THE LOGISTICS OF CITY-WIDES Making Headway for Large-Scale Events A COASTAL COMMUNICATIONS CORPORATION PUBLICATION SEPTEMBER 2021 VOL. 14 NO. 5 $13.00 AMERICA'S TOP MEETING & CONVENTION CITIES SPECIAL SECTION FOCUSING ON WELLNESS SPONSORSHIPS DURING COVID DEALING WITH DEADLINE STRESS FAMILY FRIENDLY MEETINGS SUCCESSFUL SMERFS Dena Lowery, Chief Operating Officer Opus AgencyWELCOME BACK! IT’S TIME TO GET BACK TO DOING WHAT WE DO BESTDEPARTMENTS FEATURES 52 48 18 42 VIEWPOINT 10 What’s IN and What’s OUT in the Workplace? Eight Trends Leaders Can’t Afford to Miss BY RICK GRIMALDI 12 Engineering a Sustainable Experience The New Non-Negotiable of the Post-COVID-19 Attendee BY TARA MILBURN 14 Avoid Technology Tricks Focus Tech on What Really Matters to Your Virtual Event Attendees. BY ADAM RIGGS 16 Survival Skills Is Your Organization Resilient Enough to Manage the Next Disruption? BY DIANA HENDEL, PHARM.D. AND MARK GOULSTON, M.D. 18 A Way to Wellness Plugging Healthy Activities Into Events is a Plus BY SOPHIA BENNETT 48 Stress Relief How to Deal With the Pressures of Planning the Perfect Meeting BY KEITH LORIA 24 Innovative Sponsorships A Few Ideas to Find Partners During the Economic Downturn BY CHRISTINE LOOMIS 52 The Logistics of City-Wides Making Headway for Large-Scale Events BY MAURA KELLER 42 Threat Assessment Put Cybersafety and Security Atop the Planning List BY PATRICK SIMMS 58 All in the Family Meeting Planners Seeking More Family Friendly Venues BY KEITH LORIA 62 SMERF Success This Segment of the Industry Faces Unique Challenges BY MAURA KELLER 4 Publisher’s Message 6 News & Notes 66 Career Track 58 ISSN 21628831 | USPS 003500 | A COASTAL COMMUNICATIONS CORPORATION PUBLICATION | SEPTEMBER 2021 | VOLUME 14 | NUMBER 5 AMERICA'S TOP MEETING & CONVENTION CITIES SPECIAL SECTION PAGE 28 SEPTEMBER 2021 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES 3 ISSUECONTENTSA COASTAL COMMUNICATIONS CORPORATION PUBLICATION PUBLISHER/EDITOR-IN-CHIEF Harvey Grotsky harvey.grotsky @ themeetingmagazines.com CREATIVE DIRECTOR Kristin Bjornsen kristin.bjornsen @ themeetingmagazines.com MANAGING EDITOR Henry Fitzgerald henry.fitzgerald @ themeetingmagazines.com EDITORIAL COORDINATOR Rachel Galvin rachel.galvin @ themeetingmagazines.com CONTRIBUTING EDITORS Sophia Bennett Sara Churchville Cynthia Dial Maura Keller Christine Loomis Nancy Mueller Patrick Simms David Swanson PRESIDENT & CEO Harvey Grotsky VICE PRESIDENT OF OPERATIONS David Middlebrook david.middlebrook @ themeetingmagazines.com ADVERTISING SALES OFFICES 2700 N. Military Trail, Suite 120 Boca Raton, FL 33431-6394 561-989-0600 Fax: 561-989-9509 advertising@themeetingmagazines.com IL | IN | WI REGIONAL MANAGER Bob Mitchell 630-541-3388 • Mobile: 630-235-0126 bob.mitchell@themeetingmagazines.com DIRECTOR OF SPECIAL PROJECTS Michael Caffin 914-629-5860 michael.caffin@themeetingmagazines.com Association Conventions & Facilities is published bi-monthly by Coastal Communications Corporation, 2700 North Military Trail — Suite 120, Boca Raton, FL 33431-6394; 561-989-0600. Single copies $13.00 U.S.A. only. Yearly subscription price is $65.00 in the U.S.A. Canada and foreign is $135.00. Back copies $14.00 plus shipping and handling, U.S.A. only. Distributed without charge to qualified personnel. Periodicals Postage Paid at Boca Raton, FL, and additional mailing offices. POSTMASTER: Please send Form 3579 address changes to Association Conventions & Facilities, 2700 North Military Trail — Suite 120, Boca Raton, FL 33431- 6394. Nothing contained in this publication shall constitute an endorsement by Coastal Communications Corporation (Association Conventions & Facilities), and the publication disclaims any liability with respect to the use of or reliance on any such information. The information contained in this publication is in no way to be construed as a recommendation by AC&F of any industry standard, or as a recommendation of any kind to be adopted by or to be binding upon any advertiser or subscriber. Reproduction of any portion of this publication by any means is strictly forbidden. Editorial contributions must be accompanied by return postage and will be handled with reasonable care. However, the publisher assumes no responsibility for return of unsolicited photographs or manuscripts. Subscribers: Send subscription inquiries and address changes to: Circulation Department, Association Conventions & Facilities, 2700 North Military Trail — Suite 120, Boca Raton, FL 33431-6394. Provide old and new addresses including zip code. Enclose address label from most recent issue and please allow five weeks for the change to become effective. Printed in U.S.A. ©2021 Harvey Grotsky Publisher 21-0035Pjmd-Generic