< PreviousThere’s no better way to experience the “Venice of Amer- ica” than from the water. And there’s no easier way to do that than on a double-decker Water Taxi or a private boat charter. “Leveraging the charm and history of these landmarks adds a distinctive touch to meetings creating a memorable experience for attendees,” explained Ritter. “From fine din- ing restaurants to the golden sandy beaches, meeting plan- ners will always find excitement in Greater Fort Lauderdale.” The Millennial Touch & The Biggest Challenge It’s no secret that second-tier cities have become increas- ingly more attractive to millennials, who prefer to travel to urban places that offer a vibrant culture, a thriving and diverse nightlife and unique outdoor environments. And so, cities like Fort Lauderdale present the perfect scenario for both the savvy millennial planner and their attendees. As downtowns across the U.S. have gone through a strik- ing revitalization, including their convention center dis- tricts, meeting planners and attendees are on the lookout for an all-encompassing in-venue solution to simplify the planning process. Historically, the biggest challenge faced by event planners has been navigating the complexities of coordinating with numerous departments without a central point of contact for reference. It is largely understood that effective commu- nication with various departments is integral to the planning process, providing the founda- tion for the successful execution of meetings and events. Still, this challenge resonates with planners and attendees alike. It’s also sparked a collective demand for innovative solutions to enhance the planning experience. This exceptional district is also a hub of vibrant arts and culture, all within minutes of the convention center. “Attend- ees can immerse themselves in a rich tapestry of experiences enhancing the overall appeal of choosing Greater Fort Lau- derdale as the destination for their meetings,” said Ritter. She recommends that planners elevate their meetings with breathtaking views, culinary excellence and cultural richness — which are all seamlessly woven together at the Broward County Convention Center. IN THE NORTH Alaska, Wyoming, Montana Close on Individualized Trips Without having to travel outside of the U.S., incentive event planners are going north. They’re broadening their search to unique places, like Alaska, Wyoming and Montana. “Now we’re seeing companies, including our own, that are extending those top-performer trips into the opera- tions. So that’s a whole new audience,” said Mark Alt, vice president of Maritz headquartered in St. Louis, MO. Maritz is a leader in the meetings and events industry. It has been designing and delivering exceptional experiences all across the globe for decades. “We’re in a unique time where the demographics of the participant on the incentive travel trips is very broad,” said Alt. “You’ve got five different generations sometimes on a trip. So, you have to do something more individualized. For instance, we’ve got a client here in St. Louis that actually allows their winners to earn points, and then they, in turn, can pick where they want to go.” Alaska While this movement is influenced by millennials, Alt is certainly seeing it happen across the industry, with many smaller trips choosing to go north. “Alaska is becoming more and more popular,” he said. “The popular ones are not necessarily always major cities — but more outdoors — places like Ketchikan, Alaska. We’re seeing a lot of things where it’s an experience that they may not be able to do on their own. The Waterfall Resort in Ketchikan, Alaska is a unique property. “We got to experience that a couple of years ago. At first, I had a little apprehension about it. I was like, okay, am I going to get up there and not like this? But even if you weren’t an avid fisherman, it was an absolute adventure once in.” Ketchikan is the gateway to incredible adventure throughout a large section of southeast Alaska. Located at the southern entrance to Alaska’s “Inside Passage” — a network of waterways providing visitors access to some of the most pristine and stunning wilderness in the world. Ketchikan is best known for three things: world class salmon fishing, idyllic scenery and a rich Alaskan Native culture. From Seat- tle, attendees can fly just over a couple hours nonstop and be in Ketchikan. “Attendees step out of the airport and realize they have arrived in a whole new world,” said Char McClelland, presi- dent of Alaska Destination Specialists in Anchorage, Alaska. “Alaska is truly a bucket list destination; it’s a place that people want to experience or that have been to and want to return. Spending a couple nights in Ketchikan will give We’re in a unique time where the demographics of the participant on the incentive travel trips is very broad. MARK ALT Vice president, Maritz 40 December 2023 | Corporate & Incentive Travel | TheMeetingMagazines.comattendees time to explore the area, hike, explore or immerse themselves in the local culture.” McClelland’s goal is for every planner and every attendee to leave with a piece of Alaska that