Planning a citywide requires expertise, patience and attention to detail to ensure an amazing experience for all attendees.

Planning a citywide event — drawing thousands of attendees, utilizing dozens of venues and collaborating with many players, while streamlining a robust event schedule — requires expertise, attention to detail and a whole lot of patience to make it a seamless experience for association event planners, collaborators and attendees alike.

For Desirée Knight, CAE, CMP Fellow, DES, head of meetings and events at the American Psychological Association, citywide events foster greater collaboration, engaging the entire cityscape to provide opportunities to partner with local businesses in the convention area while celebrating the city’s focus on sustainability, community and health, including safety protocols.

“Sustainability is now at the forefront of every major city, and it is essential to be mindful of waste,” Knight says. “Local communities are now included more than in the past by celebrating their local culture and incorporating local traditions to create a more immersive city experience. COVID has taught us to be more invested in health protocol, and each venue is conscious about ensuring they are more thoughtful with their practice.”

Brittany Tyrrell, CMP, senior meeting and events manager at the Irrigation Association, says citywide events have evolved significantly in recent years, particularly with the increasing focus on sustainability. She says this shift reflects a broader societal demand for more eco-conscious practices and the event industry’s commitment to reducing its environmental footprint.

“Some key trends that come to mind would be sustainable food sourcing, eco-friendly packaging, Pack-In and Pack-Out Programs, along with several other forms of waste management initiatives,” Tyrrell says.

One of the most significant challenges Tyrrell has faced when planning a citywide conference is navigating the impact of an unexpected natural disaster. These events — whether hurricanes, wildfires or other severe weather phenomena — can disrupt travel, venue availability and local infrastructure, jeopardizing the entire event. Unfortunately, as climate change increases the frequency and intensity of such disasters, this challenge is likely to become more common.

“To mitigate these risks, in-depth risk-management plans are essential. This includes identifying potential threats, developing contingency strategies and maintaining clear communication protocols to ensure attendee safety and minimize disruptions,” Tyrrell says. “Contracts must also include robust force majeure clauses to address cancellations or delays caused by natural disasters. Additionally, flexible rebooking clauses with venues and vendors are critical to secure alternative dates or locations without incurring prohibitive penalties.”

Last fall, Annemarie Schumacher, founder and event planner at Make Every Day An Event, was engaged to produce a two-day children’s theater festival for a local nonprofit organization located in an urban arts district.

“Since the festival was held … both indoors and outdoors, we needed to plan for any type of weather situation Mother Nature might throw our way, in addition to coordinating the multiple indoor venues,” Schumacher says. “It also involved shutting down streets within the city, which was costly. Citywides can truly put your logistical planning skills to the test, in particular for setup and teardown. But with careful planning, comprehensive project plans and excellent communication among all the vendors and venues, they can be very fulfilling to produce.”

Schumacher adds that since the COVID shutdown a few years back, it seems there has been an increased emphasis on safety and crowd control for all large events. “Having gone through the experience of the shutting down and then shifting back to live, in-person events, we’ve all emerged with a new perspective and respect for large gatherings that involve multiple venues,” she says.

Citywide events have evolved significantly, particularly in terms of how individual properties are approaching collaboration, says Kyle Jordan, CMP, director of meetings at the Institute for Operations Research and the Management Sciences (INFORMS).

“Hotels in some destinations are more willing to sacrifice group business, especially large citywides, to maintain their rate strategies,” Jordan says. “This reflects a growing focus on maximizing property-level revenue over collective destination success.”

Jordan further points out that many hotels seem to prioritize revenue from multiple channels — like meeting-room rentals and food and beverage — rather than committing to large “rooms-only” blocks, which are required for citywide events such as the ones Jordan plans.

“Now, when ‘rooms-only’ blocks are offered, they’re often smaller than needed, forcing us to involve more hotels,” he says. “For example, instead of two or three hotels, we might need six or more, which adds complexity to coordination.”

Challenges of Citywide Events

It’s not surprising that association event planners will be faced with a myriad of challenges when planning a citywide event — and in Knight’s experience, cost remains the most significant of them all.

“Before COVID, contracts often included more incentives for the planning organizations, however, negotiating fair agreements has become increasingly difficult,” Knight says. “Rising labor and food costs across all cities also present another hurdle, significantly impacting the overall budget.”

She says it’s crucial to identify all hidden costs when booking a citywide event, particularly when negotiating a facility contract. These hidden expenses can significantly impact the overall budget and are often buried in the fine print and not disclosed upfront during negotiations.

“Event planners should ask about these costs and if the amount will change before your meeting starts,” Knight says. “Also, it’s essential to ensure that the chosen city supports your organization’s vision, mission and the desired outcomes outlined in its purpose. If the city falls short of meeting these objectives, it may be necessary to reconsider and choose a location better aligned with your goals. Additionally, consider whether the city offers incentives that make it an exceptional and compelling choice.”

An association event planner also should conduct an Americans with Disabilities (ADA) audit of the chosen city’s hotels and convention center. Knight explains this is crucial, and that the city will work with a planner to ensure compliance with accessibility laws and accommodations to create a more inclusive environment for all attendees.

