< PreviousWays Insurance and Financial Planners Put Safety and Security First BY MAURA KELLER | EVENT SAFETY | themeetingmagazines.com 10 APRIL 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT CRISIS CONTROLA fter opening a few newspapers or web- sites about news, planners can read all about the safety and security issues in arenas, shopping malls, restaurants, schools, airports and other destinations. So, what are the inherent safety and security risks in the meetings and events industry — and what steps can meet- ing professionals take to mitigate inci- dents? Safety and security has become much more complex in recent years. Amanda Ma, meeting planner and CEO of Innovate Mar- keting Group, an event management agency, points out that the safety and security of meetings and events have evolved, largely due to the increasing prevalence of technology and the increasing threat of terrorism. Ma says the biggest concerns today are cybersecurity, privacy and physical security. “In terms of cybersecurity, the rise of digital devices and the internet have created new vulnerabilities for event orga- nizers to address,” Ma says. “For example, events now need to be mindful of the potential for hacking, data breaches and the theft of sensitive information. This has led to an increased focus on secure com- munication protocols and secure-data storage-methods.” Privacy is also a growing concern, par- ticularly in light of new data-protection laws and regulations. According to Ma, meeting planners must ensure that they are fully compliant with these regulations and that they are taking steps to protect attendees’ personal information. This can involve practicing strict-access controls, encrypting sensitive data and regularly monitoring systems for security breaches. “Physical security has become a top priority for event organizers,” Ma says. “The threat of terrorism and mass shootings has led to increased security measures at events, including enhanced screening procedures, increased police presence, and the use of metal detec- tors and other security technologies. In addition, emergency response plans have become more sophisticated and better tested to ensure that organizers are prepared to respond quickly and effectively in the event of an emergency.” Glen Bhimani, founder and CEO of BPS Security, says the general issues that event planners have always faced have not changed, but what has changed is the manner in which they are being approached by criminals. “No one can control what manner of criminal offense or emergency might happen, so an event planner needs to focus on what they can control,” he says. “And because of this, many of the old-school techniques for providing security at an event still apply, such as restricting access and making sure that everyone on the property or in the room has been screened.” SECURITY STEPS TO INCLUDE Emily Hartstone, professional meeting planner, Pandemic Compliance Advisor for the meetings industry, and CEO of From the Hart Management, says the biggest change in safety and security has been the global pandemic. “A decade ago, our largest concern was terrorism and controlling large crowds,” Hartstone says. “Now, we have to add in public health concerns like social distancing mea- sures and heightened security due do social threats, as well as GDPR (general data protection regulation) compliancy due to data theft.” Depending on what type of event you are planning, Hart- stone says there are different safety precautions that planners should take. However, there are certain must-do precautions for any type of event. For instance, every planner should first carry out a risk assessment to identify potential hazards and threats to the safety and security of attendees. This includes assessing the venue, transportation and the local environment. “A proper risk assessment identifies potential hazards around the event and who can be harmed as a result, as it’s a planner’s responsibility to protect their staff in addition to the attendees,” Hartstone says. “It also identifies why the hazard might occur and the probability of it happening.” Another step planners should take in their overall event management plan includes a health and safety plan. As Hart- stone explains, this should have clear, defined staff roles and responsibilities, an event program, speaker and/or perfor- mance times, and contact information for all on-site staff and vendors. First aid certification, which tests skills in respond- ing to medical emergencies until emergency responders arrive, can be supplemented by CPR and AED certification. CPR stands for Cardiopulmonary Resuscitation and AED for Automated External Defibrillator. “I personally prefer to bring or hire staff who is already well trained in the field, however should training be required, it should be done well before the event,” Hartstone says “Hav- ing someone on-site who is certified in CPR/AED and first DEPOSITPHOTOS.COM First aid certification, which tests skills in responding