< Previousstickers, acrylic barriers, large plants or floral installations, and other visual cues. “With hybrid events, what’s in the room is what is seen by the audience on the screen so event space designs, stag- ing, props, backdrops and visual pre- sentation will be more impactful than ever,” Bailey-Keen says. One additional area of focus hybrid events require is communication. You have to over-communicate with all of your attendees more so than ever. For in-person attendees, planners need to over-communicate safety proto- cols. For virtual attendees, planners need to over-communicate how to log onto the event. If the event is going to be recorded, planners should provide a direct troubleshooting contact for people to utilize, and explain any live or silent auction rules, how breakouts are going to work, etc. “You want to feed any and all information to your guests multiple times prior to the event to avoid any issues,” Freeman says. “Peo- ple say for live events, valets can make and break your event — this is because [they are] the first and last impression you have of the event. In virtual terms, if your guests have issues logging onto your event because you haven’t been thorough with your communication, it will leave a bad taste in their mouths.” For Darryl Diamond, CMP, senior meeting manager with Talley Man- agement Group Inc, his No. 1 rule is to remember that both in-person and vir- tual attendees at a hybrid event need to feel valued. “It’s easier for us to recog- nize the in-person audience because they are physically in our line of sight. However, the virtual audience has to feel like they are more than just voy- eurs watching a screen in the back of the room,” Diamond says. To make this happen, meeting planners should bud- get for extra costs to support more tech- nology and staff. Some of these costs can be offset by saving in areas such as food and beverage and travel, as well as finding new opportunities for addi- tional industry support/sponsorship of the virtual audience. “A hybrid meeting does not con- sist of just livestreaming the sessions/ talks, and then leaving the virtual audi- ence to fend for themselves,” Diamond says. “You have to go out and engage that audience considerably more than the in-person audience. Do not rush into hybrid meetings without thinking about event design.” Diamond suggests using the time and communication before the meeting to connect both the in-person and virtual audiences by creating engaging communi- ties and experiences. Continue this once the event begins with such things as photo sharing, roving hallway cameras, and interactive, hands-on activities to connect both groups. “Don’t be scared to provide more value for the virtual audience with extra interviews with keynotes, multiple camera angles inside the session room, food kits, etc., so they can feel they aren’t sacrificing by not being there in person,” Diamond says. Techniques to Further Success As many planners are new to hybrid events, they are bound to be suscep- tible to various mistakes. For example, avoid not having “standards of practice” policies created, accessible, distributed and clearly communicated. This should include everything from their own com- pany protocols for health and safety, to rescheduling/cancellation policies, to terms revisions and updates in their contracts, to reviewing individual ven- ues, vendors, city, state, and federal requirements and practices. As Bailey- Keen says, this is especially important in the case of a hybrid event where the experience may be different depending on if an attendee is in person or virtual. “It’s extremely important to have a system for communication, both inter- nally and externally, in place, because confirming communications will pre- vent issues,” Bailey-Keen says. Another problem? “Not mapping out a plan that is cohesive and manages continuity for all elements of the event, and not clearly visualizing, designing and communicat- ing the environment, layout, look and experience for all participants.” Another mistake is being complacent, not taking advantage of the opportunity to educate, network and partner during this time, especially in the areas of technology and innovation. “This is a good opportunity to hone their Christie’s Photographic Solutions / Courtesy of Keith Willard Engaging experiences are still important. Here, in-person attendees created a mask that was then judged by online attendees. 