< Previousis seeing this as well. In the non-sum- mer months, when local berries aren’t available, he serves compotes or other preserved fruits with meals instead of fresh items that have to be shipped from far away. Dietary preferences, food aller- gies and religious limitations on food remain critical issues to which planners must pay attention. “Top diets continue to be vegetarian/vegan and gluten free,” Haverland says. “Every year, you see more and more people asking for food that falls in these categories.” However, he jokes, “Everyone is on a vegetarian, vegan or gluten-free diet until it’s time for dessert!” Jackfruit has remained a highly requested item for non-meat dishes such as tacos and chili. Other options for those requesting plant-based pro- teins are meat substitutes, including Impossible Burgers, “chicken” nuggets and tofu-based sausages. When these products first came on the market, they were often hard to find because suppliers were so overwhelmed with requests, O’Connor says. Many of those early problems have been solved, and today’s products are both more varied, more available and often able to address a wider range of diets, including Paleo or gluten-free. O’Connor points to fusion cuisine — “think sushi burritos or Korean tacos;” Mediterranean diet-styled plates, which place a greater emphasis on fresh vegetables and less on proteins and starches; and CBD-infused foods and drinks as specific consumables that are trending today. “Americans are more adventurous eaters than ever before,” O’Connor says, and that’s showing up both on plates and in experiences. “Right now, people are really look- ing for that ‘wow’ moment,” Whyte says. “When we are creating a menu with our clients, we’re always look- ing to see what can be activated or expanded on. For example, instead of a traditional table set with individual servings of something, ask yourself if you can display it in a unique way that draws guests in. We highly recom- mend working with both the caterer and décor vendor to add to the visual experience for guests. In addition, people are generally curious to watch how their meal is prepared. Think- ing of ways to bring the chef out of the back and show guests what’s happening is another way to create a unique experience.” SPIRITS LEADING THE WAY IN BEVERAGES On the alcohol side, the big trend Whyte sees is specialty cocktails. “They’re a great way to kick off an event and greet guests,” he says. “With many of our clients, we know what type of liquor their guests prefer, and knowing that information allows us to create a cocktail that they will gravitate toward. For example, we have an association that is primarily made up of bourbon drinkers, and by creating a bourbon spe- cialty cocktail, we made sure there wasn’t a bottle- neck at the bar.” Canned cocktails, which were once frowned upon as a cheap alternative to mixed drinks, have really taken off during the pan- demic. “When you’re paying for bever- ages based on consumption, those little canned items are great,” Byerly says. They also give the appearance of being more sanitary since they require less handling, O’Connor says. Groups looking for beer are still interested in purchasing from micro- breweries whenever possible. A simi- lar shift seems to be happening in wine as well, Knoepfel says. People are wanting products from smaller or lesser-known wineries, not the typical national brands. Flavored seltzer continues to be huge, whether it’s the hard or non- alcoholic version. That’s another trend that will continue into the future, O’Connor predicts. Whether it’s for health, religious or other reasons, an increasing num- ber of event attendees are looking for non-alcoholic beverage options for receptions and dinners. So it comes as no surprise that mocktails continue to be an important offering. “I have seen more requests for mocktails than actual cocktails,” Haverland says. Aside from cocktails and mocktails, provide water stations instead of bot- tled water for attendees to keep them hydrated and energized throughout the day. That, along with foods that taste and look great, will help them enjoy the gathering from breakfast in the morning to dessert after the last meal of the day. | AC&F | themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2022 Chefs say dietary preferences, food allergies and religious limitations on food remain critical issues to which they — and planners — must pay attention, as top diets continue to be vegetarian/vegan and gluten free. Roger J. Whyte II Principal RJ Whyte Event Production As we return to in-person events, we are seeing more and more caterers switch to stations with individually packaged items that are grab and go. PHOTO COURTESY OF ADAM HAVERLAND PICASSO AT BELLAGIO IS WHERE IT ALL COMES TOGETHER YOU HAD TO BE HERE. FOR MORE INFORMATION AND