to medical emergencies until emergency responders arrive, can be supplemented by CPR and AED certification. INSURANCE & FINANCIAL MEETINGS MANAGEMENT | APRIL 2023themeetingmagazines.com 11aid certified a highly recommended, especially as we’ve seen how easily it can save a life in recent events, such as in the NFL. If it’s a larger event like a festival, planners can hire an ambulance and medical staff to remain on-site should a true emergency occur.” Venues often require it, but even when they don’t, Hart- stone says, it’s a good idea to look at the fire safety code and meet with the local fire department and other officials, especially if you are planning an event like a music festival or sporting event. “For smaller events like trade shows and conferences, a fire marshal will usually need to look over the floor plan for any exhibits,” Hartstone says. “Planners want to ensure there are no exposed wires, and WiFi networks and control panels should not be accessible to attendees under any circumstance.” And event planners should have both a crisis communication plan and an evacuation plan. These outline how attendees will be informed of any safety and security issues during the event. As Hartstone explains, your on-site staff should already be trained to respond to these situations, “The communication channels should also have already been included in the written management and health and safety plans prior to the event,” she says. Moreover, Bhimani says planners need to take into account what kind of risks the event or meeting itself will bring. Ques- tions to ask include: • Is there any form of “value” that is going to be at this event? • Is it something that could be stolen? • Is there likely to be “flaring tempers” at this event? • Will alcohol be present and its associated risks assessed? Planners can work with security professionals to practice appropriate security measures, such as bag checks, metal detectors and surveillance cameras. “You absolutely need to bring in an independent security consultant. Your best bet is to pay someone to come in who you will not be hiring as security though, so they are only focused on the consulta- tion and not selling you – to provide you with a realistic look at what needs to be accomplished to make your event safe,” Bhimani says. Bill Herzog, CEO of LionHeart Security Services, agrees that meeting planners need to hire the appropriate amount of security — have exits and entrances covered, have outdoor areas covered such as parking lots, and have unused doors and access points secured. “Technology helps with physical security in terms of cameras and monitoring devices,” he says. “You can also use card readers for people to get in and out of the events, as well as metal detectors. With the cameras you must make sure there is active monitoring of the video, especially outdoor cameras so security can see potential approaching threats.” EMBRACING CHALLENGES Ma says planners face a variety of challenges when it comes to ensuring the safety of their events including: • Balancing security and attendee experience: Planners must find a way to practice the neces- sary safety measures, while still providing a positive experience for attendees. • Staying ahead of evolving security risks: The nature of security threats is constantly changing, themeetingmagazines.com 12 APRIL 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT DEPOSITPHOTOS.COM For smaller events like trade shows and conferences, a fire marshal will usually need to look over the floor plan for any exhibits, according to From the Hart Management CEO Emily Hartstone. W hen establishing safety and secu- rity protocols for events, planners should be mindful of common mistakes that could compromise safety. Amanda Ma, meeting planner and CEO at Innovate Marketing Group, says some of the most common mistakes that planners need to avoid include: • Neglecting to conduct a thorough risk assess- ment: Failing to identify potential safety and security risks can leave events vulnerable. • Not communicating with venue or working closely with it to ensure attendees’s safety. • Skimping on security personnel: Failing to provide adequate security personnel can leave events vulnerable to incidents and put attendees at risk. • Not providing clear emergency proce- dures: Attendees should be made aware of emergency procedures and exits in case of an emergency. • Neglecting to keep safety and security mea- sures up-to-date: As the nature of security risks evolves, safety and security measures must be regularly reviewed and updated to ensure they are effective. Most Common Security Mistakes COURTESY PHOTOand planners must stay informed and adapt their plans accordingly. • Budget limitations: Implementing adequate safety measures can be expensive, and plan- ners may face budget constraints that limit their ability to provide a secure environment for attendees. • Coordination with multiple stakeholders: Safety at events often requires coordination with local law