< PreviousSITE SELECTION themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2023 For Sarah Stevener, director of meetings & conventions at Farm Equip- ment Manufacturers Association in St. Louis, MO, being in a new or renovated property really enhances the attend- ees’ experience. Recently the Farm Equipment Man- ufacturers Association held one of the association’s two annual meetings at the new Hotel Effie in Miramar Beach, FL, with 250 people in attendance. The association meeting consisted of sessions, receptions and networking events during the three-day conven- tion schedule. “Because of our typical room rate range, we sometimes utilize properties with meeting space that works well for our program, but could use a refresh,” Stevener said. “Hotel Effie has a very upscale feel while still being within our budget. Our members really enjoyed the hotel and we were happy to know that all of our attendees were in well-appointed accommodations. Several of our members mentioned that they’d love for the meeting to return to Hotel Effie in a few years.” Stevener said that it is imperative for new and renovated facilities to offer attendees great on-site dining outlets, in addition to a “grab and go” shop for those attendees who might have limited time to grab breakfast or lunch. Hotel Effie is found inside the gates of the world-famous Sandestin Golf and Beach Resort and is adjacent to the bus- tling Village at Baytowne Wharf. Being a new resort, Hotel Effie is bright, airy and features state-of-the-art technology at every turn. It also has 20,000 sf of dedicated meeting space in addition to the 30,000 sf space right next door at the Bay- towne Conference Center. Fresh & Inviting The newly constructed Rosewood Miramar Beach in Mon- tecito, CA is located on 16 acres. It offers more than 33,000 sf of indoor and outdoor event space. Recently Lauren Randolph, founder of L&M Events in Altadena, CA, worked with an undis- closed association to plan a meeting there last spring. “We held a strategy session and team-building event at Rosewood Miramar Beach,” she said. “The event was initially planned for a larger gathering of approximately 100 guests. However, due to the pandemic, it was pushed back and scaled down to adhere to safety guidelines and to ensure the well-being of all participants. Despite the challenges, the resort’s amenities and spacious out- door areas allowed us to host a successful event. The combination of a luxurious venue, intimate setting and top-notch services contributed to a memorable and productive experience for everyone involved.” The Rosewood Miramar Beach met the goals for the association, namely to provide a venue that offered a premier location and reputation for excellent service. “Most of the attendees were local to Southern California, but Santa Barbara was far enough away so that attendees were able to focus and enjoy being in a new place,” Randolph said. “There’s a level of quality and excitement that comes with hosting an event in a new or renovated venue. There is also a sense of excitement, pride and new energy in the staff who New & Improved These State-of-the-Art Properties Are Perfect For Planners By Maura Keller hen selecting a meeting or event venue, many association planners are looking for the perfect space that will meet the needs of the association, as well as the attendees. While some planners are drawn to the long-standing gems that are well-known for hosting exceptional events and accommodating planners and attendees alike, others are more interested in new or renovated facilities that may offer unexplored and innovative amenities. W Donna Casimier Meeting Planner American Dental Education Association We hear time and time again that the venue selection is an important factor when deciding to attend. They want comfort, convenience and modern, bright spaces. 20work at a newly opened or renovated hotel. And we felt this sense of pride from the moment we walked in the door.” They also found a way to give back while there. “During our program, we were also able to spearhead com- munity service initiatives to support the local Santa Barbara and Los Angeles areas, contributing to meaningful causes that helped create a positive impact during our event,” Randolph said. “Fur- thermore, the decision was influenced by the team leader’s per- sonal experience of enjoying a serene getaway at the resort and they wanted everyone to experience the same sense of natural beauty and tranquility upon arriving at the new property.” Rosewood Miramar Beach boasts numerous outdoor spaces, perfect for outdoor meetings, team-building activities or picturesque cocktail receptions. The newly constructed building offers ample natural light in the meeting spaces, allowing attendees to enjoy a bright and inviting atmosphere. Additionally, the new culinary experience at Rosewood Miramar Beach meets the interests of planners who are seeking hyper-local seasonal menus showcasing the flavors of the area. Omni Hotels and Resorts opened their Omni PGA Frisco Resort on 660 acres in Frisco, TX. The resort features lux- ury accommodations, a world-class destination for golf and includes 127,000 sf of indoor and outdoor meeting space. That space includes 19 meeting rooms, two ballrooms and nine out- door event venues. The Four Seasons Hotel New Orleans is the only AAA Five-Diamond hotel in Louisi- ana, and is located in the city’s historic World Trade Center steps away from the Ernest N. Morial Convention Center which is