< Previous“These legal issues are shared by financial and insurance meetings and most other meetings,” he said. “But financial/insurance meetings might be particularly sensitive to the issue of controversial or competitor groups meeting in their venues. The key to resolving these issues is by incorpo- rating sound contracting provisions in meeting contracts. Planners should also be insistent on protecting their organi- zations whenever necessary.” Grimes has noted that since the pandemic, hotels and venues have cre- ated contract provisions that seek to tip the scales against meeting groups, potentially costing those groups much more in terms of expenses and fees. “Venues routinely seek to limit the circumstances that would allow a force majeure cancellation,” he said, “so even the worst of Covid might not allow the group to cancel with- out liability in a contract drafted by a hotel today.” On the room-block issue, Grimes suggested planners “commit to a smaller number of rooms today, with an option to add more rooms at the group rate later.” Or, he said, “Commit to a larger number of rooms in the contract, with an option to reduce by up to a pre- determined percentage several months before the meeting.” Like Devlin, Grimes encouraged planners faced with a hotel not honoring its obligations to first raise the issue with the hotel and ask them to address the problem. “If the hotel still doesn’t act appropriately, a lawyer might intervene,” he said. “However, a good contract will anticipate that a hotel might not fully perform and allow for a reasonable amount of damages to compensate for a default. There’s no way to compel a hotel not to renege on a contract provision; the issue is how much the hotel would pay for doing so.” Echoing others, Grimes noted that the biggest mistake planners make when negotiating contracts is not carefully reading and understanding the contract, before signing. “Too often they don’t enter into negotiations with a viable alterna- tive location for the meeting, so they have no real bargaining power,” he said. “It’s critical to enter into negotiations with the ability to say no if the hotel isn’t reasonable.” Ask yourself if there is anyone among your attendees that local laws might affect. Grimes said there are multiple ways that state laws could put an attendee in danger, most of them are things planners would never have had to think about before, such as the afore- mentioned transgender law. “Other laws make it a criminal offense to assist or employ an undoc- umented person and allow a private lawsuit against someone accused of ‘aiding and abetting’ a woman get- ting an abortion,” he said. “These laws can make someone a criminal and/or subject them to a lawsuit for everyday acts.” “There are no longer restrictions in many areas on bringing firearms into venues. This can increase risks, particularly when alcohol is served, or controversial topics are involved. Plan- ners need to anticipate these issues and ensure the safety of the meetings and attendees in the contract,” he added. Grimes has three tips planners should consider: • Read a proposed contract offered by a hotel or venue carefully and understand the terms and their implications. • Approach contract negotia- tions with a viable alternative so you can retain bargaining power and take the meeting elsewhere if you don’t reach acceptable terms. • Make sure you select a meeting location that would not subject your attendees to lawsuits or undue risk of arrest. themeetingmagazines.com 20 OCTOBER 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT Joshua L. Grimes, Esq. Grimes Law Offices, LLC A good contract will anticipate that a hotel might not fully perform and allow for a reasonable amount of damages to compensate for a default. U.S. Postal Service Statement of Ownership, Management and Circulation 1.Publication Title: Insurance & Financial Meetings Management 2. Publication Number: 012-991 3. Filing Date: October 11, 2023 4.Issue Frequency: Bi-Monthly 5. Number of Issues Published Annually: 6 6. Annual Subscription Price: N/A 7.Complete Mailing Address of Known Office of Publication: 2500 North Military Trail, Suite 283, Boca Raton, FL 33431-6322 Contact Person: Harvey Grotsky Telephone: 561-989-0600 ext. 106 8.Complete Mailing Address or General Business Office of Publisher: 2500 North Military Trail, Suite 283, Boca Raton, FL 33431-6322 9. Full Names and Mailing Addresses of Publisher, Editor and Managing Editor: Publisher: Harvey Grotsky, 2500 North Military Trail, Suite 283, Boca Raton, FL 33431-6322 Editor: Harvey Grotsky, 2500 North Military Trail, Suite 283, Boca Raton, FL 33431-6322 Managing Editor: Harvey Grotsky, 2500 North Military Trail, Suite 283, Boca Raton, FL 33431-6322 10.Owner: Harvey Grotsky, Coastal Communications Corporation, 2500 North Military Trail, Suite 283, Boca Raton, FL 33431-6322 11.Known Bondholders, Morgagees, and Other Security Holders Owning or Holding 1 Percent or More of Total Amount of Bonds, Mortgages, or Other Securities: None 12.Tax Status: Has Not Changed During Preceding 12 Months 13. Publication Title: Insurance & Financial Meetings Management 14.Issue Date for Circulation Data Below: October 2023 15. Extent and Nature of Circulation: Controlled Average No. Copies Each Issue During Preceding 12 months Number Copies of Single Issue Published Nearest to Filing Date a.Total Number of Copies (net press run)5,6375,637 