Courtesy photo A COASTAL COMMUNICATIONS CORPORATION PUBLICATION DECEMBER 2022 VOL. 40 NO. 6 $15.00 IN THIS ISSUE GAMES TO ENGAGE ATTENDEES ELEVATING F&B CRISIS MANAGEMENT NAVIGATING THE POST-PANDEMIC NORM DESTINATION NEW ORLEANS Page 16 2023 STATE OF THE INDUSTRY Paul Van Deventer President and CEO, MPIImmerse yourself in a completely turnkey meeting experience. Hot, sunny days. Bright, electric nights. LBC is the perfect destination to turn corporate-style events into the extraordinary. A brilliantly designed campus of unique spaces sets the stage for magical experiences – indoors, outdoors, online. Spark conversation and connection in a glittering atmosphere filled with our ready-to-go meeting solutions –decorative chandeliers and built-in, programmable lights, a cool collection of stylish furniture and décor – all saving you up to $600,000. Easy and a ordable, this unconventional city saves you thousands and makes for a refreshingly di erent meeting experience unlike anywhere else. visitlongbeach.com@VisitLB Dive into savings of over $600,000 and make a splash with your next meeting or convention.VOLUME 40 NO. 6 // DECEMBER 2022 16 22 26 30 34 36 40 IN THIS ISSUE features 44 4 Publisher’s Message 6 News & Notes 8 Perspective How to Make Your Event Budget Work in 2023 BY MARVIN MCTAW 10 Perspective Make Data the Hardest Worker on Your Events Team BY ALON ALROY 12 Perspective Why the “Great Resignation” is Really a Great Opportunity BY RICK GRIMALDI 50 People on the Move destinations departments Career Counseling Create a Plan and Take Advantage of Networking, Relationships BY MAURA KELLER Time Together Family-Friendly Meetings Offer Extra Appeal BY CHRISTINE LOOMIS New Orleans, Louisiana An Easy Choice for Meeting Planners and Attendees BY KEITH LORIA TheMeetingMagazines.com | Corporate & Incentive Travel | December 2022 3 Crisis Management Overcome Any Hurdles by Being Properly Prepared BY MAURA KELLER The Art of the Meal Great F&B Elevates an Event Into an Experience BY NANCY MUELLER Compete & Connect Gamification is a Sure-Fire Way to Engage Event Attendees BY MAURA KELLER 2023 State of the Industry Insiders Predict Further Improvement Despite Lingering Issues COMPILED BY HENRY FITZGERALD Seismic Shift There is No Back-to-Normal Scenario as a New Normal Prevails BY KATHY MONTE 22 44 36 26 ISSN 0739-1587 // USPS 716-450Corporate & Incentive Travel (USPS 716-450) is published bimonthly by Coastal Communications Corporation, 2500 North Military Trail — Suite 283, Boca Raton, FL 33431-6322; 561- 989-0600. Single copies $15.00 U.S.A. only. Yearly subscription price is $135.00 in the U.S.A.; Canada and foreign is $175.00. Back copies $17.00 U.S.A. only. Distributed without charge to qualified personnel. Periodicals Postage Paid at Boca Raton, FL, and additional mailing offices. POSTMASTER: Please send address changes to Corporate & Incentive Travel, 2500 North Military Trail — Suite 283, Boca Raton, FL 33431-6322. Nothing contained in this publication shall constitute an endorsement by Coastal Communications Corporation (Corporate & Incentive Travel), and the publication disclaims any liability with respect to the use of or reliance on any such information. The information contained in this publication is in no way to be construed as a recommendation by C&IT of any industry standard, or as a recommendation of any kind to be adopted, by or to be binding upon, any corporate/ incentive travel planner or agent. Reproduction of any portion of this publication by any means is strictly forbidden. Editorial contributions must be accompanied by return postage and will be handled with reasonable care. However, the publisher assumes no responsibility for return of unsolicited photographs or manuscripts. Subscribers: Send subscription inquiries and address changes to: Circulation Department, Corporate & Incentive Travel, 2500 North Military Trail — Suite 283, Boca Raton, FL 33431- 6322. Provide old and new addresses including zip codes. Enclose address label from most recent issue and please allow five weeks for the change to become effective. Printed in U.S.A. © 2022 Pondering What the Future Will Bring We all face a brave and uncertain new world as 2022 ends. As the New Year approaches, there appears to be little cause for celebration. There’s hope and concern about the economy, but where does that leave you with the responsibility to plan meaningful meetings? In what position does that place the meetings and incentive travel industry? Most likely, you are now spending a lot of time pondering the future and what it will mean to all of us. From the looks of it, you will be con- cerned about budgets and designing cost-efficient meetings