< PreviousTAMPA BAY Florida’s Most Meeting Success Stories TT ampa Bay has more than Florida sunshine to offer your next meeting. With smart safety measures, cutting-edge upgrades to Tampa Convention Center, tech grants, new hotels and accolades by everyone from J.D. Power to USA Today, we’re writing Florida’s most meeting success sto- ries. And we’ll do the same for you. SERVING A DIVERSE RANGE OF ORGANIZATIONS What do your organization and meeting have in common with Super Bowl LV, the American Academy of Dermatology (AAD), the U.S. Travel Spring Meeting and Connect Market- place? Tampa Bay’s mix of safety and amenities met their event needs, and we can meet yours too. Plus, the AAD and Connect Marketplace join a growing roster of organizations that have moved their meetings to Tampa Bay from other cities. SMART PREPARATIONS FROM ARRIVAL TO DEPARTURE After being a mainstay as one of the top five airports in J.D. Power’s rankings, Tampa International Airport (TPA) ranked second in J.D. Power’s 2020 North America Airport Satisfac- tion Study. Plus, TPA was one of just five North American air- ports to rank among the most hygienic facilities in the Airport Service Quality Awards from Airports Council International. THE BEST VENUE KEEPS GETTING BETTER The waterfront Tampa Convention Center is already gear- ing up for even more renovations, targeted for 2023 completion. These include 18,000 square feet of new meeting rooms on the sparkling waterfront, upgrades to the ballrooms and meeting halls, as well as adding two floors. The Tampa Convention Center also received the GBAC Star accreditation. The Global Biorisk Advisory Council STAR accreditation is the cleaning industry’s only outbreak prevention, response and recovery accreditation — the gold standard for prepared facilities. ACCLAIMED, AWARD-WINNING HOTELS AWAIT If you’re looking for luxury, try the five-star JW Marri- ott Tampa Water Street. This 519-room masterpiece features sprawling views of the waterfront and downtown, as well as floor-to-ceiling windows overlooking Amalie Arena. For a unique boutique hotel, the new Hotel Haya in his- toric Ybor City is minutes from the Convention District. With mid-century Cuban flair, its wraparound balconies, stunning artwork and innovative menus earned it a spot on USA Today’s roster of 2020’s best new hotels. OPEN-AIR ADVENTURES IN EVERY DIRECTION After a day of meetings, guests can enjoy an evening filled with fresh-air fun. The Tampa Riverwalk makes much of it easy to access along one stunning pedestrian pathway. It connects the Tampa Convention Center to 2.6 miles of innovative out- door dining options, scenic parks and other attractions. Look- ing for a unique team-building activity? Stroll down to a group stand-up paddle boarding experience from Urban Kai, or set sail on a dolphin-watching tour from The Florida Aquarium. STAY CONNECTED WITH THE NEW HYBRID MEETING GRANT Introducing a convenient way to offset unanticipated hybrid technology expenses: The Hybrid Meeting Grant — with a maximum of $15,000 per event — helps keep attendees connected and minimizes hybrid technology costs. To help promote your meeting, Visit Tampa Bay and event organizers will develop a customized sponsorship marketing package that includes mutually agreed-upon items. A few options include a custom landing page on VisitTampaBay.com, exclusive part- ner offers, sponsorship items and additional perks. Grants will be awarded based on estimated economic impact, anticipated attendance figures and other factors. Explore more on this grant at VisitTampaBay.com/hybrid-meetings. | AC&F | FACTS & FEATURES Total Guest Rooms: 25,605 (Hillsborough County) Total Hotels/Resorts: 199 Total Square Feet of Meeting Space: 600,000 square feet at the Tampa Convention Center Convention Center FYI: $16.8 million in renovations recently completed, 18 new waterfront meeting rooms being constructed, increasing the total to 57 breakout rooms ADAM DEPIRO Vice President of Convention Sales Visit Tampa Bay 813-342-4061 ADePiro@VisitTampaBay.com TampaMeetings.com AMERICA'S TOP MEETING & CONVENTION CITIES 40 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021TampaMeetings.com SUCCESS STORIES FLORIDA’S MOST With new hotels, venue upgrades and smart safety measures, Tampa Bay is creating meeting success stories for a variety of organizations in 2021 — and we’ll do the same for you. tbcvb_45553_01_fp_MeetingsMag_Ad_M.indd 1tbcvb_45553_01_fp_MeetingsMag_Ad_M.indd 15/6/21 4:24 PM5/6/21 4:24 PMPLANNERTIPS Put Cybersafety and Security Atop the Planning List By Patrick Simms themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 W hile the main threat to attendee safety since spring 2020 has been COVID-19, there is another safety concern that should not take a back seat as in-person meetings begin to make a comeback. Indeed, the threat applies to virtual meetings as well. As long as the event involves valuable electronic data — whether on organizers’ devices or attendees’ — it is a potential target of cybercriminals. Of course, this sort of crime is noth- ing new in the meetings industry, and planners have made some progress in how they help to stave off such attacks. At the same time, there is room for improvement, the main reason being that certain new forms of cybercrime are not being dealt with suitably. “When it comes to cybersecurity and privacy at meetings and conferences, to para- phrase Charles Dickens, ‘It is the best of times, but it is also the worst of times,’” observes