50 August/September 2021 | Corporate & Incentive Travel | TheMeetingMagazines.com The technology, design and innovation over the last few months has [created] different types of hybrid events. JANEL BAILEY-KEEN Executive Creative Director Vivid Expressions LLCskill sets and knowledge or educate potential clients,” Bailey-Keen says. “This is also a great time to network, brainstorm and nurture potential partnerships that will help serve more clients as the landscape continues to shift over the next several months.” Shayna Moskowitz, DES, director of meetings and event technology at Part 2 Events, echoes that, due to COVID-19, the biggest challenge currently is cre- ating meaningful virtual experiences which people want to show up to and stay engaged. “When it comes to hybrid events, you need to focus on the attendee experience and design your event with various audience types in mind — usu- ally that’s an in-person audience and an at-home audience,” Moskowitz says. “Remember that it is highly likely that there will be many more people watch- ing virtually than will be in the room, and they are not going to stay engaged if you’re simply livestreaming an in- person meeting to them. The biggest strategy I would suggest is to think of a hybrid event as a virtual meeting with an in-person audience.” Putting aside the unique challenges that face purely virtual events and purely in-person events during the pan- demic, Moskowitz thinks the biggest challenges for hybrid events include capturing what takes place outside the ballroom, as well as budgeting. With the first, it is much easier to capture content, and even reframe con- tent, to be applicable to both in-person and remote audiences than it is to figure out how to create hybrid expo halls, gala dinners and impromptu small-group meetings. “To overcome this, treat your audience experiences as unique to each group; they may not do the same things at the same times all day,” Moskowitz says. However, also consider how you can tie their experiences together. If you have a gala dinner, and the budget allows, plan for a celebrity chef with an at-home dining experience in which all attendees can participate, and send meal kits or dining gift cards to at-home attendees. When it comes to budgeting, Moskowitz says there are a lot of new expenses to consider with COVID safety proce- dures for in-person meet- ings, the need for new tech- nology to bring the remote audience into the venue, and technology to bring the two audi- ences together. “Event strategists will need to balance organizational reve- nue goals with other strategic priorities that are usually accomplished through meetings and events,” Moskowitz says. “They’ll also need to create new budget templates, and explain to their finance and procurement partners that virtual and hybrid does not mean cheaper.” Willard says the technology will reduce time and reduce costs dramati- cally. Being able to meet with a group of people in different cities was once for large companies, but it is now literally in our day-to-day lives. “Add in some of the suggestions mentioned, it will help build the gap and give attendees for both virtual and in-person events memories that can be told to help con- nect people with similar memories or situations,” Willard says. Planning for the in-person audience experience more than the virtual audi- ence experience is definitely the biggest mistake Moskowitz has seen. “I get it. It’s easy to get wrapped up in perfecting the details of the face-to-face meeting because we all miss it and are anxious to get back into our favorite hotels and venues. Plus, there is a huge new list of things to plan for to make the in-person experience as low-risk as possible,” Moskowitz says. It isn’t that you don’t need to plan for those things, but plan- ners need to remember that they could have thousands more attendees online, and their experience cannot be an after- thought. Moskowitz recommends hav- ing an overall event director as well as separate planning leads for the two dis- tinct meeting locations — the physical location and the virtual location. An Unknown Future For years, the meetings and events industry has been talking about hybrid events, and industry players have watched many successful hybrid programs take place. “I think that after COVID subsides, attendees are going to expect to be able to attend events as they want, because you can’t go back once you’ve given them those options,” Moskowitz says. “There have always been reasons for people to prefer one type of meeting expe- rience to another, and those aren’t going away.” C&IT Courtesy of Sarah Freeman Networking, done safely, remains one of the top aspects of any meeting. TheMeetingMagazines.com | Corporate & Incentive Travel | August/September 2021 51 A hybrid meeting does not consist of just livestreaming the sessions/talks, and then leaving the virtual audience to fend for themselves. DARRYL DIAMOND, CMP Senior Meeting Manager Talley