currently undergoing a $557 million renovation. The luxury hotel offers a diverse collection of ven- ues and features 29,000 sf of event space. One of the most anticipated openings is that of Fontainebleau Las Vegas, set to open at the end of the year. The property boasts 550,000 sf of meeting space, including the Waterbleau Terrace, an open air venue with 12,000 sf of optional outdoor space, and a theater than can accommodate up to 3,800 attendees. What’s Old is New Again Donna Casimier, meeting planner with the American Dental Education Association in Washington D.C., hosted their Allied Dental Program Directors’ Conference at The Westin Indianapolis recently. Although the hotel was built in 1988, The Westin just completed a mul- tiyear, multimillion-dollar renovation. This was the annual Allied Dental Program Directors Conference with 600 allied dental program direc- tors. Anyone who directs an allied dental education program, such as those in dental hygiene, dental assisting and/or dental laboratory technology, is invited to attend. When evaluating the various venue options for the associa- tion’s conference, Casimier said that they selected the newly renovated Westin Indianapolis for the central travel location for most of the conference attendees. “The meeting space and layout of the property was a per- fect venue for our program needs,” Casimier said. “Most feed- back from our attendees is that the hotel was clean, bright and modern. The overall layout of the meeting space was easy to navigate from the general session room to the breakouts. There was also lots of access to the downtown area and restaurant options. Customer service is also a key factor, and the Westin Indianapolis provided superior service to this meeting man- ager, as well as our attendees.” Located in the heart of Indianapolis, IN, the Westin India- napolis recently completed the extensive, property-wide reno- vations with the goal of completely transforming the venue’s meeting venues and public gathering space, including adding an additional event space and a full lobby redesign. In addi- tion, all guest rooms and new dining spaces were introduced. Their meeting space is more than 48,000 sf. Those attending 21 SEPTEMBER 2023 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES The American Dental Education Association recently hosted its Allied Dental Program Directors’ Conference at the newly renovated Westin Indianapolis (pictured), which is connected to the Indiana Convention Center. COURTESY PHOTO The Institute of Electrical and Electronics Engineers recently hosted more than 700 attendees at the newly renovated Hyatt Regency San Francisco.events at the Westin Indianapolis also have access to the adja- cent Indiana Convention Center via a skywalk. The new event space, called Capital Overlook, boasts panoramic views of the Indiana State Capital. “Most attendees make a huge sacrifice to be away from their jobs and families to attend the Allied meeting,” Casimier said. “We hear time and time again that the venue selection is an important factor when deciding to attend. They want comfort, convenience and modern, bright spaces that provide them the opportunity to relax and connect with colleagues.” The National Association for Proton Therapy (NAPT) in Washington D.C. recently held its annual National Proton Con- ference this spring at the new Hyatt Regency Salt Lake City, in Utah, which opened last fall. According to, Sarah Galen, meeting planner and director of education for NAPT, this is an association meeting that brings together leaders in the field of particle therapy with an agenda focused on emerging clinical research, operational efficiencies and insurance authorizations. They discovered that the property was opening up late last year, so they found themselves with a great situation – a brand- new property with ample meeting space that had their dates available. It was perfect, Galen said, for what appeared to be a dynamic team of meeting services professionals. Galen noted that for small meetings (or larger) like NAPT’s this Hyatt property was ideal. “We felt as if we were the only conference at the property, while, in fact, there were several other meetings occurring throughout the property just located on separate floors,” she said. “Their space is more than just traditional meeting spaces. It’s well designed to accommodate space needs of a group to one floor. Our conference attendees loved the proximity of meeting room locations.” Having no prior planning experience at a property that is less than one-year old, Galen said booking that property “sight unseen” can be nerve-wracking for a planner. “However, I now find the benefits to be endless with such a positive experience with this Hyatt property,” she said. “You have a space that’s modern with cutting edge technology led with a meetings first design. From a servicing standpoint, I believe you have the best-of-the-best working as a team to pro- vide a seamless process. As a team, they worked so beautifully behind the scenes communicating to one another to ensure there was a successful conference for our association. I feel that’s something unique you receive when hosting your event at a property newly appointed. They want to achieve the highest level of service no matter where you are in the planning process.” The new Hyatt Regency Salt Lake City boasts an impressive array of amenities tailored for meetings and events, namely 60,000 sf of meet- ing space, including an expansive outdoor