< Previouswith most meeting planners about the excessive cost of host- ing hybrid events. Instead, he recommends: “If they allow outside people, look for people who have been doing it for a long time and who are independent. It’s a fraction of what it used to cost because the equipment is off the shelf and the software is designed to use it. So, if you have a knowledge- able person, you can really slash the costs and still get a qual- ity production.” Chen advises before deciding on the cost range, first ask: “What do I want this to look like?” Second, identify: “How much budget do I have to work with?” Then, try to get those two figures to match. Keep in mind that a ‘one-size-fits all’ strategy does not apply for hybrid events. There are great variations on the size and shape of hybrid events. One of the key things is to plan carefully on how you will integrate two audi- ences, Ball advises. Lilian Chen reminds planners: “One of the hardest fac- tors of a hybrid meeting is to ensure that the remote partici- pants are being included in the same way as the in-person participants. The planner needs to ensure that there’s a suf- ficient AV system set up, so that the remote participants can be heard, and so that they can hear clearly too.” She says, “Many situations where the remote participants in a hybrid meeting feel completely excluded, because the microphone isn’t clear and the camera is set up in a way where it’s hard to see the full dynamics of a room.” New Hybrid Meetings Trends In Lilian Chen’s experience, hybrid-meeting trends include: more creativity in event formats and using QR codes to convey information to the in-person participants, which means they don’t need to be on a laptop to receive any new information. In addition, Chen says, “We also leverage music in our hybrid events, so that for the remote participants who are dialing in at the start, they’re not just sitting there while they wait for any in-person logistics to get sorted.” While noting that one of the best trends is further use of producers, and quite often a production team, John Chen high- lights that his top trend is virtual MCs, or master of ceremo- nies, which host an event and keep things running smoothly. In Chen’s surveys, he’s found that 20% of virtual confer- ences are not using a virtual MC. “It’s one of the easiest ways to smooth out your confer- ence, handle unknown challenges and bring energy,” Chen says. “If you get someone who’s a great MC, they will help build that into a community, and that’s valuable for the orga- nization, because once you feel like you’re a member of a community, you’ll come back to that same conference again and again because it feels like coming home.” Hybrid meeting trends that Corbin Ball has observed, as the format continues to evolve, include: • The expansion of production studio software that has the capability of a TV news talk show. This includes advanced switching, chyrons and others, at a lower cost by the major event tech providers, including Cvent Studio, Bizzabo: Ultimate Video Production Studio, Socio (Webex Events) and Swapcard. • Increased use of PTZ (pan-tilt-zoom) cameras by remote production teams, substantially reducing cost (including EventsAir). • Increased use of AI-powered voice-translation soft- ware, such as Worldly. • Increased refinement of hybrid event technology. • Increased use of pre-recorded sessions for part of the programs. • More events are being done asynchronously. The live event is recorded, edited and released as a virtual event at a later time. This reduces cost and the stress on the event team. Courtesy of Lilian Chen For Lilian Chen (on right, with Spencer Fertig and Julia Elsner), hybrid meetings allow the facilitator to meet the attendees where they are. “It allows for the people who aren’t in the main office city to have the same access to information and involvement,” Chen says. 50 March 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com As in-person events are returning, planners have come to a realization that hybrid is not ideal for every event. CORBIN BALL, CSP, CMP, DES, Principal Corbin Ball & Co. Checklist for Planning Hybrid Meetings “A good microphone and camera should be on every planner’s hybrid meetings checklist,” says Lilian Chen. “I would recommend that hybrid meetings be held in a large conference room with a mounted camera. Don’t depend on a laptop webcam, as that will not capture the full view of the room. I would also recommend that the conference room have a dial-in setup, which allows for the remote participants to be heard clearly over any potential chatter that’s in-person.” John Chen emphasizes the importance of rehearsals. “You’ve got to make sure every speaker, panelist and MC knows where to go, where to stand and how to interact with the virtual,” he says. “People try to shortcut rehearsals all the time and that’s a recipe for disaster.” Chen also believes that lighting belongs on a successful planner’s checklist, citing one experience where the host had not put any additional lighting in the breakout rooms result- ing in a less than optimal experience for attendees. Minimize transitions as well, Chen notes, “Every time you move some- thing like a laptop from a main room to a breakout