< PreviousThat’s why Nance notes having one searchable digital place where all event details live helps the plan- ner and their team stay informed. “Whether a Google doc, Onenote page, or Google sheet, collecting details in a centralized location helps decrease the stress of searching and mulling for those details,” she says. Marla Everett, CMP, CMM, CITP, director of consulting solutions for Event Travel Management, in Omaha, Nebraska, also suggests using a time- line and project plan to curtail any problems that could come up caus- ing stress. “This helps to focus on important items at the right time and not to worry about some items until later,” she says. “Sometimes, it is better to wait to complete a task than to complete it too early.” Another tip from Everett is to create a meeting specifications document that holds all planning details. “The key is starting the meeting specifications document immediately when you start working on the meeting, otherwise it becomes too overwhelming to complete,” she says. “It also helps to show the gaps of information and what still needs to be answered. I’ve never had ‘specs’ done before going on-site for a program. They are always a work in progress — but at least I know what is open, which allows me to hand off to on-site staff or vendors to close the item.” Tiffany Allen, principal, AEA Con- sulting Firm, a corporate event man- agement company in Glyndon, Mary- land, subscribes to the philosophy that “The best defense is a good offense,” explaining that event planners should try to prepare for everything that could possibly go wrong on the big day to avoid deadline stress. “The best strat- egy to accomplish this is to work your way backward,” she says. “By this, I mean start off by brainstorming with your team everything you need for your event and break that list down into bite-sized questions/tasks.” For instance, if there’s a need for security guards, the team should break that down further into questions, such as the following: “What security vendor will you choose?” “What is the map of the venue?” “Where will the guards be stationed?” “What shifts are needed?” “What is the budget?” — so that you’re fully prepared. DON’T LET THINGS BOIL If a meeting planner doesn’t take steps to deal with stress, it eventually can catch up to them and cause serious mental, personal or health problems. “In my experience, planning is a high- burnout, high-turnover field,” Mayfield says. “Unfortunately, most planners do not even see that they are burning out until it is too late to stop it. I have seen wonderful people in my field have very unfortunate crashes, due to stress and overwork. For our team, we check in with each other regularly to monitor what we have found to be the key indi- cators of burnout.” Becker adds that if you don’t de-stress, you will burn out, and pos- sibly in a very pub- lic and embarrass- ing way. “We also have to remember to take care of ourselves,” she says. “Your body can’t handle con- stant stress with- out making itself sick, and then that doesn’t do anyone any good.” Everett says to be mindful of the types of tasks that you take on as a planner. “If you are constantly hit by urgent short- term tasks, it will prevent you from taking care of long-term tasks, and then the long- term tasks become urgent,” she says. “Additionally, be mindful about your value and where your time is best spent. I once had a client who insisted that they could roll out the carpet for their exhibit booth on their own rather than paying a ven- dor to do it. But that took time away from spending with their clients and otherwise prepping content.” And never be afraid to call for help. Very often there is an “all hands on deck” task that needs to get done, which can get done faster by calling in assis- tance from a team or hiring others on the meeting project. “I’ve done this for stuffing welcome packets and reprint- ing of name badges, etc.,” Everett says. “By implementing a laser-focused solu- tion, you can overcome the issue more quickly, allowing you to get back to the other things that you had planned.” Finally, no matter how much expe- rience one has or how many meetings that have gone perfectly, expect at least one thing to go wrong and plan for it. Leave time in your schedule and give the capacity to your staff to react to the unforeseen. ALLEVIATING STRESS Being a professional planner involves a level of attention to detail and multitasking few understand. Even with excellent organization, the deadlines are endless, and living a life organized by the minute can harm themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 Laura Mayfield Owner & Creative Director Mayfield Events For our team, we check in with each other regularly to monitor what we have found to be the key indicators of burnout. Laura Mayfield, owner & creative director of Mayfield Events, says she counts on her team to successfully plan meetings, and they monitor each other for signs of increasing stress. 