Rebecca Herold, CDPSE, FIP, CISSP, CIPP/US, CIPT, CIPM, CISM, CISA, FLMI, Ponemon Institute Fellow, and CEO, The Privacy Professor. “Long- time cybersecurity risks are generally being addressed more adequately, but meeting organizers are still typically far behind in implementing protections for new types of threats, and rarely address new vulnerabilities.” John Sileo, CEO of the Sileo Group, also sees improvement, together with a need to step up the responsive- ness to new cyberthreats. Plan- ners and host organizations “have definitely woken up and started to take the steps, and some high-profile breaches have forced that,” he says. “That said, the actual incidence of successful attack in the events and meetings world has gone up significantly, in spite of best efforts and new tools out there. It’s due to new methods of attack and what we call ‘known vulnerabilities.’” ATTACKS ARE EVOLVING Among the relatively new attacks are those based on internet connected devices and ran- somware, respectively. Herold advises that “the use of [internet connected] devices to surreptitiously record those in the vicinity has happened many times. Back in 2017, a Las Vegas casino smart fish aquarium was used by hackers to gain access into the casino network, and then exfiltrate a large amount of casino data, including a large amount of per- sonal data,” Herold says. He continues, at meetings, “the use of [internet con- nected] devices presents a significant risk, when these types of risks are not defended against. Meeting organizers need to make sure they communicate to vendors with booths at the events, along with speakers and attendees, what is and is not allowed with regard to implement- ing [internet connected] devices within the event networks, systems and overall digital ecosystem.” The goal of a ransomware attack is not merely to steal data, but to hold it hos- tage and until a ransom is paid. “No meet- ing planner wants to have someone plant ransomware within the conference net- work, and hold all their attendees’ com- puters and data hostage, do they? That would be a true catastrophe, from which a meeting planner may never recover — financially or business-wise,” Herold 42says. The successful attack begins with someone on the planning team clicking on a link — typically sent through phish- ing — and downloading a type of malware that freezes the person’s computer, ulti- mately spreading to other computers in the system. The organization must then pay a ransom to decrypt the information the malware has encrypted. “If you pay the ransom, you have roughly a 50/50 chance of ever getting that data back,” Sileo says. “The cybercriminal knows how important it is for an event manager to get their event back up and running. When the event is coming up, the plan- ner is not thinking rationally about ‘Do we pay this? Do we cancel the event?’ They don’t know what to do. That’s why it’s a perfect target for ransomware.” Thus, it pays to think rationally about preventing ransomware attacks and other types of cybercrime, so that the host association and plan- ner don’t end up in such des- perate situations. One of the organization’s main responsi- bilities is to have the systems in place to safeguard the data they collect from attendees. “There are always new threats, and thankfully, the precau- tions the Drug Information Association [DIA] has in place have prevented access to our network, data and member/ attendee information,” says Heather Seasholtz, CMP, DES, director, Americas operations for the DIA. “As a global orga- nization, we are very proactive in securing our systems and take it very seriously.” PROTECT THE RIGHT DATA Attendee registration lists are among the member data that must be protected, although that is sometimes overlooked. Sileo explains, “We think of protecting finan- cial data, but we don’t neces- sarily think of protecting ‘John Sileo is attending the NSA conference next week in Las Vegas.’ So that information gets hacked or scraped, and the cybercriminal can write directly to the attendee and say, ‘Hey, I know you’re going to this event’ and, boom, they have your trust because they have a little information about you.” Overall, it’s a good protocol to collect as little attendee data as possible. “It’s a great first strategy that rarely gets talked about: You collect only what you abso- lutely need, and even more importantly, you keep only what you absolutely have to keep,” Sileo adds. “So, if you don’t need to keep that credit card number or bank information or demographic data, don’t keep it. Clear it out of the system after a reasonable amount of time.” In addition to these organizational protocols, the planner is responsible for taking steps to mitigate the risk of cybercrime. He or she should “ensure the hosting venue and the attendees are practicing good security for the areas where the meeting host does not have the capability to provide such security,” Herold says. Communicating cyberse- curity best practices to attendees is espe- cially important at association meetings, where participants are not employees of the host organization and guided by cor- porate data security policies. “For all meetings, we send a ‘Know Before You Go,’ which includes a link to our online cybersecurity statement,” Seasholtz says. “For in-person meet- ings, we specifically state what Wi-Fi network attendees should use at the meeting. We include information in our meeting app, signage in the facility, along with transition slides, which