Legitimate Paid and/or Requested Distribution b1.Outside County Paid/Requested Mail Subscriptions stated on PS Form 3541—— b2.In-County Paid/Requested Mail Subscriptions stated on PS Form 35413,3713,352 b3.Sales Through Dealers and Carriers, Street Vendors, Counter Sales, and Other Paid or Requested Distribution Outside USPS® —— b4.Requested Copies Distributed by Other Mail Classes Through the USPS—— c. Total Paid and/or Requested Circulation (Sum of 15b (1), (2), (3), and (4))3,3713,352 Nonrequested Distribution d1.Outside County Nonrequested Copies Stated on PS Form 3541---- d2. In-County Nonrequested Copies Stated on PS Form 3541 2,2072,213 d3.Nonrequested Copies Distributed Through the USPS by Other Classes of Mail—— d4. Nonrequested Copies Distributed Outside the Mail—— e.Total Nonrequested Distribution (Sum of 15d (1), (2), (3), and (4))2,2072,213 f. Total Distribution (Sum of 15c and e)5,5785,565 g.Copies not Distributed5972 h.Total (Sum of 15f and g)5,6375,637 i.Percent Paid and/or Requested Circulation (15c divided by f times 100)60.4%60.2% 16. Electronic Copy Circulation a. Requested and Paid Electronic Copies —— b.Total Requested & Paid Print Copies (Line 15c) + Requested/Paid Electronic Copies (Line 16a)3,3713,352 c. Total Requested Copy Distribution (Line 15f) + Requested/Paid Electronic Copies (Line 16a)5,5785,565 d.Percent Paid and/or Requested Circulation (Both Print & Electronic Copies) (16b divided by 16c x 100) 60.4%60.2% P I certify that 50% of all my distributed copies (electronic and print) are legitimate requests or paid copies. 17. Publication of Statement of Ownership for a Requester Publication is required and will be printed in the October 2023 issue. 18.Signature and Title of Editor, Publisher, Business Manager, or owner (Signed): Harvey Grotsky, Publisher/Owner Date: 10/11/2023 I certify that all information furnished on this form is true and complete. I understand that anyone who furnishes false or misleading information on this form or who omits material or information requested on the form may be subject to criminal sanctions (including fines and imprisonment) and/or civil sanctions (including civil penalties).Tyra Warner, PhD, JD, CMP Fellow, Chair for the Department of Hospital- ity, Tourism and Culinary Arts at the College of Coastal Georgia, points out that any issue can become a legal issue if it’s analyzed in the context of contracts or liability. Three big things affecting meetings today are inflation, staffing shortages and “the never-ending quest to define force majeure.” According to Warner, infla- tion is causing the price of goods and services to rise and affecting those areas of meetings contracts where prices are not locked in at signing, such as catering menu prices. She said, “Food and bev- erage inflation is even higher than inflation for other goods and services, so typical escalation clauses (today’s menus plus 3% per year) are not being accepted as readily as they were.” She added, “Inflation is also affecting deposit amounts and schedules because the person who holds the money the longest, wins. Having the money in hand reduces the risk that the other party will be insolvent or bank- rupt; it also helps with cashflow.” Warner said financial and insurance meetings might be more inclined than most to avail themselves of special escrow ser- vices available to the meetings industry to hold deposits. Staffing shortages, of course, are seen across the industry but planners are — and should be — especially con- cerned about shortages or percentage of brand-new staff at a property and how that will affect the quality of service. “This is an issue that can be addressed in contracts,” said Warner. “Savvy plan- ners may also change the nature of some program elements if they’re not confident in reduced or newly hired staff to make it happen.” As for the force majeure clauses, she said, “This continues to be a mystery for many and figuring out when it does or doesn’t apply is a major-league sport. “Covid brought a fresh perspective to the application of force majeure in terms of when the virus makes it ‘illegal or impossible’ (or ‘impracticable’ if the contract language includes that) to hold or host the meeting. The fact that Covid exists is not a force majeure, but when cities and counties pass ordinances forbidding public gatherings of more than X people, those ordinances make it ‘illegal’ to hold a meeting for more than X people.” She added, “Other legal issues are centered around what a business, a hotel or convention center, could require of attendees staying within its walls and what happened if the group wanted more or less strict requirements for its group.” Groups are being challenged. “Plan- ners want to be sure they can terminate the contract without liability in case of a major safety or security issue — war, political unrest, riot, etc. Indemnifica- tion plays a part here as well, as it holds responsible for any damage or injury the party that had control over the instrumentality that caused the damage or injury. Indemnification is one of the least understood, yet most important, clauses in a meetings contract,” War- ner said. She would like to see planners contracting for things like the hotel’s disclosure of their safety and security plan, an agreed walk-through of the evacuation plan on-site and a safety and security checklist of information for the hotel to fill out before the contract