“There is a stronger push for inclusivity, with events prioritizing ADA compliance, sensory-friendly experiences and multilingual resources to accommodate diverse audiences,” she says.

Schumacher advises fellow event planners to remember that there are a lot of moving parts, so it is absolutely imperative to start the planning process early and stay on top of all of the necessary details — especially required permitting and other local ordinances, in addition to transportation needs.

They should also keep in mind that citywides can quickly get costly, especially if outdoor venues are involved. From barricades and portable restrooms to street closing permits and cleanup costs, it adds up fast, since you are building infrastructure.

“You need to develop a comprehensive budget and be realistic on your anticipated revenues,” Schumacher says. “You don’t want the association to wind up overextending itself for the sake of a meeting or festival. Especially since that’s not their primary mission.”

In Tyrrell’s experience, one of the biggest challenges that planners face when handling citywide events is managing rising costs and budgeting effectively, especially given the unique economic conditions of each host city. Costs for essential services — such as venue rentals, accommodations, transportation, staffing and food — can vary significantly from one place to another, often influenced by local demand, labor rates and regulatory requirements.

“Additionally, inflation, supply chain disruptions and increased labor costs in recent years have added layers of complexity to budgeting,” Tyrrell says. “Planners must also anticipate fluctuating tax rates, service fees and surcharges that are specific to each location.”

To address these challenges, she suggests event planners engage in meticulous forecasting and negotiate multiyear contracts where possible to lock in pricing. They should also work closely with local stakeholders to identify cost-saving opportunities. This often involves balancing attendee expectations with budget constraints while maintaining the overall quality and impact of the event.

Tools of the Trade

The complexity of planning a citywide event takes know-how and expertise, but it also requires a “toolbox” that can help streamline the complex planning process involved. Schumacher’s best “tool” for planning one is actually quite simple. She suggests networking with those who’ve previously planned similar events. Then build on what’s worked well for them and apply lessons they learned during the process. “We were fortunate our city had a great special events director who was an invaluable resource for us to think through all of the logistics and security plans,” Schumacher says.

According to Tyrrell, a common mistake some event planners make during the citywide planning process is failing to establish clear communication with all parties involved, and not asking the right questions early on. With so many stakeholders — venues, vendors, city officials, transportation services and event staff — it’s easy to make assumptions and overlook critical details. “For example, neglecting to confirm local regulations, such as permitting requirements or traffic restrictions, can lead to last-minute hurdles,” Tyrrell warns. “Similarly, not asking detailed questions about venue capabilities, such as Wi-Fi capacity or accessibility features, can result in unmet attendee needs.”

Proactive communication is essential to avoid these issues. This means creating open lines of dialogue with all stakeholders, regularly sharing updates and encouraging questions to uncover potential gaps or concerns. “The use of project management software (Monday, Basecamp, Asana, etc.) has become invaluable in planning citywide events, where managing numerous contracts, timelines and stakeholders across multiple venues requires precision and organization. These tools centralize critical information, making it easier for teams to collaborate and stay aligned throughout the planning process,” Tyrell says. “In addition, AI-powered project management platforms take this a step further by automating routine tasks, such as sending deadline reminders, flagging overdue actions and optimizing resource allocation.”

With more hotels required to make up room blocks, Jordan says there are partnerships and tools that can make citywide events easier to manage. He adds that partnering with a third-party sourcing contractor can help navigate tricky hotel-block negotiations and clauses. Additionally, if an association event planner is working with more than three or four hotels, teaming up with a strong housing bureau is invaluable for monitoring your pickup and performance.

“If you’re planning a citywide, avoid overcommitting to room blocks. In major cities, attendees are seeking out limited- and select-service properties with lower rates and amenities like free breakfast or complimentary Wi-Fi — things your larger convention hotels may not offer or may provide at higher rates,” Jordan says. Also, negotiate contingency clauses for both the convention center and hotels. While hotels may offer a clause if the center becomes unavailable, the reverse isn’t always true. If your headquarter hotel unexpectedly takes rooms offline, you could be left scrambling for alternatives.

“Also, build strong relationships with CVBs — they’re invaluable partners in navigating citywide logistics,” Jordan says. “I believe we’re in the midst of one of the biggest shifts in approach we’ve seen when it comes to citywide events. While group business remains important, hotels — and their ownership groups — are increasingly focused on rebalancing the true value of that business against revenue and profits. Many citywide programs likely aren’t as lucrative as they once were for some supplier partners, making negotiations to bring these programs to a destination much more challenging.”

Tyrrell adds that the continued exploration of best practices for planning citywide events is essential for adapting to the complexities and challenges of an ever-changing environment. From embracing innovative technologies to refining communication strategies and sustainability measures, staying proactive ensures that events remain impactful and efficient.

“Flexibility is equally crucial, as evolving attendee expectations, economic conditions and unforeseen disruptions demand agile approaches to planning,” Tyrell says. “By fostering a culture of continuous learning and collaboration, event planners can navigate uncertainty with confidence, delivering exceptional experiences while meeting the dynamic needs of various stakeholders and host cities.” | AC&F |