dis- play on the screen prior to sessions. For our virtual meetings, we include spe- cific instructions for types of browsers to use, how to optimize the experience, and we communicate the steps we are taking to ensure the meeting is secure.” Sileo recommends putting together a short video explaining how to have a secure online transaction and alerting participants about what to watch out for. “A 90-second video that is a little humorous and engaging can talk about and show ‘Here’s the type of phishing campaigns that go on, here’s the type of phone call you might get pretending to be the event organizer,’ etc.” In addi- tion, he suggests that the master of cer- emonies remind attendees to use secure Wi-Fi, to turn on their personal virtual private network (VPN), to not leave their computer under the chair when going to get a coffee, etc. Whether a video or an announcement, these means of communicating cybersafety tips tend to be more impactful than a written message attendees may or may not read. EVERYTHING IS ONLINE Phishing campaigns are increasingly targeting events recently because of the amount of online communication tied to events. Attendees register online, pay online, select sessions online, etc. “The communication electronically has sky- rocketed, and that leaves openings for these fraudsters to say, ‘Hey, you’ve got this meeting coming up, click here,’” Sileo says. “And the word ‘click’ is 43 SEPTEMBER 2021 ASSOCIATION CONVENTIONS & FACILITIESthemeetingmagazines.com DEPOSITPHOTOS.COMwhere the risk starts, because they’re downloading malware [ransomware in most cases], and secondly, they’re giving their credentials either for the meeting, for their company, and some- times for their credit card or bank.” The “bait” to click may be something related to the attendee’s interests — which the cybercriminal may learn about through the attendee’s social media — or news/instructions related to vaccination, which can draw the attention of soon-to-be eventgoers. Attendees should be made aware of these specific tactics. For in-person events, protecting computers from physical theft is also vital. “It goes beyond just their laptops and tablets,” Herold says. “Meeting attendees now have fitness trackers, smart watches, security cameras they use when traveling, and many other types of computing devices. These are often left within their hotel rooms when attendees go to the meetings. Meeting planners need to ensure the hotel accommodations, for the hotel they are meeting in, or at the hotel they are using for their attendees, have safes large enough to keep computing devices within when the meeting attendees are out of their room. Hotel staff should not have access to get into those safes, except for the person responsible for such access. This will maintain accountability for determining inap- propriate access into room safes.” Meeting rooms are an even bigger target for this sort of crime, since they are usually lacking in surveillance. “As someone who has given hundreds of talks at these types of events over the years, I can attest to the fact that the security in those types of rooms is usually nonexistent — even at security conferences.” Herold says. “The same goes for the rooms where ses- sions, or even full-day or more classes are held. Those usually have breaks during the session or class, and attendees still love to leave their computers at their space on the tables when they leave the rooms. Usually, the comput- ers are left turned on, and even con- nected into their business networks, their online financial or other critical services businesses. It only takes a few seconds to snatch a computer from a room, taking along with the physi- cal device all the data and other files within the device, and also the access to all the sites and systems to which the computer can access.” Attendees should also be advised that data can be stolen from their com- puters simply by recording from the screens. “Conferences in particular are themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 Rebecca Herold, CDPSE, FIP, CISSP, CIPP/US, CIPT, CIPM, CISM, CISA, FLMI, Ponemon Institute Fellow CEO, The Privacy Professor Conferences in particular are highly susceptible to having data taken surreptitiously by others in attendance. 44highly susceptible to having data taken surreptitiously by others in attendance, or in the same venue facility, through video and audio recordings and pho- tos,” Herold says. “This is especially true when people do not protect their computer screens, and when they dis- cuss confidential topics in lobbies and other areas where those in the vicinity may hear, see and record them.” Apart from warning attendees of this practice, Herold suggests posting personnel in strategic locations to keep an eye out for this kind of theft, “especially for meet- ings and conferences where confiden- tial information is discussed.” Yet another means of stealing data is the use of USB skimmers to extract data from a device plugged into a USB charg- ing port. “These are similar to credit card skimmers, only they are much harder to notice,” Herold says. “I rec- ommend to always use a type of ‘juice jacker’ device whenever you need to charge a device somewhere other than within your home, where you know your USB charging ports do not have skimmers within them.” THE VENUE PLAYS A ROLE A planner’s due diligence when it comes to cybersecurity also includes confirming the venue’s preparedness. “Conversations about Wi-Fi, network security