< PreviousA VIRTUAL STAGE FOR VIRTUALLY EVERY EVENT. Best-in-class production studio, customized content, HD streaming and more—turn your next event into a virtual reality with Studio 801, a multiplatform venue for virtual and hybrid events, conferences and more. Virtual Events & DC On-Demand GatherByEventsDC.com sense of the DEI blind spots that exist, develop a strategic DEI plan around addressing those DEI gaps discovered, and implement DEI best practices to ensure everyone is held accountable for fostering a more diverse, equitable and inclusive culture within the orga- nization. To continuously raise aware- ness, organizations should educate and inform their teams, leaders, board of directors and stakeholders about the importance of DEI, and how it can drive the organization’s efforts forward from a business case.” She adds: “DEI is important to all facets of our indus- try, and the only way to move forward is to take the necessary steps to drive change. It is important to understand the organization’s blind spots, so that too much emphasis and focus is not spent on improving inclusive efforts that are already working, but rather shift the focus to tackle the DEI blind spots and gaps that exist.” In addition to conducting DEI assessments, Battle suggests: “It’s a good idea for organizations to provide, and participate in, DEI training for leadership and staff, and if applicable, create a diversity advisory council from your community to give specific rec- ommendations and feedback. Revisit and re-evaluate the organization’s mis- sion statement to address equality in the workplace, and incorporate DEI into strategic marketing plans. Create internship programs to help facilitate more minorities engaging with indus- try contacts on the ground floor with your organization.” Within commu- nities, Battle encourages a grassroots effort “by volunteering for boards and committees to learn more and have your voice heard. You can’t necessarily change everything overnight, but what all of us can do is start small by engaging your family, friends and social networks with honest conversations about DEI.” Coker outlines several recommen- dations for seizing this moment in the tourism industry. “One, you should be intentional. Two, make sure you are having real conversations and create a safe space to ask questions, and make mistakes. Conversation is an educa- tion; learn someone’s story. Three, it’s important to have metrics, and bench- marks to assess where you are now, and to set goals, guidelines, and dates. This allows the team to celebrate successes along the way. Four, offer training in diversity, equity and inclusion, not just under HR. This is easier discussed with a facilitator because it’s a sensi- tive and delicate conversation, and some may feel uncomfort- able having those conversations. Five, you have to commit dollars to DEI. Training and scholarships have to be funded. Six, it starts with having a diverse board.” All say it’s important for women and people of color to see someone like them in leadership positions, “Yet, when I look around,” Battle says, “there are very few women and people of color in the C-suites or leading DMOs across the country. As an industry, we must be more intentional about the representation of our DMOs nationally, this includes staff, boards and vendors.” Having greater representation of women and people of color in leadership positions is “extremely important for two reasons,” Coker says. “People need to see what’s possible. It opens a door in their minds. And also, having added perspectives can be a game-changer in breaking down barriers and making different connections, which gives you a better business outcome.” Mills-Hall agrees: “As a black woman in my organization, my role at Tourism Diversity Matters is very vital, as I serve as an advocate and ambas- sador who is paving the way for future leaders of color and building a pipeline of talented emerging leaders that can change the dynamics of the industry.” Migita advises: “Be patient. It can take six years just to get the foundation for culture change. Don’t try to do too much at once. Be really clear on what’s your North Star, for example, racial and gender equity, and how you get there, how you measure results. Meet people where they are. Build as part of a broader strategy, not just a DEI strategy. Look for outcomes attached in CFO/COO language.” Ultimately, Coker says, “Everyone has a role. It takes action, money and muscle to get it done, and to measure results. Keep these conversations going. It doesn’t happen overnight.” | AC&F | themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJULY 2021 One of the most important components of efforts to increase DEI awareness is for leaders, staff and other stakeholders to undergo training. Also, organizations should do an assessment to find blind spots. Cleo Battle, CTA President & CEO Louisville Tourism It’s a good idea for organizations to provide, and participate in, DEI training for leadership and staff, and ... create a diversity advisory council. DEPOSITPHOTOS.COM 20A VIRTUAL STAGE FOR VIRTUALLY