can be signed. Also important are those attrition clauses when it comes to negotiations around room blocks. “A favorable attri- tion clause will help but is difficult to negotiate in this market,” she said. “A strong meeting history, a conservative room block, a clause that allows the planner to increase or decrease the room block by X% or Y rooms at some specific time before the cut-off date, releasing rooms back to the hotel as soon as they appear not to be needed, and a credit for resale clause is a winning combina- tion of strategies. It is not perfect, but it attacks the problem from all angles.” When faced with a hotel not fulfilling concessions and contracted obligations, having a lawyer on hand and addressing the issue in the drafting stage of the contracts is strongly recom- mended. “Too often there’s lan- guage that says, ‘The hotel will provide X, Y and Z.’ But there’s nothing indicating what hap- pens if the hotel fails to provide X, Y or Z, or all three. Adding the hammer clause — the conse- quences — upfront, gives the par- ties a recourse if a hotel doesn’t fulfill contracted concessions/ elements. It can be a discount on the master bill, a waiver of attri- tion, a free continental breakfast for the group. Whatever the group decides will make it whole is acceptable to use, as long as it isn’t of more value than the con- cession/element it’s making up for,” said Warner. Not knowing how to nego- tiate a contract effectively can be a problem. For example, having a hand- ful of ‘must-have’ clauses and not understanding contract language well enough to negotiate and modify their clauses or the other party’s clauses to reach a mutually agreeable version. It’s not enough to have language. You need to understand it. To planners, Warner said, “Now, more than ever, bring a strong meeting history to the negotiating table if you can; it helps reduce the risk for the sup- plier and that can only help planners.” She added, “Be clear on your ‘must- haves’ upfront, such as you’re not will- ing to hold your meeting at a hotel unless attrition is calculated on a cumu- lative basis, you earn 1:50 comps, you get the presidential suite over and above for five nights, or whatever it may be.” A negotiation “implies give and take. Figure out what you can give up and still have a satisfactory result,” Warner concluded. I & FMM INSURANCE & FINANCIAL MEETINGS MANAGEMENT | OCTOBER 2023themeetingmagazines.com 21 DEPOSITPHOTOS.COMT he practice of planning sustainable meet- ings is not new, but there is a renewed focus on incorporating sustainable principles and practices now that in-person meetings and events are back full force. In the recent 2023 Global Meetings and Events Forecast, 80% of survey respondents said their organizations take sustainability into account when planning meet- ings and events, with three-fourths of this group reporting that they already have sustainable program strategies in place. Predictions indi- cate that this focus will ramp up with the increase in climate reporting metrics, as planners look to choose destinations and venues that pro- mote sustainability. The benefits of sustainable meet- ing strategies are extensive, from costs savings to stakeholder engage- ment. Companies can save on a vari- ety of measures, such as reduced energy consumption, waste manage- ment efficiencies and streamlined logistics utilizing digital communi- cation tools. Additionally, adopting sustainable procurement practices, such as sourcing locally grown and organic food, can lead to cost savings and support local economies. The importance of sustainable meetings extends beyond the event itself, as they contribute to organiza- tional reputation, cost savings and stakeholder engagement. Embracing sustainable meeting practices is an investment in the planet's well-being and a testament to an organization's commitment to a greener future. EIC SUSTAINABILITY STANDARDS In recent years, the Events Industry Council (EIC), in Alex- andria, VA, has seen greater focus on sustainability and social impact. “More and more, there is an expectation that suppli- ers will be able to deliver sustainable events and demonstrate achievement of goals with measurement and reporting,” said Mariela Bazán, chief sustainability officer of the EIC Centre For Sustainability and Social Impact. “I’m seeing interest in all sectors, including financial and insurance meetings. In fact, the emphasis on ESG (Environmental, Social and Governance) is a long- standing focus for the financial sec- tor as a way of managing risks.” Last year, the EIC released its Sus- tainable Event Standards, a collection of eight specific standards that assess events and industry suppliers on a wide range of sustainability criteria in support of environmental and social responsibility. The standards are aligned to the United Nation’s Sus- tainable Development Goals (SDGs) — 17 Global Goals, including Climate Action and Reduced Inequalities. Transparency and accountability are provided by third-party verification of compliance with these standards. There are four levels for the new standards — Bronze, Silver, Gold and Platinum. The standards are a frame- work for collaboration, and they pro- vide a strong focus on guidance and metrics so that event professionals, at all stages of their sustainability journey, will have the sup- port needed to implement and measure sustainable practices. To reach a