rooftop event terrace. Spanning 7,400 sf, it offers breathtak- ing views of the mountains, making it the perfect back- drop for association events. Following a multi-million-dollar renovation that began a few years ago, Park Central San Francisco officially became the Hyatt Regency San Francisco in the downtown area last year. The redesign included a complete transformation of meeting and event places, guest rooms and the ground floor lobby area. The Institute of Electrical and Electronics Engineers held an event there this spring with more than 700 attendees. “The Hyatt Regency San Francisco has a great location in San Francisco, beautiful meeting space, sleeping rooms and excellent guest service,” Michelle Ocampo, senior conference planner with the Institute of Electrical and Electronics Engi- neers (IEEE), said. “Modern and fresh meeting spaces and sleeping rooms enhance the attendee experience and help make a great event.” | AC&F | themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2023 Hold your next event at Atlantis Paradise Island, with a minimum of 1,500 room nights for arrival between now and December 31, 2024 and group will receive one complimentary firework display at Paradise Harbor Beach or West Beach. Contract must be signed by December 31, 2024. Applicable to new groups only. Offer is subject to availability and blackout dates and can be pulled at any time. Offer is not combinable with any other offers. See full details at www.meetingsatatlantis.com. DISCOVER RENOVATED ROOMS NEW DINING OPTIONS AND A REIMAGINED CASINO CELEBRATE IN PARADISE the fireworks are on us MeetingsAtAtlantis.com COURTESY PHOTOS Rosewood Miramar Beach (left) is a newly constructed resort in Montecito, CA, boasting numerous outdoor spaces. Hyatt Regency Salt Lake City (right) opened last fall and offers 60,000 sf of meeting space. Sarah Galen Meeting Planner and Director of Education, National Association for Proton Therapy From a servicing standpoint, I believe you have the best- of-the-best working as a team to provide a seamless process. 22Hold your next event at Atlantis Paradise Island, with a minimum of 1,500 room nights for arrival between now and December 31, 2024 and group will receive one complimentary firework display at Paradise Harbor Beach or West Beach. Contract must be signed by December 31, 2024. Applicable to new groups only. Offer is subject to availability and blackout dates and can be pulled at any time. Offer is not combinable with any other offers. See full details at www.meetingsatatlantis.com. DISCOVER RENOVATED ROOMS NEW DINING OPTIONS AND A REIMAGINED CASINO CELEBRATE IN PARADISE the fireworks are on us MeetingsAtAtlantis.com BUDGET CONTROL themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2023 Soaring Airfares How Travel Costs Impact Event Planning By Christine Loomis According to data released earlier this year, number crunchers at the U. S. Labor Department’s Bureau of Labor Statistics put the increase at 17.7% over last year. Airline tick- ets in the past year have outpaced the overall rate of inflation significantly. There are multiple reasons for the increases, including higher fuel costs, decreased flights due to airline staff and equipment shortages and increased demand. That leaves meeting attendees with fewer options and few or no deals. As significant as the increased pricing seems, costs are inconsistent across the board and aren’t hitting all destina- tions, attendees and programs the same way. The degree to which costs impact planners and groups is dependent in part on location and destination. While some planners may pivot from an international to a domestic event or choose a regional destination so that attendees can access the venue by car, others are finding ways to offset high flight costs with minor changes to programs. We asked travel analysts, travel companies, planners, DMCs and CVBs across the country how or whether the soaring cost of tickets is impacting them. Here’s the input we have collected. Changing Perspective Executive Vice President, Public Affairs and Policy at U.S. Travel Association in Washington, D.C., Tori Emerson Barnes, points out that despite challenges, travel is back. “About eight in 10 business travelers are planning travel in the next six months,” Barnes said. “This segment faces head- winds in the form of tight budgets, travel hassles, inefficien- cies, plus a lack of workers in the office.” “It’s important to note that while visitations are projected to recover by next year, business travel spending when adjusted for inflation is not projected to recover to pre-pandemic levels until 2027,” Barnes said. The decrease in flights isn’t going to disappear overnight and will create a trigger-down effect globally. “U.S. airlines have added thousands of new jobs in recent months, including pilots, flight attendants and mechan- ics, which has eased the shortages it had faced as it staffs up for strong demand ahead,” Barnes continued. “However, the FAA recently requested air carriers to operate with 10% fewer flights from major New York area airports as a result of the agency’s own shortage in air traffic controllers. Only 54% of these critical staff positions are available. Reducing flights at peak periods affects travelers across the entire air travel system.” Senior Vice President of travel at AAA based in Washington D.C., Paula Twidale, noted earlier this year that airfares are about 30% higher. AAA representative Andrew Gross addressed the issue of rising fuel