EVERY EVENT. Best-in-class production studio, customized content, HD streaming and more—turn your next event into a virtual reality with Studio 801, a multiplatform venue for virtual and hybrid events, conferences and more. Virtual Events & DC On-Demand GatherByEventsDC.comINDUSTRYINSIGHT themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJULY 2021 F or the last several years, sustain- ability has served as a guiding principle in the meetings indus- try. Clients, suppliers and event organizers have partnered in identifying core practices to reduce environmental impact while also lowering costs and waste. Beyond the basics of water and energy savings, and “reduction and reuse” of materials, sustainability has grown to include social considerations and “thriv- ing economic practices,” among four core components outlined by the Events Industry Council in alignment with the UN Sustainable Development Goals. Mariela McIlwraith, CMP, CMM, MBA, vice president, sustainability & industry advancement for the Events Industry Council, explains that “Sus- tainability is multifaceted, and requires collaboration between all stakeholders to be achieved. Start by acknowledging this shared responsibility.” She defines sustainability as “not a ‘what;’ it’s a ‘how,’” adding, “All aspects of event design should be considered through a sustainability lens, one that includes environmental and climate action, social justice, inclusion and impact, and support for thriving economies that ensure prosperity for all.” Vanessa Bass, CMP, director, The Scienomics Group, a healthcare con- sultancy group company. Bass defines sustainability as “intentionally imple- menting sustainable and environ- mentally friendly practices at events to enhance awareness, and promote healthier habits that benefit our world. Caring for the environment is a civil and moral responsibility. By implementing sustainable practices, we are part of a movement that is much larger than us.” REASSESS AND REIMAGINE As the world turns now to a new paradigm due to COVID-19, meeting professionals have begun reimagin- ing the future of events, including untapped opportunities for stronger sustainability practices. “Rethinking is the perfect word,” says Nancy J. Zavada, founder and president of MeetGreen, a Portland, Oregon-based sustainable conference management agency. “We need to rethink our events and how we can accomplish the same goals without a heavy economic or environmental impact. Each and every component can be reimagined and this “pause” gives us the opportunity to do so. By asking ourselves questions like: Do we really need that? Where was it made/grown/ produced? Where will it end up after the show? How can we do this more effi- ciently? etc., we reimagine a new world of experiences for our participants.” McIlwraith suggests it’ll take a con- scious effort to implement sustainable practices into the meetings industry. “More than rethinking, I think we need to remember that sustainability needs to be incorporated into all of our decisions, including those about postponing events. For example, if you have postponed an event and have already produced mate- rials, can these be stored until the event is held? If not, can they be donated? The first place to start is to focus on the goals and objectives for our event, and then assess what resources, and in what quan- tities, we need to achieve them.” Teri Orton, general manager of the Hawaii Convention Center, agrees. In 2018, the property launched its Ho’omaluo Program, which Orton describes as “a comprehensive approach to environmental sustainability with the goal of enhancing the guest, planner, staff, and community meetings and events experience. This covers everything from our Leadership in Energy and Environ- mental Design (LEED) Gold Certifica- tion by the U.S. Green Building Council, to an enhanced focus on aspects of con- servation and sustainability we have had in place for years — recycling, reduced waste, reduced energy use and so on.” By Nancy Mueller Teri Orton, general manager of the Hawaii Convention Center, plants a tree as part of the center’s partnership with the Hawaii Legacy Reforestation Initiative. 22THINK BIG PICTURE Top of mind when it comes to sus- tainability practices is the concern over the cost of implementation. Yet, experts focus on the long-term view, offer- ing practical ways to minimize costs while meeting event goals. “Our holistic approach to sustainability — where these practices are integrated into everything we do — ensures that we evaluate both the short- and long-term impacts of our deci- sions so we can consistently improve,” Orton says. “Sustainability doesn’t have to be expensive, and it doesn’t need to be a huge amount of work.” As an example of one turnkey program, Orton cites the Hawaii Convention Center’s “One Mil- lion Trees” effort, which “supports the reforestation of endemic Legacy Trees in Hawaii, allowing guests to reforest trees either virtually or through a tour and to get involved with the click of a button.” In Orton’s view, “It’s an easily accessible way for attendees to give back.” Tyra