certification level, applicants will be required to demonstrate their achievement of the criteria. DEPOSITPHOTOS.COM According to Nancy Zavada, founder and president of MeetGreen, attendee travel is 85% to 90% of a meeting’s carbon footprint. Some companies use carbon offsets to make up for the impact of travel. themeetingmagazines.com 22 OCTOBER 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT Embracing Sustainable Meeting Practices BY MARLENE GOLDMAN | INDUSTRY INSIGHT | BUILDING A GREENER FUTURE“There is a greater aware- ness of the impact of travel- related carbon emissions, with events incorporating regional or hybrid formats, and being selective about destinations in consideration of the carbon footprint of that option,” Bazan said. “Incorporating diversity, equity and inclu- sion in supplier selection and program design is also a grow- ing focus. In addition, more events are adopting vegan menus, especially ones that address food allergies at the same time.” MEETGREEN’S CARBON ACCOUNTABILITY MeetGreen, a sustainable event management agency, has been at the forefront of the sustainable meetings and events initiative since 2007. “We help in a couple of different ways — either the sustainable consulting side where we'll be work- ing with a client and talking about the conference manage- ment side, or vice versa,” said Nancy Zavada, founder and president of MeetGreen, in Portland, OR. “The sustainability consulting team has been doing a lot of carbon accounting, so they're working with bigger corporations to show the carbon footprint for their events and what can be done about it.” According to MeetGreen, a 1,000-person, three-day event creates 5,670 kilograms of waste, which is the weight of four compact cars. Meet- Green works with clients that want a sustainable in-person meeting but are not sure how to get started. They can work with a client on checklists and the various steps needed to attain their goals. “We don’t give the client a choice whether it will be a sus- tainable meeting, but we do give them a choice if they want to go deeper green or how much they want to take on,” Zavada explained. “And then our sustainable consulting arm works with people who already have planning teams for the larger events. Sometimes, they have third-party planners, and we work with them to advise them on how to help push the nee- dle, and then to verify that on-site.” One of the basic challenges is destination selection, with factors such as distance for attendees and whether the destina- tion requires one or two hops for those flying in. Zavada also notes the benefits of hybrid and virtual meetings. According to MeetGreen, a six-hour online event for 4,000 people causes roughly the same carbon impact as a return flight for one per- son across the Atlantic. According to Zavada, attendee travel is 85% to 90% of a meeting’s carbon footprint. Some companies choose to use carbon offsets to make up for the impact of travel. “We believe that you should reduce first. What you can't reduce, you can take a look at carbon offsets, but also you have to take into account your attendee travel. That's where the change lies.” Zavada is a proponent for virtual and hybrid in some cases. “For networking, certainly, in-person meetings make a big difference, but there are also learning opportunities that you don't actually have to leave home to experience, which makes a big dif- ference for attendees; and for the event organizer, it builds their community,” Zavada said. DEPOSITPHOTOS.COM INSURANCE & FINANCIAL MEETINGS MANAGEMENT | OCTOBER 2023themeetingmagazines.com 23 James Rees President, Joint Meetings Industry Council It is superb testimony to our industry and the importance of this campaign that we have the support of so many leading organizations and more are continuing to join us. MeetGreen offers a digital event calculator which was released during the pandemic, as well as a food event carbon calculator. Some of the latest challenges revolve around food waste. “Getting people to order correctly and not over order, getting attendees to not fill their buffet plates to the very top is huge,” said Nancy Zavada, founder and president of MeetGreen.MeetGreen offers a digital event calculator which was released during the pandemic, as well as an event food carbon calculator. Some of the latest challenges revolve around food waste. “Getting people to order correctly and not over order, getting attendees to not fill their buffet plates to the very top is huge. Getting the facility to compost, and/or donate. Donate first. Compost second,” said Zavada. NET ZERO CARBON EVENTS Another industry goal is the Net Zero Carbon Events (NZCE) initiative, coordinated and hosted by the Joint Meet- ings Industry Council (JMIC) in Belgium. More than 30 major meetings and events industry organizations from across the world are now financial contributors to NZCE, the events industry’s global initiative to address climate change that was launched at Cop26 in Glasgow two years ago. The goal of the initiative is to halve greenhouse gas emissions by 2030 and reach net zero for the industry by 2050. The initiative has the support of more than 500 organizations worldwide ranging from convention bureau, venues and event service suppliers to event organizers and associations. James Rees, president of the JMIC, said, “It is superb tes- timony to our industry and the importance of this campaign that