will remain in their heart forever. “We have lodges and epic experiences throughout the state but one of our favorites is Waterfall Resort where fishing (catching), great food, incredible scenery and an all-around unforgettable experience are always found. We believe that anyone can build a beautiful lodge but what makes the experience special is the people,” she said. To travel to the Waterfall Resort, first, you fly into Ket- chikan, and then from there you take a seaplane into the resort. Once you’re there, you have a wonderful three to four-day adventure heavy on sports fishing. According to Alt, you don’t have to be a sports fisherman to get into it. You can just enjoy the nature and the scenery. You’re surrounded by all sorts of wildlife, and you’ll see things there, in that remote place, that you won’t see anywhere else in the world. The pandemic also changed the dynam- ics of the destinations being considered by North American meet- ing planners. They became more inter- ested in national des- tinations — meaning anything within the U.S., Alaska felt like the most exotic of the U.S. destinations to most planners. And anything related to nature also had a big boom. “Montana has been very popular in interest,” said Norma Alberico, president of International Group Sales in Arbol, TX. But there is an issue of supply and demand. According to Alberico, those states are not quite as ready for the level of incentive travel that is interested in them. They’re more geared for smaller groups. “The U.S. meeting planner is very interested in all the mountain destinations — from Wyoming to Alaska and the Pacific Northwest,” she added. “Alaska is just such a beauti- ful destination, and it is attainable and reachable. You don’t need a passport, which is a big draw for meeting planners and companies just wanting to stay within the U.S.” The radical shift from first-, to second- and third-tier cities has made planners rethink their budgets and event designs. In turn, smaller cities outside of New York, Orlando, Las Vegas, Chicago, Boston, Miami, Dallas and Denver (with new hotels and convention centers) are all profiting from a huge travel boom. Always in search of new experiences, planners are drawn to off-the-beaten-path types of cities, wanting a more experiential trip. In their minds, if attendees have a memorable experience, it’s likely to last much longer than something they’ve done more than once in a big city. The location will give the attendees a more holistic experi- ence, involving both the event and the interaction with the new environment. Montana & Wyoming Montana’s big sky attracts attendees looking for a western adventure, close to Yellowstone National Park. However, the national park has a limited summer season from May through August. Then the rest of the year is considered almost winter season, and you have limited park access. So, during those peak months, Mon- tana is very hot. On the border of Colorado, planners are finding Cheyenne, Wyoming — U.S.’s rodeo capital and a quintessential Old West locale — to be simply charming. “This is a big ranch-type des- tination that has gotten a lot of interest from groups,” said Alberico. “The beverage indus- try, in particular, is very interested in using that location for their meet- ings and events.” The state’s largest city is easily accessible from Denver International Airport, 90 miles south. Cheyenne’s museums and galleries make excellent Wyoming meeting and event planning choices, while hotels such as Little America Hotel Cheyenne and The Plains Hotel offer meeting rooms and banqueting halls. There’s definitely a peak interest in second- and third- tier destinations around the country. They all have charming qualities, but the one thing they have in common is that most of these properties are smaller and have limited capabilities. But, if the groups are interested in it, they look to individual- ize the experience. Where before they needed 100 rooms, perhaps they may be okay with 29. It can also create a more intimate setting. The feeling of “exclusivity” can be a powerful draw, and an added bonus in producing a successful event. C&IT Courtesy of Montana Office of Tourism and Business Development Horseback Riding at Sage Lodge Montana offers attendees a great outdoors adventure. TheMeetingMagazines.com | Corporate & Incentive Travel | December 2023 4142 December 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com Events Cost Tips for Building Smarter Budgets INDUSTRY TRENDS BY MAURA KELLERI t was only a few years ago when corporate spending gave meeting and event professionals the proverbial blank check when it came to orchestrating a corporate meeting and event. No longer. Nowadays, businesses and their hired hands within the meetings segment of their companies are abiding by a more restrictive code of conduct and recognizing the need to get the most “bang for their event buck.” As large corporations and small businesses within a vari- ety of industries continue to strive for success in today’s sputtering economy, the focus on the bottom line is at the forefront as the struggling economy continues to take hold. Within