Warner, Ph.D., J.D., CMP, chair of the Department of Hospitality, Tour- ism, and Culinary Arts at the College of Coastal Georgia, says finding a way to save on costs is a matter of choosing sustainable measures wisely. “Some sustainable measures are actually more cost-effective than their wasteful coun- terparts. Using china instead of dispos- ables, using bulk products instead of single-serve, for instance,” she says. Bass adds that reusing material is defi- nitely a cost-effective measure, and one of the easiest. “Providing multiple options for environmentally friendly transporta- tion is another that event organizers can promote with some kind of exercise, game or competition at meetings,” she says. McIlwraith says it’s “a persistent myth” that sustainable events cost more. “In fact, they can be incredibly cost- effective,” she says. “Of course, some sus- tainable practices will require a greater investment, but they can often be done with simple adjustments. For example, incorporating organic options, while at the same time reducing serving sizes, can make up some or all of the difference.” Zavada presents another way to offset costs: “Sustainability should be budget neutral or budget saving,” she says. “While some things can cost more, like organic produce, the savings by not having conference bags include the purchase, shipping, and labor for stuff- ing and distribution.” 23 JULY 2021 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Green Practices Will Shape the Future of Meetings Rethinking SustainabilityINCORPORATE HYBRID MEETING PRACTICES According to findings from the 2020 Global Meetings and Events Forecast, “North America has seen an uptick in the percentage of planners who use hybrid/ virtual meetings in more than 10% of meetings, going from 43% to 58%.” It stands to reason then that those who count themselves among these meeting planners are well-positioned to take advantage of the industry’s unexpected changing landscape. One big plus of virtual meetings cited by sustainability practitioners is inclusivity. By providing a way for those who might otherwise be unable to attend an event to join in, they can be part of, rather than excluded from, the conversation. As Warner sees it: “Virtual events are a good way to both replace certain face-to-face meetings, and also a way to expand certain face-to-face meetings to a larger audience without increasing the carbon footprint.” In describing the impact of hybrid/virtual meetings, McIl- wraith says, “Many sustain- able and socially responsible considerations apply. For example, gender-inclusive language in your registra- tion forms, accessible plat- forms, gender-balanced panels, and incorporating health, wellness and sustain- ability education into your pro- grams are all aspects that apply to virtual events.” As Zavada points out: “Virtual events or hybrid events offer a huge carbon savings by not traveling to the event. We track the carbon savings for all of our clients who switch from face- to-face to virtual during this pandemic.” It has been said that in crisis lies opportunity. In that sense, there’s never been a better time for meeting planners to transition into virtual events. To adapt successfully to the new meetings environment, planners view technology as a tool to help maintain community and connection. Event technology can also help create fun, memorable experi- ences for attendees, while at the same time promoting sustainable practices. BUILD LIFETIME PARTNER RELATIONSHIPS If meeting planners considered strong partner relationships an impor- tant asset before recent developments, today’s environment has underscored that value, especially when considering sustainability initiatives. “The invest- ments which have the most impact are in the relationships with our vendors and suppliers,” Zavada says. “With true partnerships, our supply chain can bring us the most sustainable, exciting and innovative products/services their industry has to offer. By collaborating with industry leaders, your events will be sustainable and incredible.” Strong partnerships unite travel companies, hotel brands and nonprofits with one common purpose: to support sustainability initiatives for people, the planet and wildlife. As a member of the Red Carnation Hotel Collection, for example, Florida’s The Chesterfield Palm Beach hotel partners with The Travel Corporation’s TreadRight Foun- dation, as part of its Green Carnation Project. Green milestones have included the hotel’s participation to eradicate 15 single-use plastics and to encourage staff to take two-days paid leave to vol- unteer for charities they support. “What will have the greatest mate- rial impact will vary depending on the nature of the event itself, but I would say we should never underestimate the impact of investing in people,” McIl- wraith says. “When we inspire, inform and motivate people at events to apply sustainable principles in their day to day lives, we can really see the power of events to amplify results.” In contemplating the future of sus- tainability in industry events, McIl- wraith says, “We are all part