IMEX America Moves Toward a Sustainable Events Future

IMEX America 2022 was the greenest one yet. A detailed report prepared by MeetGreen explained how the largest industry event made progress toward its Net Zero Carbon Events goal while pointing to even more improvements IMEX and other event organizers can make in the future.

Counting the Sustainable Event Measures

chart showing average 86% landfill diversion rate at IMEX America conferences since 2012 IMEX America 2022, which took place Oct. 10-13 at Mandalay Bay Convention Center in Las Vegas drew 12,068 attendees from 180 countries. Working with the United Kingdom-based sustainability consultant isla, a total of 92% of event waste was recovered by diverting it into recycling, composting or donation channels, meeting the threshold for a zero-waste event.

Usage of aluminum water bottles and refill stations eliminated 19,499 single-use plastic bottles. All compostable serviceware was hand-separated and routed to Terra Firma Organics to be composted into topsoil. A pilot program with pc/nametag’s badge holder take-back program recycled some 1,350 badge holders. The goal was to divert more than 90% of event waste from landfills and at the end of the three days, 92% had been successfully recovered.

By moving the event to Mandalay Bay Convention Center, IMEX was able to tap into MGM’s renewable solar energy initiative, which produced 191,258 kWh of renewable energy to keep the lights on at the trade show floor. Nearly all water used inside Mandalay Bay Convention Center for restrooms and food preparation is treated and returned to Lake Mead through Southern Nevada Water Authority programs. Republic Services Apex Landfill, which serves event activities for Mandalay Bay Convention Center, captures and treats its methane gas to renewably power nearly 11,000 homes in Nevada each year. Significantly, 81% of event carpet was returned directly to inventory for reuse and the food court was uncarpeted, saving an estimated 4,184 pounds of CO2, earning MeetGreen Calculator’s Visionary designation.

IMEX is not new to the quest for more sustainable events. Since 2012, the conference has been tracking diversion, recycling and reuse and has averaged an 86% diversion rate. A total of 14,557 pounds of food has been donated in that time. And 946 books have been donated since 2017.

IMEX CEO Carina Bauer

IMEX CEO Carina Bauer credited the people working behind the scenes, sorting and diverting waste from landfills and suppliers collaborating with the IMEX team to make positive progress. “Thank you to every attendee and exhibitor who supported our People and Planet pledge, refilled their water bottle or simply opted for a waterwise meal,” she said in the introduction to the report when it was released.

“I hope sharing what we’ve learned helps you to put some of these ideas into practice at your own events,” Bauer said.

Green Event Educational Goals

Bauer outlined her goals to educate attendees, exhibitors and hosted buyers on sustainable best practices, measure and decrease IMEX’s environmental footprint and to give back to destination communities. During last year’s event, 97 education tracks were offered under the Respect for People and Planet umbrella topic, 155 attendees pledged to champion social equity and environmental responsibility by taking the People & Planet Pledge and 112 booths committed to exhibiting more sustainably.

Read More: IMEX Came Back Big Time

The education was also woven into the Maritz Global Events Sustainability Challenge presented by Caesars Entertainment and powered by Heka Health. Attendees participated in a sustainability-focused scavenger hunt on the show floor while tracking their steps. As a group, participants walked more than 4.2 million steps in two days—the equivalent of reducing fossil fuel emissions from a standard car driving from Reno to Las Vegas.

Sustainable Food and Beverage Trends

Sustainable food vendors at IMEX 2022 Feeding 12,000 people on the trade show floor was another opportunity to demonstrate sustainable F&B best practices. For the second year, IMEX America offered vegetarian/vegan options and a waterwise and low-carbon meal option. Vegetable-based meals are orders of magnitude less taxing on natural resources than animal-based meals. “Did you know if every attendee selected just one low-carbon main course during the show, we’d save the emissions equivalent to driving a standard fossil fuel automobile the distance from the IMEX office in Brighton, UK, to Las Vegas 18 times,” the report queried.

Read More: Sustainability Efforts Lauded

New in 2022, World Wildlife Fund’s Hotel Kitchen program sponsored a Misfit Juice Bar in the exhibit hall that raised awareness of food waste by making juices from imperfect produce. In addition to reducing waste, 249 pounds of excess food was donated to Three-Square Food Bank, a quantity that translated to about 208 meals for community members in need. More than 40,000 pounds of food—largely kitchen scraps and meal prep waste—that couldn’t be donated to humans were routed to Las Vegas Livestock to feed pigs rather than going to landfills.

Giving Back to the Local Community

IMEX Sustainability Report 2022 cover blue with pink, orange and green shapes Because the environment and social issues are intertwined, the report also shared results from corporate social responsibility initiatives at IMEX America 2022. Some 600 Clean the World hygiene kits were assembled by attendees from upcycled room amenities, bringing the total of donated kits since 2012 to 6,358.

More than $1,000 in financial resources were donated to The Shade Tree, providing safe shelter to homeless and abused women and children in crisis. Another $1,000 went to Noah’s Animal House, dedicated to removing the No Pets Allowed barriers at women’s shelters and $1,000 went to Opportunity Village to benefit employment training centers in Southern Nevada.