the meetings and events space, airfare has increased, food and beverage costs have skyrocketed, and venue costs continue to be on the rise, yet corporate meeting and events budgets stay the same or have been reduced. Despite the spike in dollar amounts for all elements of the food and beverage industry, many meeting plan- ners are not willing to sacrifice on quality, even for internal events. Instead, they are doing more with less staff. And, forming important partnerships that’s keeping them on an upward climb. From an economic perspective, all industries are impacted by the current economy and the corporate meet- ings and events industry is no exception. In their attempt to save money, companies are spending less money on corpo- rate gatherings during recessionary times, which in turn can have a negative impact on the overall experience of today’s events. Companies’ tendency to spend less on meetings and events activities during a recession is also affecting the cor- porate travel industry, and subsequently, the meetings and events industry as a whole. As such, today’s corporate meeting planners recognize that budgeting constraints require a level of creativity that will allow for a similar experience that attendees that have become accustomed to, while also recognizing the limita- tions or restrictions imposed upon meeting budgets. In her experience, Cindy Villa, CMM, director of meet- ings and events at Transamerica, said budgets for events have recently remained flat year over year. Like most corporate planners, she is experiencing rising costs in air, transporta- tion, hotel and food and beverage (F&B). “Planners must now work smarter in how their budgets will be spent and look for ways to reduce costs that will not overly impact the way an event looks and feels,” Villa said. She points to several ways in which she and other planners are reducing costs. These may include reducing attendee lists and keeping these lists very focused and targeted. “We are also seeing multi-year agreements with hotels so a strong concession value can be attained. And also reengi- neering the F&B experience at many events can save tons of money,” Villa said. “We are also looking to do more on flow of F&B events with small bites and not such large meals. Lastly, giving attendees more time on their own during evenings can again reduce costs significantly.” DepositPhotos.com TheMeetingMagazines.com | Corporate & Incentive Travel | December 2023 43Longer coffee breaks give people time to check email so they can use conference dinners better for networking. Villa suggests skipping the 72” round table and loud band where people can only talk to the one person on either side of them, and opt for smaller rectangular tables and music that is loud enough to enjoy, but quiet enough that people can have engaging conversations with multiple people at their table. Partners in Progress Meeting and event costs, a line item that can make a CEO cringe and raise eyebrows in board meetings, is under greater scrutiny today. As large corporations and small businesses alike continue to fight for success in a sputtering economy, the focus on the bottom line has forced companies to radi- cally re-evaluate the way money is spent. To further offset increasing costs, planners are now look- ing more than ever to work with industry partners when it comes to processes such as RFPs. As Villa explained, this can be a time-intensive process to sift through and build out a cost comparison analysis. “Working with a partner, such as Associated Luxury Hotels International (ALHI), for exam- ple, can save a planner numerous hours, as this partner can provide much of this information for then by becoming that link and collecting all the RFPs,” Villa said. “These types of partners have done the due diligence on properties in their portfolio so you know the source is trusted. They also have strong relationships with hotels and DMOs so negotiations can be much easier. This can free up valuable hours for the planner to focus on event strategy and other logistics.” As part of the partnering process, Villa and her team recognize the importance of attending industry events that are focused on bringing peer-to-peer planners together. The Transamerica meetings and events planning team which speaks and shares in an open forum to discuss best practices and brainstorm is one of the best ways to streamline processes, identify what’s working and what is not. “This allows you to come together with like minds and develop solutions for issues and barriers that all planners are likely experiencing,” Villa said. Other Steps To Take In addition to partnering with other constituents who can streamline meeting planning activities and provide cost-reducing options, corporate planners are also embrac- ing additional cost-saving initiatives, such as choosing lower tier cities that may offer more charm and cool activities than international or large U.S. destinations such as Las Vegas, Dallas, Orlando, Atlantic City or Atlanta. A company can also do more less expensive regional events. Evaluate the pipeline goals and consider not hosting large-scale, company-wide