enforcement, venue management and technology providers, which can be complex and time-consuming. • Rapid response to unexpected incidents: Planners must be prepared to respond quickly and effectively in the event of an emergency and make real-time decisions to ensure the safety of attendees. One challenge many planners still need to consider involves data breaches. “As an industry, we need be much better about training our planners on how easily this can happen,” Hartstone says. “We’ve all printed a last-minute attendee list on site and realized we printed the excel cells too small. Have you just tossed it in the garbage? Someone can easily go pick that up. How often does an AV-exhibit com- pany request your dilatated spreadsheet? Are they asking to receive it from you in an encrypted format? From a planner unintentionally putting data of their attendees into the wrong hands, to printing attendee lists on public WiFi, and even device theft, data-theft has quickly become a huge concern.” In many situations, Bhimani says planners think of secu- rity last and only budget barely enough to get one or two guards to help with the event. Unfortunately, this approach to security causes more problems. “Think of all of the shootings that occur: most of them happen at ... schools, malls, and unprotected churches where there is little to no budget for protection, safety and security,” Bhimani says. “The places that you don’t hear of security breaches? Those are the places with the top-of-the-line secu- rity, or at least enough of a security budget to avoid being an easy target. The truth is proactive protection is the best kind of protection.” AN ONGOING CONCERN IS CYBERSECURITY “As technology continues to advance, planners can expect to see the integration of new tools and systems to enhance safety and security at events,” Ma says. “There will also be a greater emphasis on cybersecurity: With the increasing risk of hacking and data breaches, planners will need to focus on protecting against cyber-threats.” Indeed, Bhimani also points to technology’s impact on meetings and events, which now includes threats to attendees personal information and information/data leaks. “It’s impor- tant to physically remove microphones that can be hacked from the room and check phones at the door,” Bhimani says. “There aren’t really any specific tools or pieces of technology that have developed to combat this for the public — or to help event planners with the security aspect of their jobs — because knowledge is the best tool in terms of security and safety.” There are many different groups and resources that can be used to provide safety for an event, which Bhimani rec- ommends looking up.“I think safety and security issues will largely remain the same until some huge technological inno- vation comes on the scene,” Bhimani says. “The issues faced in terms of security and safety aren’t changing, just the land- scape they are facing. Stay on top of innovation and techno- logical changes, and you’ll be ready for whatever comes next in the realm of meeting safety.” I & FMM INSURANCE & FINANCIAL MEETINGS MANAGEMENT | APRIL 2023themeetingmagazines.com 13 Amanda Ma Meeting Planner and CEO, Innovate Marketing Group In terms of cybersecurity, the rise of digital devices and the internet have created new vulnerabilities for event organizers to address. Glen Bhimani, founder and CEO of BPS Security, says the general issues that event planners have always faced have not changed, but what has changed is the manner in which they are being approached by criminals. COURTESY PHOTOUnique Meeting Venues Offer a New Perspective BY NANCY MUELLER | SITE SELECTION | themeetingmagazines.com 14 APRIL 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT MEMORABLE SPACES DEPOSITPHOTOS.COM The Petersen Automotive Museum in Los AngelesT he pandemic-pause provided planners with an opportunity to reevaluate how best to create meaningful events. Now, with live meetings on the rise once more, the time is ripe to dust off the damage of the industry’s slump over the past few years with a fresh perspective on all things related to meetings — concept to content creation, budgeting and attendee engagement, event technology and post-event follow-up. For starters, insurance and financial planners should con- sider this key consideration: the choice of a venue that will support the client’s vision, purpose, as well as drive attendance. BENEFITS OF HOSTING EVENTS IN UNIQUE VENUES Reimagining the typical meeting or conference venue beyond what attendees have experienced previously opens up new possibilities for team building, incentivizing, increasing morale and more, say savvy meeting planners. For Maggie Pearson, president of Evergreen Meeting Man- agement, “Nontraditional venues can breathe life back into events.” For example, Pearson cites an event held in a perform- ing arts theater for 100 C-level attendees that included a catered dinner on the stage of the theater with a jazz trio playing. “They