Continuous Waste Management Improvement

education kiosk at IMEX 2022 “Waste management is a process of continuous improvement and refinement,” the report concluded. “Through year-round conversations with our supplier team, IMEX works to find more environmentally preferable substrates as well as innovative sustainable design strategies.” In areas where the event producer has less direct control—exhibitor booth construction, the show floor and outside F&B, suppliers are encouraged to enroll in the IMEX America Sustainable Exhibiting Guide and People & Planet Pledge.

The highest priority outlined for 2023 is revisiting alternatives to single-use creamers and condiments in cash concession settings along with deploying 100% paper compostable coffee cup lids.

Additional improvements could include a consolidated donation pickup point near the vehicle entrance to the expo hall to make it easier for charities to recover materials the day of load out.

Long-range plans include offsetting air travel impacts and increasing renewable energy at Mandalay Bay Convention Center to 100%.

Kariuki Epps

Epps rejoins Visit Cincy as senior sales manager. He brings experience in religious, fraternal and ethnic meetings segments to drive new conventions and meetings to Cincinnati and establish it as a top national meetings destination. He previously worked for Visit Cincy as national manager of diversity sales, during which time he booked numerous large conferences and conventions.

Julio Flores

Flores joins the recently renovated Doubletree by Hilton Hotel Carson as general manager. He comes most recently from his role as general manager at the Residence Inn Anaheim Garden. He began his 20-year career in hospitality as a front desk agent at the Doubletree Irvine Spectrum, and now brings his extensive experience to manage the 225-room property.

Russell Stewart

The Westin Atlanta Gwinnett welcomes Stewart as director of sales and marketing. He brings decades of experience in the industry, an extremely successful track record and a wide network. He will lead the sales team and develop and implement strategies to grow the hotel’s customer base, with attention to premier group customers, high-end corporate business and luxury travelers.

Greg Redman

Redman joins leading Hawaii-based destination and event management company MC&A as director of sales. His extensive background in experiential marketing and hospitality management equips him to manage the Hawaii sales team and maintain their current clients, while also developing strategic sales objectives and strengthening MC&A’s presence as a destination management company.

Mariya Baker, CMP

As director of sales in the convention department at Louisville Tourism, Baker will oversee a team of sales directors and managers, will work to grow trade, business and commercial markets and will maintain TBC legacy accounts. She most recently worked as the director of meeting and convention sales at Explore Branson, where she led their sales team in driving revenue to the Branson area through meetings and events.

Rainell Mano and Susan Barnes

Headshots of Rainell Mano (left) and Susan Barnes (right) — Rainell Mano (left) and Susan Barnes (right)

Mano is director of sales and events at Turtle Bay Resort. Over her 20 years of experience in sales, marketing and business event management, she has developed expertise in diverse branding cultures, DMCs and non-traditional marketing opportunities. She served as Vice President for MPI’s Aloha Chapter in 2019 and is passionate about creating extraordinary guest experiences.

Barnes comes to Turtle Bay Resort as director of incentive sales with nearly 30 years of experience in sales and operations. She began her career at Starwood Hotels & Resorts and eventually assumed the role of director of sales. In her new role, she will solicit and manage group business in the Midwest and Atlantic incentive markets.

Gary Farstad

Curaçao Marriott Beach Resort brings in Farstad as general manager. With 15 years in hospitality experience, Farstad is an excellent candidate to continue the property’s successful operation and provide outstanding guest experiences. Hotels led by Farstad have received numerous recognitions, including the TPS Marriott Sudbury’s award as the 2019 Revenue Performance Team of the Year.

Lydia Pierce and Renee DiLiddo

Headshots of Lydia Pierce (left) and Renee DiLiddo (right) — Lydia Pierce (left) and Renee DiLiddo (right)

Pierce joins Station Casinos as executive director of events to lead its seven properties. She recently celebrated ten years with the company, having joined in 2013 as a catering sales manager. In this role, she will personally oversee high-profile bookings from contract to completion. She will lead various catering teams across the company’s meeting and event spaces to drive revenue and ensure a memorable guest experience.

DiLiddo will lead all sales, catering and related banquet activities for Station Casino’s newest luxury resort, Durango Casino & Resort, in her role as director of sales and catering. With over 12 years of experience in sales and hospitality, including demonstrated success at Red Rock Casino & Resort’s spa sales team, DiLiddo has exceptional expertise to take this new property to the next level.

Cliff Atkinson

As president of Virgin Hotels Las Vegas, a Curio Collection by Hilton, Atkinson will draw on his nearly 30 years of experience to lead the resort in continued success and exciting growth. His illustrious hospitality career has included leadership roles in hotels across the US, including Luxor Hotel & Casino, Mandarin Oriental Hotel Group and Gramercy Park Hotel.

Shaun Robinson

Robinson is general manager of the 1,190-room Hilton San Diego Bayfront. He will lead the hotel in providing professional and personal customer service for leisure, business and group travelers. He comes most recently from his 11-year role as general manager at Hilton Anaheim. With over 40 years of experience and numerous leadership roles, Robinson brings outstanding hospitality management expertise.