room, you can break something.” Best Practices Lilian Chen recommends meeting planners have extra time for the technology. “At the start of the meet- ing, ensure that everyone is able to dial in correctly and that everyone’s audio is working correctly,” she says. “If there are any slides or documents that will be discussed during the hybrid event, share it with everyone ahead of time so that everyone has access to the same information. If closed captioning is an option, turn it on, so that those who are remote can have another reference in case the audio is unclear.” John Chen offers this bonus tip: “Ask for an applause mic,” explaining that there is a separate microphone, so when the room applauds, the people connected virtu- ally can hear it. Among best practices for Ball are using a timeline-man- agement tool and project management software, a virtual MC for the remote audience, speaker training, test and rehearsal, plus having trusted partners for platform, venue, AV, and a streaming company. “High broadcast production values are expected, such as cameras/lights/mics,” he says. What Hybrid Meeting Success Looks Like “Microsoft is a great example,” Ball says. “They have a core in-person employee-event for 6,000 in Seattle, but broadcast to dozens of pods around the world to include more than 100,000 attendees virtually. This hybrid model gets the information out, engages employees and vendors globally, while saving huge amounts in travel costs [and] reducing the carbon footprint substantially.” Lilian Chen’s crew hosted a virtual teambuilding event for 100 attendees, where half the participants were at home and half were in-office, with many joining from offices around the world. “It went off without a hitch due to a few factors,” Chen explains: • “We used Zoom, which is a virtual meeting platform that all participants are familiar with. This was help- ful, as that enabled participants to easily join and interact with each other in real-time without any technology-related questions. • At each office location, there was a contact person who was able to be “feet on the ground” to help troubleshoot any potential technology issues, such as connecting the in-person participants with the remote participants, [and] also ensure that the audio was working correctly. • We also double checked that there was high-quality audio and video equipment at each of the office loca- tions, to ensure that remote attendees could see and hear everything clearly.” John Chen mentions a hybrid event where the virtual audience asked to share their own creations after the in-per- son attendees had mostly dispersed, resulting in a spontane- ous outpouring from others in the virtual audience, which ended up creating an exceptional experience by the orga- nizer called “virtual envy.” For ultimate success in planning hybrid events, John Chen says: “You have to create a team to do a hybrid. It’s almost impossible to do a great hybrid by yourself. … We’re in the hospitality business and we’re trying to make it better for people. Do that both for the in-person audience and the virtual audience, not just one.” C&IT Courtesy of John Chen John Chen suggests using an applause mic, explaining that there is a separate microphone, so when the room applauds, the people connected virtually can hear it. TheMeetingMagazines.com | Corporate & Incentive Travel | March 2023 51A s the presence of Boomers, Gen Xers, Millennials and Gen Zers continues to overlap at meetings and events of all types, meeting and event planners are scratching their heads to determine the best way to include the four groups, while appealing to their unique differences. Generational Divide: Baby Boomers to Today To keep a diverse set of generations engaged throughout events, planners must balance content and networking opportunities. At the same time, it’s impor- tant to understand each generation’s specific needs and experiences, finding creative ways to bridge gaps. “For meetings in particular, I believe they are suc- cessful when teams learn something new and leave feeling invigorated,” Tina Husemoller, vice president of meetings and incentives at Fox World Travel, says. “Generationally, people don’t learn differently, but rather all people learn differently, i.e., visually, partici- patory, audio, etc., so it’s important to present content in diverse ways to appeal to all learning styles. That being said, generational diversity is very important when choosing session speakers and panelists to represent different perspectives within the organization.” Husemoller explains it is important to present the content in diverse ways. This goes back to her serving as not just a planner but as a consultant — understand- Bridging the Divide Courtesy of Stratus Firm BY MAURA KELLER 52 March 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com INDUSTRY INSIGHTing who is attending, the event goals and creative solu- tions for engagement. “When orchestrating events with multigenerational audiences, companies should fill the planning commit- tee with a diverse group of employees and welcome open and honest conversations regarding the wants and needs of the team members,” Husemoller says. “Not only do we consider generational differences, but also consider diversity, equity and inclusion, dietary needs, and physical limitations, to make your gathering unique for your team.” Recently, Husemoller had a client that returned from an incentive trip to the Caribbean, and in their post-con meeting, they discussed how the winners were signifi- cantly younger with more in their mid-20s and early 30s. “On this trip, both the experienced veterans and young guests of the organization agreed that they had simply wanted the chance to bond – be it during activi- ties, meals, outings or just leisurely hanging out,” Huse- muller says. “When planning trips for generationally diverse teams, you don’t have to overthink it.” Roger Whyte, founder and principal of Washington D.C.