TO BOOK YOUR EVENT WITH MGM RESORTS, VISIT MGMRESORTS.COM 22-MC-8628-002 Assn Convention Facilities Feb Full Page.indd 11/11/22 11:10 30 PICASSO AT BELLAGIO IS WHERE IT ALL COMES TOGETHER YOU HAD TO BE HERE. FOR MORE INFORMATION AND TO BOOK YOUR EVENT WITH MGM RESORTS, VISIT MGMRESORTS.COMthemeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2022 E arly this year, CES, the annual trade show organized by the Consumer Technology Asso- ciation at the Las Vegas Con- vention Center, was expecting more than 150,000 attendees, and wanted to ensure that everyone felt safe — especially with the rising number of COVID-19 cases at the time due to the Omicron variant. So, the organizers required that everyone at the convention be vacci- nated — with proof — and that attend- ees received a negative test result 24 hours before entering the convention floor. Free rapid COVID tests were presented to all as well, so there could be no excuses. Actions like these are becoming the norm, as associations, convention facilities and meetings planners are Safer Meetings Planners Now Take More Measures to Ensure Attendee Health By Keith Loria INDUSTRYINSIGHT Organizers of CES 2022 implemented many health measures — mandatory masks, proof of vaccination and rapid COVID-19 testing — to make sure its thousands of attendees were safe from the virus. 3233 MARCH 2022 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES looking to bring people back to live meetings and events. In the beginning of last year, things were still iffy in the meetings planning world. Safety at this time last year meant not having a meeting at all or holding it virtually. “As we moved through 2021 and vac- cinations became more prominent, and in-person or hybrid meetings became the norm, safety became social distanc- ing, mask requirements, hand sanitizer everywhere and proof of vaccination or negative COVID tests,” says Kim Becker, CMP, DES, SEPC, MBA, and president/owner of Emerald Meeting & Event Planning. “We were hoping to be through this and get back to some form of normal, and then came Omicron, so we must all continue to be diligent, mask up, get vaccinated, get tested, etc.” The Albany Capital Center (ACC), located in the heart of downtown Albany, N.Y., is directly connected to the Empire State Plaza Convention Center, The Egg Performing Arts Center and the Times Union Center arena via an enclosed walkway. Together, these spaces create the Capital Complex, the largest meeting space in Upstate New York at more than 159,000 sf of meet- ings and events space. With many meet- ings canceled over the last two years due to COVID, the ACC devised a series of safety actions to get people back. “We take safety measures very seriously,” says Ana Messina, senior sales man- ager at the ACC. “We have conversa- tions with our clients daily about this. With information and state mandates constantly changing for us here in New York, we must be as flexible as possible with our clients and proactively create several plans just in case. As a facility, we ensure safety measures are always in place and strive to provide the best possible experience for our clients.” The key to a smooth event is to have a clear set of safety regulations that are passed on to all attendees before the meeting. This includes any local and federal regulations associated with the event. Steven Walker, CEO of Spy- lix, a service facilitating online legal employee monitoring services, held a meeting at the end of last year and took numerous safety precautions, including doubling the seating capacity for social distancing, replacing all the cloth nap- kins with paper napkins, and provid- ing sanitizer for every employee. “The safety measures proved successful as no one got infected with the virus after the meeting,” he says. “Looking at the threat created by COVID-19, we have given a lot of thought to the safety pro- cedures.” The company has also tried to keep only crucial people involved at the in-person meetings and have arranged virtual accommodations for other employees. Ryan Costello, co-founder of Event Farm and CSO at MemberSuite, has noticed that when events formally announce safety plans that include requiring vaccination verification and/ or negative test results for all attendees, registration rates immediately spike. “We fully expect vaccination verifica- tion and negative test result validation to become industry norm,” he says. “Events need to convince attendees they will be safe, and they need to do it very loudly and confidently. Second, there’s an execution issue. Just announcing your safety plans isn’t going to cut it. I’ve heard countless examples of attendees getting all the way to the door and then Planners say at some point, the most stringent virus safety measures will no longer be necessary, but some will become permanent.deciding