Bizzabo Survey: While hybrid isn’t dead, community is the cornerstone

B2B conferences are back and have no sign of slowing down anytime soon. At least, according to a recent survey from the event management technology company Bizzabo that showed in-person conferences are once again the darling for attendees and organizers alike.

Smart Meeting spoke with Lauren McCullough, vice president of marketing for Bizzabo, to discuss the major takeaways of the survey and what it could mean for the future of the industry.

Back to Basics

Covid-19 may have stopped the meetings industry in its tracks for a time, but the Bizzabo survey shows attendees and event planners are ready and waiting to connect again.

But if you get anxious at the thought of logging on for a virtual session, you aren’t alone.

“We’re kind of past this age of virtual being everything and we’ve gotten back into calibration with in-person conferences really being the cornerstone of comprehensive marketing strategies,” said McCullough. “Live events are the main crux and that has always been the case. We kind of pivoted when we had to, and now we’re getting back to it.”

Keeping Connections

While the hybrid model of meetings isn’t dead. The experience and the ability to create an in-person community is the cornerstone of conventions and events.

Read More: Tech Tips Defining Hybrid

“Coming together in person actually gives us that opportunity to really focus and to be present literally and figuratively. We can appreciate it more than we did before the pandemic because most people hadn’t experienced needing to stay home and not connect with people before,” McCullough said.

Immersive Technology

One of the big takeaways from the survey was that attendees want events to get with the times in terms of technology. Almost 63% of attendees polled stated they want conferences to use modern event technology and 68% think events should have a dedicated mobile event app. McCullough credits the pandemic for ultimately causing a shift in event tech expectations.

“The pandemic was an accelerator for event tech overall and we’re kind of bringing everything we’ve learned into this renaissance of conferences. That’s what attendees are expecting,” said McCullough. “They want that flexibility. They want that ability to be present and to engage virtually with an app, to meet people and be able to instantly capture that contact information without having to exchange business cards.”

One example of event tech that enhances personal connections is Klik SmartBadges which allows attendees to exchange information at the click of a button. Colorful lights identify different groups and help set the vibe of an event.

Getting Creative

Based on the data of the Bizzabo survey, McCullough believes B2B conferences are entering a new era heightened by creativity, “Now more than never, the experience is everything.”

McCullough noted some specific feedback from the survey, including one person who shared that attendees are becoming choosy about in-person events and that organizers are now required to make every event impactful and worthwhile.

With this study in mind, planners and organizers may want to carefully examine the interests of their attendees to ensure everyone is getting the most bang for their buck and their time.

A few extra surprises:

Nearly 50% of organizers said that their events team had grown in the past year.
24% of organizers said their event team size had stayed the same.
The number of event organizers with event teams of more than 10 people increased to 30% compared to 2020’s 10%.

Smart Woman Summit kicks off the next year for Smart Women in Meetings with empowerment and thoughtful conversations

The provocateur luncheon provided a safe and comfortable arena to conduct open conversations about the issues women in the meetings industry experience and discuss possible solutions that can help the community. To make the event special, memorable and interactive, Glenn Stress, VP Global B2B Events and Programs for Marriott International and sponsored by Maritz was there to facilitate a conversation with specialized slime. The pliable bright-colored substance served as a way to motivate brain activity and encourage creativity. It was a fun motivator for attendees to let go of any insecurities and access their inner freethinker.

The three topics discussed at the provocateur luncheon were “Employee Engagement,” “Stress and Sustainability,” and “Well-Being Leadership.” Our trained Smart Woman provocateurs led every table on one of these three subjects as our attendees filed in and picked the table with the topic that spoke to them. The women and allies then gathered back together to share thoughts and feelings on these very important industry topics.

Employee Engagement

The most common theme reported from the tables discussing employee engagement was celebrating the differences as well as similarities amongst your team. In relation to this point, groups highlighted the importance for supervisors was to “meet employees where they’re at.”

What does that mean? The Smart Woman community explained that not all employees communicate the same way, receive information the same way nor do they interact socially in the same way. It is the job of the leader to take the time to understand their team members as individuals and create a strategy for all attendees to contribute by meeting them in their own ways of communication.

Stress and Sustainability

The tables discussing this topic had ideas for both leaders and employees, yet the ideas for both sides centered around both personal well-being and mutual support and communication between management and the team.

Well-being and Leadership

Setting an example was the main theme of the tables focusing on well-being and leadership, as was holding leadership accountable for recognizing the need for well-being. Holding leadership accountable was repeated several times – for setting the example, demonstrating the ideal structure of a life/work balance and taking care of one’s mental health and physical well-being.

The most repeated sentiment when talking about leadership across all three of these categories was the encouragement for all of these ambitious, driven, intelligent and successful women to continue to inspire and mentor. Always be humble, but always take pride in your accomplishments and have confidence everywhere you go. Be a leader who comes to the table with open ears, an open mind and an open heart who can then return to the table with a solution. The well-being of an individual, a team and a company relies on “top management (being) genuinely and authentically invested in the well-being of their employees.”