we have the support of so many leading organizations and more are continuing to join us. Their involvement is making a vital contribution.” After the launch of the Net Zero Carbon Events Pledge at Cop26, the Net Zero Carbon Event Roadmap was published at Cop27 last year as a helpful resource. It is available as a Full Report with comprehensive information on how to themeetingmagazines.com 24 OCTOBER 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT CREDIT MeetGreen suggests using reusable or biodegradable tableware and providing recycling stations for food packaging. • Planning and communication: Inte- grate sustainability principles from the early stages of event planning. Commu- nicate sustainability goals to partici- pants, vendors and suppliers, encour- aging their support and cooperation. • Collaboration and partnerships: Foster partnerships with sustainable suppli- ers and vendors who align with the organization’s values. Engage with local sustainability organizations or green event planners who can provide guid- ance and expertise. • Metrics and evaluation: Establish measurable sustainability goals and track progress using relevant metrics. Evaluate the environmental, social, and economic impact of sustainable meeting practices to identify areas for improvement. • Education and engagement: Edu- cate participants about sustainable practices, showcasing the event’s commitment to sustainability. Engage attendees through interactive ses- sions, workshops and sustainability- themed activities. • Continuous improvement: Learn from each event and incorporate lessons learned into future meetings. Encourage feedback from partici- pants and stakeholders to enhance sustainability practices over time. The Basics • Venue selection: Opt for venues that prioritize sustainability by considering their environmental certifications, waste management practices, energy efficiency and sustainable Planning Tips DEPOSITPHOTOS.COM COURTESY OF NANCY ZAVADAimplement action to achieve net zero, and as an executive summary. Eight workstreams have been identified to deliver on the priorities identified by the Roadmap (Measurement, Reporting, Carbon offsetting, Venue energy, Production and Waste, Food and Food Waste, Logistics, Travel and Accommodation). Groups are currently working to produce reports with recommendations covering each workstream ahead of Cop28 at the end of the year. Bazan added, “There are currently many differ- ent initiatives related to net zero that are relevant for our industry. Importantly, 92% of Global GDP is now covered by some form of net zero target. As such, alignment with robust, science-based programs will be essential.” Larger trade shows and events come with increased chal- lenges in aiming for net zero. A two-year study measuring the environmental impact of trade shows and events, “Finding the future, together: Towards a more sustainable B2B trade show industry in the U.S. and Canada,” was released last fall, show- ing where the industry needs the most work. The report — produced by independent researchers Little Blue Research and A Bird’s Eye View, and overseen by a task force made up of representatives from 14 leading trade show industry businesses and associations, including the Society of Independent Show Organizers (SISO) and the IMEX Group — measured 2019 emissions for the B2B trade show industry in the U.S. and Canada, and found they were equivalent to the combined annual footprint of 395,000 people in the U.S. Waste across warehouses and venues — including show- floor waste, catering and other refuse generated during shows — was equivalent to the annual footprint of 140,000 people in the U.S. The third element representing the largest pro- portion of waste material was booth construction, including materials such as carpet that have limited potential for reuse or recycling. The biggest challenge to sustainable meetings and events is the travel itself. “The impact of air travel, and options to support aviation’s faster transition to sustainable aviation fuel, needs to be a focus for our sector,” added Bazan. “Ensuring our events are inclusive and accessible, where everyone feels a sense of belonging, is also a priority for our sector and results in better event outcomes.” The Events Industry Council created The Centre for Sustainability and Social Impact to provide globally rel- evant resources that champion the adoption of sustainable and socially impactful practices. “Our global events industry has the ability and responsibility to drive meaningful change, create welcoming communities and improve society through our actions,” Bazan said. “Our industry’s ability to deliver sustainable events is essential. With more of our stakehold- ers making strong commitments to sustainability, there will be increased scrutiny on our ability to deliver this. As an industry, we have an incredible opportunity for event pro- fessionals to leverage our ability to inspire and educate our participants to take greater strides for sustainability in their own lives and operations.” I & FMM INSURANCE & FINANCIAL MEETINGS MANAGEMENT | OCTOBER 2023themeetingmagazines.com 25 transportation options. Choose locations accessible by public transportation to encourage participants to use greener commuting options. • Resource conservation: Embrace waste reduction strategies such as digital registration, electronic commu- nication and paperless