costs, which affects both flying and driving and varying impacts. “Gas prices vary depending on the region,” Gross said. “If a meeting is on or near the Gulf Coast, gas prices will be less he skies may still be friendly, but increases in fares have also made them costly. T 24expensive than on the West Coast or in the Northeast. The fur- ther one is from large oil production and gas-refinery opera- tions, the more expensive it is at the pump due to the addition of distribution costs. It’s very difficult to predict the national gas cost average for more than a few weeks out, although experts think it could approach $3.80 before falling as driving demands tend to increase.” Actual Impact What is the actual impact to associations? Global Director, Travel for Meetings, American Express Global Business Travel (Amex GBT) in New York, NY, Jorge Garcia Rojas pinpoints the vertical nature of industry changes. “It varies across industry verticals and types of groups,” Rojas said. “Just like any other year, there are sectors going through transformational changes, focusing on their expenses, while others are in a process of expansion or trying to catch up on everything they could not do during the pandemic. This year, we are seeing some associations wanting to make up for lost time, combining two years of incentives into one and resulting in increased travel numbers.” Rojas describes the changes and the global variation across sectors of the globe. “We’re seeing recovery in demand for the Caribbean,” Rojas said. “Big internal meetings are taking place once again, with teams flying from around the world into one or two loca- tions. And we’ve seen an increase in small and midsize meet- ing with teams meeting regionally and more frequently.” He said costs at destinations can actually be more of an influencer. “For lodging and venues, we’re seeing growth in popularity of non-mainstream meeting destinations,” he said. And though domestic destinations have shown faster recovery than international destinations, he doesn’t believe that’s related to costs. Rojas said, “We relate that pattern more to post-pandemic health and duty-of-care concerns rather than cost of travel as, in the past few months, we’ve seen popular international destinations in strong demand for future bookings. Some destinations in Asia and the Middle East have taken a little longer to ramp up.” While it makes sense that planners and groups in the future wishing to reduce transportation costs at meetings and con- ventions might choose a destination where costs are less, Rojas doesn’t believe that’s the case. “I think our clients are looking at transportation,” he said. “But for different reasons. They’re looking to reduce or offset their carbon footprint and that can come into play when mak- ing decisions. We’re increasingly seeing clients willing to pay a bit more to make their events sustainable. It’s always been about being cost effective, but nowadays the conversation is often being driven by sustainability practices and how to reduce the impact of travel. Associations recognize the value and importance of meetings but want to understand how to best reduce the impact.” Which is not to say travel costs don’t matter. They are and have always been a key factor in meetings and whether mem- bers are opting to attend. “Amex GBT clients are certainly aware of fare increases,” Rojas said. “However, since the pandemic, there’s been wider recognition of the value and importance of meeting in person. Face-to-face meetings with other association members are what matters. It’s also about how meetings and events support successful outcomes on many levels, including productivity, engagement, talent acquisition and building organization culture. Conversations are not about reducing meeting budgets but more about good program manage- ment, including planning ahead, controlling expenses, reporting and duty of care so that associations can make the most of the experi- ences they’re creating for their attendees, and translate that into growth for their association. Sustainability is increasingly driving the conversa- tion, too, and is a variable that needs to be considered when taking decisions going forward.” 25 SEPTEMBER 2023 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Jorge Garcia Rojas Global Director, Travel for Meetings, American Express Global Business Travel Conversations are not about reducing meeting budgets but more about good program management, including planning ahead, controlling expenses, reporting and duty of care. DEPOSITPHOTOS.COMDMC Opinion Catherine Chaulet, president & CEO of Global DMC Partners in Washington D.C., has also seen indications that planners are making changes to programs, including previously booked des- tination choice. According to the organization’s Q4 2022 Pulse Survey Report, 68% of planners report that rising airfare costs are affecting destination choice. It can also be a determining fac- tor for attendees who simply cannot afford that kind of a trip. Regardless of destination, Chaulet said groups want per- sonal interactions. “Our clients with a large remote-based membership are choosing to have more in-person meetings or regional meet- ings these days so that their teams can connect face-to-face,” Chaulet said. While some groups are choosing more regional and/or domestic meeting locations in the future, that’s not the whole story. The report also showed that international destinations remain popular. “We’re actually noticing a trend of