The Gala

Soak up the last of that glorious summer sun in these bright coastal havens

These new and renovated hotels offer a variety of options for meetings of all sizes. Bring your team to a small intimate meeting at a historic garden hotel in Santa Barbara, nail the incentive retreat at a family-friendly resort in bustling Cancun, or cater to the inner artists and nature lovers at the only hotel in South Florida to be directly connected to a convention center.

Gardens for Gatherings

One of The Steward's gathering moments. Two outdoor chairs stand under a tree. In between them is a table with two wine glasses. — The Steward

The Steward, A Tribute Portfolio Hotel by Marriott, opens in Santa Barbara, California, with history and sustainability at its forefront. The property stands on land originally purchased in the 1860s by horticulturalist Joseph Sexton. He began one of the area’s first botanical nurseries on the property. The property is a local historical landmark and preserves much of Sexton’s original garden.

The Steward uses zero single-use plastics, and offers guests refillable water bottles with water stations throughout the property. Local eco-friendly groups will regularly deliver informational talks on stewardship and sustainability.

87 suites stand on the nearly 5-acre property, centrally located between beaches and mountain vineyards. The Sexton House and Garden House reception spaces are perfect for intimate gatherings and team-building retreats. Numerous “gathering moments,” like artistic benches and lawn games, are distributed across the grounds.

Destination programming and outings include interactive experiences at local FRINJ Coffee farm or Gleason Family Vineyards and more local partners. Guests can also enjoy onsite weekly horticultural seminars, where they can learn anything from how to grow their own avocados or what it means to be a steward. Guests can relax at their peaceful outdoor pool or enjoy their nature-inspired gym, housed in the property’s historic barn. Don’t forget to dine at the hotel’s signature restaurant, Terra, headed by local Executive Chef Augusto Caudillo, whose seasonally-driven menus are inspired by Californian and Mediterranean cuisine.

Read More: Modeling Green Venues

Waterside and Waterslides

Arial view of Hilton Cancun Mar Caribe, right on the beach. — Hilton Cancun Mar Caribe

Hilton Cancun Mar Caribe All-Inclusive Resort stands along 600 feet of beachfront between the Caribbean Sea and the Nichupte Lagoon. It is an alluring escape in one of the most dynamic areas of Cancun. Owned by Tortuga Resorts and managed by Hilton, the resort marks Hilton’s sixth all-inclusive property in Mexico. The resort is in an accessible and coveted location, only 10 miles from Cancun International Airport and central to Cancun’s hotel zone.

The resort offers an array of all-day dining options, including an Asian show kitchen, Italian and Mexican cuisine, a coffee shop and pool grill; guests can also enjoy rooftop, sports, lobby, pool and beach bars. Family-friendly amenities include an exclusive kids’ and teens club featuring a pool and waterslides. The refreshed spa features tropical vegetation, and includes a rejuvenating sun deck, a beauty salon and a comprehensive fitness center. The resort offers 459 ocean-view guest rooms and 81 suites. Incentive activities range from cooking classes to sailing on the lagoon.

Host your guests on the outdoor terrace, which has capacity for 80 guests in reception and 60 in ceremony, or the hotel’s garden space, which can accommodate 60 guests in reception and 40 in ceremony. The hotel’s outstanding restaurants also offer private dining rooms and terraces or can be privatized for exclusive events.

Palm Fronds and Community Art

View from a cabana at Hilton West Palm Beach, overlooking the swimming pool — Hilton West Palm Beach

The only hotel in South Florida directly connected to a convention center, Hilton West Palm Beach debuts a $25 million renovation. Lead your group to the Palm Beach County Convention Center directly connected to the hotel via an enclosed walkway.

The hotel itself offers over 29,000 sq. ft. of meeting space. Indoor spaces include the 13,350 sq. ft. Oceana Ballroom and the 5,000 sq. ft. Coral Ballroom. For outdoor meetings, look to the newly expanded 5,000 sq. ft. lawn. Smaller groups can enjoy intimate private cabanas that feature personal televisions, a stocked mini refrigerator and a dedicated server for groups engaged in brainstorming sessions.

The redesign features an interior influenced by its coastal natural surroundings and decorated with local art from artists in the West Palm Beach area. Vibrant flora and lush greenery fill the common spaces. The art includes a collection of black-and-white photographs of native wildlife by Florida-based photographer Liesl Marelli, mixed-media collages of the tropical plant life of West Palm Beach by Kaylee Dalton, paintings by Cuban American visual artist Juan Alonso-Rodríguez and many more.

During their stay, guests can dine at their choice of three restaurants, a lobby bar and a café with menus designed by Executive Chef Rodrigo Mezadri. The hotel offers curated experiences like meditative sound healing, scavenger hunts, book clubs, cocktail classes and more.

