DepositPhotos.com A COASTAL COMMUNICATIONS CORPORATION PUBLICATION NOVEMBER 2022 VOL. 15 NO. 6 $15.00 HYBRID MEETINGS LAS VEGAS FLORIDA ARIZONA TEXAS IN THIS ISSUE Budgets Will Require Focusing on Meeting Cost Reduction BREAKING THE BANKThe Best Sunsets. Experiences. Meetings. Waterfront Views. Contemporary Hotels. Yacht Receptions. Rooftop Decks. Outdoor Dining. Poolside Networking. Make Marina del Rey your next L.A. meetings destination. Experience 100,000 square feet of total meeting space and an abundance of flexible outdoor spaces – just 4 miles north of LAX and minutes from Santa Monica and Malibu. Contact us to learn how you can save up to $2,000 in incentives for your next meeting. VISITMDR.COM/MEETINGS GROUPS@VISITMARINADELREY.COM A the Best Marina del Rey18 Embracing Hybrid Make Online Events a Success BY MAURA KELLER 28 Arizona A Sought-After Destinations for Planners and Attendees BY DAN JOHNSON 42 Las Vegas Overcoming Challenges to Remain a Top Destination BY MAURA KELLER DEPARTMENTS DESTINATIONS FEATURES 28 42 22 18 14 VIEWPOINT 10 Event Boosters Small, but Impactful Ways to Take Your Next Meeting From Good to Great BY VALENTINA FONSECA KRUG 12 Value Add How to Inspire and Motivate Your Employees BY SCOTT STEINBERG 14 Breaking the Bank Budgets Will Require Focusing on Meeting Cost Reduction BY NANCY MUELLER 22 Florida Offering Everything From Theme Parks to Beaches BY DAVID SWANSON 34 Texas Attendees Will Appreciate the Good Food and Great Amenities BY MAURA KELLER 4 Publisher’s Message 6 News & Notes 50 Career Track 8 Message Discipline The Rising Costs of Events and How to Balance Budgeting While Getting the Most Out of Messaging BY BRIAN COLE ISSN 21628831 | USPS 003500 | A COASTAL COMMUNICATIONS CORPORATION PUBLICATION | NOVEMBER 2022 | VOLUME 15 | NUMBER 6 NOVEMBER 2022 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES 3 ISSUECONTENTSA COASTAL COMMUNICATIONS CORPORATION PUBLICATION PUBLISHER/EDITOR-IN-CHIEF Harvey Grotsky harvey.grotsky @ themeetingmagazines.com CREATIVE DIRECTOR Kristin Bjornsen kristin.bjornsen @ themeetingmagazines.com MANAGING EDITOR Henry Fitzgerald henry.fitzgerald @ themeetingmagazines.com EDITORIAL COORDINATOR Rachel Galvin rachel.galvin @ themeetingmagazines.com CONTRIBUTING EDITORS Sophia Bennett Cynthia Dial Dan Johnson Maura Keller Christine Loomis Keith Loria Nancy Mueller David Swanson PRESIDENT & CEO Harvey Grotsky VICE PRESIDENT OF OPERATIONS David Middlebrook david.middlebrook @ themeetingmagazines.com ADVERTISING SALES OFFICES 2500 N. 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Provide old and new addresses including zip code. Enclose address label from most recent issue and please allow five weeks for the change to become effective. Printed in U.S.A. ©2022 Harvey Grotsky Publisher MEMORABLE MEETINGS AWAIT, WITHIN STEPS OF DISNEY SPRINGS ® Hilton Orlando Buena Vista Palace and Hilton Orlando Lake Buena Vista are official Walt Disney World ® Hotels, connected via Skybridge to Disney Springs ® , featuring over 150 shopping, dining and entertainment options. With a combined 200,000 square feet of flexible meeting and event space, our award-winning catering and events teams will bring your next meeting or event to an entirely new level. THE DISNEY DIFFERENCE Come experience the newly redesigned meeting space and pair your meeting with a Disney in-park event, Disney institue program or exclusive Behind the Scenes Tours and more. SPECIAL TEAM BUILDING EVENT OFFER AND GET 5X HILTON HONORS POINTS WHEN YOU BOOK BY DECEMBER 31 ST ! TWO HOTELS, One Amazing Location ORLDW-SALESADM@hilton.com 407.827.4000 hiltonlakebuenavista.com 1751 Hotel Plaza Blvd. Lake Buena Vista, FL 32830 MCOBU-SALESADM@hilton.com 407.827.2727 buenavistapalace.com 1900 E Buena Vista Dr. Lake Buena Vista, FL 32830 Offer applicable to meetings contracted by December 31, 2022 and actualized between 2022 and 2023. Applicable to new bookings only. Offer is not retroactive on previously contracted business. Minimum of ten (10) rooms on peak required to qualify. Offer cannot be combined with any other offer or discount. Some restrictions apply. linkedin.com/company/ ACFacilities @ACFacilities @ACFacilities facebook.com/ ACFacilities linkedin.com/company/ ACFacilities @ACFacilities @ACFacilities facebook.com/ ACFacilities FOLLOW US ON SOCIAL MEDIA themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESNOVEMBER 2022 PUBLISHER’SMESSAGE 4 As Travel Grows, So May Your Woes T he brave new world we live in after COVID-19 could give the most experienced association meeting planner the chills, as 