Management Group Inc.KEYNOTE CONNECTION More Than Ever, Finding the Right Speaker is Paramount PLANNER TIPS // A s the corporate and incentive meetings and events industry becomes ever more competitive for attendees’ atten- tion, the winners will be those who deliver a memorable, engaging experience. And one way to do that is by featuring energizing and meaningful keynote speakers who cap- ture the attendees’ attention and make long-lasting impressions. But for many meeting and event planners, that is sim- ply easier said than done. Identifying and finding the ideal keynote speaker requires due diligence and a keen understanding of what would resonate with meeting and event attendees. Chuck Underwood, founder of the Generational Imperative and keynote speaker who has been in the speaker circuit for more than two decades, says if a meeting planner is looking for an opening keynote, they need to deter- mine if the keynoter’s content is so pow- erful that it influences all subsequent breakout sessions. “If the planner seeks a closing keynote, will the keynoter’s topic send the audience out the door energized and eager to share the con- tent with family, friends, coworkers and customers? And, importantly, will they leave with especially positive memo- ries about attending the conference?” Underwood asks. “Is the topic fresh, or is it beaten to death? In these unique times, with people stuck at home for so long due to COVID-19 restrictions and also exhausted with politics, audiences are tired of ‘talking heads’ on politics and government. Don’t book a ‘talking head’ for a keynote unless their presentation is very directly relevant to the conference theme. The celebrity appeal of TV talk- ing heads has worn down dramatically.” It’s also important to note that audience members are discouraged, fatigued and beaten down due to the current environment. So, is the keynote topic an upbeat celebration of “good?” Is it optimistic, enthusiastic, and will it make audience members feel bet- ter about themselves and their nation? Does a speaker’s topic focus on the audience or on themselves? “If a key- noter showcases the audience, every- one wins,” Underwood says. Courtney Lutkus, meeting planner at Simply Radiant Events, says a great keynote speaker has an engaging per- sonality who knows his or her audience. They know how to get to the heart of the topic and relate to the guest attendees. “When a planner is exploring the topic for the event for their client, they first need to speak with their client to discuss potential speakers who are well known and closely tied to their topic,” Lutkus says. “Especially with virtual events — it is vital to have a speaker providing the value based on the event topic.” SELECTION CRITERIA Alison Henderson, presentation con- sultant at Moving Image Consulting, says a great keynote speaker should ask ques- tions of the audience, incorporate activi- ties and audience involvement, and pro- vide a balance of information with action steps or “how to’s” for the audience to take away. “The most entertaining key- BY MAURA KELLER 52 August/September 2021 | Corporate & Incentive Travel | TheMeetingMagazines.comnote speakers are high energy, while maintaining their authenticity. They blend stories with facts and takeaways,” Henderson says. “They don’t use notes or rely on slides.” Before identifying the ideal keynote speaker, meeting planners need to get to know their audience. Talk with as many people in the target indus- try as possible. Ask them who they follow on social media, who they read and who they have seen at other conferences that they really liked. “You don’t necessar- ily want to repeat speakers, but you can watch their reels and get a sense for the style your audience prefers,” Henderson says. Will they prefer more entertain- ment over content, or are they looking for more information than inspiration? Survey the key stakeholders within the organization for what they want and what they have used in previous years. Keynote speakers can be informational, inspirational, comedic or entertainers. For Teri Awwad, executive direc- tor, planning and meeting technology at Event Travel Management, hiring a speaker is similar to hiring a new employee. Speakers need to be thor- oughly interviewed with questions positioned around cultural alignment, experiences, and how those experi- ences have catapulted them to the stage and to be deemed an expert. “You also need to ask what situations they work well under and which don’t work well — short timelines, technology challenges, etc.,” Awwad says. “The best speakers are willing to take the additional time to craft and mold their topic to deliverable, meaningful, inspiring content. Some