of a global community. Integrating sustainability into event design supports this global community in the long term. As well, event professionals can support the achievement of organizational man- dates for sustainability, demonstrating even greater value for our profession and how we advance the strategic objec- tives of the communities we serve.” TreadRight ambassador and author, Céline Cousteau, echoes this sentiment. In an Instagram LIVE conversation with Shannon Guihan, chief Tread- Right & sustainability officer, Cousteau described her hope “that travelers will take this learning with them, that we are all connected to everything that happens on the planet.” In Cousteau’s view, “I’m connected to the people in the hotel and also the artisans who are themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJULY 2021 One quick sustainability trick: Use centerpieces made from live plants, pictured. Sustainability initiatives are growing in popularity in the meetings and events industry. Mariela McIlwraith, CMP, CMM, MBA Vice President, Sustainability & Industry Advancement Events Industry Council We are all part of a global community. Integrating sustainability into event design supports this global community in the long term. book your event WITH PEACE OF MIND MEETINGS • INCENTIVES • CONVENTIONS • EVENTS For more information, call 800.722.2449 or visit MeetingsAtAtlantis.com Mention Offer Code Corporate & Incentive Travel Atlantis Paradise Island is the ideal location for groups, offering the highest standard of safety and wellness protocols along with built-in entertainment offerings, world-class restaurants, unparalleled ocean views, and non-stop flights from over 20 cities. With over 500,000 square feet of flexible indoor and outdoor event space, Atlantis can accommodate large meetings and intimate gatherings. Attendees can also take advantage of a host of amenities, including five miles of white-sand beaches, duty-free shopping, casino, spa, golf, countless pools, including Aquaventure, providing guests with an endless array of experiences. Book with confidence. No cancellation fees when groups rebook within one year of the original date. 24book your event WITH PEACE OF MIND MEETINGS • INCENTIVES • CONVENTIONS • EVENTS For more information, call 800.722.2449 or visit MeetingsAtAtlantis.com Mention Offer Code Corporate & Incentive Travel Atlantis Paradise Island is the ideal location for groups, offering the highest standard of safety and wellness protocols along with built-in entertainment offerings, world-class restaurants, unparalleled ocean views, and non-stop flights from over 20 cities. With over 500,000 square feet of flexible indoor and outdoor event space, Atlantis can accommodate large meetings and intimate gatherings. Attendees can also take advantage of a host of amenities, including five miles of white-sand beaches, duty-free shopping, casino, spa, golf, countless pools, including Aquaventure, providing guests with an endless array of experiences. Book with confidence. No cancellation fees when groups rebook within one year of the original date.themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJULY 2021 selling their wares and providing their services. It’s about treating every per- son with dignity and respect as part of sustainability.” Bass adds: “We tell a story at our events as meeting planners. Our events can impact attendees in such a way that can cause a ripple effect based on how well the story is conveyed. Meeting planners have access to a plethora of information and resources at our finger- tips, which gives us the knowledge and inspiration to do better. As a result, we can use our platform to educate others.” In her conversation with Tread- Right’s Guihan, Cousteau identified three categories of people when it comes to sustainability initiatives: those who are consciously aware and have understood the connections in sus- tainable tourism; those who are curi- ous, but not yet sure what it means for them personally and those who don’t care.” Yet, Bass thinks event planners can have a positive impact even when thought otherwise. She says, “Some may think that incorporating sustain- able practices at events won’t do much, but there is always someone watching, listening and adopting practices. What may seem insignificant to one is game- changing for another. As meeting plan- ners, we are meant to inspire — do bet- ter and be better.” McIlwraith cites the success story from Salt Palace Convention Center as on example of how partners can team up to achieve sustainability goals. CCA Global Partners, MC2 and the conven- tion center’s Green Team Committee worked together to find ways to support the local community while reducing the carbon footprint of their event. As a result of their creative efforts, the team reused more than 4,200 carpet samples left over from a trade show event in an art installation project designed by a local artist called “Monumental Mattie” to showcase the first female state senator. WHAT’S NEXT IN SUSTAINABILITY? In thinking about the next phase of sustainability in industry events, Orton