and the venue’s monitoring of activity happen long before the on-site pre-con,” Seasholtz says. “Some of the questions planners should ask include: Do the public internet network facili- ties have a password or a verification process? Is the venue’s public Wi-Fi password protected and does it make use of the latest security protocols? What are the differences with the net- work in the sleeping rooms versus the meeting space?” Arguably, a venue should go further than answering questions about its cybersecurity measures; it should also accept liability and provide documenta- tion for the security of its networks. “The hosting facility may very well assume that the meeting host is taking care of all security; they may even have this in their contract. I would advise against using such hosting venues who try and contractually remove themselves from liability and responsibility from imple- menting security safeguards within their venue,” Herold says. She adds, “Meeting planners need to ask the ven- ues where they are holding the physical meetings for validation that the systems, networks and computers being used are verifiably secured. This can be accom- plished by requiring results of recently completed risk assessments, security audits or similar types of reports. [The planner can also ask] the executive at the venue to sign an attestation for the security of the networks and systems, and, ideally, be account- able for harms caused by any secu- rity failures that were preventable by the venue.” In particular, the venue should provide secure Wi-Fi hotspots with encrypted connections, not just free ones. “I have seen clients who purchase external Wi-Fi hotspots instead of using an insecure hotel net- work,” Sileo says. Password strength is also criti- cal. “Most event organizers still give one password for all conference/meeting attendees to use to authenticate to the Wi-Fi,” Herold says. “And it is usually a really horrible password. I still see many that use ‘password’ as the password. Instead, they need to set up each per- son to use their own ID with a password that is not shared with others.” Relat- edly, she adds that “The administrators for the Wi-Fi network need to be more careful. Too many leave their laptops that control the Wi-Fi in areas where the laptop is left open when they get up to get some snacks, have lunch, talk to oth- ers, etc. I’ve seen many situations where it would have been quite simple to take down the entire Wi-Fi network at a conference/meeting because the admin laptop/PC was sitting unattended, with no one even trying to protect it.” SEPTEMBER 2021 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES John Sileo CEO, The Sileo Group I have seen clients who purchase external Wi-Fi hotspots instead of using an insecure hotel network. John Sileo, CEO of the Sileo Group, speaking, suggests planners must continually be aware of the latest methods cybercriminals use in order to prevent cyberattacks at their events. 45Don’t book a meeting. Book a transformation. You can have a meeting anywhere. It’s time for a destination that inspires transformation. Here, beaches transform into boardrooms and vineyards into breakout sessions. In turn, attendees transform themselves, their teams, their organizations… and the bottom line. MeetInMonterey.com Clean Lodging Commitment Monterey County properties are following the California Hotel and Lodging Association Clean and Safe Certified Program. themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 ESTABLISH A STRONG DEFENSE Network security also depends on implementing strong firewalls, as well as intrusion-detection systems and anti-malware protection. “And, very importantly, [planners] must ensure they do not have any open access points into the network,” Herold says. “This happens when computing devices, such as attendees’ laptops and tablets, connect and then are also connected to the inter- net, and the Wi-Fi network has not been configured to block those types of connections, which could lead to net- work ingress of malicious parties, and exfiltration of data from those who are attached to the network. Network tools are available to identify and block a large number of such risks and remove them.” NextGen Cisco Firewall is a tool that the DIA has found effective, Seasholtz says, along with CrowdStrike Falcon AI-based endpoint protection for all servers and user devices. “While we have the infra- structure in place to ensure we are as protected as possible externally, we also believe vulnerability comes from within,” she says. “Since bad actors tar- get each of us every day with phishing attacks and hidden malware, our IT team has implemented the Knowbe4 Security Awareness and training system. This system tests our internal users with simulated phishing emails and provides training to help our team identify malicious emails. It also allows DIA to create special training campaigns to educate the team about specific vulnerabilities and provide reports to let IT know how the team is doing and what additional training may be necessary.” For virtual conventions, DIA uses its website and Asso- ciation Management System (AMS) as the gateway for attendees to access the meeting. “This allows DIA to add an extra level of authentication and control access to the virtual platform,” Seasholtz says. “This also allows us to control any write-back from the virtual platform to our systems. Our IT team works with our vendor partners to ensure no information is coming back into