meetings for large sums of money, and instead running smaller local events to connect on a more personal level with employees, customers and prospects. “I think a lot of that depends on the type of meeting or event you are holding. Location is, of course, one of the most important aspects of a meeting so determining air lift pat- terns, direct flight access, average ticket prices and room rates will most often direct budget,” Villa said. However, based upon the time of year, weather patterns will play a large role in where a meeting may be placed.” Ideas for cost reductions that Transamerica uses regularly include: • Negotiating resort fees, discontinuing room drops and providing handouts at registration. • Using water stations to reduce the cost of water bot- tles while meeting sustainability goals. • Negotiating WiFi fees out of contract since most hotels are now offering free WiFi to guests and in meeting spaces. • Looking for properties that offer it all — great outdoor and indoor space, creative venues so there is no need to leave and incur transportation costs or buy outs. • Planning logistically smarter by doing one meeting rather than several regional or roadshows. Considering food and beverage costs are often the largest line item for any corporate meeting or event, corporate plan- ners are recognizing the importance of working with vendors to lower costs and produce creative solutions. “I recommend planners team and partner with hotels and the local CVB and DMO for rebates and funding toward meeting expenses based on promotional programs avail- able such as transportation, master rebates and staffing,” Villa said. “Also work with your hotel partners to custom- ize menus — be intentional. Bring the chef into conversation early on to discuss banquet guarantees to reduce overages.” Transamerica also uses menu sharing with other groups in-house. Villa recommends asking the hotel to set up a collaboration session so some meals can be designed and shared for cost savings. There are many additional ways to offset the increasing costs of today’s meetings and events. 44 December 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com Planners must now work smarter in how their budgets will be spent and look for ways to reduce costs that will not overly impact the way an event looks and feels. CINDY VILLA, CMM Director of Meetings and Events, TransamericaSome of these include encouraging video conferencing or hybrid approaches for additional meeting attendees to par- ticipate. Video-conferencing is a cost-effective alternative to in-person attendance. Companies may also set per diem allowance for food and beverages, and they may initiate using digital materials and event apps rather than produc- ing and distributing printed materials for meetings, events and conferences. “Understand the overall goals of your organization and how you can implement drivers into your events that can then be reported up,” Villa said. For example, understand your company’s sustainability goals. Ninety percent of all events have been a water bottle free event. It provides both sustainability and cost-savings.” Also ensure any money spent on giveaways or promo- tional items is going toward impactful items. Don’t plan for cheap, random tradeshow giveaways. The Role of Technology Streamlined efficiencies. Innovative strategies. State-of- the-art engagement. Technology is a vital component of any corporate meeting or event and can offer significant cost sav- ings to cash-strapped corporations. As such, meeting planners are turning to technology in droves to enhance the attendee experiences while offsetting costs of meetings and events of all sizes. “Planners should be providing an event app to be used on smartphones for their events,” Villa suggested. “Attend- ees will find this much easier than carrying around a printed paper agenda. There will be an overall savings on printing costs of agendas and secondly you are working to meet clean environmental goals by going green.” Villa points to several other technologies available to planners to make communications easier and the ones Trans- america uses are as follows: • Spark AI/ChatGPT (Sparkit) – for session descriptions, writing assistance, and to summa- rize evaluations. • EZ Text – allows you to communicate with attendees directly via text while onsite. • Surveying – Pre- and post-event surveys to collect valuable data to measure ROI and ROO. Facets of these surveys include: • Survey Monkey • C-Vent (survey and cost avoidance module to measure savings) • Stova (survey and cost avoidance module to measure savings) • Ask only questions in surveys that you will address and use data • Surveys should go out within 24 hours of event conclusion • Reminder two to four days later, and close within seven to 10 days of the event’s conclusion Continuous Evaluation As a result of current economy, many companies will play defense in 2024, as they keep a tight hold on expenditures in an attempt to maintain their margins and profitability. Simply put, companies will focus on efficiencies, as well as embrace innovative strategies and techniques that will