Sales Meetings & Conventions Ad.indd 16/28/21 9:01 AM FOLLOW US ON SOCIAL MEDIA linkedin.com/company/ ACFacilities @ACFacilities @ACFacilities facebook.com/ ACFacilities linkedin.com/company/ ACFacilities @ACFacilities @ACFacilities facebook.com/ ACFacilities themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 PUBLISHER’SMESSAGE 4 Association Meeting Planners Are Divided I n a time of escalating risks of COVID-19 and the Delta variant, a return to global face-to-face meetings requires collective action from meeting plan- ners, and, where applicable, their association clients as well. Until recently, everything seemed to be on track for a return to face-to-face meetings as it was thought everyone would soon be vaccinated. This assumption, however, is not a reality, as news media reports reflect rising numbers of Delta variant cases. Airlines, hotels, event organizers and many associations are doing their share to ease concerns, with ongoing procedures to satisfy health-safety mandates. Ours is a divided industry, and planners need to recognize reality. We will have to endure COVID strategies for some time. Following a recent trend in North America for event organizers to produce COVID-safe events to an ‘unofficial gold standard’, the IMEX team has confirmed that all IMEX America participants must provide proof of full vaccination against COVID to enter the show at Mandalay Bay in Las Vegas November 8-11. IMEX will be using the well-known and commonly used CLEAR Health Pass app for all North American attendees. CLEAR is used for identity verification at airports throughout the U.S., and has partnered with many of the largest venues in Las Vegas, includ- ing Mandalay Bay, as well as having been adopted by event organizers across the country. There will be a different process for use by international attendees. Carina Bauer, IMEX Group CEO explains, “We’ve consulted widely about this decision, and have been watching the events landscape in North America very closely these past weeks. The requirement for participants to prove their full vaccination status is fast becoming the unofficial ‘gold standard’ for large events in the U.S.” LAS VEGAS, NV — The Global Gaming Expo (G2E) — presented by the American Gaming Association (AGA) and organized by RX (Reed Exhibitions) — will welcome Hard Rock International’s Jim Allen, MGM Resorts International’s Bill Horn- buckle, and Wynn Resort’s Matt Mad- dox to the keynote stage when G2E 2021 returns to Las Vegas October 4-7. The three gaming executives — appearing for the first time together — will discuss the ever-evolving com- mercial and tribal gaming landscape. To support a productive and safe show, G2E 2021 will require proof of a COVID-19 vaccination and face cover- ings. Review the health and safety guidance to learn more about how G2E is preparing a safe on-site experience. themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 BOSTON, MA — Omni Hotels & Resorts has opened Omni Boston Hotel at the Seaport. At 1,054 rooms and suites, it is the largest hotel project to open in the city in decades. It has 52 suites within two, 22-story guest room towers that offer views of the Boston Harbor. It also offers 100,000 sf of flexible indoor and outdoor space. Spanning four levels, and drawing on smartly designed settings that orchestrate a masterful group experience influenced by the locale, group guests will have access to a range of diverse venues, including the 3,000-sf Elevate Balcony that has views of the Boston skyline, and the Boston Convention and Exhibition Center (BCEC) directly across the street. TEMPE, AZ — The Westin Tempe is now open in the city’s vibrant downtown district, ushering in a refreshing biophilic energy to the neighborhood, along with a new signature restau- rant and the Valley’s highest open-air rooftop bar and lounge. The full-service hotel boasts 290 spacious guest rooms and suites, and approximately 21,000 sf of exceptional indoor and outdoor event space that strikes a balance between Tempe’s unique culture and the brand’s signature Well- ness at Westin pillars of well-being, culmi- nating in the quintes- sential destination for the modern, wellness- focused traveler. “We are thrilled to be part of the exciting evolution of Downtown Tempe, and to be able to fill the niche in the market for a hotel experience that is unlike anything else in the city,” says Michael George, the founder, president and CEO of Crescent Hotels & Resorts. Situ- ated within Tempe’s bustling downtown district and business corridor on the southeast corner of Mill Avenue and Seventh Street, The Westin Tempe is just a few miles from Phoenix Sky Harbor International Airport, and steps away from the