and incentive programs. No question about it, you will be trimming where you can work within strict budgets. Cutting costs will be a necessity to be able to cope with smaller and more strict- ly controlled budgets. In the future, and at least for now, your creativity and number- crunching abilities will be tested during this inflationary period as the number of avail- able dollars shrink. In order to stay ahead, corporate man- agement must emphasize effective training, which in turn spurs the need for meetings and incentive trips to motivate employees and persevere in a negative economic atmo- sphere. Among several current cost-cutting measures, renegotiating hotel rates and rethinking food and beverage budgets are necessary during this economic environment. And speaking of the environment, sustainability will continue to play an important role within our industry. Many planners have indicated that plan- ning environmentally safe meetings is a high priority. The future will also continue to bring heightened diversity and cultural awareness as globaliza- tion continues. We must respond to social needs such as accommodating disabled attendees and planning menus that appeal to ethnic and health- conscious groups. And so, with the arrival of 2023, you can chart a course for an initially bumpy road that will smooth out in the end. As an active meeting planner, the “Meeting Industry Events Calendar” you received with this issue will be helpful when planning event attendance in 2023. PUBLISHER’S MESSAGE // A 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. Military Trail, Suite 283 Boca Raton, FL 33431-6322 561-989-0600 Fax: 561-989-9509 advertising@themeetingmagazines.com REGIONAL MANAGERS Bob Mitchell Lisa Turner DIRECTOR OF SPECIAL PROJECTS Michael Caffin 914-629-5860 michael.caffin@themeetingmagazines.com 4 December 2022 | Corporate & Incentive Travel | TheMeetingMagazines.com Harvey Grotsky Publisher FOLLOW US ON SOCIAL MEDIA linkedin.com/company/ CorpIncTravel @CorpIncTravel @CorpIncTravel facebook.com/ CorpIncTravelGRAND ENOUGH FOR YOUR BEST PEOPLE AND THEIR BIGGEST IDEAS.NEWS + NOTES // 6 December 2022 | Corporate & Incentive Travel | TheMeetingMagazines.com RENOVATIONS Westin Hotels & Resorts Announce Multimillion-Dollar Property Renovations HILTON HEAD ISLAND, SC — Westin Hotels & Resorts recently an- nounced that The Westin Hilton Head Island Resort & Spa and The Westin Book Cadillac Detroit will both un- dergo multimillion-dollar renova- tions. The Westin Hilton Head Island Resort & Spa has embarked on a $10 million renovation to reimagine the resort’s existing 416 guest rooms to grow to 419 rooms, including 32 suites. The Westin Book Cadillac Detroit will undergo a $20 million renovation that will begin early next year. The renovation recently started at The Westin Hilton Head Island Re- sort, which offers nearly 39,000 sf of indoor and outdoor event space, with a scheduled completion slated for the spring. The Westin Book Cadil- lac Detroit’s renovation will feature a new, contemporary design of its 453 guest rooms and suites, its 36,000 sf of meeting and banquet space, all public spaces within the property, as well as a new dining experience. The project is slated for completion in early summer. SNAPSHOTS Cruise Line Christens New Flagship Carnival Celebration MIAMI, FL — Carnival Cruise Line’s new flagship, Carnival Celebration, recently arrived at its PortMiami homeport and was christened by ac- tress Cassidy Gifford, the ship’s god- mother. The festivities were befitting of the ship’s name and underscored Carnival’s year-long celebration of 50 years of fun. An innovative Excel-class sister to the groundbreaking Mardi Gras, Carnival Celebration is launch- ing year-round service from its home- town of Miami. Carnival Celebration’s first guests to board the ship from Mi- ami took a special six-day cruise, with visits to Grand Turk, Amber Cove and Nassau. The ship is now on a rotation of week-long Eastern and Western Caribbean sailings that depart every Sunday and visit popular destinations such as the Dominican Republic, St. Thomas, Cozumel and Costa Maya, Mexico. BOOKING INCENTIVE Visit Jacksonville Offering Booking Incentive Program JACKSONVILLE, FL — Visit Jack- sonville announces ‘Sunkissed Sav- ings,’ an incentive program designed to encourage 2023 meetings in Jack- sonville for qualifying meetings and conferences. Incentive eligibility is based upon the following: • The meeting or conference must take place now through Septem- ber 30, 2023 • Eligibility is based upon original RFPs being sent to Visit Jackson- ville by meeting or event planner • Peak rooms for a minimum of two-night length of stay • Credit will be applied to the property master account of the booking property based on actu- alized pick up; payment will not be made to the booking party • Incentive dollars are for new business only, and do not apply to already-negotiated contracts For more, visit visitjacksonville. com/meetings/incentives.MEET 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” NEW INITIATIVE Hotel Industry Launches Environmental Sustainability Initiative WASHINGTON, DC — The Ameri- can Hotel & Lodging Association (AHLA) recently announced Respon- sible Stay, an industry-wide commit- ment to make meetings, events and guest experiences in America’s hotels more environmentally and socially responsible. Responsible Stay is fo- cused on prioritizing hotels’ environ- mental sustainability efforts in four key areas: • Energy efficiency: optimizing energy efficiency through opera- tional improvements and adop- tion of clean energy technologies • Waste reduction: investing in waste reduction programs and new, innovative alternatives to reduce, reuse and recycle waste across properties • Water conservation: ensuring the reduction of water usage by implementing water-efficient practices in core areas like laun- dry, food and beverage, and landscaping • Responsible sourcing practices: sourcing responsibly and pri- oritizing sustainability in supply chains to prevent harmful envi- ronmental and social impacts By focusing on these four core principles, AHLA and its mem- bers are united on a commitment to strengthen environmental programs. AGREEMENTS Hilton Expands Nevada and Mountain Resorts Portfolio MCLEAN, VA — Hilton recently an- nounced the signing of a brand and management agreement to welcome the iconic Waldorf Astoria Hotels & Resorts brand to Nevada’s Crystal Bay and Incline Village community with the all-season Waldorf Astoria Lake Tahoe, expected to debut in 2027. Situated on a 15-acre site, the mixed- use development will introduce Wal- dorf Astoria-branded residences to the highly sought-after Nevada side of Lake Tahoe. Managed by Hilton, the new build luxury hotel will mark Waldorf Astoria Hotels & Resorts’ first property in the treasured Sierra Nevada mountain range. Once open, Waldorf Astoria Lake Tahoe is expect- ed to be the state’s fourth luxury hotel. TheMeetingMagazines.com | Corporate & Incentive Travel | December 2022 7I nflation is higher than it’s been in 40 years. As costs dramatically increase, most event budgets seem stuck in 2019. While inflation is hurting many consumers, the post-pandemic demand for in-person events and business travel is creating hyperinflation in the B2B event space. Travel, accommodation and food have all been hit hard. Supply chains suffer from disruptions, and we’re facing new labor challenges. The result? There’s never been a more difficult time for event planners on a budget. By some estimates, event plan- ners now require 45% more budget today than they needed in 2019. As we move into 2023, how can event planners prioritize expenses and maximize limited budgets without scrimping on quality? There’s no magic way to fit a pre- pandemic budget into today’s cost structure without mak- ing hard choices. The strategies below will help you stretch your event budget, while keeping attendees happy. 1. Extend Your Planning Cycle Start planning twice as early. The earlier you start, the more leverage you’ll have down the line. Anticipate spend- ing more time researching vendors and negotiating on price. The more competitive quotes you consider, the more options you’ll have to lower your costs. 2. Stick with the Same Vendors Are you organizing multiple events? Once you’ve researched potential competitors, increase your negotiating power by committing to that vendor over a longer period of time. You are likely to receive a bigger discount if you can increase the value of the relationship. This same approach also improves the quality of the event, and makes life easier for the event planner. 3. Double Down on Logistics Put an iron-tight build-up and breakdown plan in place. By planning efficiently and minimizing set-up, you could avoid additional set-up days. Most attendees are forgiv- ing if you don’t use the latest technology. Skip the bells and whistles, and focus on a minimal set-up that delivers your event content. 4. Invest in Event Management Software Time is money. Investing in event planning software is a great way to control costs, while freeing up your time for planning. Event scheduling software can significantly reduce expenses such as printing and postage costs for invi- tations, surveys, name badges, session attendance lists, etc. Be careful not to overspend. It can be difficult to figure out the cost of these platforms, which range from a few dollars to $40 per attendee. 