-based company, Stratus Firm, has been producing events throughout the country for over a decade. He has experience planning meetings and events for attend- ees of all ages. Multigenerational audiences present unique chal- lenges for event planners. “One of the biggest challenges in producing an event for multiple generations is understanding the needs and wants of each generation,” Whyte says. If not properly addressed, a stark generational divide at an event can make audiences feel excluded. For example, many large meetings and events use apps to provide information or entertain guests. However, as Whyte explains, older generations may struggle using these technologies, resulting in feelings of frustration. Gap Strategies: Virtual Introductions Dan Manian, CEO of Donut, helped create a Slack app that fosters collaboration anywhere. Team mem- bers join a channel and the Donut app does the rest, breaking the ice by automatically introducing team- mates who might not know each other. Gen Zers (born 1995-2012), for instance, joined the workforce at the peak of the pandemic lockdown. By starting their careers remotely, they missed out on the heyday of water-cooler and coffee chats. “Now, they look toward meetings and events to help How To Reach Every Generation with Your Next Meeting Courtesy of Emburse Courtesy of Stratus Firm Left: The generations celebrate together during Hope for Henry Foundation’s 20th anniversary gala, A Night to Remember. Top right: Attendees gather for Ellucian Live 2022. Bottom right: Restaurant Association Metropolitan Washington’s 40th anniversary RAMMY Awards Gala. TheMeetingMagazines.com | Corporate & Incentive Travel | March 2023 53forge organic connections with their colleagues,” Manian says. Older Millennials (born 1980-1994) and Gen Xers (born 1965-1979) may be used to a more traditional in-person dynamic, with presentations and collaborative group work. Even so, as Manian points out, the time spent working remotely has made the workforce accustomed to 30-minute Zoom meetings as their primary means of meeting and work- place interaction. With these experiences in mind, Manian says planners must find ways to effectively deliver content, while creating space for employees to organically connect. To do this, it can be helpful to group each activity into one of three buckets: • Larger, objective-based meetings: These include all-company strategy meetings, fireside chats or keynotes. • Coworking in person: Small team sessions, working side-by-side on projects like launches and brainstorms. • Non-work time to connect: Social events, group activities and intentional downtime that allow coworkers to share experiences. “Full-team, in-person meetings can be energy-sucking – and it can be difficult for people to keep engaged with- out a clear rallying point,” Manian says. “Instead, full-team sessions should be dynamic and interactive, designed to help strengthen connections.” Examples include discuss- ing new diversity, equity and inclusion (DEI) initiatives, brainstorming solutions that affect everyone, or working together on yearly goals. You never want your employees to ask: Why am I here? Breaking the attendees into smaller groups based on proj- ect or department allows even more time to foster connec- tions between coworkers who frequently work together, but might not know each other well. “This is a great way to help Gen Z make the connections they crave, and a connected team is excited to work together toward your organization’s common goals,” Manian says. Above all, Manian says the best way to make sure an event resonates with attendees of all generations is to involve them in the planning process. Asking for ideas and input will natu- rally help employees stay energized during offsites. At Donut, they created a retreat planning committee for the company’s 2022 offsite and opened participation to all team members. “This helped distribute the lift and allowed us to source input from team members who might not have had a voice in the process otherwise,” Manian says. Donut also frequently hosts offsites for its own team. Donut’s Intros tools are used to randomly group attendees – whether that be Generation X born 1965-1979 Gen Xers are the most relevant generation of modern times, in relation to technology, and serve almost as a bridge from older populations to younger ones. They were present for the inception of the internet, video games and artificial intelligence. This group is currently between the ages of 44 and 58. The Baby Boomer Generation born 