2023 will bring changes and challenges to the industry. But there’s an upside to evolu- tion, and savvy association meeting planners who stay on top of the trends can excel even as association management asks them to perform miracles. How will the rising costs of hotels and airfare affect the budget as association downsizing forces planners to do more with less money and a smaller staff? And, not to be overlooked, new technology may daunt the uninitiated. Successfully planning an event today may very well come down to cost manage- ment. Due to inflation, food costs are rising, while some states now have higher hourly minimum wages, as well as new food-safety regulations. Cutting back on the frills — decorations, entertainment and even food, such as a cheese platter — at your next breakout session, for example, may help cut some costs. While the lodging industry was a big loser during the pandemic, it is now enjoying a boom period that may give hotels an edge in rate negotiation. Keeping attendance numbers up to a satisfactory level also will be challeng- ing due to budgetary limitations. Attendees are concerned with increased lodg- ing and travel costs, possibly meaning they have to reduce the number of nights they can stay. As an association meeting planner, you can take heart that no boom or bust lasts forever. Eventually, things will max out and the pendulum will swing back.MEMORABLE MEETINGS AWAIT, WITHIN STEPS OF DISNEY SPRINGS ® Hilton Orlando Buena Vista Palace and Hilton Orlando Lake Buena Vista are official Walt Disney World ® Hotels, connected via Skybridge to Disney Springs ® , featuring over 150 shopping, dining and entertainment options. With a combined 200,000 square feet of flexible meeting and event space, our award-winning catering and events teams will bring your next meeting or event to an entirely new level. THE DISNEY DIFFERENCE Come experience the newly redesigned meeting space and pair your meeting with a Disney in-park event, Disney institue program or exclusive Behind the Scenes Tours and more. SPECIAL TEAM BUILDING EVENT OFFER AND GET 5X HILTON HONORS POINTS WHEN YOU BOOK BY DECEMBER 31 ST ! TWO HOTELS, One Amazing Location ORLDW-SALESADM@hilton.com 407.827.4000 hiltonlakebuenavista.com 1751 Hotel Plaza Blvd. Lake Buena Vista, FL 32830 MCOBU-SALESADM@hilton.com 407.827.2727 buenavistapalace.com 1900 E Buena Vista Dr. Lake Buena Vista, FL 32830 Offer applicable to meetings contracted by December 31, 2022 and actualized between 2022 and 2023. Applicable to new bookings only. Offer is not retroactive on previously contracted business. Minimum of ten (10) rooms on peak required to qualify. Offer cannot be combined with any other offer or discount. Some restrictions apply.themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESNOVEMBER 2022 SAN FRANCISCO, CA — Hyatt Regency San Francisco, San Francisco’s premier waterfront hotel in the city’s Embarcadero, announces the completion of a $50 million guest room reno- vation. The hotel also receives AAA’s Four Diamond award, recognizing the hotel’s upscale style and amenities. As one of the city’s leading destinations for meetings and events, the hotel is home to 72,000 sf of customizable space for any and every event. The hotel features 821 rooms, including 45 suites. The Four Diamond designation recognizes hotels for excellent operational qualifications essential for guest satisfaction and safety, as well as upscale style, amenities and services. COLORADO SPRINGS, CO — Abby Murtagh is joining The Broadmoor as vice president and managing director. She will oversee resort operations for the property, as well as execute strategies that contribute to the resort’s financial success. A key element of her role will be to maintain and improve the resort’s legendary Forbes 5-star, AAA 5-Diamond service and enhance the property’s culture. She will begin her tenure with The Broadmoor early next year. Hyatt Regency San Francisco Unveils $50 Million Guest Room Renovation The Broadmoor Names Abby Murtagh Vice President and Managing Director LEE COUNTY, FL — Just weeks after Hurricane Ian made landfall in Lee County, more than half — 56.4% — of the county’s guest rooms have been opened. With the reopening of the Sanibel Causeway bridge, this milestone of about 8,135 rooms opening throughout Lee County is another step in the right direction. “We’re going to see strong demand for the rooms that are now open,” says Cecil Pendergrass, chairman of the Lee Board of County Commissioners and of the Lee County Tourist Develop- ment Council. “We’re looking for people