50mental health. One of the best meth- ods Mayfield has found in her career to combat stress is to exercise. “Do something physical to help release the energy that has built during the process,” she says. “The events world has a very high burnout rate. I have found that this is because there is a fantastic ‘high’ that comes from the adrenaline of events and the problem- solving that comes from the adrenaline. While stress can be a wonderful com- panion to help pro- duce creativity, over time, stress becomes dangerous. I cannot recommend therapy enough to help pro- cess the stress and build a sustainable relationship with a high-stress career.” Confidence in one’s self, Shinhol- ser notes, also plays a significant role in reducing stress. “Intelligent people often doubt them- selves when the pressure is on, because that’s our brain’s way of trying to pro- tect us,” he says. “In fact, the more intelligent you are, the more likely you are to face this kind of self-doubt. A simple solution is to compile a list of your successes over the years, and think through the emotions you felt and the challenges you faced in achieving them. This will help to reframe your mind- set and restore your confidence. With practice over time, your confidence will become unshakable, allowing you to focus on the event rather than unfounded emotions.” Deb Das, community manager for HomeGrounds, of Westbury, New York, understands the pressures of deadlines looming and notes there are some simple mind hacks that are avail- able that can help meeting planners manage their stress. “Stress is a signal our bodies send to either escape from a situation or rest,” he says. “Unfortu- nately, many of us can’t run away from our deadlines, so we’re going to have to run toward them before they run at us. First, however, we should always acknowledge our body’s signal for rest. Your body knows best.” He has found the best way to know when to rest is by doing the “Stress Bucket” exercise. “Visualize a bucket in your mind filling up with stress. If it starts to spill over the edges, spilling into other aspects of your life, such as sleep or a short temper, then it’s time to take that well-deserved break,” Das says. “Planners must practice self-care and mindfulness to ensure they don’t burn themselves out. But as far as physical tools go, sites such as Head- space.com are lifesavers for managing all that deadline stress, and Monday. com is one of the best planning tools I’ve found to date.” While self-care is a fun buzzword, and there are some important aspects of a self-care routine that can be incor- porated into a meeting planner’s tool- kit, it’s not enough when the realities of the day are here. “An important process for any planner looking to have a long-term career is learning to have appropriate boundaries with the event,” Mayfield says. “For me, this meant that I had to trust my experi- ence and my team. It also meant that I had to take active measures to not indulge in the pressure of my job. I found hobbies, friends not in my field, and balance.” She has also learned to celebrate after the meeting or event is over. “Our team takes a personal day to take care of ourselves, but we also have a team deconstruction celebration,” Mayfield says. “We talk about what went right, what went wrong, how we want to adjust for the next event. Then we celebrate the experience.” Technology is now playing a role in helping people reduce stress as well. Becker, like others, notes there are many apps that focus on meditation or mindfulness, and this is a convenient way for meeting planners to take a quick breather. “You can set your medita- tion time so even if you only take 5 or 10 minutes each day, over time it will help keep you focused and less stressed,” she says. “Time blocking has been around, but I think it’s gaining popularity again.” Still, self-care is Becker’s top tip for fighting stress — and she means self-care during the plan- ning process and not just at the end. “I’m a big believer in massage therapy and regular mas- sage therapy every four to six weeks,” Becker says. “Once you begin to get massage therapy on a regular basis, you can feel where your stress is and give your body that break every month to get the kinks worked out. It defi- nitely helps keep a planner in control and focused, because you’ve been able to let it out all along the way of your planning process.” She does recommend waiting a few days to pamper one’s self when a meet- ing is over, as the amount of time plan- ners spend on their feet over the course of a three- or four-day meeting creates its own knots in your arms and legs; so you need to give yourself a couple of days of recovery after the meeting before treating yourself. Nance has also found meditation and yoga breaks are popular with meeting planners, and suggests they can help remove some of the stress of planning a meeting for a while. “I believe, though, that stress can be greatly reduced by advanced planning, strategic communication, and by forg- ing such great relations with venue staff and suppliers, they’ll run through a wall for you,” she says. | AC&F | SEPTEMBER 2021 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Kim Becker, CMP, DES, MBA, president of Emerald Meeting & Event planning, left, suggests planners take the time to de-stress, as the stress of the job can cause burnout. JOHN NATION PHOTOGRAPHY & CENTER FOR INTERFAITH RELATIONS 51Making Headway for Large-Scale Events The Logistics of City-Wides By Maura Keller themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 A s meetings and events begin to gear up as the COVID-19 vac- cinations are available, sights are turning to hosting very large-scale or city-wide events — think Coachella in Indio, California; Comic- Con International, in San Diego; and the Consumer Electronic Show (CES) in Las Vegas. To make these huge meetings, conventions and events successful, there are key things meeting