1946-1964 Baby boomers have been integral to and present for many of the technological advances in the last 50 years. Boomers are between the ages of 59 and 77. Millennials born 1980-1994 It’s quite common to hear someone use the term Millennial to refer to people in their 20s, although true Millennials are between the ages of 29 and 43. Generation Z born 1995-2012 This group of younger people have been exposed to social media, and were the first population to cope with cyberbullying and other internet-related issues. This group of people are between the ages of 11 and 28. GENERATIONS DEFINED 54 March 2023 | Corporate & Incentive Travel | TheMeetingMagazines.comMeet in Arizona. The Westin Kierland Resort & Spa, Scottsdale, AZ ArizonaMeetings.com Arizona is the perfect place to work and play. We’re home to the highest concentration of luxury four- and five-star resorts in the U.S. plus unique venues perfect to host groups both large and small. Arizona also means fun. Our destination experts are ready to round out your agenda with inspired dinners, wellness-themed activities and excursions among an iconic landscape. Add to that 325 days of sunshine each year and breathtaking mountain views, Arizona offers spectacular settings for your next meeting. This calls for a meeting. a designated time for one-on-one coffee chats, forming mid- meeting breakout groups or matching up mentors. “These pairings encourage attendees to break out of their comfort zone and chat with coworkers beyond their usual department or age range,” says Manian. Each year, Emburse, a company that serves more than 18,000 brands globally, puts on regional events designed specifically for customers so they can learn new skills, gain insights and net- work with peers. “Our customer base is very diverse and spans all generations, so this stays top of mind as we plan out the con- tent and activities for each event,” Christina Gruen, meeting planner and Emburse senior director of brand mar- keting, says. She recommends three ways event planners can “conquer the generational divide.” • Make sure there’s something for everyone, no matter where they are in their career. Young professionals will want to focus on picking up new skills and building their network, while industry vets will be more interested in fine- tuning their craft. • Have a diverse lineup of speakers who will resonate with a diverse audience. For example, Emburse looks for diversity in the speaker, content and audience that each session is intended to reach. • Offer networking opportunities that are designed to bring people together. At Emburse, they have attendees who travel across the U.S. and Europe to attend events, so the company’s goal is to encourage attendees to have fun, meet new faces and maybe even trade an industry secret or two. Digital Thinking: Hashtags, Photo Ops, Games “To capture the younger generation and those who are active in the digital world, you’ll, of course, want to set up a hashtag, fun photo opportunities, as well as audience par- ticipation games,” Gruen says. “A few days before the event, we’ll start pro- moting the hashtag on social media. We’ll continue this during and after the event alongside engaging photos. We like to also set up an interactive or eye-catching photo opportunity for attendees, so they can take pic- tures and post them online using the hashtag and tagging us.” In addition, Whyte says it’s vital that meeting planners should consider each generation’s perspective. “Also consider multiple alterna- tives,” he says. “Consider offering both physical and electronic copies of maps for attendees at a meeting or event. Small things like this can help everyone feel as though they are being catered to. However, your overall goal should be to bring together people of different generations and help them connect with one another.” Gap Bridges: Pop Playlists, Wow Speakers, VIPs Stratus Firm officials often looks for ways to appeal to both younger and older generations. For example, they Courtesy of Emburse Ellucian Live 2022 is an annual event of higher education professionals that showcases innovative edtech. More than 4,000 attendees gathered in New Orleans. U.S. Workforce by the Generations Baby Boomers — 25% Generation X — 33% Millennials — 35% Generation Z — 5% Source: U.S. Bureau of Labor Statistics *2% accounts for The Silent Generation (born before 1946) 56 March 2023 | Corporate & Incentive Travel | TheMeetingMagazines.comhave produced fundraising events that allow for donors to give either by raising a paddle or submitting donations electronically. “This allows attendees to donate through channels they feel comfortable with and often leads to nonprofit organizations raising more funds,” Whyte says. A common mistake Whyte sees meeting planners make is to focus on one generation. For instance, they may try to appeal too heavily to older audiences and miss out on innova- tive opportunities. Another mistake is to treat generations as though they oppose or contrast one another. “Rather than focusing on what makes generations dif- ferent, event planners should focus on bringing out the similarities amongst them,” Whyte says. “This could be through playlists that feature popular music, speakers that appeal to everyone or