to come back as soon as the area is ready to welcome them. We know the passion for Southwest Florida hasn’t changed.” DALLAS, TX — The International Association of Exhibitions and Events (IAEE) proudly announces this year’s recipients of its awards program, which recognizes outstanding contributions by IAEE members and member companies. Along with the Woman of Achievement Award winner, which was announced earlier this year, these award recipients will be honored during Expo! Expo!, IAEE’s Annual Meeting & Exhibition soon to be held at the Kentucky International Convention Center. The 2022 IAEE Award Winners were selected after careful consideration and review by the IAEE Awards Committee and approval by the IAEE Board of Directors following an open call for nominations by IAEE members. Visit iaee.com for more information. Lee County Hotel Rooms Open for Business IAEE Announces 2022 Award Winners MCLEAN, VA — Hilton recently announced the opening of its 200th hotel in the Caribbean and Latin America, Waldorf Asto- ria Cancun, a 173-room luxury resort. Also representing Hilton’s second Waldorf Astoria Hotels & Resorts property in Mexico, this highly anticipated milestone caps off a strong decade of Hil- ton’s continued growth in the region, during which the company opened about 75% of its current portfolio of hotels, expanded its presence across 15 of Hilton’s distinct brands and welcomed guests in 28 countries. Caribe Hilton debuted in Puerto Rico as Hilton’s first hotel outside of the continental U.S. in 1949. ORLANDO, FL — Thoughtfully refreshed, The Ritz-Carlton Orlando, Grande Lakes unveils its extensive multimillion-dollar transformation. Modern and welcoming, the series of enhance- ments includes the hotel’s guest rooms and suites, seven restau- rants, common areas, Club Lounge, pool and private poolside cabanas. Every interior detail has been impeccably updated with the highest quality fixtures, luxury textiles and furnishings, drawing upon the natural beauty of Grande Lakes’ lush grounds and 11 surrounding lakes. The 500-acre Grande Lakes Orlando estate features a 582-room Ritz-Carlton and 1,000-room JW Marriott hotel situated at the headwaters of the Florida Ever- glades. Conference and meeting attendees have their pick of meeting space options across 150,000 sf that connects the two properties, plus more than 100,000 sf of outdoor space. Hilton Celebrates 200th Hotel in the Caribbean and Latin America The Ritz-Carlton Orlando, Grande Lakes Completes Multimillion-Dollar Redesign 6 NEWS&NOTES MurtaghMEET US AT THE Pink Palace Pink Palace 3400 Gulf Boulevard St. Pete Beach, FL 33706 727-360-1881 Host your next meeting Steps away from the white sand beaches of st. pete beach “Come all ye who seek health and rest, for here they are abundant” NOVEMBER 2022 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES HOUSTON, TX — Houston has been named one of the world’s best cities, according to a 2023 World’s Best Cities Report. Stir- ring global curiosity with its economic might and consistent presence on Google searches, the city ranked 42 out of 100 and is the highest-ranking Texas city on the list. Only 25 U.S. cities earned selec- tion to the 2023 report. Earlier this year, Houston was called “America’s stealthy powerhouse on the rise” after climbing six spots on the 2022 list of America’s Best Cities. Early this year, 13 Houston chefs were recognized by The James Beard Foundation and just recently, the city garnered global attention after the Hous- ton Astros won the 2022 World Series for a second time, drawing in thousands of fans to the city over the course of the series. The World’s Best Cities Report is an annual ranking conducted by Resonance, a leading advisor in tourism, real estate and economic development. Regarded as the world’s most thorough city ranking, findings in the report also quantify and benchmark the relative quality of place, reputation and competitive identity for the world’s principal cities with metropoli- tan populations of more than 1 million+. To learn more about the methodology and key statistics generated by Resonance or to view the complete 2023 list, visit best- cities.org/rankings/worlds-best-cities. Houston Earns Placement in 2023 World’s Best Cities Ranking CHICAGO, IL — Sherrif Karamat, CAE, PCMA and CEMA president and CEO, recently announced that Junior Tauvaa, a recognized business events and des- tination mar- keting execu- tive, will join PCMA as chief busi- ness officer. He will over- see events and educa- tion, CEMA at the strategic level, Convene, and product develop- ment