documentation. Utilize recycled or compostable materi- als, encourage reuse of resources and provide recycling facilities to ensure responsible waste management. • Energy efficiency: Minimize energy consumption by using energy-efficient lighting, appliances and equipment. Encourage natural lighting and ventila- tion in meeting spaces. • Sustainable catering: Emphasize locally sourced, seasonal and organic food options. Minimize food waste through accurate meal planning and donation of surplus food to local charities. Use reusable or biodegrad- able tableware and provide recycling stations for food packaging. • Transportation and carbon offsetting: Encourage participants to use public transportation, carpooling or cycling options. Offset unavoidable emissions by investing in certified carbon offset projects to neutralize the environmen- tal impact of travel. • Digital solutions: Leverage technol- ogy for virtual meetings, webinars and video conferences to reduce the need for physical travel. Utilize digital event apps, online surveys and virtual networking platforms to minimize paper usage and enhance partici- pant engagement. Nancy Zavada Founder and President, MeetGreen The sustainability consulting team has been doing a lot of carbon accounting, so they’re working with bigger corporations to show the carbon footprint for their events.themeetingmagazines.com 26 OCTOBER 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT Getting Creative With Your F&B BY MAURA KELLER | INDUSTRY INSIGHT | TEMPTING TASTES T oday’s attendees have become food savvy. Not only do they crave variety, but they expect a wider range of fla- vors. As such, financial and insurance meeting planners need to offer unique food and beverage options that inspire and delight. Brad Lipshy, CEO and founder of Event Solu- tions in Santa Monica, CA, first got started in the event industry by providing catering. He expanded his business over the last 35 years to become a full-service event planning company, working with a variety of industries including financial and insurance. Because of his background in food and beverage, Lipshy understands the nuances within the F&B segment of the industry and pays close to trends. A big change Lipshy and his team of event planners have seen in recent years is that peo- ple want experiences across all aspects of a meeting or event. “Everything, including food and beverage offerings, is an opportunity to create an experi- ence,” Lipshy said. “Give them something they Attendees today want to engage and connect with their food as much as they want to network with each other. COURTESY OF RYAN ABNEYhaven’t seen before, or offer something familiar in a way that challenges their expectations.” Recently, Event Solu- tions provided a dessert display where the food offerings moved on plates and Ferris wheels, as well as an interactive mashed potato station and other food displays with interac- tive features. As Lipshy explained, the interactive element added to the experience, allowing the attendee to customize their food and watch it be prepared in front of them. In particular, Event Solutions’ nitro ice cream station was a huge hit, with attend- ees stopping to get selfies in the cloud that is created from the specialty ice cream. Attendees selected the ingredients and the staff created a show-stopping dessert. “More specifically, we create a menu that is designed to enhance your company’s culture and brand,” Lipshy said. “What this looks like for each company will vary depending on their location, needs, values, type of event, attendees and a variety of other details.” Another F&B trend the Event Solutions’ team is cur- rently seeing is efforts in sustainability. “At this same event, we provided sustainable cutlery,” Lipshy said. “Composta- ble utensils, palm leaf bowls and other waste reduction products were used in place of disposable wares. Farm to table and organic options are also big trends under sus- tainable efforts.” Also, adding a touch of the company’s cultural roots is mak- ing a big push in recent years. Event Solutions orchestrated an event in San Francisco for a company that holds roots in Saudi Arabia. They choose to select dishes from their culture to share with their VIP, invite-only guests. “Sometimes, these simple adjustments, such as their local coffee served in the traditional way, goes a long way to celebrate a culture and create a unique experi- ence,” Lipshy said. According to Tom Pasha, president and corporate event planner at Contact Planning in Saint Cloud, FL, catering bud- gets are getting stretched very thin, due to the F&B minimums, staff shortages, pricing issues and supply chain problems. “To counteract all that, we are working with more cus- tom menus and conducting more meetings with the catering director and chef to design menus that can make sense for a group,” Pasha said. At Ryan Abney Event Design in Birmingham, MI, owner and lead designer Ryan Abney is seeing an influx of the inclu- sion of “small bites” using locally sourced ingredients. “I am also seeing a real effort being made to consider dietary restrictions and the provision of alternate offerings with this in mind,” Abbey said. One type of food option that has been ‘wowing’ attendees is the grazing table. A grazing table incorporates charcute- rie, cheeses, crackers, breads, fresh and dried fruit, crudité, olives and more. Fresh floral is often also used to