appearances from VIPs that excite all generations.” Meetings and events have evolved over the years, thanks in part to the pandemic and people working from home. As Husemoller points out, we currently find that, regardless of generation, people crave time with others in their indus- try and their company. Fox Meetings & Incentives attend- ees are increasingly making the conscious choice to spend more time together as a team, blend generations and pro- vide opportunities. “Incentive trips and meetings offer an ideal platform,” Husemoller says. “I believe the overall landscape of meet- ings and incentives will continue to evolve. Customers have missed in-person meetings and incentive trips. There con- tinues to be a high demand for these, and knowing that, the attendees themselves may be different, but the goal remains the same, delivering the most meaningful event.” In the future, Whyte believes older generations will embrace technology more as it becomes a common part of daily life. This will likely bridge a gap between the genera- tions and bring together audiences. “Event audiences will also continue to expect more from the events they attend,” Whyte says. “Meeting planners will need to think of unique ways to engage audiences of all gen- erations in order to keep attendees coming back.” C&IT During the Restaurant Association Metropolitan Washington’s 40th anniversary RAMMY Awards Gala, attendees network in a relaxed atmosphere. Courtesy of Stratus Firm TheMeetingMagazines.com | Corporate & Incentive Travel | March 2023 57 One of the biggest challenges in producing an event for multiple generations is understanding the needs and wants of each generation. ROGER WHYTE, Principal and Founder, Stratus Firm O rlando may be globally renowned for the magic and fantasy it conjures up to an almost unimaginable scale. But its true forte is providing an unequivocally seri- ous business destination for meetings and conventions. Of course, there’s still magic — this is Orlando after all — but it takes the form of ROI-igniting options and a superior level of support and ser- vices to make a planner’s job easier. Visit Orlando President & CEO Casandra Matej is seeing many positives for meetings and conventions coming down the pike in Orlando. “We are already seeing a strong start to the year with the group segment hotel as bookings for the first quarter of 2023 are 61% ahead of the first quarter of 2022. Additionally, 2022 citywide attendance reached 101% of 2019.” According to research trends, Matej says that lead volume is up and clients are looking short term for their meetings, which, in turn, helps shape business for 2023. She thinks planners have a lot to count on in Orlando in 2023. “Con- tinuously ranked as Cvent’s No. 1 meeting destination in the country, Orlando offers everything meeting planners need to create memorable and productive meetings and keep them coming back,” she says. “Here, planners will discover a state- of-the-art convention center, an abundance of hotel rooms, ease of accessibility, award-winning dining and world- class entertainment.” Making Meetings Easy Orlando BY CHRISTINE LOOMIS Courtesy of Visit Orlando 58 March 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com DESTINATION REPORTShe notes that several new hotels are expected in 2023, including the Conrad Orlando, part of the expansive Evermore Orlando Resort, and points to the increased accessibility for meeting attendees with the addition of the high-speed rail con- necting Miami and Orlando. “Orlando also continues to evolve as a dining destination with 33 restaurants recognized by the MICHELIN Guide to Florida, including four one-star restau- rants. Many of these MICHELIN-rated establishments offer private dining options for groups of varying sizes,” Matej says. Finally, she says, “A partnership between Visit Orlando and Orlando Health will provide event planners customiz- able health solutions for their conference and attendees through an Orlando Health Virtual Care Center, which will open later this year at the Orange County Convention Cen- ter. Here, medical providers will be available via virtual visit 24 hours a day. During major conventions, the clinic will be staffed by Orlando Health clinicians.” Clinton Harris, national conventions meetings & travel manager with Ace Hardware Corp., has brought groups mul- tiple times to Orlando. Attendance for the company’s semi- annual convention ranges from 13,000 to 15,000 attendees. Most recently, the convention was set in Orlando in the fall of 2021, and it will be returning in fall 2023. Harris says Orlando is the right destination for the group for multiple reasons. “It goes without saying that the weather is a big plus,” Harris says. “Beyond that, Orlando has ample lift, so ease of getting there is a definite advantage. And many of our guests extend their stay beyond our convention to take advantage A partnership between Visit Orlando and Orlando Health will provide event planners customizable health solutions for their conference and attendees through an Orlando Health Virtual Care Center. Orange County Convention Center Courtesy of Visit Orlando Courtesy of Visit Orlando TheMeetingMagazines.com | Corporate & Incentive Travel | March 2023 59Next >