engage meetings and events attendees on a cost-conscious, yet impactful level. From a financial perspective, demonstrating a meeting’s return on investment can be a way planners can illustrate how an event has improved the company’s standing among attend- ees — whether they are customers, prospects and/or employ- ees — or how it may even improve sales figures. In fact, today’s reality is that if an event doesn’t positively affect a company’s bottom line — either in profits or productivity — future events and the money to fund them may not be a company priority. Meeting professionals cite that many companies need to establish the potential for return on a meeting or event investment long before putting their stamp of approval on the expenditure. They need to weigh the value and make the decision based on what they consider to be a well-thought- out evaluation by the corporate event planner. Of course, the return on any investment depends on its quality. Choreographing an effective meeting takes time and effort, not only on the part of the planner, but those partici- pating in the event as well. Today’s planner recognizes that effectively managing meetings and events budgeting constraints requires cost- conscious decisions, out-of-the-box thinking, careful plan- ning, and a focus on realizing a corporate gathering’s objec- tives within the allocated budget. “The key piece of advice is if you don’t ask you won’t know in terms of negotiating contract terms, so create rela- tionships with your hotel partners,” concluded Villa. “Coor- dinate a master calendar of events and meetings to strategi- cally manage resources and understand the strategic intent of the meeting.” C&IT DepositPhotos.com Providing an event app, instead of a paper agenda, will help save on the cost of printing over time. TheMeetingMagazines.com | Corporate & Incentive Travel | December 2023 45I n corporate event management, a destination can be as important as the event itself. The plan can run some- thing like this . . . It starts with a sought-after motiva- tional speaker making an appearance in a much-cele- brated locale like Orlando, San Diego or Honolulu. The thing is . . . if you plan it, they will come. They, of course, are your attendees. You presented the destination, and in their minds, this meeting or event has already turned into a “bleisure” travel experience — pictures of combining “business” and “leisure” have materialized. Andrea Caldwell is the owner and event planner at Prac- tical Productions, where she manages conferences, trade shows, meetings and events. She has planned corporate events for Lionbridge, Optaros, SnapApp, Ginex and Ferrero Rocher. Caldwell believes that the destination has always been, and always will be, the linchpin when planning an event. “In recent years, there’s been a noticeable shift in attendee preferences. They are much more selective when choos- ing events to attend,” said Caldwell, who further explained how the role of the event location has taken center stage in this decision-making process. Moving away from what seemed like the habitual rotation of events in New York, San Francisco and London, Caldwell’s clients are now steering towards a more strategic approach. They’re on the lookout for cities that may not be as familiar to their attendees, yet Bleisure Trends BY MAURA KELLER Hopping on the Bleisure Train INDUSTRY INSIGHT 46 December 2023 | Corporate & Incentive Travel | TheMeetingMagazines.comstill relatively easy to get to, bringing a dose of freshness and intrigue to their event. Melisa Brown, founder and CEO of Lux Lifestyle Events in Miami, FL, has worked on several corporate event and meet- ings in the financial industry for year-end celebration lunches, quarterly meetings and team-building events. She has also launched corporate events for companies such as Monte- cristo Cigars, home goods and candle companies, and the recent salons in Walmart for their national grand openings. According to Brown, it is important for corporate meet- ing planners to understand the logistical necessities that are required for planning outside of a company’s immediate area. Pooling associates from various locations to one single meeting space can prove to be challenging if a planner is not guided by experience. “Ideally, a corporate meeting planner will want to view the venue once before booking and again three to four months before the meeting or event to finalize details,” Brown said. “If a second trip isn’t possible, arrive at least five days early to make those decisions and have safety and logistical run throughs for your planned activities.” Prior to a planner’s first site visit, Brown thinks it is important to set up virtual meetings with the caterer, decor, florist, sound and visual rental companies in the destina- tion location. If you are unfamiliar with the destination, ask your venue of choice for referrals. If you’re hiring ven- dors from your local area, expect to cover their travel, food and lodging costs. “Accommodations at the same hotel or a comparable hotel within 15 minutes of your venue is a ‘must’ to ensure that all schedules are met,” Brown said. “Negotiate