city’s best shopping destinations, culinary offerings, entertainment centers and major local landmarks, including the historic Mill Avenue District, Arizona State University, Tempe Town Lake, “A” Moun- tain (Hayden Butte), and Tempe Beach Park. Travelers will soon also have the option to utilize the brand-new Tempe Streetcar, the first modern streetcar line in the Valley, to easily connect them with major business centers and venues throughout the city upon its completion in late 2021. Omni Boston Hotel at the Seaport Opens Doors The Westin Tempe Now Open in the Heart of Downtown District Hornbuckle Global Gaming Expo Announces Keynote Speakers 6 NEWS&NOTES CHICAGO, IL — Sherrif Karamat, CAE, PCMA president and CEO, has received the 2022 Board of Directors and Trustees Slate. For the first time, the Board will consist of a new gov- erning body that encompasses direc- tors and trustees for PCMA and the PCMA Foundation, respectively — a change that will empower PCMA to be agile, responsive and innovative at a time that calls for bold lead- ership. Directors and trustees will assume office immediately following PCMA’s Convening Leaders annual meeting January 9-12 at CAESARS FORUM in Las Vegas. PCMA Announces 2022 Board of Directors and Trustees Slate for Approval KaramatSEPTEMBER 2021 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES IMEX Announces Vaccine Entry Requirements for IMEX America LAS VEGAS, NV — The IMEX Group has published its full COVID- 19 safety plans and entry requirements for the 10th edition of IMEX America in November at Mandalay Bay, Las Vegas. IMEX will be using the well-known and commonly used CLEAR Health Pass app for all North American attendees. CLEAR is used for identity verification at airports throughout the U.S., and has partnered with many of the largest venues in Las Vegas, includ- ing Mandalay Bay, as well as having been adopted by event organizers across the country. There will be a different pro- cess for use by international attendees. The CLEAR app offers validated, onscreen proof of full vaccination status against the World Health Organization’s list of approved vaccines. IMEX will not have access to the personal health records of attendees as that data remains anonymous and private. BOULDER, CO — Boulder Convention and Visitors Bureau CEO Mary Ann Mahoney has announced that she will retire in October after 20 years with the organization. During her time, she trans- formed the organization into one of the city’s most effective economic vitality contributors. She was the recipient of The Gov- ernor’s Award for Outstanding Individual Contribution to Colo- rado Tourism in 2019. Charlene Hoff- man, the bureau’s current operations and financial officer, will take over as CEO after Mahoney’s departure. Under Mahoney’s leadership, both residents and visitors have benefitted: more than $1 million in funding was awarded to more than 70 local arts and cultural organizations; the hiker shuttle “Park to Park” moves thousands of people each year; Valmont Bike Park and the Boulder County Farm Trail came to frui- tion, and the Davidson Mesa pull-off on U.S. 36 is a welcoming gateway for cyclists and motorists. In her 40-year career dedi- cated to hospitality in Boulder’s tourism industry, a generation of tourism professionals has been supported and mentored by Mahoney. Since joining the CVB in 2014, Hoffman has played an integral role in advancing strategic priorities, overall impact and the daily operations of Boulder’s official tourism organization. Mary Ann Mahoney, CEO of Boulder CVB, to Retire Mahoney 7 San Antonio is committed to safety and savings. San Antonio is a truly unique destination, rich in history, bursting with culture, and booming with modern attractions. Visit San Antonio is excited to announce the 2021 Sí San Antonio Meetings Incentive Promotion to help welcome you back! Say Sí to San Antonio and start planning your meeting now to take advantage of these great savings. To learn more about the meetings incentive promotion, go to meetings.visitsanantonio.com. Meetings.visitsanantonio.com ©2021 Visit San Antoniothemeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 LAS VEGAS, NV — Registration is open for PCMA Convening Leaders 2022 (CL22), to be held in person Jan. 9-12 at CAESARS FORUM in Las Vegas and online. As part of the registration launch, Sherrif Karamat, PCMA president & CEO, announced that for in-person attendance, PCMA will require proof of vac- cination. For those unable to be vaccinated or who cannot travel to Las Vegas, a digital option will be offered. In PCMA Convene‘s most-recent COVID-19 Recovery Dashboard survey, 89% of sup- pliers and 92% of planners said they had been fully