accent the table design. “Grazing tables with add-ons and food stations have been the most popular with my meeting event clients,” Abney said. “Something else that I have suggested for clients having summer events is a unique take on a bento box, with elevated inclusions that still provide a ‘grab and go’ option.” HEALTH CONSCIOUS As meeting and event attendees become more health conscious, crave nutritious foods and request meetings that don’t require sitting for hours at a time, meeting venues and planners alike are working hard to incorporate health and wellness components into their F&B offerings. Sharon DeFelices, CMP, owner at Mosaic Meetings and Events in Canonsburg, PA, and founder of Blueprint for a Healthy Meeting, said healthier options are definitely trending higher as the industry is seeing more food allergies, prefer- ences and restrictions than ever before. “The diversity of attendees, culturally and generationally, is also factoring into the menu choices. We’re also seeing that sustainability and production practices matter more than they ever did,” DeFelices said. Meeting planners are always looking for new ways to offer sweet treats to the attendees, while making sure they also have the healthy items from which to choose. Offering items like a “superfoods break” provides items such as fresh made smooth- ies, super grains and antioxidant shooters. For clients looking to infuse health and wellness into their events, experts recommend going natural with food and COURTESY OF RYAN ABNEY INSURANCE & FINANCIAL MEETINGS MANAGEMENT | OCTOBER 2023themeetingmagazines.com 27 Tom Pasha President and Corporate Event Planner, Contact Planning We are working with more custom menus and conducting more meetings with the catering director and chef to design menus that can make sense for a group. The meeting industy F&B trend includes menus that enhance a company’s culture and brand. The “grazing table,” an assortment of small bites, is also used to attract event attendees. activities. This can be as simple as substituting granola for cookies and coconut water for soda, or creating a smoothie bar break and planning heart-wise meals with the venue’s in-house chef. Another consideration is offering creative breakfast options that accommodate vegetarian and gluten free prefer- ences, as well as breakfast porridges or stations where people can create delicacies for themselves. “Fruit kabobs is a healthier break option that helps to avoid the afternoon sugar slump,” DeFelices said. “The avocado and nut butter toast station can be a break option as well.” While healthy menu options are welcome among today’s meetings and event attendees, ethnic dishes are also readily being embraced. DeFelices was recently at a multi-day event during Ramadan and the property was accommodating about preparing meals for the attendees during the windows that they were able to eat. “Many were vegetarian and while the offerings were lovely, it would have been nice to see more culturally appro- priate dishes. One attendee told me that he was tired of fruit for breakfast and salad for lunch,” DeFelices said. “I wish we’d see more lentils on menus. Biryani, curries and other dishes that are culturally familiar would be an exciting addition to a lunch buffet. Hotels and venues should take note of how pop- ular Indian and Thai restaurants are and offer some options in those cuisines.” For larger events, Pasha is seeing groups working to be inclusive of many cultures. “Asian food, including Thai and Vietnamese items, are getting popular. We will try to build a theme around the ethnic areas of the city where we are hav- ing the event and present a wide array of different ethnic cui- sines,” he said. Abney also is witnessing a resurgence of Asian-inspired dishes making appearances on many more catering menus. These dishes do lend themselves to being budget friendly, able to be served in an individualized manner, and can be adjusted to accommodate dietary restrictions. Action stations are making a “comeback” for receptions. “We are requesting more sushi stations, dim-sum, build your own dessert items and others,” Pasha said. “We are getting great responses from clients who like the interac- tivity that an action station provides.” Pasha notes that red meat is fairly rare as an entrée and most catering is going into dual entrees, with a petite chicken breast or fish fillet with a small beef item, for example. Steaks and other red meat items are minimal, due to health concerns, sustain- ability and pricing. And as far as beverage trends, mixologists can rejoice. Sig- nature cocktails (and mocktails) are taking the event industry by storm. In the wrap party for an NBA2K game, Event Solu- tions provided unique branded cocktails created after the ele- ments of the company and its game. Drinks like G.O.A.T. Fuel, C++, Jumpman, M.V.P., Slam Dunk, Golden State of Mind, and Dev Juice were provided. “Similar to interactive food, we are adding tasting bars to many receptions; we’ll have a tasting sommelier for cham- pagnes, bourbons tequilas and other items,” Pasha said. “These are great ways to add some razzle-dazzle with a minimal addi- tion to the budget. Many hotels have a tasting expert in-house who can lead the attendees through the different liquors.” DeFelices also is seeing attendees embrace fresh juices, kombucha during the day and mocktails for the evening events. To complement the