say they will, but don’t deliver. Your speaker interview needs to drill down on exam- ples, and you need to seek references.” Underwood says the choice of speaker should depend in part on the event: Will there be just one speaker, for example, at a banquet? Or a kickoff key- note for a day-long or multi-day confer- ence of multiple speakers and sessions? Is it a “live” or “virtual” meeting? Also, is the audience’s demographic makeup relatively homogeneous or is it varied in age, gender, ethnicity, education level, income and so on? If the audience is demographically varied, select a speaker and topic that will include absolutely everyone. If it is a paid-admission con- ference, do you feel you need a celebrity keynoter in order to drive paid atten- dance? “And remember, be cautious with celebrities. If they don’t have a long track record of excellent speaking every single time, they can blow up your whole event,” Underwood says. And finally, do you want your opening key- note speaker to deliver content that will create fresh insights — and be referred to by participants — in the subsequent sessions at your conference? The clos- ing keynote is the attendees’ final “taste” of the event. What do you want them to think and feel about your conference for the following week? MAKING AN IMPACT Keynote speaker and founder of the Count Me In Movement, Shane Feld- man, has traveled the globe researching leadership and human behavior across 28 countries. Feldman’s reputation as a speaker is built on his energetic stage Alison Henderson, middle, says the best speakers exude high energy while maintaining their authenticity. TheMeetingMagazines.com | Corporate & Incentive Travel | August/September 2021 53presence, skilled storytelling, and his practical takeaways. Because of his extensive speaking experience, Feld- man has identified three key attributes meeting professionals should look for in a keynote speaker that is guaranteed to rock any physical or virtual stage. “It’s easy to find speakers with great stories, charisma and perfectly sculpted biographies. How do you filter through the noise and find keynotes who will ‘wow’ your audience and make you look good in front of the board? “As an event producer, who has hired more than 100 speakers over the years, and as a keynote speaker myself, I use ‘the 3 Rs,’” Feldman says. • Relevance: Are they relevant today? Does their topic and expertise lend itself to challenges being faced today? Is it a fresh take on a key area in which the audience already has interest? • Reliability: Are they credible? Fancy media credits and a bestselling book don’t necessarily equal a stand- ing ovation speaker. Are there videos of them rocking stages similar to yours? • Relatability: Now more than ever, audiences want speakers in which they can see themselves. More than inspira- tion dressed in Hallmark cliches, audi- ences want to hear real stories in which they can see themselves reflected. This is the only way to guarantee that inspi- ration turns into action and the impact lasts far longer than the conference itself. Other key down-to-basics attri- butes that solid keynote speakers need to have include: • Is his/her voice pleasant? If not, nothing else matters. • Is he or she truly skilled at blend- ing PowerPoint slides with the spoken word? Slides and words, when blended seamlessly, are very mesmerizing. Too many speakers are average with slides, at best. “The best attributes that a speaker should have include a personality that aligns with the corporate culture, humor to the extent that is acceptable for the topic, delivery and the audience, the ability to weave their topic/content into the desired theme, and the ability to connect with an audience,” Awwad says. As Underwood explains, from the moment a keynote speaker utters their first words, audiences should immedi- ately say, “I think I like this person. Also, the audience should feel comfortable that this speaker is not going to cross the line by being vulgar or attacking people unfairly or giving us his/her own inap- propriate opinions,” Underwood says. “Only when audiences feel that they like the speaker and feel safe with the speaker will they sit back, relax, and absorb the speaker’s content. Under- wood also says a good speaker gets only a “good” evaluation. A great speaker gets a “wow” evaluation. He thinks speakers are elevated to greatness if they: • Provide fresh content that “con- nects the dots in a way audience mem- bers may never have considered.” • Exude a flawless use of the lan- guage, including proper syntax and semantics. Most people don’t use the language properly, so it enhances the speaker’s credibility when they do. But flawless use of the