enjoyed getting to be onstage,” she explains. “It showed them a different perspective of the theater and they felt special to be in a place most people couldn’t go. Having access to see the front-of-house and the back-of-house of the theater was a big part of the draw.” Based on the overall positive feedback of the meeting, Pear- son would use the same venue again for another event while acknowledging: “I’ve done this event in three locations now and each time we’ve used a new venue. In Minneapolis, we used a mansion that we rented out for the evening and in New Orleans we are using the River City Venues.” (It offers a versatile selection of event spaces that can accommodate up to 10,000 attendees.) Over the last five to eight years, CMP Julie Wong, president of The Event Concierge, has planned events in venues ranging from airport hangers and historical mansions to a car collection warehouse and car museum for up to 150 attendees. Like Pear- son, Wong says attendees favor the unique venue experience, and having an insider perspective. “Seeing something that not everyone can see or experience is pretty neat. A museum open only for them or a back-of-house tour to see how things work is something they will talk about for years,” Wong says, adding that unique venues allow for activities and networking. “It keeps the meeting interesting, inspiring at times, attractive to attend and can be a topic of discussion for attendees,” she says. “It also is an option if your meeting doesn’t need sleeping rooms and the venue is in your local area where attendees don’t travel.” To Wong, a unique venue may simply mean using typical meeting spaces in a different way, hence the value of having a flexible design. In Pearson’s case, having access to a variety of areas at the same venue is an added benefit. She says, “We used all of the different areas of the building for the event. We started in one area and moved into the theater and the stage.” Moreover, Wong says, “Getting people off site, to me, ups the value of what they get for coming to the meeting. They get to see something cool and experience what the locals do.” CHALLENGES WORTH CONSIDERING While the benefits of hosting events in unique venues are many, planners should also consider the potential challenges based on the specific needs of their groups, says Pearson and Wong. For example, “ADA accessibility to the stage could have been an issue for someone in a wheelchair,” says Pearson, referring to the group who held its event in the per- formance theater. In order to bring them on stage, she says, they would have brought them up from the back of the room. There have been other challenges Wong has faced in planning events in such venues. Such issues require preplanning to minimize potential problems. She mentions audiovisual access, load- ing in, getting coach buses in and turning around, hours-of-operation versus closing to set up for the event and more. MEETING PLANNER’S CHECKLIST Pearson is a strong proponent of preplanning, say- ing, “Every city has unique venues. It is important to talk to your partners about the location to find out what could be a good fit.” She adds, “You really should go into it with a checklist, so you don’t forget specifics for your group. Is the location ADA accessible, is there appropriate art on the walls or PHOTO COURTESY OF THE GREATER MIAMI CONVENTION AND VISITORS BUREAU In the heart of multicultural Miami, Wynwood Walls offers 8,500 sf of outdoor space surrounded by murals filled with vibrant street art. INSURANCE & FINANCIAL MEETINGS MANAGEMENT | APRIL 2023themeetingmagazines.com 15 Julie Wong, CMP President, The Event Concierge I believe once you’ve planned a few, you become better because you start to really think outside the box when it comes to planning the meeting.entertainment that fits the culture of your group? Does the venue have everything you need or do you need to bring in more support?” Wong recommends planners consider asking about items that a traditional venue may offer and ensure the unique venue offers it, can get it or that they understand meetings and planning a meeting. She says, “Some venues, such as a warehouse space, may offer meeting space as an additional revenue stream to their business and they may not know how meetings work or what the needs are.” Ultimately, Wong suggests, planners should avoid unique venues if they’re not used to hosting events, “unless the plan- ner has the time and skill set to discover and uncover any plan- ning or logistical details that the venue may not be aware of.” BEST PRACTICES When it comes to unique venues, Pearson says planners should visit the venue beforehand and discuss what other events have taken place there. “Ask about the communication plan of the venue,” she says. “How do they describe your event to their staff to make them prepared for your event? Off-the-wall places may not be as prepared for your type of event.” Wong gives this tip: “Envision the event from start to fin- ish, with