hottest beverage selections, Abney recommends planners consider adding garnishes to elevate the drinks. As she explained, garnish can be branded as a way to incorporate the company or event logo. HOW IT’S DELIVERED They say presentation is paramount when it comes to food offerings at meetings and events. And while sit-down meals are still a great option, a recent trend is moving towards themeetingmagazines.com 28 OCTOBER 2023 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT COURTESY OF BRAD LIPSHY Offering creative and healthy break options, including vegetarian and gluten free preferences, provide a great afternoon snack. buffet with action stations. This allows guests to customize their food and beverage experience versus being provided a single dish made for everyone. Action stations also create the interactive experience that enhances the entire event. Of course, with a traditional meeting agenda, time slots allocated for breakfast and lunch are much more “rigid” so buffets work well in this area. However, offering stations like a create-your-own oatmeal or chia pudding station can be an “out of the box” addition to a breakfast buffet. For lunches, DeFelices suggest planners consider a create- your-own Thai noodle bar station or grain bar. “Yes, this is labor intense for a kitchen and requires chef-manned stations, but if it eliminates the two-entrée, two-sides plus salad and rolls buffet, I think planners might be surprised to see the price comparison,” DeFelices said. “The added bonus? Attendees get to create exactly what they want to eat.” Stations for receptions are DeFelices’ “to go” food deliv- ery preference. As she explained, a few passed hors d’oeuvres can keep the crowd interested, but having ethnic stations strategically placed in the room can keep the stations from having long queues and accommodate many restrictions and dietary preferences. “One reminder — think about silverware and how your guests will need to eat the items offered. Be sure to have enough tables and/or seats for attendees to put their drink down and enjoy the food,” DeFelices said. BUDGET CONSCIOUS Trendy food and beverage offerings can certainly delight attendees, but they can also cause concern from a budgetary perspective. That’s why DeFelices recommends planners ask to meet with the venue’s chef or catering staff and dis- cuss the budget. “Start from scratch for menu design,” DeFelices said. “I like to say, ‘one fish, one beef or chicken and a vegan option.’ Chefs are much more knowledgeable with food costs and can typi- cally create a menu that works.” DeFelices has had many con- versations with culinarians, and most are more than willing to meet and create just what meeting planners are looking for. “If there is a budget bump for one meal, ask what can be eliminated somewhere else to create some space in the bud- get,” DeFelices said. “Do we really need Danish on the break- fast buffet?” When incorporating “trendy” food and beverage offer- ings into a meeting or event, Lipshy said it is important to identify areas of most importance and place your budget there, rather than trying to do everything. Highlighting a specific element ensures you get the experience while stay- ing within budget. “Low budget food items can be elevated with presentation for a better experience with a classic option that is within budget,” Lipshy said. DeFelices thinks planners are apprehensive to ask the culinary team what they “can do” within a budget. “We are programmed to make selections from the menus presented rather than collaborating on what can be done … differently,” DeFelices said. When “shopping” venues, Pasha and his team also will meet the executive chef and catering director to discuss what the venue may specialize in. As such, Pasha tries to add to the theme based on the destination, and most venues have an extensive prop inventory for local themes. “They may have décor items, up lights, interesting linen and props in storage that they can provide on request,” Pasha said. “We like to negotiate catering prices when we sign the contracts; in addition to the normal 10-20% discount from published prices, we will ask the venue to quote a dinner price to include a table wine; many hotels will stage the action stations at no additional cost to the group, since the catering is getting the sale anyway.” And remember, it’s important to incorporate innovative food and beverage options by focusing on quality and not quantity. As Pasha explained, the meeting planning of the past would have boun- tiful food that most often was not only left over, but also thrown away at the end of the event. “Providing meeting attendees with quality food options that will most likely be completely eaten by the event’s end is good for the budget and focuses on sustainabil- ity,” Abney said. “And it gives the attendees food options that they may not otherwise receive.” I & FMM INSURANCE & FINANCIAL MEETINGS MANAGEMENT | OCTOBER 2023themeetingmagazines.com 29 Sharon DeFelices, CMP Owner, Mosaic Meetings and Events & Founder, Blueprint for a Healthy Meeting The diversity of attendees, culturally and generationally, is also factoring into the menu choices. We’re also seeing that sustainability and production practices matter more than they ever did. COURTESY OF BRAD LIPSHY Eye-catching, low budget appetizers keep the crowds interested, and allows meeting planners to stay within budget.Next >