to turn back when it became clear that the event wasn’t going to be as safe as it advertised. There are lots of eyes on your safety execution. You need to go the extra mile.” Stephanie Scheller, founder of Grow Disrupt, is a TED Talks speaker who has been a part of the meetings industry for years. She thinks it’s important to recognize that COVID-19 and viral transmissions are not going away anytime soon, but it shouldn’t spell the end of in-person events and meetings. “One thing crucial is a briefing strategy to ensure the staff working the event understand the safety requirements and why they matter,” she says. “We must enlist quality controls to ensure the sanitization and cleaning protocols are followed.” Scheller notes she has managed 10 major in-person events since the pan- demic started, with no viral spread at any of them. That comes from safety standards, including masks, vaccine card checks and rapid COVID tests. Having a checklist to follow and policies clearly laid out, in writing, is the key component in getting in-person events back success- fully. The processes necessary, Scheller says, are a pre-event and post-event cleaning routine; screening procedures for event/meeting entry; and contingency plans if health parameters are not met. “We will continue to maintain an ele- vated level of cleaning and sanitization,” she says. “We will also continue to limit or eliminate on-site handouts as much as possible. We will continue on-site screenings. And most importantly, we’ll continue booking venues that are larger than expected attendance to ensure space to spread out is amply available.” CHOOSING A VENUE As a convention center, a major selling point for the ACC is having the ability to offer virtual and hybrid event hosting services, with full streaming capabilities on all platforms, and the ability to find creative solutions and tailor an event to suit a client’s specific needs. But, Messina notes that it’s the safety features that really draw attendees to a convention. After all, if the client feels comfortable, it helps them increase the comfort level to their attendees. “We have confidence in guest safety due to the installation of Bipolar Ionization Technology, an air-purification system which improves air quality and reduces airborne and surface contaminants, including viruses, to ensure a safe experience for every guest,” she says. “Additionally, our ability to provide clients with the most up-to- date state mandates, and rules and regulations regarding safety measures we have in place for both our facility and food and beverage, sets us apart.” When searching for a venue, Walker chooses one that enforces a cleaning protocol efficiently in their hotel. “I try to book the earliest event at the venue so that I don’t have apprehen- sion about the people who might have been in the same room where I am planning an event,” he says. “I ensure the whole place of the event has enough sanitizers and disinfec- tants. There will be two employees at the door to check the temperature of all the attendees and sanitize them properly. There will be round tables at the event, and only three people will sit at one table.” He also looks for a venue that has a strict cleaning protocol and has a flexible cancellation policy. The ideal venue, Becker says, is one that has its own set of COVID policies, has its own cleaning protocols in place, and is supportive of any additional poli- cies the planner wants to implement. “If a venue doesn’t have any of its own safety measures in place, I don’t think it should be considered as viable in today’s world,” she says. “I also think city/state [regulations are] important to review as well. For instance, select- ing Chicago, where a mask mandate has been in place throughout the city since summer of 2021, shows a level of safety consideration is being heeded in all aspects of planning.” Recently, Becker was in charge of The Festival of Faiths in Louisville, Ken- tucky, which took place late last fall at the Kentucky Center for the Performing Arts. “A special communication was sent out to all attendees prior to the event, as well as approximately four days before the event, reminding them of the COVID protocols as well as traditional security measures of going through a metal detector as you enter,” she says. “The Festival also limited the food and beverage area so that actively eating and drinking occurred in one location and themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2022 Musicians at the 2021 Festival of Faiths, held late last fall, kept on their masks even while playing their instruments, says Kim Becker, who planned the event. We were hoping to be through this and get back to some form of normal, and then came Omicron, so we must all continue to be diligent ... Kim Becker, CMP, DES, SEPC, MBA President/Owner