our system that would impact our systems or security. We are also very aware of file sharing to ensure we are receiving safe files that don’t infect our systems, nor do we want to send bad files to our attendees.” But prior to researching tech tools and systems to stave off cybercrime, an understanding of the current modes of attack on the part of planners and attendees is essential. That knowledge guides the choice of tools and safety precautions. “The most effective way to prevent cybercrimes is through knowledge and raised awareness of the cybercrime tactics used,” Herold says, “and then applying the appropriate actions, tech tools and physical protections to thwart the cybercriminals’ actions.” And the learning processing is ongoing, as cybercriminals evolve their tactics. “New threats are always on the hori- zon, and vendors must have strategy for staying ahead of the bad actors,” Seasholtz says. “Technology is constantly advancing, and with that, planners need to stay ahead of possible risks with utilizing new platforms, apps and tools for attendees.” | AC&F | Typically, those planning in-person events depend upon the venue to have correctly configured the networks, devices, Wi-Fi access, pre- sentation computers, internet connections and other critical compo- nents. When hosting a virtual event, there are more options to control the settings of the online platform to ensure security settings are correct, and test to ensure that malicious files cannot be shared, that others cannot attend who are not registered, etc. For virtual meetings, organizers should do the following: • Establish documented policies and detailed pro- cedures that include online meeting security and privacy requirements. Periodically audit online meeting activities to make sure everyone is following the requirements. • Periodically verify that established tools are used and policies followed. • Keep online meeting tools, and the associated computing systems, updated. Apply updates and security patches as soon as they are available. • Keep all networks patched and updated where online meeting platforms are used. • Provide training for hosting online events. Hosts must know their obligations for notifying attendees, approving entry to the online meeting portals and more. Attendees must understand the risks and the basic security and privacy actions they can take. • Designate and enable others who are part of the hosting orga- nization to help with the conference, including attendee vetting and disruptive attendee management. • At the beginning of an online conference, warn attendees that anyone who hacks into a online meeting can be charged with state and/or federal crimes. Charges may include disrupting a public meeting, computer intrusion, using a computer to commit a crime, hate crimes, fraud, transmitting threatening communications and more. • Limit or prohibit the reuse of online conference access codes. Instead, use one-time PINs or meeting identifier codes. Always use multifactor authentication when possible. • Use “green room” and “waiting room” types of online meeting capabilities. Configure the meeting tools so notifications are given when attendees join. Use the online tool meeting admin dashboard to monitor attendees. Record the meetings only when necessary and/or when you have notified the attendees that you are going to do so. Disable all features not necessary to hold your event, such as file-sharing and chat. Mute the microphones of attendees when they should not be speaking. • Tell the attendees to ensure there is no personal data or other sensitive information being unintentionally disclosed when sharing their screens. Related to this, limit who can share their screens at the event to only the speakers/presenters. • Use VPN solutions when holding an online event via the corporation’s network to help prevent connections coming in from outside entities that might create security risks to the corporate network. • Avoid reusing meeting links. You don’t want bad actors to eavesdrop or get personal information about attendees, etc. If you reuse links, this can happen. — Rebecca Herold CYBERSECURITY FOR VIRTUAL MEETINGS D E P O S I T P H O T O S . C O M 46Don’t book a meeting. Book a transformation. You can have a meeting anywhere. It’s time for a destination that inspires transformation. Here, beaches transform into boardrooms and vineyards into breakout sessions. In turn, attendees transform themselves, their teams, their organizations… and the bottom line. MeetInMonterey.com Clean Lodging Commitment Monterey County properties are following the California Hotel and Lodging Association Clean and Safe Certified Program. Stress Relief How to Deal With the Pressures of Planning the Perfect Meeting By Keith Loria INDUSTRYINSIGHT themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 P lanning a meeting can be a stressful endeavor. There’s a long list of things that need to be done right, and often a planner is juggling multiple things at one time, with changes coming in last-minute and demands being made up to the day of the event. “The number of details to develop and execute conven- tions and conferences is massive,” says Lauren Nance, chief consultant of Nance Communications, Meetings & Events in Wayne, New Jersey. “The number ensuring those details are carried out successfully places immense amounts of stress on the planner. The responsibility is weighty, and planners feel every ounce of that weight.” Some of the things contributing