language does not mean “big, fancy words.” In fact, just the opposite. An exceptional key- note speaker uses words everyone can understand and uses them properly. • Provide excellent and intimate eye contact, and include a lot of warm smiles, while pausing at the right times. • Exhibit skilled use of humor. This is not easy when the speaker doesn’t truly “know” the audience, so choose a speaker who, like a skilled stand-up comic, has a lot of presentation experience and has clearly agonized over every word and, especially, every piece of humor. “With great speakers, their love of their topic oozes from every pore,” Underwood says. “And audiences instantly sense the speaker’s joy. It is a vibe that great speakers emit. Also, audiences recognize great speakers by the speaker’s ability to be totally focused on the audience. Great speak- ers are at peace with themselves. They know their topics and how to present them. They don’t have to think about themselves. And so they can direct all of their attention to pleasing the audience. Once you’ve seen a speaker like this, you thereafter recognize it instantly.” VIRTUAL KEYNOTES It’s been over a year since the world of meetings and events went “virtual” and meeting planners, and their subse- quent keynote speakers, must remem- ber that most of the universe is now sick of staring at their screens for virtual- learning webinars. “With that said, and after a year of ‘virtuals,’ speakers must move their PowerPoint slides along at a quicker pace than in a ‘live’ program. They must keep their voice and energy level high, which is naturally more difficult when sitting than standing,” Underwood says. “And the equipment must be absolutely top-shelf.” Some speakers are incredible on stage, but frankly, have a difficult time bringing the same energy to the screen. “Just like Broadway actors aren’t neces- sarily suited to being movie actors and vice versa, make sure you’re properly vetting your virtual speakers to guaran- tee they have the equipment and energy Veteran speaker Chuck Underwood advises looking for a speaker with powerful content. 54 August/September 2021 | Corporate & Incentive Travel | TheMeetingMagazines.comto rock your virtual meeting,” Feldman says. With no banquet room in which to “look around,” with no other people to glance at “live,” and with only the speaker’s head and shoulders on-cam- era along with the PowerPoint slides, the speaker’s voice becomes more important in a virtual meeting or event. Also, some speakers exude energy at “live” events only by striding back and forth on the stage or by wildly gestur- ing with their arms. They can’t do this as much in a webinar, so if you saw a speak- er’s YouTube video and they looked really energetic as she pranced around the stage, remember that she may not be able to replicate that style in a virtual event. It is also best that a virtual keynote speaker is, first and foremost, tech-savvy and is not challenged with delivery via camera. As Awwad notes, there is no immedi- ate feedback to a keynote, so a chosen speaker needs to be really comfortable in that environment. “I always recommend a moderator that can monitor Q&A or live polling assistance with a keynote, allow- ing them to focus on content delivery and be completely supported by a moderator for technical assistance and audience connection,” Awwad says. Every speaker has different pref- erences. For Feldman, virtual events without interactivity are incredibly challenging. “I love utilizing the chat functions, encouraging audience par- ticipation whenever possible, and also doing ‘fireside chats’ that get more raw and are incredibly relevant and action- able for audiences so they leave with immense value,” Feldman says. Experts agree that virtual events are very challenging because, depending on the platform being used, the speaker may not be able to see or interact with the audience. If they won’t be able to interact, how are they making up for this key component of keynotes? “Has the speaker worked to transform his energy and body language to fit the virtual plat- form? Energy must be higher and body language must be in view to be effective. Many speakers use gestures and mobil- ity to enhance their presence,” Hender- son says. “Have they transformed their style and presence for the limitations of the screen? Planners should schedule a video call with all potential speakers to see how they come off on camera. If you don’t like their presence on a video call or they are sitting in the dark with crackling sound, chances are you won’t like them as your keynote.” If a virtual event is new for your audience, this is a great time to change up the type of key- note. Henderson suggests that if you