James Phillips

credit: Fairmont Dallas

Phillips is executive chef at Fairmont Dallas. He brings over 25 years of experience in the culinary industry. He will manage the hotel’s Pyramid restaurant and bar, open for breakfast, lunch and dinner and serving up dishes with local ingredients sourced from Texas growers and regional vendors. In this role, Phillips looks forward to offering locally inspired menus to show off Dallas’ great palette.

P.J. Bosman

Fusion Resort Cam Ranh appoints P.J. Bosman as culinary director. Originally from South Africa, Bosman has worked as an executive chef at multiple luxury resorts in Vietnam and as a private chef for a royal family in the United Arab Emirates. Bosman’s goal is to source as many ingredients as possible from the resort’s on-site farm, the largest resort farm in Vietnam, as he leads seasonally inspired menus.

Omar Salinas

Salinas joins Hyatt Regency Indian Wells Resort & Spa, in Indian Wells, California, as executive chef. Much of his experience includes work at the Hyatt brand. He most recently worked as sous chef at Hyatt Regency Hill Country Resort & Spa. In this executive chef role, he will oversee all the hotel’s culinary operations as well as its signature restaurant, Lantana. The restaurant serves locally sourced California-inspired cuisine.

Ryan Swanson

L’Auberge de Sedona appoints Swanson as executive chef. Swanson began cooking with his family when he was a child and began working in professional kitchens at 16. Since then, he has established a reputation as a creative and committed chef with extensive experience in Arizona cuisine and ingredients. He worked closely with Native communities in Arizona learning to honor their cooking techniques and ingredients.

Ryan Hink and Aaron Losch

Headshots of Ryan Hink (left) and Aaron Losch (right) — Ryan Hink (left) and Aaron Losch (right)

Hink is director of food & beverage at Durango Casino & Resort. With over a decade of experience leading Las Vegas hotels and restaurants, Hink is well-equipped with extensive knowledge of the Las Vegas culinary industry. He will manage and develop Durango’s numerous eateries and signature restaurants, including Eat Your Heart Out, an elevated communal dining experience featuring an eclectic menu.

As assistant executive chef, Losch will bring his over two decades of culinary experience to support executive chef Danny Ye in leading the outstanding menus at Durango Casino & Resorts host of signature dining options. He previously served as director of culinary operations at Westgate Las Vegas Resort & Casino, where he oversaw 13 restaurants, three production kitchens and nine hotel amenity locations.

Ashfer Biju

Biju is executive chef of award-winning Baccarat Hotel New York, where he will oversee all food and beverage operations at the hotel, from their Grand Salon to The Bar and Le Jardin, as well as in-room dining. In his 25 years of culinary experience, he has led kitchens around the world. He is especially passionate about cooking fresh fish and seafood and using seasonal ingredients. To his knowledge of classic French cooking, Biju adds European, Thai, Japanese and regional Indian influences.

Eric Fuller

Fuller is promoted to the position of general manager at Hell’s Kitchen at Harrah’s Resort Southern California, from his prior role as assistant general manager. He has 20 years of experience in food and beverage, with 11 years as manager of food and beverage at the Grand Hyatt San Diego. Fuller is enthusiastic and well-prepared to oversee the restaurant’s daily operations and ensure an outstanding guest experience.

Jordan Pilarski

Ojai Valley Inn welcomes Pilarski as executive pastry chef. He will lead the resort’s pastry programs at their signature restaurant Olivella, as well as The Oak, Libbey’s Market, Jimmy’s Pub and in-room dining. Pilarski graduated from Johnson & Wales and worked at Ritz-Carlton Amelia Island and Bacara, then at Santa Barbara’s Alessia Patisserie and Café.

Mariano Padilla

Padilla is sommelier at The Ritz-Carlton, Half Moon Bay. He will lead the luxury resort’s outstanding wine program and focus on curating an eclectic selection of exceptional wines for guests to enjoy. He previously served as sommelier at three Michelin-starred Atelier Crenn in San Francisco. Padilla became certified as a sommelier in 2015 and earned the Level Three Advanced Sommelier award in wines in 2022.

With the acquisition of digital event platform Run The World, EventMobi wants the industry to know that virtual events are a more powerful tool than we realize.

“There were a few things that were revolutionary in terms of virtual events during the pandemic, first of all because we couldn’t go anywhere. We had no choice,” says Bob Vaez, founder and CEO of event software platform EventMobi, speaking about the turn to virtual events and meetings during the height of the Covid-19 pandemic. “The technology adoption was extraordinary.”

Smart Meetings sat down with Vaez to assess the role of digital events in light of EventMobi’s recent acquisition of the groundbreaking virtual events platform, Run the World, as well as the swift return to in-person events following the pandemic.

Since its founding in 2010, EventMobi has expanded its reach to over 30,000 corporate and non-profit event planners. Its full suite of event management tools includes event registration and check-in, advanced analytics, mobile event apps, customizable branding and design, engagement and networking tools and more.

Run the World was founded in 2019 and was massively adopted early on. They have since then hosted nearly 50,000 events. EventMobi hopes to build on Run the World’s powerful branding and network as they put forth an innovative new understanding of how companies can strategically move between in-person, virtual and hybrid events to meet their greatest potential.