Emerald Meeting & Event Planning JOHN NATION PHOTOGRAPHY / FESTIVAL OF FAITHS 34themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2022 not throughout the venue. No reports of illness have occurred, and attend- ees, staff and venue employees were all respectful and followed all safety protocols during the multiday event.” Grow Disrupt’s health-and-safety protocols require the company to not top 30% of venue occupancy for any of its events. “Pre-COVID, we tried to keep it to no more than 60% just because it creates a better event expe- rience,” Scheller says. “Now, we try and keep it to 20-25%, so if we have an event of 50 people, we select a space that can hold 200-plus.” Additionally, the company works to ensure there are gardens and outdoor spaces that attendees can relax in during the breaks to increase airflow and circulation. MASKING UP While not every state requires a mask mandate, most facilities are requiring their employees wear masks to comfort those attendees who feel they are necessary. For instance, at the ACC, the venue has been following the New York state mandates, adapting to new rules and regulations as they come out. But even though New York doesn’t necessitate indoor masks right now, at meetings, all staff and attendees must wear them. “Our staff is required to be masked for every event, adhering to our safety protocols,” Messina says. “We have extra masks on hand always. As a facility, we make sure we communicate to the client ahead of time on how to notify their attendees of the masking policies, so no one is surprised by any rules or regulations when they arrive.” For any event with more than 15 people, Grow Disrupt offers options for masking policies, such as requiring attendees to take a COVID-19 test at the door, which must come back negative, providing a copy of a fully completed vaccination card or wearing a mask for the duration of the event. “We are also continuing to complete verbal screen- ings along with temperature checks,” Scheller says. “Mostly, we are in regu- lar contact with our attendees leading up to the event to be aware if an expo- sure happens so we can plan livestream options as a replacement.” SANITIZING MATTERS Most venues follow the stringent cleaning standards of the ASM Global Venue Shield program, a comprehensive and industry-leading program that provides protective proto- cols and procedures that lead to the highest levels of safety, secu- rity and consumer confidence. Naturally, high-touch areas are important — elevators, restrooms, restaurants and dining areas. At the ACC, there are signs through- out the facility reminding people to socially distance and wash their hands. “We also have hand sanitizers located throughout the building,” Messina says. “Restrooms are cleaned and wiped down regularly, as well as the entire facility before, during and after events. In addition to the restrooms, event spaces are wiped down and sani- tized in-between sessions or breaks. High-touch points have been identified and are focused on when patrons are in the facility. We want to make sure our patrons feel comfortable entering our facility and have the best and most safe experience they can have.” In an effort to keep things clean, provide the attendees with fun ways of safely greeting and interacting. Throughout all cultures, people greet one another as a sign of recognition, affection, friendship and reverence. Now, people may be scared to greet each other or not know how others in attendance will greet one another. Things such as waving, leaning in or the Namaste sign are all signs of respect where hands aren’t required to be touched. When it comes to food, buffet- style food options should no longer be an option, most planners agree, as this is an optimal way for germs to spread more easily. GETTING THE WORD OUT The ACC communicates all state mandates and its own facility rules and regulations to clients over the phone and via email regularly to ensure the cli- ent has the proper and most up-to-date information to share with their attend- ees. “Communication is key always, but especially in the current climate, because anything can change at any Venues are making sure cleaning and sanitization protocols, which, prior to the pandemic, were done out of sight, now are often done in full view of attendees. Ana Messina Senior Sales Manager Albany Capital Center With information and state mandates constantly changing ... we must be as flexible as possible with our clients ... COURTESY OF ASM GLOBAL 36MARCH 2022 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES second,” Messina says. “Additionally, we utilize our social media platforms, website and our monthly e-newsletter to announce all safety protocols for the building and any new state mandates.” The best way to get meetings back successfully this year