planners need to keep in mind as they begin planning for late 2021, and into 2022 and beyond. Dena Lowery, chief operating officer for Opus Agency, a global agency deliv- ering meeting and event experiences for 13 of the world’s top 20 most valu- able brands, including Amazon, CES, Google, Microsoft, SAP and Salesforce, says that across these clients and more, the Opus Agency team has executed numerous large-scale flagship events that take over cities and get the industry talking. “We have not executed in-per- son large-scale events post-pandemic, but have several on the books starting late fall,” Lowery says. “The appetite for gathering is picking up steam. Humans are ready to connect, and brands are ready for large-scale engagement.” Yet, for large-scale events, the “playbooks” need to be reimagined. As Lowery explains, by their nature, these large-scale programs grew over time — their strategies and experience design were evolving as the size of the audi- ence grew. “These events are not starting from scratch; they are not facing a com- plete rebuild. Yet, for the large-scale pro- grams that our teams are working on, we are still going back to the foundation to renovate our way back up,” Lowery says. This means event strategy and design are taking center stage. They are refresh- ing their understanding of audience seg- ments. They are asking fundamental and big questions: Who will need and want to network? Who is the audience for the keynote? Is training better facilitated in a virtual environment? What is required for the sponsorships sold?” Internally, there are also a lot of questions needing to be answered. The businesses behind these large-scale events are considering: Is it safe? Will people come? How do they manage budgets for the unknown? Is an event this large even necessary? “Our recom- mendation for planners of large-scale and city-wide events is to make sure they are asking big, provoking and often uncomfortable questions,” Low- ery says. “Spend the time with those questions. Spend the time workshop- ping and exploring the answers. And, in the programs we are bringing back, we see that big questions are getting big answers — which is just what high- profile, large-scale events require in a re-emerging world.” According to Steve Drew, assistant executive director of the Radiologi- cal Society of North America (RSNA), who helps plan various large-scale meetings for this association, when orchestrating large-scale or city-wide events, it is important to develop key goals and objects, including prioritiz- INDUSTRYINSIGHT 52ing the objectives of the event in cat- egories such as “must have,” “nice to have” and “future idea.” The annual RSNA Meeting and Scientific Assembly is the largest medical imaging forum in the world, and attracts nearly 25,000 attendees worldwide. It is planned for late November to early December this year in Chicago. “You also want to eval- uate the education program as part of the large-scale event — if applicable — and determine content format needed to reach the broadest audience via face- to-face or virtually,” Drew says. Ryan Costello, co-founder of Event Farm, says the most important consider- ations meeting planners need to keep in mind while planning large-scale events in 2022 are safety and budgeting. “The pandemic altered large-scale events in a number of ways, from event infrastruc- ture to attendee engagement to budget- ing,” Costello says. “It has forced event planners to consider all aspects of plan- ning with the primary consideration of attendee health and safety.” Costello adds that planners need to show attendees how serious they are about their safety, and reassure them that they can come to the event with confidence. “This means building attendee confidence through an on-site communication plan, attendee code of conduct and added safety measures,” he says. “Planners need to allocate budget for new health and safety technology.” 53 SEPTEMBER 2021 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES The annual RSNA Meeting and Scientific Assembly attracts nearly 25,000 attendees worldwide.GETTING DOWN TO SPECIFICS Katherine Kirk Fenech, managing member of Chicago Is … LLC, a global DMC partner, says a trend that will be here to stay — at least for a while — are shorter planning windows with city-wide events. After 2020, planning something a year out seems daunting. Attendees will ask themselves: “What could happen in the next year after living through a cha- otic and unpredictable 2020?” “What will be here forever?” Kirk Fenech asks, answering, “Well, hand sanitizer. Cleaning protocol is here to stay. While we are burnt out on talking about washing our hands, the commu- nication of what steps have been imple- mented to create a clean and healthy space will be a requirement. Social and environmental impact will be a new trend for the industry. Planners and attendees will ask, ‘How does this event impact the environment?’ as well as if this program is socially conscious.” Lowery also sees large-scale, city- wide events being altered forever due to the pandemic in three ways: HEALTH AND SAFETY While event teams, such as those at Opus Agency, have been building health and safety plans for large-scale events for years as venues have always required these types of plans, the health and safety plans post-pandemic will become more detailed. “The pan- demic has created a need to think through the well-being of everyone, not just attendees, and make adaptable plans,” Lowery says. Costello says planners can imple- ment a variety of different tactics to help attendees feel safe at events, including the following: • Contactless check-in. This gets attendees checked-in quickly at a safe distance and sends an automated welcome text that provides additional event infor- mation without an app down- load or physical event program. • A virtual queuing system. This allows attendees to save their spot in a virtual line for prod- uct pick-ups or health screen- ings, and texts them when it’s their turn. • Contact tracing. This administers access control at check-in loca- tions for a detailed log of who went where during the event. • Attendee messaging. This sends text messages to your attend- ees or segmented groups of attendees with important event updates or any impor- tant safety alerts. Staff, vendor and volunteer management. This admin- isters staff and vendor check-in and access control at the event to ensure only certified and authorized person- nel are on-site. CONTENT DISSEMINATION Pre-pandemic content at large-scale events was delivered live to an in-person audience, with the keynote being broad- cast to a virtual audience. That was the pre-pandemic version of a hybrid event. “Post-pandemic, large-scale events are offering various methods of content dissemination, including content that is delivered live, onstage and exclusive to the in-person audience; content that is simulcast to a hybrid audience; pre- recorded content that is included in the virtual experience; and content that is available on-demand for viewing post- event,” Lowery says. AUDIENCE ENGAGEMENT The audience for city-wide, large- scale events going forward will be a mix of in-person and virtual attendees. “While the hybrid events allow for a broader audience reach, engaging two audiences requires a much more sophisticated strategy,” Lowery says. “Meeting planners will want to make the virtual audience feels as special and engaged as the in-person audience, while recognizing that those are two very distinct audiences that require dif- ferent strategies and agendas.” THE HYBRID APPROACH TO CITY-WIDES In light of the pandemic, large-scale events are offering hybrid options for attendees, as they have been doing so for years. Keynotes have been broadcast, sessions have been captured and cata- loged, remote watch parties have been integrated and more. “Yet, now hybrid events are becoming more sophisticated as we figure out how to amplify the themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 Dena Lowery, middle, chief operating officer for Opus Agency, says the "playbook" for large-scale events must be re-evaluated in the aftermath of the COVID-19 pandemic. Katherine Kirk Fenech Managing Member Chicago Is … LLC Take the time to clearly craft your messages while not assuming everyone knows what is expected of them, or how the event will run. 54message, disseminate the content and engage both audiences,” Lowery says. As such, A/V components will play a key role in future city-wide events. Tina Luppino, founder and president, The AV Firm, says meeting planners need to be sure they keep scalable A/V com- ponents based on size and local govern- ment guidelines in their destination city on their radar. If the government moves to another shut down or stricter capac- ity regulations, your technology partner needs to be able to offer a virtual meet- ing or a hybrid blend of both on the fly. These options should be outlined in the initial RFP and part of contract con- siderations. “Room diagrams need to allow for social distancing when meet- ing and exhibit space allows for a larger footprint,” Luppino says. “Larger-scale meeting space than what you typically book is ideal for accomplishing this, and also allows for better traffic flow, air flow, etc. If room capacity is limited, then add overflow satellite rooms.” It also has never been more crucial to ask for crowd-flow management diagrams. Again, this needs to be a scal- able consideration at the onset of your planning phase. Luppino recommends meeting planners consider the addition of signage to instruct crowd flow. This can be illustrated the same as the rules of the road — one direction on the left and the opposite direction on the right — with areas to pull off if individuals want to stop and have a conversation. Touchscreens and high-contact tech- nology also will need to be considered for large city-wide events. As Luppino explains, there is new technology, includ- ing a hover screen for iPads, roving UV lights, downloadable apps that will run hotel room TV remotes, capacity coun- ters that monitor how many attendees enter rooms, and temperature-screen- ing kiosks for high-traffic areas. There are name badges that transfer contact information without having to transfer a physical business card, and programs that can show ideal social distancing. While large social events can be hybrid, let’s be honest, it is just not the same to watch something such as fire- works or a concert on a screen. Kirk Fenech says for large events focused on entertainment, the hybrid model will be an uphill battle to stand out and engage over all of the other streaming entertainment available. “On the other hand, large-scale meetings will find suc- cess in the hybrid space. This is because content and education are key drivers to their success, which can be success- fully produced in a hybrid model,” Kirk Fenech says. “Guests who