suggests it’s a work in progress and “these efforts are never done. We can always improve and find new ways to help our meeting planners and attend- ees have an incredible experience that also has less impact or a positive impact on our environment.” Recent initiatives include a renewed commit- ment to using locally sourced foods and products. Additionally, “We are cur- rently working on phasing out the use of foam core materials in all meetings in favor of products that are more easily recycled and reused. Last year, we held our first zero-waste event, which helped us refine those practices and develop strategies we can use for future meetings.” For Warner, she says, “‘Next’ is more … more trying to make sus- tainability accessible and under- standable for every meeting planner, every facility, every person. ‘Next’ is trying to make sustainability not ‘another’ thing to do, but the way meeting planners plan all of their meetings, the way facilities manage their meeting facilities,” she says. Cousteau emphasizes, “This is a good time to be talking about these mat- ters, realizing the intricacies of how we are all aligned.” In recognizing the role that each entity has to play in sustain- ability matters, she cites a quote attrib- uted to famed anthropologist Margaret Mead: “Never doubt that a small group of thoughtful, committed citizens can change the world; indeed, it’s the only thing that ever has.” Toward that end, McIlwraith con- cludes, “I want to remind all the event professionals that have been working on designing sustainable events, products and services, that their work matters. Although we may not be meeting in per- son right now, the work we do to create safe, sustainable and inclusive environ- ments is important for our industry, and the communities that we serve.” | AC&F | Separating waste is only one step in the process as the focus on sustainability grows. Planners are also using dozens of other measures to reduce the carbon footprint of their meetings and events. Teri Orton General Manager Hawaii Convention Center We can always improve and find new ways to help our meeting planners and attendees have an incredible experience that also has less impact or a positive impact on our environment. COURTESY OF MARIELA MCILWRAITH 21-0035Pjmd-Generic Sales Meetings & Conventions Ad.indd 16/28/21 9:01 AM 26C an virtual team build- ing successfully deliver on desired goals and return on investment? And if so, what do planners need to know to succeed, particularly with activities and processes that traditionally are so hands-on and face-to-face? Regardless of format, team-build- ing success depends on many factors, including the make up of the group and the specific goals. The purpose might be as simple as having fun and putting the group in good spirits. Educating and facilitating new ways of thinking, act- ing and interacting are common goals, and sometimes team building helps participants self-correct a serious team problem. With virtual/hybrid meetings and events frequently the only option now, it’s crucial for planners to know how to facilitate team building with participants scattered across the coun- try or even the globe. We asked our experts to weigh in. John Chen, CEO of Geoteaming, a company that, according to its website, “helps the world work well together through the power of play and an expe- riential learning model,” points out that virtual team building is both similar and dissimilar to traditional team building. That, he says, means “Planners need to think differently now when planning team-building programs.” At its core, however, he points out that team build- ing is always about people. “Behind the flat screens are people. People want to connect. People want to communicate. People want to collaborate. People want to belong.” And regardless of format, he says it’s also about communication, trust, plan- ning and execution. Additionally, the need for psychological safety is para- mount in both virtual and in-person events. “While creating psychological safety is different,” Chen notes, “it’s still the same psychological safety you need for high-performing teams.” Not sur- prisingly, technology is a major differ- entiating factor. “The massive amounts of technology and the use of the tech- nology is something that’s very differ- ent,” Chen says. And that impacts not just the process but leaders and instruc- tors. “You need to find a team builder who is good at team building and good at the technology.” Even though virtual and in-person team building share core elements, such as engaging participants and facilitating new and deep connec- tions, those elements are not optimized in the same way within the two for- mats. Today’s team builders need new skills in order to achieve success with a virtual event. The bottom line, though, is less about how the two systems are similar or different, but whether virtual team building can produce the same results as traditional team building. Chen says it can. “I got my first hint that virtual team building could elicit the same results as early as 1999. We set up two laptops with