these expenses up front so the budget does not get out of control.” And whether a destination corporate event should be located near an airport really hinges on the attendee demo- graphic and their geographic distribution. Caldwell and her team make an effort to organize events ideally requiring just a single flight for attendees. However, the landscape is evolv- ing, especially with the prevalence of remote work, leading to a more scattered population. Ultimately, this means that meeting planners need to take into consideration the dis- tances that some potential attendees may be traveling. “If you happen to reside in a less conventional loca- tion, there’s usually a greater flexibility and tolerance for using various modes of transportation to reach the destina- tion,” said Caldwell. Indeed, if at least 50% of the attendees will be flying into the nearest airport due to their proximity from the location, then a destination close to an airport is key. “Driving several hours or hundreds of miles roundtrip to access the meeting destination requires more time, more attention, more endur- Photos courtesy of Susanna Swift According to independent corporate meeting planner Susanna Swift, attendee preferences are shifting toward fine dining, quality entertainment, outdoor activities and culturally diverse locations like Italy’s AmalfiCoast (left) and Rhodes, Greece (below). TheMeetingMagazines.com | Corporate & Incentive Travel | December 2023 47ance from the guests, which will ultimately add extra days at the hotel at additional cost,” noted Susanna Swift. As an inde- pendent corporate meeting planner, she works with a variety of corporations and has overseen the corporate meeting plan- ning at Lumbermen’s Merchandising Corporation and Frosch. “A well-selected location should provide adequate service by airlines, closer proximity to major airports, easy transpor- tation options, and a fairly central location, preferably within walking distance of attractions and restaurants,” Swift said. “Lately, the attendees’ preference is shifting toward fine din- ing, quality entertainment, outdoor activities and culturally diverse locations.” Cultural Offerings The destination’s cultural offering is an important factor when choosing where to host a meeting. A planner wants to be mindful of the rules, traditions and adaptations to remain respectful to the people of that destination. There may also be members of your team that, due to their culture, may not be comfortable in certain destinations. “I suggest doing a survey offering two to three proposed destinations that your team would prefer,” Brown said. “When deciding on a destination, keep in mind that it must be safe and have all of the resources you need.” Providing a cultural travel guide for the destination is a good idea. This is a great way to offer insight and histori- cal information on the cultural etiquette, traditions, back- ground in food, etc. “We’re immersing ourselves in the local culture, particu- larly when it comes to cuisine and lifestyle. For instance, if the city is known for its avid biking community, we might incorporate a bike tour into our schedule,” Caldwell said. Similarly, in areas with a plethora of charming local eater- ies, she plans for an extended lunch to indulge in a dine- around experience. Additionally, when Caldwell plans gifts for attendees, she prioritizes hyper-local sourcing for a more meaningful and regional touch. “We also look for gifts that help a local cause. For example, we had an event in Denver, CO, and ordered snacks from Women’s Bean Project, a local organization that helps women who are chronically unem- ployed, find careers,” Caldwell said. Networking Opportunities While a destination is a vital piece of the corporate meet- ing puzzle, planners may also want to provide ample oppor- tunities to provide venue and dining experiences that allow for increased group activities and networking. You want attendees to share all of the destination’s offerings, while also connecting with each other. That’s why Brown selects the venue based on the theme of the event, which can be either tropical, modern or contem- porary. The venue helps her in creating the vision based on the esthetic elements and the flow of the event. “A destination corporate event provides a retreat type of experience,” said Brown. “Not only is it about networking and meeting company leaders, but it also creates an atmosphere to enjoy the resort after the meeting by engaging in activities that can create a relaxing environment and long-lasting busi- ness partnerships and team building,” Brown added. There’s a growing trend among attendees to bring their part- ners along on trips and extend their stay to explore the city. This adds to the charm of the event, as they’re drawn to destinations they haven’t visited before, seeking new and novel experiences. Embracing the “Bleisure” Trend Today’s trend of combining business meetings and leisure activities means that attendees are invited to enjoy a balanced experience of working some and playing some more. When a destination is an all-season locale with warm weather year- round and