Read More: The Future is Hybrid-ish

Reimagining What Virtual Events Can Be

Vaez is clear: “Virtual events do not replace in-person events.” They simply can’t provide the same experience. “It’s really hard to try to record a gala ceremony and get people to watch that online,” he explains. “Whereas, when you have content specifically created for remote audiences, you can repurpose your message, which makes it easier to get people to view that content later on.”

Rather than create live hybrid content, so that remote guests can view the same content that in-person guests are experiencing, Vaez emphasizes the impact of digital-first content.

Put forward the same content, but do so with a focus on creating a digital experience. “The core of virtual events is to create live content. Since the pandemic, live content has evolved,” says Vaez.

The most successful virtual events use a platform that allows users to view TV-quality content. It features transitions, well-rehearsed speakers and is short enough to keep people engaged. This digital content is created in an advanced live-streaming studio, and its goal is focused on creating an engaging live-streaming experience—not on recording an in-person experience.

“The technology hasn’t really changed that much. What has changed is the experience that event planners are creating virtually.” Vaez made the point that attendees in a virtual event are in a very different state of mind than attendees at an in-person event—the programs need to be built to that virtual state of mind.

How Virtual Events Can Build Community 365 Days of the Year

Vaez explains that virtual events and in-person events don’t have to exist in separate spheres either. We can offer a continuous hybridized event format that helps maintain engagement 365 days of the year.

A major question always on the mind of the meetings industry is, “How do you maintain engagement once the event ends?” With virtual events, says Vaez, “you can continue meeting, maybe in smaller groups or with more specific topics, and bring groups of attendees back, engage with experts throughout the year. Use that to retain your audience, and hopefully, bring your audience back next year.”

“This is a great shift in the industry, to move away from transactional annual events into year-round experiences,” says Vaez.

Read More: State of Virtual Meeting Tools

Attendees gather in an event space and meet sponsors, speakers and network with their community. After the event, they spend time on the event platform, share their own event content and continue to network there; they’re still engaged. This is where you can see what content attendees are engaging with most and what they may want to see more of. Use that to build a virtual experience.

“An attendee puts in a significant amount of time and energy to get to an event. Having that continuity is a really strong retention mechanism. When you ask them to register again for next year’s event, they haven’t forgotten about it, because they’ve had this continuous experience.”

The Many Benefits of Virtual Events

Virtual events offer several benefits you just can’t get with in-person events. Firstly, virtual events cost significantly less money and take far less time to organize. “If your company is launching a product in six weeks, there’s no way you can prepare a massive in-person event. But you can do that virtually.” Additionally, the investment you put towards virtual events that build on an in-person event pay off enormously in the continuity of attendee engagement.

“Virtual events allow you to extend the reach of your content,” says Vaez. They provide essential access for attendees who have a disability or live far away. The company has its pick of speakers, as well. “It’s less expensive and more likely to find any speaker from anywhere in the world that can go to your virtual event, but difficult to get the right speakers to your location for your in-person events.”

And although we tend to think of networking as a strictly in-person experience, continuous virtual events can actually serve as a great tool for building really solid networks. Two professionals can meet at an event and spend 15 minutes chatting, add each other on LinkedIn, and never speak again. Or they can meet again at a virtual event—there, they’re far more likely to continue the conversation.

“Virtual on its own is really hard to get off the ground, especially post-pandemic, but works phenomenally well as part of an engagement strategy following an in-person event.”

The Future of Virtual Events

EventMobi envisions a new future for virtual events, not merely as a way to extend reach or make the content of an in-person event more accessible, though they do these things well. Virtual events are a powerhouse of their own, and an incredibly useful tool when planners invest in producing high-quality virtual content and pay attention to the distinct way people interact in an event as a virtual audience.

Virtual events, when used in conjunction with in-person events, establish a solid network of attendees who remain in-the-know about your business and the part they play in it. They do not only get involved and engaged at one in-person event; they remain involved and engaged.

The Water Coolers’ parodies help audiences understand that they are not alone

To better understand how this musical magic works, we talked to Sally Allen, The Water Coolers co-creator with her husband Thomas Michael Allen (an actor and writer from the Tony award-winning Tony N’ Tina’s Wedding).

A Creative Response

The Water Coolers singing to crowd at Smart Women in Meetings Awards Gala at The Edison Ballroom

Some 20 years ago, on the cusp of a Screen Actors Guild (SAG) strike, in order to keep Thomas Michael from going crazy over the summer, the two came up with the idea of going back to her roots working for ASAE to put together a workplace parody version of performances being presented by a group called, The Capitol Steps. “Work is a shared experience and it’s not divisive—it’s unifying. There is a feeling of, we’re all in this together and it’s an inside joke,” Allen said of the reason for the office focus. “Plus, happily enough, the world of work is a never-ending source of irony and outrage. It can be very, very funny,” she observed.