usually have a CEO from within your industry, try someone who is more on the entertaining spectrum. RESOURCES APLENTY When a planner is exploring the keynote topic for the event for their cli- ent, they first need to speak with their client to discuss potential speakers who are well known and closely tied to their topic. “Especially with virtual events, it is vital to have a speaker providing the value based on the event topic,” Lut- kus says. Otherwise, there are multiple resources that meeting planners can use to find a memorable keynote speaker, including colleagues within the indus- try, industry organizations in which you are a member, speaker’s bureaus and social media. Contact others within the industry and request references as well. “Speakers who use booking firms generally charge a hefty fee because they are splitting the fee. Look for whether a speaker aggregator is a service where the speaker pays to be listed or whether the agent chooses the speakers they rep- resent,” Henderson says. “If the site is a ‘pay to play’ scenario, the quality or their real keynote experience may be question- able. And depending on the contract with the booking agency, you may be able to approach bigger names directly through social media and skip the ‘middleman.’” Don’t have a huge budget? Hender- son says there are many Toastmaster- type speaking clubs who usually list their speakers. If you want someone local, visit your local TEDx site and see if there is anyone who piques your interest. “The biggest mistake I see is event profession- als going off the speaker reel alone. Every speaker will have a great speaker demo and fantastic testimonials,” Henderson says. “Go to their YouTube channel and look at a broader scope of their work or longer clips. How is their body language and energy? Do they have variety in their talk? Are they relying too much on reading slides? Call up the organizations they have listed. Did they really keynote or were they in a breakout room or the emcee? Were they courteous, punctual and met deadlines along the way?” Beyond YouTube, speaking bureaus such as Harry Walker, Premiere Speak- ers and Speakers’ Spotlight are excel- lent places to start. Similar to a real estate agent, these bureaus charge nothing to the buyer, and instead earn a commission. “This means you have an insider working on your behalf, free of charge,” Feldman says. “They’ll also help handle the contracts and commu- nication so everything is as smooth as possible, and you can spend your time on your event instead of coordinating speaker logistics.” C&IT Shane Feldman suggests planners look for speakers who have the “three Rs:” relevance, reliability and relatability. TheMeetingMagazines.com | Corporate & Incentive Travel | August/September 2021 55Courtesy of Visit Tucson BY DAVID SWANSON DESTINATION // ARIZONA Awe-Inspiring Scenery, Outdoor Activities Attract Attendees 56 August/September 2021 | Corporate & Incentive Travel | TheMeetingMagazines.comrapped in the raw beauty of desert set- tings, offering more than 300 days of sunshine, and with championship golf courses and cosset- ing spa facilities alike, it’s no wonder the “Grand Canyon State” is a favorite for meetings, conferences and incentive programs. Throw in a well-connected hub airport, a wide variety of meeting facilities and resorts at all price points, and outdoor activities ranging from hiking and biking to hot air balloon trips, and Arizona is a reliable backdrop for memorable gatherings of all sizes. The Phoenix-Scottsdale metropoli- tan area, home to more than two-thirds of the state’s population, holds the bulk of Arizona’s meeting space. But outlying cities offer something differ- ent, especially for small and mid-sized events, and that’s what keeps planners like Luciana Osborne, event director for Bond Events, coming back to Tucson. “Initially, we were attracted to the price point,” says Osborne, who organizes 11 distinct networking events annually in different locations around the world, connecting architects, designers and suppliers in an intensive, speed-dating setting. “One of our events was in its second year of decline, so we really wanted a beautiful venue but with a lower price point. El Conquistador Tucson, A Hilton Resort, ticked all of the boxes. There was sufficient meet- ing space, a good price point, but it still had the ‘wow’ factor. We tend to take people to beach resort-y places, but the scenery is stunning in Tucson.” The risk paid off. “Our clients absolutely loved it,” Osborne says. “Every single client on feedback forms responded saying they loved being taken to Tucson. It was also the high- est uptake for people extending their stay; people were in awe of the scenery