starts with reminding people that everyone is in this together, and we all need to be respectful of the decisions that need to be made to keep everyone safe. “You must make it as easy for people to do this as possible, providing hand sani- tizer, masks, in some cases on-site test- ing,” Becker says. “Communication is vital — not just as the planner on what is expected to meet in person but from the attendee perspective as well. Just as we would want to know if someone is ill with a heart issue or some other situa- tion, we need to know if someone gets sick during or after the meeting.” Ideally the COVID policy is in place before event registration opens. How- ever, new variants might mean that things must change daily or weekly in the world again, so event websites should be updated with the policy and perhaps a note that organizers are monitoring the situation daily and will make updates as often as necessary. “It’s important that any communica- tion that goes out from the organiza- tion talk about the policy and what it is, and what is expected of attendees, so use e-newsletters, blogs, websites, registration confirmation, etc.,” Becker says. “They need to outline the policy and let attendees know where to check for updates. Signage and printed mate- rials at the event need to state the pol- icy as well, so that it is always visible to the attendee.” Grow Disrupt provides a copy of its Health & Safety Manual, so everyone can also see the escalation procedure on the off chance that an attendee might want to challenge one of the policies, as well as outline the options available for par- ticipation in the text of the email. “Some of our procedures have been adopted because they make for a better overall experience, but I think that the mea- sures we’re taking in addition to those are going to continue to be important,” Scheller says. “While we’ll re-evaluate them at least once a year to determine what needs to stay and what can be relaxed, I don’t think we’ll ever reach a point where they will be completely done away with for the event world.” POLICING POLICIES While masks being required at all times unless actively eating or drinking has been the standard for most places, policing this can be a challenge. “It takes everyone to do this. All staff need to be reminded that we may have to go up and ask an attendee to put a mask on or to wear it correctly, and our venue partners need to be involved in this process as well,” Becker says. “I want them to know that it’s OK to tell one of my attendees that he or she needs to be wearing a mask. Making sure the mask policy is communicated ahead of time to attendees and that it will be enforced is essential, so every communication we have with attendees needs to emphasize the policy.” It’s recommended to have multiple layers of protective security, such as cameras and security guards, to ensure that people are behaving and follow- ing the rules. For smaller meetings, a simple closed-circuit TV setup might work, while a larger conference would require scanners/security guards at the entrance points. There’s no question that attendee and event staff safety is the most impor- tant issue on planners minds in this post-pandemic era. “It almost becomes comical when we start to think about things like decor and food,” Costello says. “They’re just so much less impor- tant right now. If we can’t convince attendees they will be safe at our events, they won’t even come, regardless of how great our venue looks or how tasty our cocktails are.” | AC&F | Stephanie Scheller, founder of Grow Disrupt, right, says her organization provides a copy of its Health & Safety Manual to attendees to make sure everyone understands the rules. Ryan Costello Co-founder, Event Farm and CSO at MemberSuite If we can’t convince attendees they will be safe at our events, they won’t even come, regardless of how great our venue looks ... COURTESY OF STEPHANIE SCHELLER 37Top Tech There is an Abundance of Tools Planners Can Use themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2022 PLANNERTIPS DEPOSITPHOTOS.COM 38I n a fall 2021 survey of 319 qualified meeting planners, of whom 31% represented association markets, association respondents cited their continuing support for increased expen- ditures in event technology. By reducing the costs of in-person meetings, re-skill- ing staff in new technologies, and rely- ing on event tech-management support, association planners are shifting their previous strategy from hosting mostly in-person events to an increase in vir- tual and/or hybrid models instead. As a result, planners are able to offer greater accessibility, inclusiveness and sustain- ability by limiting in-person meetings. TRENDS DRIVING TECHNOLOGY OPTIONS John Chen, CEO of Engaging Virtual Meetings, cites the impact of COVID-19 as a key factor in the