cannot attend a large educational meeting can now get the same education from a hybrid plat- form. It can provide a new pool of guests who may have scheduling conflicts that would have otherwise prevented them from attending. The experience will always be more engaging in per- son, but education can be effec- tive virtually.” Networking also will be rede- signed, as the industry is moving to a new way of meeting like-minded people in large-scale events. Software is being engineered so meeting attendees fill out a pre-event survey, which will result in connecting attendees via an algorithm — fostering a quicker con- nection during an in-person or virtual meeting. “Most future large-scale meetings are going to need to allow for a hybrid approach due to comfort level and travel restric- tions. The positive will be that we will now develop efficient ways to move our crowds,” Luppino says. “This next gen- eration of planners are learning to adopt new ideas, and will be the pioneers of redirecting from a ‘We have always done it that way’ mindset.” Of course, virtual conferences don’t have the same capabilities or experi- ences as in-person meetings, but it can certainly be executed in a hybrid for- mat. These events can deliver content from general sessions, but the quality of the virtual experience is key in keep- ing people engaged. Virtual exhibit halls, where attendees can utilize an appointment-based model to connect with others, is a unique way to encour- age networking and socializing, so you can still get some “face time.” Dan Fenton, executive vice president & director of global tourism and desti- nation development services at JLL Hotels & Hospitality, says hybrid events have also opened doors for many who may not be able to make the conference in person. In fact, some hybrid confer- SEPTEMBER 2021 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Steve Drew Assistant Executive Director Radiological Society of North America (RSNA) You also want to evaluate the program as part of the large-scale event ... and determine content to reach the broadest audience ... ” While large-scale events can be hybrid, nothing beats the experience — such as a concert, pictured — of being at the event in person. 55ences and large-scale events have seen spikes in attendance due to the virtual capability. But the question remains on how to make operations seam- less. “It’s important to establish a ‘plug-and-play’ model to help structure hybrid meetings or book venues/spaces with the infrastructure already in place for a virtual production,” Fenton says. “Some meeting centers and venues are now building produc- tion studios in their spaces to better support and enable hybrid events.” Incorporating the “plug- and-play” notion or leveraging already built-in production stu- dios in meeting spaces can help streamline the process. That’s why Fenton says meeting planners also need to be realistic in the capabilities of a hybrid meeting, including what con- tent you are able to share. In addition, it’s important to have access to a good online platform. Understanding what you need to be effective in your hybrid event is critical. “Sometimes meeting planners shy away from virtual meet- ings due to these technical complica- tions and the potential costliness at ven- ues,” Fenton says. Look for large-scale host meeting spaces throughout a city that offer progressive spaces that are adopting technology and have built-in production studios, as these places can help mitigate some of the challenges facing virtual meetings today. STRATEGIES FOR SUCCESS As the various strains of the pan- demic continue to emerge and wreak havoc in cities across the U.S., planners should familiarize themselves with the COVID-19 guidelines specific to the city and venue where they are hosting a large-scale event. Lowery suggests planners find larger spaces for fewer people to allow for social distancing. They should also think about how the food is being distributed — boxed meals that are grab-and-go being the ideal delivery method during the ongo- ing pandemic. Hand sanitizer should also be readily available. “And plan- ners need to determine whether or not they’ll require attendees to test for COVID,” Lowery says. Fenton says research has shown that people are hungry for social interaction, and have felt isolated during the pan- demic. Now that many parts of the coun- try have reduced COVID restrictions, it’s key that the industry continues to keep the improved health and wellness stan- dards in place. “Reverting back to ‘old ways’ isn’t a good move for the industry, and in order to be strategic, it must listen to the needs and concerns of attendees that are now hyper-sensitive to cleanli- ness,” Fenton says. “Understanding how these viruses and sicknesses transmit is vital, and it will remain top-of-mind for attendees. Maintaining regular clean- ing schedules and providing very acces- sible hand sanitizer and other cleaning resources for attendees will help them feel comfortable.” And as Luppino alluded to, there are pre-event and on-site technolo- gies, such as CLEAR, coming into play to help planners manage large-scale events. CLEAR has a product that links COVID-19 health information to bio- metric identifiers, such as your face, eyes and fingerprints. It will allow attendees who feel fine to pass quickly through checkpoints that screen for sick and infectious people. The idea is to automate a daily health screening task to make