in Tucson.” Bond has now used El Con- quistador four times, and is scheduled to return again in the fall with BOND Multi, a networking event focused on multifamily dwellings. It will mark only the company’s second event this year — the pandemic led to the company placing in-person events on hold for 17 months, with virtual meetings con- ducted for most of the past year. Coming off the peak of the pan- demic in the U.S., Osborne says her familiarity with the resort has provided a level of comfort that she wouldn’t have if she hadn’t used the property previously. “I feel like I know how we can accommodate our group,” Osborne says. “We’re not sure what restrictions will be around, and we know we’ll be making adjustments. So, from a logis- tical and event-planning standpoint, and making it COVID-19-safe, going to Tucson is helpful — it’s a really nice way of easing back to being around people. Going to places like downtown Miami can be quite overwhelming. In Tucson, you don’t feel overwhelmed, like you’re going to wind up in this hustle and bustle, which most people are not prepared for right now. The resort itself is very spacious, and the meeting space has access to doors and windows.” Osborne continues: “We’re pretty basic in our needs — we don’t have lots of crazy A/V requirements. Every architect owns their own table, and to give a sense of privacy, we calculate that they each require 120 square meters per table.” El Conquistador’s two 12,000-sf ballrooms provide sufficient space for this kind of networking, and next door, the resort’s 11,000-sf Executive Conference Center offers an addi- tional eight meeting rooms, ranging up to 1,880 sf in size. Osborne calls her event “quite hotel restricted,” and counts on the location to provide solid dining and on-site activities for her captive audience. “I think El Conquis- tador is far more luxurious than the website makes it out to be,” Osborne adds. “The website makes it look out- dated or too child-oriented, but it has different vibes and settings. One of my worries with a VIP conference is you don’t need kids running around and screaming. At El Conquistador, I never felt like our event was com- promised. The service is on par with most five-star hotels, every single staff member is courteous.” El Conquistador Tucson TheMeetingMagazines.com | Corporate & Incentive Travel | August/September 2021 57 From a logistical and event-planning standpoint, and making it COVID-19-safe, going to Tucson is helpful — it’s a really nice way of easing back to being around people. LUCIANA OSBORNE Event Director, Bond EventsAttractive Outdoor Activities Planners working with continuing education for the medical field have been particularly challenged by the pandemic, as they offer ongoing train- ing in specific disciplines, and courses can’t always be taught online. For its annual Medical and Surgical Aspects Meeting, the Foundation for Research and Education in Esophageal and Fore- gut Disease typically meets in Hawaii, with plans for its February 2021 meet- ing set for Kauai. But by last summer, it became apparent that quarantine and travel restrictions were going to make gathering in person difficult. “Our course is designed to be classroom style, with lots of interaction and dis- cussion between the participants and the faculty,” says Lisa Leeth, course coordinator for the foundation. “We were not looking to transition into a virtual platform, so we began looking for alternate options in August [2020].” Leeth says she looked for an alter- nate location that would offer a lot of outdoor activities, great food, access to a major airport, and with a confer- ence room and event space to support the course. Set alongside the colorful rock formations of the Red Rock Scenic Byway, the Hilton Sedona Resort at Bell Rock filled the bill. The 221-room resort, located 90 minutes north of Phoenix, offers more than 25,000 sf of flexible meeting indoor/outdoor meeting space, including two ballrooms measuring up to 4,992 sf. Two restaurants, two pools, a 25,000-sf athletic club, full-service spa and 18-hole golf course round out the facilities. The Hilton Sedona offers a Backpack Breakout package for small groups of up to 50 guests for half-day meetings, with the second half of the day comprised of outdoor team-build- ing activities. Excursions are tailored to group interest, and can include hik- ing, biking, off-roading jeep tours and more, offering guests an opportunity to get outdoors and recalibrate amid Sedona’s famous red rocks. “We really liked the outdoor options at the Hilton Sedona, having our recep- tions amid the beautiful landscape, along with so many amazing food options,” adds Leeth, who says the February