planning, execution and even clean up. Discuss those details with the venue to see if they have answers, solutions or are willing to work with you.” For Wong, items to think about adding to the meeting plan- ners checklist include: noise ordinances; space for buses; AV capabilities; ADA compliance, especially historical venues; liquor licenses, and opening- and closing-hours for set up and tear down. “Space and capacity can also be a challenge if your meeting grows because the venue attracts more people,” she says. Wong adds, “I believe once you’ve planned a few, you become better because you start to really think outside the box when it comes to planning the meeting.” I & FMM themeetingmagazines.com 16 APRIL 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT See why Tucson’s one-of-a-kind culture creates an experience that extends beyond the ballroom. Book now through 2025 and earn up to $15,000 OFF your Master Account. Phoenix Zoo Offers more than 15 distinct indoor-and outdoor-spaces in tropical to desert settings, ranging from seating for 60 at Ruby’s House for intimate events or up to 5,000 reception-style at the lakeside canopy. Los Cedros As a breeding and training facility for Arabian horses, this Moroccan citadel offers attendees an opportunity to inter- act with championship horses in an exotic setting. Accom- modates groups up to 1,000. Desert Foothills Events With three expansive outdoor areas and a 10,000 sf barn patio, the venue can accommodate long-table gourmet dinners, cowboy cookouts and nighttime stargazing for groups up to 1,000. MacDonald’s Ranch Set on 1,280 acres, the pristine Sonoran Desert awaits meet- ing planners seeking a Wild West setting for groups. From horseback riding to stagecoach rides, cookouts and hay- rides, the family-friendly venue features entertainment and menu options for small parties to large corporate gatherings. Desert Botanical Gardens Attendees can enjoy four distinct outdoor venues, including the 4,600 sf Dorrance Hall. Western Spirit: Scottsdale Museum of the West LEED-certified, indoor- and outdoor-spaces for groups up to 500 are available at this award-winning “Best Western Museum” by True West Magazine. Event resources include the 2,000 sf Virginia G. Piper Charitable Trust Theater/ Auditorium with access to the museum’s galleries and sculpture courtyard. Scottsdale Stadium Old Town Scottsdale is the setting for this multi-level, 16-acre stadium offering 26,000 sf of indoor space, as well as outdoor decks of mountain and city views. Open, versatile and creative venues are available at the new 10,000 sf Field house, the 3,000 sf Banyan Room with outdoor patio and panoramic views of Old Town and Camelback Mountain, the flexible meeting space of The Press Level for up to 125 people and The Lodge out- door event space. Grayhawk Golf Club Available spaces include Phil’s Grill Patio for up to 40 guests, the Quill Creek Café Patio with views of the 18th hole and space for up to 200, and the 6,000 sf indoor- outdoor space at The Fairway House complete with kitchen, chef and staff. I & FMM Southwest Treasures PHOTO BY ADAM RODRIGUEZ F or inspiration on booking unique meeting venues, here’s a guide of available options in Phoenix and Scottsdale, AZ: Desert Botanical GardensSee why Tucson’s one-of-a-kind culture creates an experience that extends beyond the ballroom. Book now through 2025 and earn up to $15,000 OFF your Master Account.Meetings & Incentives at Sea in 2023 BY NANCY MUELLER W hen it comes to rewarding and incentivizing a company’s top performers, hosting an event aboard a luxury ship at sea has many appealing options. In fact, the industry has rebounded after the pandemic. Chérie Weinstein, CTC, CIS, CITE, project manager at Landry & Kling Global Ship Solutions, says, “Cruising has come back from the depths of the pandemic. Planners are definitely interested in cruising again. People are feeling really optimistic, and we are seeing repeat groups in rotation, which is very encouraging.” A range of exceptional amenities combine to offer attend- ees the ultimate wellness experience at sea, such as unique destinations and excursions, deluxe ship accommodations, immersive onboard and shore activities, and inspired global cuisine. Add versatile conference spaces with enhanced audiovisuals and high-speed internet, along with sustainabil- ity projects, and planners can elevate an event to celebrate peak performance. WHAT’S TRENDING: MORE FOOD OPTIONS, WELLNESS ACTIVITIES AND SEABOARD CONNECTIVITY After the pandemic, there are some favorite cruise trends. “We’re seeing more food options and wellness activities, more opportunities for families to be included,” Lauren Berns, chief of operations at Continuing Education/University at Sea, | CRUISE MEETINGS | themeetingmagazines.com 18 APRIL 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT A SEA OF OPPORTUNITY COURTESY OF ANTHONY DIAZ Party on the pool deck of the Norwegian Pearl. says. “Imagine not worrying about what your kids are doing