Learn More: How magical experiences transform audiences, a What One Thing podcast with Robert Strong

That Plan B pivot was the start of something bigger than either of them could have imagined. By mixing professional comedy writers with people working in the “real world” to deliver an authentic and funny take on work and recruiting a performing cast from Broadway productions, music and comedy clubs, they hit on a formula that resonated with audiences across the country. “Our mantra was: Stay creative,” Allen said, and it worked.

That summer of 2000, they had their first public performance just as the SAG strike was ending. The next summer, they performed a few more times because it was well-received. The producers of “The Producers” saw the show and turned it into a Broadway production. “That was an incredible experience,” she said. “And it built from there.”

A Tool for Meeting Professionals

Allen understood that the feeling of connection generated by the shared laugh around workday frustrations is a powerful tool for meeting professionals. “The comedy act isn’t going to be the thing that accomplishes the business goal, but every single thing—from the centerpiece to the entertainment—should align with that business goal,” she said. “It takes the meeting to the next level.”

Learn More: An Interview with The Broadway League President Charlotte St. Martin

By customizing some of the program’s universal content and laughing at the things that are specific to an individual group, they help event organizers earn the right to move on to more serious topics, including the privilege of thanking and rewarding people for overcoming the challenges they were just laughing about together. “You have to earn the right to be celebratory with the audience by showing them you get it,” Allen said.

She finds that the message is resonating even more in a post-Covid, remote work world where any shared understanding is welcome. “All art is about minimizing isolation, showing people that they’re not alone and highlighting the universality of the human experience,” she said. So, even though it is comedy, people sometimes weep in relief at performances. “Elevating the importance of what they do is powerful,” Allen said.

Learn More: Lessons for Building Community Like a Broadway Performer

Women Rock

The Water Coolers, three performers take a bow at Smart Women in Meetings Awards Gala

Performing for Smart Women in Meetings Awards Gala 2023 was a chance to use that behavioral force to elevate an audience that is already overcoming enormous obstacles to operate at the highest levels. “There are many women who constantly need to be reminded that it’s okay to step into this with their full power and say, ‘I’m good at this,’” Allen said. “We were happy to share that message.”

Plus strategies for managing increased business travel costs in 2024

Business travel and event cost are not increasing as steeply as they were in 2022, but they’re still going up, according to 2024 Business Travel Forecast, a new study by CWT and Global Business Travel Association (GBTA).

The increases in price forecasted in 2022 by CWT and GBTA were far outpaced by the actual numbers across all sectors. In 2022, air travel saw a 72.2% increase (forecast: 48.5), hotels saw a 29.8% increase (forecast: 18.5%), ground transportation increased by 9.8% (forecast: 7.3%), and meetings and events, measured by the average cost per attendee per day, increased by 58.1% (forecast: 25%).

Looking ahead, while prices remain at elevated prices, the increases are forecasted not to be nearly as steep as prior years. CWT CEO Patrick Andersen says, “We could now be looking at the true new cost of travel.”

Air Travel

chart displaying air travel costs

Despite the chaos airlines have seen over recent years, passengers are not staying away. According to Internal Air Transport Association, airlines are expected to carry 4.35 billion passengers in 2023, nearly reaching 2019 numbers, a year that saw 4.54 billion traveling across the globe.

This high volume of passengers, thought to be mostly from pent-up demand from leisure travelers, is also happening in the face of rising air prices. In 2022, the average global ticket price rose to $749, a rise from its 2019 level of $670, which the study has attributed to the continuing shortage of pilots, a dearth that is expected to grow to 34,000 by 2025, and supply chain issues affecting manufacturing, maintenance, repair and overhaul of planes.

Accommodations

chart displaying hotel prices

The average global daily room rate rose to $161 in 2022, more than $14 higher than predicted. According to the study, cities such as Miami, London and Singapore reported their highest average daily room rates on record that year.

The study states that pricing power and demand are no longer coupled, as rates are being driven by forces other than demand, namely inflation, labor shortages and higher energy costs.

“In the past, pricing power has followed demand, where those rooms with the strongest occupancy growth also posted the highest ADR gains,” the study reads. “This trend has not happened post-pandemic. It is likely that non-demand related costs—including inflation, labor shortages and energy costs—have been the primary force behind this pricing peak.”

Ground Transportation

chart displaying ground transportation costs

Car rental prices around the globe rose to $45 a day in 2022. In 2023, prices are projected to rise by 6.7%, to an average of $48. In 2024, the rental costs are estimated to rise one more dollar to a daily rate of $49.

Read More: Navigating the Bus Driver Shortage

In 2022, prices soared for a number of reasons. One of which is due to the shortage of semiconductors, now used in many modern cars. Although the production of vehicles slowed down, demand didn’t, resulting in the steep hike seen in 2022. The study predicts if demand outpaces supply again, you can expect prices to increase rapidly again.

Meetings and Events

Costs across different sectors of the events world increased. In 2022, the average cost per attendee rose to $160, and is expected to rise to $169 in 2023, and face a slightly shallower increase in 2024, at $174. ADR for group bookings follow the same trend. The pricing in 2022 was at $297 and is expected to increase through 2023 into 2024, at $310 and $321, respectively.