event drew 50 participants, down from the typical attendance of 100 to 120. At the last minute, the foundation decided to offer a vir- tual aspect, due to last-minute travel restrictions for some of the guest faculty and participants. “The hotel was very supportive, and worked quickly to help make this happen,” Leeth says. “I worked closely with the event coordinator to walk through different scenarios to ensure that we had the safety of our guests as the No. 1 priority. We care- fully considered social distancing, food-handling precautions, and maintaining a safe and clean envi- ronment; all the while being able to keep the spirit of the course and have an opportunity to connect in person with colleagues and friends safely. We worked with the head chef to make the dining experience and the course meals exceptional. We wanted to celebrate and make this course as special as it is every year, even though we were still in the middle of a pandemic.” Although Sedona is a city of just 10,000 residents, two more hotels have more than 5,000 sf of meeting space, and other properties are upgrading. The 137-room Poco Diablo Resort and Spa is undergoing a complete renova- tion. The first phase is designed to open up public areas, including the lobby, gallery and restaurant, and is projected to be completed later this year, to be fol- lowed by the addition of a resort-style pool and room renovations. The resort features a total of 8,500 sf of flexible indoor-outdoor meeting space. Other Sedona properties with more limited meeting facilities include Amara Resort and Spa and L’Auberge de Sedona. Sedona Rouge is currently undergoing a renovation and rebrand- ing, and will reopen in early fall as The Wilde Resort & Spa. The 105-room property has a newly conceived culi- nary approach overseen by James Beard Award-winning Chef Mercer Mohr, Sanctuary Camelback Mountain Resort and Spa boasts a unique blend of style, functionality and flexible meeting configurations. 58 August/September 2021 | Corporate & Incentive Travel | TheMeetingMagazines.com We really liked the outdoor options at the Hilton Sedona, having our receptions amid the beautiful landscape, along with so many ... food options. LISA LEETH Course Coordinator Foundation for Research and Education in Esophageal and Foregut Disease2,500 sf of indoor and outdoor meeting space, and a new, full-service spa. Late this year, Ambiente, a Landscape Hotel, will open, combining luxury with envi- ronmental sustainability. The locally owned hotel is comprised of 40 cube- shaped atriums sitting off the ground, each constructed of matte charcoal or rust metal and floor-to-ceiling bronze- tinted glass. Each one can be rotated, allowing guests to enjoy 360-degree views of the treasured landscape. A Variety of Conference Venues Earlier this year, Enchantment Resort closed its renowned spa Mii amo for a complete refresh. The exist- ing 16 treatment rooms are being reno- vated, and new facilities will be added, arranged around private courtyards that create an intimate spa experience in a magnificent setting, set to reopen next spring. That will be in plenty of time for TDS Telecom, which hopes to return to the resort in 2023 for its annual peer and management recognition program. Scott Young, owner and president of The Meeting Company, says the pandemic prompted TDS to shuffle locations for its events this year and next. “We had booked a much smaller hotel in Mon- treal that could provide an environment that was almost exclusive to the group,” Young says. “The event was ultimately cancelled due to the pandemic, which gave the CEO reason to rethink the city location. He ultimately decided that resort properties with better weather and outdoor activities would provide a more comfortable environment for attendees, both mentally and physically. What makes Arizona a great location for meetings and incentives is the weather, the number of great resort choices, the wide-open spaces and seemingly unending outdoor activity options.” Scottsdale Convention & Visitors Bureau Outdoor activities in Arizona include horseback riding, hiking, rock climbing, ATV excursions and more. TheMeetingMagazines.com | Corporate & Incentive Travel | August/September 2021 59 888.671.1756 or info@sanctuaryaz.com SanctuaryAZ.com | Scottsdale, AZ Inspire your group with exclusive meetings in a spectacular setting, featuring casita-style accommodations and private villas along with an impressive diversity of indoor and outdoor space and activity options. Welcome back to paradise “World’s Best: Top 15 Resort Hotels in the West” – Travel + Leisure, 2020 “Readers’ Choice: Top 20 Destination Spa Resorts in the United States” – Condé Nast Traveler, 2020Next >