ample things to explore, more attendees may enjoy the event. When focusing on the “bleisure” experience, corporate meeting planners focus on a destination that offers a wealth of business amenities and leisure activities. This, of course, includes activities that can be enjoyed by the whole family, if the attendee is bringing their family along. Photo by Jack Affleck / Vail Resorts 48 December 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com We’re immersing ourselves in the local culture, particularly when it comes to cuisine and lifestyle. For instance, if the city is known for its avid biking community, we might incorporate a bike tour into our schedule. ANDREA CALDWELL Owner and Event Planner, Practical ProductionsWhen planning business activities, which often include meetings, conference and execu- tive sessions, be sure to schedule them toward the first part of a trip. This ensures that attendees can adequately transition to their leisure time after the business activities have concluded. To enhance the overall “bleisure” experience, corporate meeting plan- ners should also put together a rec- ommended list of local attractions, cultural events and recreational activities that attendees can enjoy during their free time. Perhaps go as far as to orchestrate group outings and tours so that attendees get the most out of the destination. Key Destination Requests There’s been a significant trans- formation since the COVID-19 lock- down toward destination-focused meetings. Nowadays, Caldwell has found that a common request from her clients revolves around securing destinations and venues that seam- lessly blend indoor spaces with out- door accessibility. The specifications for ballrooms have become more intricate as well. “Attendees now express a desire for natural light and envi- ronments conducive to fostering creative thinking,” Caldwell said. “To add a touch of elevated experience, we also make it a point to reserve hotels with rooftop restaurants. Even if it means using heaters, many times, these spaces become the preferred setting for our meals.” Lately, the Practical Productions team has adopted a for- mat with a cocktail reception where attendees initially gather, followed by branching out into smaller dinners across various restaurants. This approach not only accommodates diverse dietary restrictions but also makes an unforgettable expe- rience that becomes a talking point. Dining this way fosters a more intimate setting, provid- ing participants with a chance for meaningful conversations. “This year, we hosted an event in Provi- dence, RI, and I must say, it ranks among my favorites to date,” Caldwell said. “The city’s culinary landscape is exceptional. As an older New England city, Providence exudes a youth- ful vibe, marked by fantastic food tours, a fiercely competitive culinary scene and world-class street art. Plus, its compact size makes it easy to get to out-of-city adventures swiftly.” Swift adds that outside venues or entertainment come to play when there is ample time to plan outdoor activities. Nevertheless, if weather, location and restaurant set-up allow, an outdoor cocktail hour or outdoor dining can be a fabulous experience. Attendees highly prefer roof-top ter- races, outdoor space overlooking a lake, beach or ocean. Of course, as Swift notes, bud- geting factors can greatly affect venue selection, entertainment, and dining experiences. When increased group activities or addi- tional networking opportunities are required, she looks for suppli- ers offering something “extra” or a venue not heavily focused on high quality meal service but offering a special tour, sporting activity or games in an unusual setting. All of these options can provide additional opportunities for attendees to communicate and network with each other. Hosting meetings at unique destinations can be a benefi- cial to team building and strengthening work relationships. The destination itself can also be a determining factor based on travel time, cultural logistics and the location environment. “When hosting a destination event, you need to consider things like transportation, accommodation, entertainment and more,” Brown said. These factors are often key to whether a person will attend a destina- tion-focused event or not.” In the end, when planning that dream destination for your event, planners must stay in touch with the latest trends. Lately, attendees not only want a change of scenery; they want an event that shapes into some- thing memorable and special — surrounded by people and places that give them an expe- rience they won’t forget. C&IT Courtesy of GoProvidence Andrea Caldwell, owner and event planner at Practical Productions, said a recent meeting in Providence, RI, was made memorable thanks to its culinary scene and world-class street art. TheMeetingMagazines.com | Corporate & Incentive Travel | December 2023 49 Not only is it about networking and meeting company leaders, but it also creates an atmosphere to enjoy the resort after the meeting by engaging in activities that can create a relaxing environment. MELISA BROWN Founder and CEO, Lux Lifestyle EventsNext >