teams, along with PCMA’s 2030 vision of being the Platform for the Busi- ness Events Industry. Tauvaa has been instrumental in raising the profile of Anaheim and Orange County as a pre- mier business events and leisure desti- nation. He opened ACC North, the Ana- heim Convention Center’s most recent expansion, and launched the Orange County Sports Commission. As a result of his involvement with Destinations International’s Large Market Roundta- ble, Tauvaa introduced the Destination Booking Agreement (DBA) for Destina- tion Marketing Organizations (DMOs), which establishes mutually agreeable terms to protect both the destina- tion and the business events strategist should an event be canceled. Tauvaa joins PCMA with more than 25 years in the meetings and tourism industries, most recently as chief sales officer with Visit Anaheim for nine years. His previ- ous roles include leadership positions at MPI and the MPI Foundation and the Los Angeles Tourism & Convention Board. PCMA Adds New Leader to Executive Team 7 TauvaaMessage Discipline The Rising Costs of Events and How to Balance Budgeting While Getting the Most Out of Messaging BY BRIAN COLE B eing a resource for the events and meetings industry means that the team at edgefactory and I spend a lot of time working very closely with event planners and organizers. I’ve been working in creative multi- media for different events, conferences and trade shows for more than 20 years, and have seen the industry move through many different trends and changes. Event planners have to pivot and adapt to changes, while as a vendor we have also had to shift and adapt to different changes in the industry. Post- COVID-19, in the sense of shutdowns and only virtual meet- ings, we have watched the landscape of the events industry change, and those changes may be here to stay. The increase in virtual and hybrid events during the pan- demic is a shift that isn’t going anywhere as, at the same time, new budgetary constraints are being grappled with due to supply-chain issues and inflation. Now that event planners are having to carefully allocate their budget and make tough choices between which elements to keep and which to cut from their event experiences, it’s important that planners know how to effectively maximize their budgets in certain areas. In-event digital media and A/V elements can be one of the most effective ways to leave a lasting impression on your attendees, and really drive home the event’s key messaging. Next, we’ll be diving into the current climate of the events industry, and then speaking about why using digital media can be a good way to maximize your budget while getting the most out of your messaging. THE EVENTS & MEETINGS ENVIRONMENT INFLATION HITS EVENTS Prices and budgeting within the industry have become a very hot topic as of late. One of the biggest challenges we’ve witnessed, and have experienced ourselves, is the very sudden rise in costs. Supplies, in general, are much more limited after the pandemic. Almost every aspect of event pricing has seen a surge — from venue costs, to decor, to the cost of A/V technol- ogy, and especially, the cost of labor. With events coming back faster than ever, competition and limited supplies are causing venues to increase their prices. The rise in costs of food and fuel is further impacting profit margins at venues, and that’s being passed along to event pro- fessionals. That same rubber chicken that used to cost you $70, is now going to run you about $100. In terms of A/V elements, with the surge on A/V compa- nies, in-house can be nearly double the cost of outside A/V vendors. During the pandemic, many A/V providers sold inventory or closed warehouses, so it’s much harder to get items in certain cities without having to freight it in. We have seen that gear prices have gone up due to supply/demand. The pricing that clients were used to pre-pandemic for gear has jumped in many cases. Issues with freight are also nearly double what they were pre-pandemic, and it’s more expensive. Trucking equipment from Las Vegas to Los Angeles is double the cost it was pre- pandemic. On top of that, getting shipments right — and on 8 VIEWPOINT themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESNOVEMBER 2022 DEPOSITPHOTOS.COMtime — is yet another factor we’ve seen eating up budgets. As a vendor for event planners, we’ve also seen timelines shorten for completing deliverables for events. COVID has been such a disruption, so now planners are waiting longer to make decisions for fear of cancellations. For vendors, this means