it easier, quicker and con- tactless. “The venues themselves are at the forefront in helping attendees feel safe,” Lowery says. “Soon, they’ll be able to do in-room testing. They will be the ones to push the technology for test- ing attendees and facilitating the needs of attendees that are not feeling well.” A common mistake event planners make with city-wide events is underestimating the time it takes to move a large number of humans. It seems really simple, but it takes a lot of planning to figure out how to move large groups of people from place to place. But as Lowery explains, without a proper plan and bud- get to direct and facilitate move- ment at large events, spaces get clogged, confusion ensues and your agenda gets derailed. “Planners should consider the psychology of line movement. People are happy when they feel like the line is moving,” Lowery says. “And, now, with more attendees aware of their health and safety, the strategies and experience design for major move- ments are once again critical to assuring happy attendees and successful events.” Making assumptions is another big mistake planners can make. As Kirk Fenech explains, every nook in this country has its own unique view on current news and politics. Assuming guests are ready to get out there, or vice versa, can create a disconnect. “As planners, we have to communicate to all backgrounds and ensure the messag- ing around the program or event goals are clearly stated with the inclusion of safety,” Kirk Fenech says. “It can be a tricky line to navigate making guests feel comfortable without infringing on their own personal decision mak- ing. Take the time to clearly craft your messages while not assuming everyone knows what is expected of them, or how the event will run. We are work- ing with new rules in a very different social/political environment, so mes- saging must be inclusive.” From those putting on flagship city- wide programs to those creating bespoke moments, the entire meeting and events industry is working through the changing strategies, designs and realities of what it means to bring people together. “More than ever, it is critical for event profes- sionals to be curious, and tap into their vendor and partner networks,” Low- ery says. “For our part, we are working through these realities now, and we find value in the open, two-way sharing of insights, inspiration and ideas. Because, together, with more communication than ever before, we will all be learning, making and delivering an unimagined new generation of events.” | AC&F | themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2021 One big consideration when planning city- wide events is ensuring that thousands of attendees can be moved quickly and easily. When you choose Disney for your meeting or event, you’re getting more than just a great place to meet. You’re also getting a dose of our world-famous Disney innovation and imagination to help bring your teams together. With ample creative resources at your disposal to customize your event for both in-person meetings and digital experiences, come see how the Disney difference can help you get back to business. Even if it is a little less than ‘usual.’ Find out about the enhanced health and safety measures we put in place for our Guests visiting Walt Disney World ® Resort at disneymeetings.com THESE ARE MEETINGS 56When you choose Disney for your meeting or event, you’re getting more than just a great place to meet. You’re also getting a dose of our world-famous Disney innovation and imagination to help bring your teams together. With ample creative resources at your disposal to customize your event for both in-person meetings and digital experiences, come see how the Disney difference can help you get back to business. Even if it is a little less than ‘usual.’ Find out about the enhanced health and safety measures we put in place for our Guests visiting Walt Disney World ® Resort at disneymeetings.com THESE ARE MEETINGSA s business and trade-profes- sionals spend most of their time in the field traveling, or even just working unfavor- able hours, it is important for planners to take family friendly venues into con- sideration when choosing association meeting or convention locations. After all, more conventions are invit- ing the family along, championing the idea that attendees, when they bring their spouses and children with them when attending an event, creates hap- pier workers and a more peaceful fam- ily life for those involved. “While of course the main priority is the success of their meeting, it’s a huge draw when an attendee can tell their spouse and kids to pack their bags because they’re going to the beach — especially when it’s snowing outside,” says Emily Hart- stone, vice president of Magellan Man- agement. “I myself can still remember running to the staircase every time my father came home from a business trip because he was traveling so much when I was young. Looking back, I wish those meeting planners chose destination properties instead of convention centers, because you better believe my mother would have put us on that airplane.” She adds that being able to offer activities for a family while one parent attends a meeting helps create a solution to an issue that probably isn’t discussed enough out loud — the number of hours one or both parents have to work, and how to keep everyone together Marla Everett, CMM, CMP, CITP, director, consulting services for Omaha, Nebraska-based