webcams in separate rooms and asked pairs to tell childhood stories to each other over a video con- nection. Our research showed that we could increase trust by 20% in as little as 20 minutes. The light bulb went on that we could get the same results or better virtually.” And virtual team building, Chen says, has its own distinct advantages. “It certainly lowers the budget, as you can remove travel and other expenses; and almost everybody has already paid for their camera, computer and Internet. It’s also easier to accommodate a large group. I can now run multiple inclusive 500-person team-building programs for less than $90/month in technical costs. Also, creativity is nearly endless, and there’s the added advantage of par- ticipants gaining valuable tech skills they can use in day-to-day work.” While technology can be a real ben- efit, it can also be a source of problems. “There are so many ways to go wrong, including forgetting to unmute, not playing music at the right level, shar- ing slides when the screen is not in presentation mode, etc.” Chen encour- ages planners to always use dry runs to make sure the technology works for what they’re trying to accomplish. But some tech-related issues come down to human error, such as a leader telling participants to chat, but neglecting to follow through by reading some of the chats. “To me,” Chen says, “nothing is worse than when a facilitator calls out for a response and then doesn’t respond to the audience.” PLANNERTIPS VIRTUAL TEAMWORK Team Building Can Work, Even in Online Meetings themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJULY 202128L ORK PICK THE RIGHT PLATFORM Given the importance of technology to success, choosing the right platform is critical. There are many products in the marketplace, but differences exist in terms of the specific capabilities and tools a platform provides. Chen advises planners to look for a platform that offers the following: stable audio and video, gallery view that supports 49 people per screen, both general and private chat, breakout rooms, share screen, and other virtual tools such as Poll, Whiteboards and annotate. Last summer, the American Associa- tion for Public Opinion Research gath- ered 945 attendees for its virtual annual meeting. Among the team-bonding events was a virtual social hour for 190 of the attendees. Linda Arcangeli-Story, CMP, manager, meetings and exposi- tions, with association management company Kellen, says it was a great success even though they had to flip their in-person meeting into a virtual one in a short amount of time, leaving people disappointed they wouldn’t get to be with fellow attendees in person. They did a full run-through of the social event a week before it took place. The social hour, held the day before the annual meeting opened, included chats between participants via chat box and “in person,” followed by seven dif- ferent chapters of the association intro- ducing themselves. A trivia game was run through the poll function — it was all about fun rather than who was right. And because it was the organization’s 75th anniversary, members were asked to raise their hands to show how many times they’d been to the annual event over the years. At the end, there was a drawing among the attendees still there, with $100 Amazon gift cards as prizes. “It was a huge hit and it jazzed every- one up for a virtual conference when some were nervous about how it would go,” Arcangeli-Story says. “We had amazing participation, interaction and happiness overall in the group. I was so impressed with how much fun it was.” She encourages planners considering a virtual event to first and foremost get over the idea that no one 29 JULY 2021 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES By Christine Loomis BEST PRACTICES FOR SUCCESSFUL VIRTUAL TEAM BUILDING Our experts offer these 11 useful tips: • Have a plan to engage and interact with every attendee. • Set clear expectations and have a specific purpose in mind. With video fatigue, every online minute is precious, so make sure you’re delivering value. • Give control to your teams. For success, you have to let them fail and succeed as a team. • Know your audience. That doesn’t change by going virtual. • Forget preconceived notions. Just because people have done one virtual event doesn’t mean they won’t do another, especially with so many options available. • Choose the right tech and platform for your group and goals. Keep it simple. Don’t let complicated tech drag down your team building. Stick to simple ingredients, focusing on the people and how they can connect in a meaningful way. • Laugh and move on if something goes wrong. • Tap into new ideas and learn from the experts. Seek smart ideas. • Be thoughtful about participants and each of their roles. Be intentional, play to strengths and think about creating mini-groups within the participant base to create camaraderie. • Take time to debrief. Research shows the greatest gains you can make in experiential team building is that the team learns to be better through debriefs. • Celebrate the wins. DEPOSITPHOTOS.COMNext >