while you are in class. The ships provide excellent complimen- tary programs for children and teens. We like to tell our clients this experience is family friendly and stress free.” Both families and planners will appreciate enhanced connectivity. “Connectivity at sea and Wi-Fi capability through Starlink is improving,” Weinstein says. “This is sometimes offered as an optional amenity for people who like to stay in touch with the home office while at sea. Alcohol has become less important, but passengers say, I would rather be connected.” Sensory spa treatments, luxurious bedding and enhanced fitness equipment are among the latest amenities. The addi- tion of several new ships across cruise lines, reimag- ined accommodations and meeting spaces, and a focus on sustainability practices, which reduce plastics and greenhouse gas emissions, experts say round out top trending initiatives. MORE ALL-INCLUSIVE, BUDGET- FRIENDLY OPTIONS Weinstein points out that the moment a planner decides to book a cruise event, a company can kick in its ROI, saying, “The value of incentive travel is really seeing a big payback as team players are motivated to qualify in order to attend a meeting at sea.” Beyond motivating employees to achieve peak per- formance, here is how meetings at sea work within budget constraints: Pierre van Breda, deputy director of C&I Sales for Seabourn, says: “The most common mis- conception is that an ultra-luxury, inclusive offering is associated with exorbitant pricing. This is simply not the case as cruise lines welcome group business.” For example, Tara Carpenter, charter and group account manager of Worldwide Cruise Associates, and a Seabourn pre- ferred partner, says: “Seabourn hosts several exclusive events that are included in the price — but add to the programming — which adds a nice special touch for the end user.” Weinstein agrees, saying, “Cruising has always offered a good cost-benefit ratio-experience because its inclusive nature means the ability to control costs, though all costs are going up, food, labor, etc.” Berns, whose organization annually books 100-plus meet- ings at sea, also champions its cost-effectiveness, saying, “On a regular basis, while we are planning for future years, I run an Excel budget comparison; and every time, it is clearly to our advantage to use the appropriate ships that we have, over the years, identified as appropriate for our needs.” Still, Berns says, “Not all ships are appropriate and not all cruise lines are. But the ones that have official meeting rooms and conference centers, lines we have worked with for years, understand our goals upfront and never disappoint us. We can maintain reasonable registration fees, provide beautiful accom- modations and gourmet meals, and still end up with a profit.” Berns adds, “One of the best things in my opinion is there are no surprises. We have learned exactly how to price and predict our costs upfront. Everything is paid upfront. It is a wonderful thing to receive no bill at the end, but rather see an actual profit.” For planners still unconvinced of the value of meetings at sea, Roland Navarro, president of Seven Seas Corporate Cruises & Events, says, “Just do it. The functions rooms are already decorated, the meeting rooms have all the AV you require, and the F&B is included. You add different destina- tions in between and it really is the best bang for your MICE buck. People check into hotels all the time for meetings or on vacation. A cruise has a higher perceived value and is a very unique venue that mixes business with pleasure.” Ron Gulaskey, assistant vice president of global corporate, incentive and charter sales for Celebrity Cruises, says: “It’s so important to realize the budget control and value that happens. We not only offer all the AV equipment and meeting space at no extra charge, but also all the meals and snacks a corporate attendee would want all day. We also offer drinks, Wi-Fi and gratuities included in the cruise, which is a game changer for an incentive trip. Can you imagine none of your employees during an event ever having to expense bottled waters, Wi-Fi, specialty coffees or alcohol, or ever having to pay when sit- ting with their peers in a lounge for any drink? Also with no F&B minimums, resort fees, fees for AV equipment or meeting spaces and even entertainment, the possibilities to save money for the event are endless.” Berns gives this example, “Imagine, as a planner, if you did not have to make allowances for food and beverage, cocktail parties, special meals, entertainment, AV, complimentary camp for kids. Imagine how much that removes from not only your budget, but that of your attendees. … What we do have are a lot of repeat clients; once their members realize how much they save and how nice an experience it is, they always want to repeat.” COURTESY OF LAUREN BERNS Meeting for Continuing Education Company on Alaskan Cruise. INSURANCE & FINANCIAL MEETINGS MANAGEMENT | APRIL 2023themeetingmagazines.com 19Next >