Event Travel Manage- ment, notes business trips take people away from their families, and offering family friendly destinations may encour- age attendance from members and invi- tees who may not otherwise attend the meeting or convention. “Also, the idea of “bleisure” [a blend of business and lei- sure] travel has become more popular,” she says. “It reduces the cost of a family trip if at least a portion of the business traveler’s trip is covered as a business expense. Families also tend to be more understanding and supportive when they benefit from the hard work being done.” Dustin Weatherford, administrative assistant with the Tennessee Sheriffs’ Association (TSA), is charged with planning the association’s annual con- ference, and always keeps families in mind during the planning stages. They recently held their 50th annual Sum- mer Conference at the Sevierville Con- vention Center in Sevierville, Tennes- see. “Venues that have family friendly activities allow for larger functions to come and be successful,” he says. “The TSA is like a big family, so when we can expand to our members’ actual family, it always brightens the event. The best INDUSTRYINSIGHT ALL IN THE FAMILY Meeting Planners Seeking More Family Friendly Venues By Keith Loria themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 202158way we can make this event successful is by finding venues that are connected to their communities and offer a wide range of activities for the families to do while our attendees are busy.” Pamela Gonzalez, sales manager for the Banyan Tree Mayakoba, a luxury resort in Mexico, oversees meetings and event bookings and often deals with companies who want to bring along their families. “More and more, meet- ing attendees want to combine business and leisure trips,” she says. “When they travel with family members, they can combine their professional activities and experiences with leisure family activities. Since the hotel offers a vari- ety of activities that they can do on their own while their parents have meetings — the ecological boat tour, a kids club, non-motorized water activities, a beach club, among others — it’s easy to accom- modate this type of request.” Greg Jenkins, a partner with Bravo Productions, notes venues that offer family friendly activities to entice association meetings and conventions can create a win-win situation for all parties involved. “From the attendee’s perspective, it can take on the form of a family vacation,” he says. “The attendee can participate in meetings during the day and spend time with family in the evening. Following the conference and meeting, the attendee can make this a family vacation for extended days.” From the venue’s perspective, it adds value to a meeting and increases revenue for the venue, as you will have attendees and their families spending money at their property during the convention and post-convention for a few extra days. The impression a venue leaves on attendees and their families fosters an endearing corpo- rate brand. Many attendees at these events, including children, may remember their experience with much affection years after the event and will likely become repeat customers. “By including families, it often makes it easier for some professionals to attend meetings and conventions,” Jenkins says. “More specifically, some profes- sionals often skip meetings, con- ventions and events, because of family responsibilities. A person may not be able to attend because there is no one who can look after the baby at home, pick up children from school or drive kids to activities. Family friendly activi- ties at venues help solve that problem.” Travelers have learned that it is pos- sible to strike a work-life balance when attending meetings and conferences, so in order to capture their attention and business, resorts are increasing their focus on appealing to the entire family. “The contemporary jet-setting family is looking for a destination with a wide range of experiences and offerings that will appeal to each member of the fam- ily,” says Cora Cartwright, conference service manager for SLS Baha Mar in the Bahamas. “These experiences need to be of the highest quality, easily accessible to their accommodations and remain authentic to the destination.” For example, SLS Baha Mar recently introduced Baha Bay, a luxury beach- front water park that encompasses 15 lush acres directly adjacent to the hotel. “The water park is inspired by the natural beauty of the Bahamas, and is designed to perfectly fuse a relaxing island environment with exhilarating fun for the entire family,” Cartwright says. “This is the ideal place to spend an afternoon together after a morning full of meetings, with spectacular water slides and elevated culinary concepts that will satisfy all ages.” LOCATION MATTERS When planners design meetings with families in mind, it’s vital that they think about what’s available in the area for everyone to do. Hartstone says the location of a venue is very important in this regard, and destination properties certainly help make life easier for the 59 SEPTEMBER 2021 ASSOCIATION CONVENTIONS & FACILITIES N THE MILY themeetingmagazines.com Dustin Weatherford Administrative Assistant Tennessee Sheriffs’ Association (TSA) The TSA is like a big family, so when we can expand to our members’ actual family, it always brightens the event. COURTESY OF THE RITZ-CARLTON, LAKE TAHOE PHOTO BY ZACK SMITH / NEW ORLEANS & COMPANYNext >