we are being asked to deliver on the same service on a shorter deadline than ever before. ARE VIRTUAL AND HYBRID EVENTS LONG-LASTING? As we know, virtual events had their shining moment during the pandemic, mainly out of necessity, really. Although live events are now returning rapidly, virtual and hybrid events seem poised to remain a big player in the events and meetings space. Virtual and hybrid have their own setbacks, but they are also an exciting opportunity and tool if orga- nized thoughtfully and effectively. Virtual and hybrid events get a bad rap for being unengaging — some might even say boring, but these types of events are also an ideal place to utilize digital media to strengthen messaging and increase your return on investment. Video has never been a more cost effective storytelling method, and this applies well in the conference and events space. Incorporating video media at an event can attract new audi- ences, increase customer engagement and deliver concise messaging. 3 Tips to Maximize Your Digital Media Budget While Creating Strong Messaging TIP 1#: REDUCE AND REUSE Using digital signage at your event instead of traditional print signage can be a great way to save money on the messaging and branding at your event in the long run. Digital signage is much more flex- ible and customizable than traditional print. Digital allows for quick updates and edits to be made. Once something is printed, you are stuck with it. An update or mistake needing correction on a print sign will end up being money from your budget and time wasted. Digital signage can also be repur- posed for multiple uses in a way that print signage cannot. Let’s say you want a sign for the Welcome Recep- tion on Monday and Awards Dinner on Wednesday. With print signage, you have to purchase two different signs, one for each event. With digital sig- nage, you can rent just one screen and repurpose it for both events. This also allows for you to customize and tailor your message more specifically. If you organize an annual event, you may opt for a more general print sign that can be reused in future years to save money. With digital, you don’t need to hold back on updating your messaging and fully tailoring your media to each event, creating a unique experience and “wow” factor every time for attendees — even repeat ones. TIP #2: DON’T UNDERESTIMATE THE DYNAMIC If you are going to spend the money on signage, it needs to be memo- rable. If an attendee’s experience is not enhanced by these elements, they become forgettable and, ultimately, not a good use of your budget. Print media and branding can be stagnant and uncompelling. A benefit to digital media is that there is no limit to what you can do. Digital media gives the option to create more dynamic and engaging messaging, and include animation using your brand or the event’s brand. Also, using dynamic motion content can enhance your brand experience. Fully animated digital signage enhances your messaging by drawing in the attendees and holding their attention, unlike stagnant signage. People are bombarded by messaging and signage more than ever before, so it’s essential that your messaging is the one that stands out. TIP #3: MORE OPPORTUNITIES FOR ADVERTISING On top of the traditional messaging, digital media can be a really easy and creative way to add more opportunity for advertising. Digital advertisements can be easily customized and placed wherever you’d like them. One digital screen can scroll through multiple dif- ferent ads, allowing you more oppor- tunity to support your event budget with advertising. Digital media can also be a great way to showcase and add more value to your event sponsors. For your part- ners, moments of exclusivity are a great opportunity to get exposure on every screen at the same time. Seen by all attendees, these big-ticket items are great ways to add flair to your events. | AC&F | 9 Brian Cole is the co-founder, CEO and president of edgefactory. His vision for experience-based, technology-driven multimedia services fuels what edgefactory does. His perspective has been instrumental in shaping brands throughout his career. Since breaking ground in 1999, he has developed award winning, multidisciplinary resources for meetings and trade shows, brand environments and interactive technology, creative media and video production, and digital signage and A/V experiences. For more information, visit edgefactory.com. NOVEMBER 2022 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES People are bombarded by messaging and signage more than ever before ...Next >