rise of virtual meet- ings and the resultant reliance on tech- nology, saying, “No one ever got sick on a virtual meeting. And “As we enter our third year,” Chen adds, “attendees now have the basics of a virtual meeting, and they are looking for deeper experience and more powerful tools.” Even so, as attendees have grappled with the unprecedented demands and distractions of a global pandemic, one thing is clear: “People are burned out and feeling overtaxed,” says Stephanie Barkley, CMP, principal and co-founder of Spark Event Collective. Connie Stevens, director of edu- cation for Florida-based Continuing Education Inc., says the latest meet- ings technology enhances trends such as interactive learning and gamifica- tion, and creates dynamic content and learning experiences, along with learner engagement. Planners can also use tech to make learning interactive, and use QR codes for distributing links and informa- tion to attendees and planners, she says. And while investing in state-of-the- art technology can challenge a meet- ing planner’s budget, Chen points out that it’s a matter of balance. “Now that you’re not spending on food and bever- age, hotels and travel, spend more on your speakers and trainers to engage your audience,” he says. From a positive perspective, says Brooke Eder, DES, virtual events man- ager for Cloud Security Alliance, “With the push to virtual events, there is so much more data available about event attendee behaviors at your events [that] the amount of data we have from vir- tual events is going to provide valuable insights when developing a year-round event engagement plan for your audi- ence,” she says. “Data holds the key for companies to understand their clients.” For Barkley, that means keeping things simple is the best approach. “Any- thing with a learning curve is a tough sell for buy-in,” she says. “Things need to be intuitive, clean-looking, [and] familiar, or people may tune it out. Ease of use is important.” Barkley also recognizes that people want things on their own time. “On-demand viewing of content is also important,” she says. “[And] I think passive engagement options are help- ful.” People say they want active engage- ment, networking, etc., but passive gamification seems to be just as popular or more popular right now. “With time restraints, people want stuff that deliv- ers ROI,” Barkley says. “There is a lot of focus on ‘What’s in it that’s tailored to my current needs?’ Things like match- making is more popular than general networking spaces.” Also, Eder says technology that uses artificial intelligence to help create learning paths for content delivery is going to become more prevalent over the next few years. “Especially for small associations that do not have a large staff or the resources to hire a data sci- entist to dig deep into the patterns,” she says, adding, “Creating on-demand con- tent from your events is a breeze when sessions are recorded.” PLANNER FAVORITES When it comes to tech tools, Barkley responds enthusiastically that she loves technology. “I’m always testing out new tools for event planning/operations.” From check-in and registration, to networking and attendee engagement, technology offers event organizers a wide array of viable solutions. Also, technology can help association plan- ners streamline internal operations and communications, not to mention save time and increase productivity. Just ask any planner for their favorite tech tools to discover the breadth and depth of applications available. Jessica L. Levin, CMP, CAE, DES, president and chief connector, Seven Degrees LLC, uses Zoho for association management and their Backstage prod- uct for event registration, she says. “One of the biggest factors for an association is how well a product integrates with your Association Management System (AMS). If it doesn’t, it costs you a lot of time. I always start here when looking at tech for associations.” Stevens likes “tablets for on-site management, [and for] using collabo- ration and chat software, and online forms for collection of data from faculty and meeting planners,” she says. For Barkley’s operations, she likes any technology that helps keep her organized. “I can’t live without a proj- ect management tool to keep my lists and timelines organized.” She adds that she is currently using Teamwork PM, Monday.com and Asana, and is testing Notion. Other tools in her asso- ciation event management arsenal? “I love Canva for quick creations and collaborating with graphic designers. Slack is invaluable for communicating 39 MARCH 2022 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES By Nancy Mueller Zoom stands out as a planner favorite because of its ease of use, and its popularity means many businesses use it, so it’s familiar technology to millions of people. DEPOSITPHOTOS.COMNext >