to the stress are often things a planner cannot control, such as executive decisions, lack of financial support for the plans stakeholders want, lack of cooperation or response from a supplier, or stakeholders who may consider the details needed for early/proper planning not a priority. “Add to it delays, speakers, sponsors or exhibitors who wait until the 11th hour to comply with requested information, inclement weather for outdoor events, or meetings that require air travel that can send a panic through the management team,” Nance says. “Planners are completely vested into every detail needed to create a successful event. Think of it like a puzzle. We can’t relax until all missing pieces of the puzzle are in place.” The planning industry is a stressful business for numer- ous reasons, shares Kim Becker, CMP, DES, MBA, president of Emerald Meeting & Event Planning in Louisville, Kentucky. “You are bringing together large groups of people for work or fun, or both, and there is an inherent weight on the meeting planner that all things must go well from start to finish,” she says. “Then, there is the incredible amount of details which need to be thought through, communicated and then put into place, also, the reliance on other people 4849 SEPTEMBER 2021 ASSOCIATION CONVENTIONS & FACILITIESthemeetingmagazines.com to turn those details the meeting planner has on paper into reality. Other people have to do their jobs in order for the meeting planner to be successful, and that is probably the most stressful thing about it — for me, anyway.” Laura Mayfield, owner & creative director for Wichita Falls, Texas-based Mayfield Events, notes the essence of a meeting planner’s job is to create a singular event that is as smooth and stress- free as possible for their clients. “This process can take months, or at times, years to plan, and then it culminates into a several-hour execution of those plans,” she says. “The stress of not being able to run simulations of an event prior to the day of is challenging.” In many other high-production jobs, there may be test runs or practice. However, these options are often not afforded in the event world. So, the simulations must take place in the head of the planning team. “In addi- tion, as an event planner, you are also at the mercy of many of your creative partners [A/V, designer, venue, catering, etc.],” Mayfield says. “If one of these partners fails to perform their responsibilities or they are not fully prepared, it is the plan- ner’s job to fix the issue in a rapid manner and in such a way that it doesn’t hinder the event experience.” MEETING DEADLINES There’s no way around it: If deadlines aren’t realistic, a planner isn’t going to meet them. That’s why it’s vital to set reasonable deadlines, and, if possible, include buffer periods in case you run into problems while working on the project. Planners establish aggressive timelines out of a desire to satisfy others and an overestimation of their own and their colleagues’ skills. However, having a backup plan is critical since things seldom go according to plan. For most meeting and event planners, there are not extensions; there are no second chances. “The best possible strategy is to trust the work that you have done — be rested and ready to solve on- site issues that may arise,” Mayfield says. “In addi- tion, I cannot stress the value of a team enough. Having a team to support you during the planning process is essential.” Dylan Shinholser has an exten- sive background as a meeting planner for Richmond, Virginia-based Experience Events, and is currently the CXO of the hybrid event software company ViewStub. He notes proper planning and project management play a huge role in decreasing deadline stress long before it’s crunch time. “The key is to lay out a well-structured timeline that gives you plenty of room to accommodate changes, mis- takes and any other unplanned circumstances that will pop up, and then consistently work to achieve progress along that timeline,” he says. “Where most people go wrong is either waiting until the last minute or breaking the work up into a series of short and intense sprints, instead of consistently chipping away at it throughout the timeline they’ve created.” However, he adds, it’s important to remain present and focus on the task at hand. “Rather than trying to do 40 things at once, focus on one task at a time, because switching from task to task is wasted time and energy that detracts from making real progress,” Shinholser says. “You have a plan and a time- line; as long as you follow that, you will get everything done in time, so focus on the task in front of you until it’s completed.” MAKING THINGS EASIER To alleviate deadline stress, consider establishing ear- lier completion dates for tasks, such as adding a day or two, and then rewarding yourself for achieving those deadlines. Additionally, stay accountable. When setting up a meeting, even the most seasoned professionals might lose their feel- ing of urgency. To keep yourself accountable and to check in with employees, clients or other stakeholders involved in the project, set checkpoints so things don’t creep up fast. Gathering details for events is the equivalent of herding cats. Lauren Nance Chief Consultant, Nance Communications, Meetings & Events Planners are completely vested into every detail needed to create a successful event. Think of it like a puzzle. We can’t relax until all missing pieces of the puzzle are in place. DEPOSITPHOTOS.COMNext >