5. Contact Hotels Directly for Reduced Rates Do you need to book accommodation for attendees, speakers and team members? Ask for a reduced room rate if your venue is a hotel. It’s common practice to receive a discount if your event takes place on-site. If you’re booking multiple rooms, you may be eligible for a group rate. Rather than booking online, contact the hotel’s sales team directly. 6. Rethink Your When & Where Venue costs can burn a hole in any event budget. If you have the luxury of flexibility, two questions can reduce costs — when and where? Rental rates fluctuate depending on the time and day of the week. Where possible, avoid hosting during the weekend. Consider a weekday and skip the peak- time price tag. Also, select a venue that’s well-connected to public transportation hubs. You’ll minimize costs, such as taxis and shuttles. Aside from the savings, your attendees will thank you for the convenience. 7. Check What’s Included Ask your vendors if their quote includes any extras. Most professional event venues include A/V and technical equip- ment within the rental fee. Some catering companies offer staff and crockery rental, but you may pay a premium for special requests. This can go the other way, too. If you’re How to Make Your Event Budget Work in 2023 BY MARVIN MCTAW PERSPECTIVE // Skip the bells and whistles, and focus on a minimal set-up that delivers your event content. 8 December 2022 | Corporate & Incentive Travel | TheMeetingMagazines.comCatering has a big impact on any event budget. However, food often ranks high on an attendee’s priority list. DepositPhotos.com happy to roll up your sleeves, some venues will drop their prices if you take on post-event cleaning. 8. Crunch Down on Catering Costs Catering has a big impact on any event budget. Food often ranks high on an attendee’s priority list, but there are sim- ple and effective ways to minimize catering costs. Consider limiting your menu to vegetarian options. It’s more budget- friendly than meat and fish, while being a better choice for the environment. How do you plan to serve and plate food? Seated dinners eat budgets fast. You need to invest in staff, cutlery, furniture rental, etc. A buffet set-up is more economi- cal, and you’ll give attendees a chance to network and mingle. 9. Lean on Alternative Revenue Sources Try charging a nominal fee, even if the event was free previously. Also, attendees can provide additional revenue streams beyond ticket sales. For example, you could sell: • Event merchandise • Drink tickets • Premium food options • Season passes for multiple events • Ticket insurance • Advertising packages • Upgraded seating options • Access to the attendee database • Exclusive networking sessions • Access to on-demand content after the event • Skipping the queue option • VIP ticket packages that include a bundle of the above Whatever you offer, it must be of value to your attendees. Ensure that the sale price is appropriate for the event and higher than the production cost. 10. Go Hybrid Add a hybrid component to your in-person meeting. Put- ting your event online gives it a life well after it’s taken place. You’ll potentially reach more people in the long run and gen- erate interest for future events. Adding a hybrid component doesn’t have to cost more, but creates an opportunity to extend the event’s connection to attendees. Conclusion Rising inflation in a post-pandemic world is hitting event budgets everywhere. To overcome the struggles of limited funds, remember the following when planning your 2023 event: • Smart budget allocation • Advance planning • Finding alternative revenue sources • Prioritizing customer-facing strategies • Streamlining when possible and appropriate Remember that negotiation is your key to suc- cess. Many event vendors face the same issues as event organizers. Approach them with the mentality of find- ing solutions together, and they’ll likely be empathic to restricted budgets. C&IT MARVIN MCTAW is the CEO at Sched. He’s primarily responsible for helping create exceptional experiences for the Sched team, event organizers and users. He has been in the event space for 14+ years, and is an industry expert. He initially formed the event management software in 2008 to better navigate a music festival, and after seeing the demand for the product, Sched was born. Sched has grown exponentially since 2008, with the long-term goal of creating a one-stop shop for everything needed to create and run a great event. For more information, visit sched.com. TheMeetingMagazines.com | Corporate & Incentive Travel | December 2022 9Next >