vaccinated. WASHINGTON, D.C. — Business travelers should be aware that the Internal Revenue Service has issued its special per-diem rates. The rates will begin October 1 and last until September 30, 2022. This annual notice provides the 2021-2022 special per diem rates for taxpayers to use in substantiating the amount of ordinary and necessary business expenses incurred while traveling away from home, specifically (1) the special transpor- tation industry meal and incidental expenses (M&IE) rates, (2) the rate for the incidental expenses only deduction, and (3) the rates and list of high-cost localities for purposes of the high- low substantiation method. For more information, visit irs.gov/ pub/irs-drop/n-21-52.pdf. SHREVEPORT-BOSSIER, LA — As meeting planners look to the future to host their events, the Shreveport-Bossier Convention and Tourist Bureau is offering a cash incentive of $3,000 for new meetings hosted in the sister cities. Located in northwest Louisiana, Shreveport-Bossier offers meeting planners and delegates affordable accommodations, six casinos with after- hours entertainment and top-tier service. To qualify as new business, the convention or meeting must not have been held in Shreveport and Bossier City in the past two years. The incentive requires a minimum of 50 hotel room nights, and the meeting must be held within three years of signing the agreement. For more information, visit www.Shreveport-Bossier.org/Meetings. Registration Open for PCMA Convening Leaders 2022; Proof of Vaccination Required IRS Issues Special Per-Diem Rates Shreveport-Bossier Convention and Tourist Bureau Offers Cash Incentive for Meeting Planners SAN ANTONIO, TX — Hyatt Regency Hill Country Resort and Spa, the premier Texas Hill Country resort located on 300 acres in San Antonio, has debuted an interactive golf simula- tor. Located in the Hill Country Golf Club’s Oak Tavern, the vir- tual golf experience provides a realistic golf experience off the course. The golf simulator features real time visual feedback and ball performance data on screen, allowing golfers to track their swing impact and ball trajectory. Groups can also take part in friendly competition with virtual games that include a closest- to-the-pin contest or long-drive competitions. In addition to the golf simulator, Hill Country Golf Club features a robust menu of golf experiences for on the course. Hill Country Golf Club provides traditional golf clinics, tournament options and more. Hyatt Regency Hill Country Debuts Golf Simulator for Groups 8 NEWS&NOTES Hill Country Golf Club HONOLULU, HI — MC&A Inc. and RMC Inc. introduce a new dynamic collaboration that allows both companies to provide their clients with greater access to top U.S. MICE markets, world-class cities, and “fresh-air” destinations, effective imme- diately. The reputations that both MC&A and RMC have for delivering exceptional destination experiences can be attributed to their longevity and service excellence in the DMC business. MC&A was founded in Hawaii in 1983 and expanded to the mainland in 2019 through a merger with Kuoni Destination Management, while RMC’s roots began in Aspen in 1989 and has since grown into its network of more than 30 destinations, making it the larg- est privately-owned destination services company in North America. Early in the conversations between the groups, they recognized that their existing destination portfolios naturally complemented each other. “By aligning RMC with MC&A, we can now confidently recommend destina- tions outside of our current service areas by referring our clients to MC&A and vice versa,” says Shawn Thomson, owner/CEO of RMC, Inc. MC&A exists in major markets and RMC is predominantly in luxury resort and fresh-air locations. MS&A Inc. and RMC Inc. Join to Expand Their Destination Portfolio• 2,619 luxurious guest rooms • 348,711 sq. ft. of meeting & event function space • 22 award-winning restaurants and lounges on-site • 128,200 sq. ft. of outdoor event space • Balinese-inspired Mandara Spa • 3 fully-equipped fitness centers • 6 Sparkling Pools, 4 whirlpools and a waterslide • Daily fitness classes and themed activities • Game room • Disney’s Fantasia Gardens Miniature Golf • 24-hour room service • Car rental desk • On-site guest laundry • Unique on-site shops • Marriott Bonvoy® • Exclusive Walt Disney World® Resort Benefits Complex Fast Facts: 1500 Epcot Resorts Blvd., Lake Buena Vista, FL 32830 407.934.4290 | SwanDolphin.com/Meetings Book Your Next Incentive Program At The: All-New Walt Disney World Swan Reserve! COMING SUMMER 2021 An Ideal Location Signature Dining Options Disney® Resort Benefits ©Disney © & ™ Lucasfilm ltd. Magical BOOK A INCENTIVE TRIPNext >