordVPN, Surfshark, PureVPN, Atlas VPN and IPVanish.