“Right now, buyers cannot have preconceived ideas about how far their budget will go,” the study reads. “A perfect storm of constricted availability, higher prices and important considerations around ESG, and DE&I make a centralized strategy the most effective way to plan and manage meetings activity.”

Approaching Planning Differently

With all this, CWT presents buying strategies heading into 2024 that may help planners prepare for increased business travel prices.

Shift to long-term planning. Planning ahead allows organizers to explore more options at a better price, while enjoying better leverage.
Consolidate and compromise. Aggregate travel spend to increase the value of regular contract proposals. Compromising on when staff travels can also be beneficial.
Focus on ROI. Prioritize business trips that offer the greatest return and enable employees to be at their most productive when traveling.
Use price optimization tools. Tracking spending can prevent overpaying.
Use loyalty rewards. Suppliers want to reward loyalty, even when their leverage is down. Along with this, planners have a better chance of controlling costs and getting discounts if they focus on a small number of destinations and routes.
Experiment. Think outside of the box in terms of destinations and type of events conducted and test new travel tech and strategies.

Venues and hotels around the world are housed in historic spaces, and are making history themselves

Stay in the new and renovated Palais Neuhaus-Preysing in Munich, the aristocratic residence for the counts of Preysing amongst original frescos, or in Boston’s first ever skyscraper, the Batterymarch building. Host your next event in the heart of London, in design-forward etc.venues’ 155 Bishopsgate location, now doubled in size.

Bavarian Ballrooms

Rosewood Munich lobby — Rosewood Munich Lobby

Housed in the heart of old-town Munich, in the historic former headquarters of the State Bank of Bavaria and the grand aristocratic residence Palais Neuhaus-Preysing, Rosewood Munich holds true to the Rosewood brand’s A Sense of Place philosophy. A collaboration between Munich-based architectural firm Hilmer Sattler and London interior architectural design studio Tara Bernard & Partners blends modern luxury with a timeless Bavarian style that preserves historical features of the buildings, such as the original vaulted ceiling and frescos of the bank, accentuated with intentional lighting, right at the entrance.

73 guestrooms and 59 suites all offer unforgettable views of the city skyline or the traditional central courtyard. Guests can experience classic alpine dishes for breakfast, lunch and dinner at the hotel’s brasserie, CUVILLIÉS, and enjoy handcrafted cocktails and live music at Bar Montez. Their Asaya Spa includes a 24-hour fitness center and spans two floors.

The property offers six event spaces totaling 6,450 sq. ft., including a spacious ballroom at 2,519 sq. ft. and a historic ballroom at 1,324 sq. ft., both offering outdoor space. Four meeting and breakout rooms allow flexible meeting options, and all meeting and event space includes high-speed internet and onsite AV services.

Read More: Meet in Europe

Innovation in London

etc venues in London meeting space — 155 Bishopsgate London

At 155 Bishopsgate, etc.venues’ London location has invested nearly €4.3 million ($4.7 million) to double its size from 20,000 sq. ft. to 40,000 sq. ft., making it one of the largest event venues in the city. The addition of a 20,000 sq. ft. second floor of exclusive conference space includes a Galleria and lounge that can accommodate up to 51 exhibition stands as well as a main room that features a theater-style arrangement accommodating 475 guests. The total capacity allows for over 1,000 guests and includes 12 total rooms.

The entire venue has been fully refurbished and now features an upgraded workspace and a double level reception, designed by Fletcher Priest Architects. The venue’s tech and digital screens allow for ample creativity and flexibility for planners to tailor an event to their vision.

An acquisition by Convene leads the two UK businesses on a journey of continued renovations to its numerous venues in order to meet rapidly rising demand for in-person event space. Together, the two businesses boast a portfolio of 40 top-of-the-line venues.

Surrounded by some of the world’s leading financial, legal, technology and creative companies, and some of London’s best restaurants, bars, fitness and retail centers, 155 Bishopsgate is in the heart of central London’s largest pedestrianized neighborhood, offering visitors ample choices of spaces to visit during downtime.

Art Deco and Atlas

Fin Point Oyster Bar and Grille at The Dagny Boston

Nestled in between Boston’s downtown and financial districts, The Dagny Boston Hotel has opened its doors. The brand-new hotel stands in the historic Batterymarch Building. It was the first skyscraper in Boston in 1928; now, it lives up to its name, the old Norse words translating to “new day.”

377 newly designed guest rooms and 26 suites are designed with a residential feel in mind. The Art Deco character and thoughtful details to make a space that invigorates those inside with creative energy. 15 meeting rooms totaling 9,000 sq. ft. put the hotel forward as a prime location for your next New England meeting.

In their downtime, guests can enjoy the 2,000 sq. ft. fitness center and enjoy a fine Boston meal at Fin Point Oyster Bar & Grille, which serves up decadent ocean-to-table New England classics. Take a quick stroll through the city to the South Boston Waterfront, the city’s outstanding museums and art galleries. But don’t forget to take in the original gold leaf Art Deco mural of Atlas, carrying the earth, with the Boston skyline on the horizon behind him, on the lobby ceiling.