U.S. planners favoring international destinations for their programs now that borders have reopened,” Chaulet said. “International destinations such as Europe, Latin America and the Caribbean are in high demand.” Like others, Chaulet said that associations are maintaining focus on sustainability regardless of cost increases. “Sustainability is top of mind for many meeting planners and their attendees, especially international planners,” Chau- let said. “According to the Q4 2022 Pulse Survey report, 73% of international meeting planners report that their organizations and/or clients have sustainability goals in place for meetings, events and incentives. Costs play a role but so does sustain- ability and the desire not to spend too much time in flight.” Chaulet is also seeing that cost challenges aren’t just about airfare, and that destinations have issues, too. “Going forward, it’s the lack of availability and high cost of the room block that has stopped associations from choosing certain destinations.” Chaulet said. “And where high airfare is caused by reduced flight availability, destinations are taking steps. We’re seeing more destinations working with airlines to open their market. Many Caribbean destinations in particular are starting to get flights back or increase their airlift.” CVBs View Most destinations are feeling positive about today’s eco- nomic challenges in spite of high fares. Many are seeing air- lines increasing flights to and from their destinations while others believe their location and/or amenities are enough to offset whatever increased costs planners face. Choose Chicago President and CEO Lynn Osmond echoes other industry execs. “We’re hearing from our customers that the overall expense of doing business is up due to inflation,” she said. “But, even with these higher costs, there is still prioritizing for face-to- face events. This means that event professionals are increas- ingly being tasked to do more with less. We are well-positioned to succeed in this new world. We’re a hub for air travel for a multitude of different airlines, which keep prices competi- tive and ensures ease of access for attendees. Additionally, as the heart of the Midwest and within a day’s drive to nearly half the country, we continue to see a strong drive market for meetings.” “Nashville benefits from being a traditionally high-drive destination thanks to its convenient geographic location,” Adrienne Siemers, chief sales officer, Nashville Convention & Visitors Corp., said. “Additionally, flight access continues to increase to our city. Earlier this year, Nashville International Airport saw an increase of 32% in screened TSA passengers compared to the previous month.” San Francisco, Miami, Las Vegas and Memphis also saw increased air travel. David Whitaker, CEO & president, Greater Miami Conven- tion & Visitors Bureau, noted that Miami International Airport recently garnered the top spot as the U.S.’s busiest airport in terms of international arrivals. “This coupled with hundreds of direct flights domestically give us a tremendous competitive edge,” he said. “Supply and demand are clearly on our side and on the side of our attendees.” San Francisco International Airport (SFO) served over 42.3 million passengers last year, up 74%, according to Nicole Rogers, executive vice president and chief sales officer, San Francisco Travel Association, and that number is anticipated to go up by another 8 million this year. Lisa Messina, chief sales officer, Las Vegas Convention & Visitors Authority, said that Las Vegas welcomed just over 3 million visitors in February, up 17.8% from last year and that visitors easily balance increased flight costs with the city’s inherent value. themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2023 Miami International Airport recently garnered the top spot as the U.S.’s busiest airport in terms of international arrivals. DEPOSITPHOTOS.COM 26“Our tradeshows are reporting record-breaking numbers so far this year coupled with marquee sporting events and global chart-topping enter- tainers,” she said. “Planners are finding plenty of reasons to book Las Vegas.” Memphis is another city with plenty of positives for planners, including expanded air service by existing air- lines and the arrival of new airlines. “Memphis also benefits being located within a day’s drive of two-thirds of the country,” Kevin Kane, president & CEO, Memphis Tourism, said. “We’ve always been a destination that serves visitors both regionally and nationally. Destinations like St. Louis, Nashville, Birmingham and Atlanta make for quick drives to Memphis. And visits to Mem- phis originating in markets like Dallas, Detroit and Philadelphia grew by 83% or more, compared to 2020.” Seattle’s great airlift is a selling point for planners. The city benefits as a hub for several airlines, which increases competi- tion and helps keep costs down. Kelly Saling, SVP & chief sales officer, Visit Seattle, said, “We’re fortunate to be the hub for Alaska and Delta airlines with a large American Airlines presence as well. We have com- petition that shops this market versus a market that doesn’t get to have the variety of air lift. It’s one of our best features.” Some cities benefit from having multiple airports nearby, including Long Beach, CA, and Washington, D.C. With three airports within a short drive of the city, flight costs are not impacting meetings in the Long Beach area, according to Steve Goodling, president & CEO of the Long Beach Convention & Visitors Bureau. That’s true of Washington, D.C., as well, which has Amtrak service in addition to three airports. Melissa A. Riley, senior vice president convention sales and services, Destination D.C, also said the city’s many free attractions pro- vide substantial added value for attendees, and new direct routes to/from multiple cities is increasing air availability in the nation’s capital as well. For some cities, it’s about location. “Air tickets are still going up but Mil- waukee is in a unique position,” Leslie Johnson, Visit Milwaukee vice president of sales, said. “Our benefit is due to our central Midwest location and proxim- ity to so many major cities. We’re able to capture an audience that may have previously held their event or conference on the east or west coast. Since many companies are losing attendees due to the high travel cost associated with airfare, they’re now looking at the Midwest to capture an audi- ence that can drive to the event. We’re seeing more and more interest in the drive market.” Albuquerque is in the process of expanding their airport. “The city is moving forward with improvements and expansion of its international airport, which will make it a destination for meetings and conventions from many other states as well,” Tania Armenta, president & CEO, Visit Albuquerque, said. “Albuquerque International Sunport is expanding its reach to a wide variety of national destinations this year. Southwest Airlines is starting nonstop flights between Kansas City and Albuquerque and is increasing the number of daily flights to Houston, Las Vegas, Phoenix, Los Angeles and San Diego. In addition, our airport is undergoing an ambitious mod- ernization project. Future updates will include fresh local art installations, an open-plan food hall featuring eight local restaurants and a new mini shopping mall highlighting made- in-New Mexico products.” Rising airfares, decreased flights, staffing and other chal- lenges are a reality, but optimism also runs high. Destinations are savvy enough to push for improvements that will ultimately help level out travel prices, and planners are smart and creative enough to find ways to decrease other expenditures. Not every- one has the same approach, but everyone seems to agree on the commonality that face-to-face meetings matter and remain a value proposition regardless of transportation volatility. | AC&F | SEPTEMBER 2023 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Tori Emerson Barnes Executive Vice President, Public Affairs and Policy, U.S. Travel Association It’s important to note that while visitations are projected to recover by next year, business travel spending when adjusted for inflation is not projected to recover to pre- pandemic levels until 2027. ADOBE STOCK 27RISK MANAGEMENT themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESSEPTEMBER 2023 Forward Thinking Securing Potential Safety Issues Before a Crisis Occurs By Marlene Goldman Earlier this year, the effects of what could happen in an extreme situation were on full display during an annual con- ference held in Atlanta by RIMS – The Risk Management Soci- ety, which is located in New York, NY. As RIMS was set to conclude with its final session of the Riskworld conference, an active shooter involved in a fatal shooting incident forced parts of the city to be placed under lockdown. Though the Georgia World Congress Center where Riskworld was being held was more than 2 miles from the inci- dent, some of the conference hotels and shuttle-bus routes were affected. RIMS CEO Gary LaBranche issued an emergency video statement on the conference website to let attendees know that everyone at Riskworld was safe and that the RIMS offi- cial closing party would be canceled. While the organiza- tion was trained in crisis management for an active shooter on-site, according to post-incident interviews for the press, the communication efforts to attendees via emails and the meeting’s app during a citywide incident did not get received by all. Planners may not be able to foresee all meeting safety risks, but having a plan in place is a vital aspect to meeting prepa- ration. Hospitality and Meetings Industry Consultant and Trainer Joan Eisenstodt, who is based in Washington, D.C., helps association planners prepare for the worst. “Part of that is helping clients consider what to ask in regards to site selection that would then be put into contracts to ensure the safety of people,” Eisenstodt said. “I also write risk management plans for clients.” She said that most planners have not encountered safety issues at their meetings so the line of thought is nothing bad will happen, but that line of thinking can lead to trouble if issues arise. “Looking at the issues of a potential active shooter, or even somebody coming in and threatening someone with a gun, which I had years ago, you have to decide what your line of communication will be,” she said. “How will people be notified? What will you do? How will you work with the facility’s security people? How you work with the local police department?” Ken Wheatley, a former FBI special agent and founder, principal advisor of Royal Security Group LLC, in Fairview, NC, concurs that the conversations need to be early in the process. “It’s a controversial issue,” Wheatley said. “Are you inject- ing trauma into a situation that’s not necessary? But you abso- lutely have to have a conversation about what the emergency evacuation plan is. Is there a crisis management plan in place? That can be a tabletop exercise where everybody including organizers, convention centers or hotel staff get together to talk through that the what ifs.” Other questions could be if it’s an active shooter situation, are there safe rooms available? Or how are they going to handle the notification? If something’s happening in the lobby or out in the reception area, how is that going to be communicated to the attendees? How are we going to respond? Who’s going to respond? It’s that kind of account- ability that has to occur.” Eisenstodt offers planners a table of contents for risk man- agement preparation so they can ask the right questions during the contract phase. “The tough part is that many planners and many groups don’t think about safety until they’re ready to go on-site,” she said. “The safety check should start when you start with your destination of site selection. It shouldn’t be an afterthought. s health scares, mass shootings and natural disasters continue to saturate the headlines, meeting and event planners are being tasked with preparing for a host of issues to keep attendees safe. A 28It’s the evaluation you do at that time when you’re doing the written checklist. Here’s my RFP, and here are the things I need to know. And then if you do a physical site inspection, it’s things to look for, it’s how you look at the city, how you look at the area around the hotel.” Safety Measures One option is working with a security company such as American-based Allied Universal, which provides inte- grated security services that include security personnel and technology. The company, which is the third largest employer in the U.S., offers on-site venue security such as perimeter and safety checks and can offer a canine team for firearms detection. “It could be an event in New York City for 50 senior level executives and customers,” Ty Richmond, president of Allied Universal, based in Houston, TX, said. “We’ll work with the planner to plan out the whole security and lifesaving pro- cess. Or it could be a trip into South America, at a resort in Brazil. We would do the same things. There may be circum- stances where we provide the security, infrastructure and the resources, the team and we still provide the same continuity and coordination amongst all those parties. In many instances, we are the consulting group and we provide consultation, guidance, direction and resources as needed.” Allied Universal starts with discussions with the planner, finding out the type of event, the venue, publicity surrounding the event and the circumstances surrounding it. “There can be varying degrees of risk or publicity, posi- tively or negatively related to some events,” Richmond said. “It could be an issue. If it’s a pharmaceutical company, or a medical company or a political institution, there could be varying degrees of risk depending on the type of event and the companies involved.” “Foundationally, you need to need to have the discussion first and foremost around the purpose, intent and objective of the event,” he said. “And then, who’s attending and what’s the geography and geographical location?” Location a Main Factor “If you’re talking about having a meeting in a public area versus a private area, there’s all kinds of different dynamics,” Richmond said. “In a public convention center, there are some practices and some protocols that are pretty standard, which include the verification and validation of people entering. If it’s a gun show, or a very controversial meeting of people, then you’re going to have to elevate the kind of controls and the processes that you put in place. Organizations that have events that bring people into their environment, I think it’s a duty of care and responsibility to ensure that you have a safe environment.” Richmond offers an example of a city like San Francisco, which has been in the news for safety issues around its Moscone Center convention space. Mitigating The Danger “You need to make sure that you are mitigating the fact that they have criminal activity around there,” he said. “You need to have people in positions on the exterior. You need to have an intelligence apparatus so that you know what kind of crime is happening adjacent to the Moscone. You prob- ably need to have armed personnel to be able to respond to a higher level of risk, exposure and conflict because of the environment around the center. If you don’t take a risk-based approach, you’re just winging it and you’re not really talking about all the venue and event dynamics.” Aside from urban crime issues, meetings and events can be at risk for the presenters and speakers they have lined up. Wheatley, who is a security management expert and a forensic services liability expert, cites as an example the Salman Rushdie speaking engagement in New York last year when he was stabbed onstage. “It’s not just big-name presenters,” Wheatley said. “You have to do homework about all speakers. He recalls a medi- 29 SEPTEMBER 2023 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Ty Richmond President, Allied Universal In a public convention center, there are some practices and some protocols that are pretty standard, which include the verification and validation of people entering. DEPOSITPHOTOS.COM Safety checks should start when planners are selecting a destination and should include the city and area around the hotel, according to Ken Wheatley, a former FBI special agent and founder, principal advisor of Royal Security Group LLC.Next >