< PreviousINDUSTRY TRENDS themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJANUARY 2024 Event Tools: Part Art, Part Science Visuals That Engage Your Attendees By Maura Keller Through her extensive meeting planning career and work with organizations, Amy-Marie Lemanski, owner and senior meeting and event manager at AML Events, has long rec- ognized that today’s attendees respond well to event tools that provide unique visuals. She also recognizes how today’s diverse audience members respond to visuals in various ways. “This next generation of attendees come from an environ- ment of screens and much shorter attention spans so they need a constant ‘wow-effect’ in order to keep them interested and engaged,” Lemanski said. “They are in a perpetual mode of ‘what’s next.’” As a result, today’s planners are trying to encourage stake- holders at associations to move away from the talking head at the podium. They recognize that it’s no longer an effective format when it comes to conferences. “More TED-talk style format or using LED walls versus regular screens are more impactful as well,” Lemanski said. LED walls and the advancement of projection capabilities allow for the ability to go beyond the good ‘ole PowerPoint pre- sentation. Digideck, Prezi or Canva have been used to create more animated presentations, but even they will eventually be overtaken by newer platforms. As a meeting producer and event planner with over 25 years of experience in meetings, incentive programs, trade- shows, fundraisers, team-building events, holiday parties and other special events, Dana Ellis, president & CEO of Ellis International, is well versed in all phases of meeting and event management and production services. As such, Ellis often engages production companies to help her team create an alk into any association meeting or event and you’re bound to see a diverse group of individuals — from suit-donning executives carrying leather-bound bags, to sandal wearing Gen-Zers with iPads in hand, to 40-year- old millennials lugging their laptops from session to session. You are also likely to see something else. Various creative visuals that deliver powerful messages that both motivate and excite this diverse group of attendees. In fact, finding the ideal visuals to engage attendees is part art, part science and requires due diligence on the part of today’s meeting planners. W 30overall theme for an event and include color and visuals along with the messaging. “We feel like creating a ‘wow’ moment when you walk in the ballroom, along with a theme to the messaging, helps attendees remember the content and feel like it’s more of an experience rather than just another meeting,” Ellis said. There are definitely trends that association meeting plan- ners are embracing when using visuals in unique and inter- esting ways. For example, Ellis is using LED walls instead of screens and LCD projectors in main stage productions and she and her team at Ellis International are working on using more visuals and story-telling in their general sessions rather than “death by PowerPoint.” “One example last year was a high-level executive who told the story about how he made it through basic training in the Marine Corps, which was a tough challenge that not all can complete. Instead of show- ing graphs and charts about their own sales goals, we showed only images on the screen,” Ellis said. “He used story-telling to draw a par- allel between them and to let them know that anything is achievable. The same room totally transformed for the awards night using lighting, color, images on the LED walls and room décor to look like a Peruvian village. It was an experience!” Using LED walls rather than screen/projectors means that Ellis has to work out the content for the meeting in advance and figure out what all of the visuals are well in advance since they are not just show- ing a PowerPoint on these walls. “It means we are using the software Millumin to build con- tent for the LED walls, which makes all of the content essen- tially into video content,” Ellis said. “It’s something we have to really work with the meeting owners and speakers to get them on board in advance of the meeting, but when they jump on board with the idea, it really uplevels the entire event.” For the past nine years, Jumi Aluko, event planner and owner of Jumi Aluko Consulting, had produced high-quality events by conceptualizing and executing each client’s vision, including incorporating innovative visuals to capture attendees’ attention. “Attendees respond well to event tools that provide unique visuals because they contribute to the essence of what draws people to events — environments that are dynamic, engaging and memorable,” Aluko said. “No one is going to get excited about an event that presents itself in a boring way. They’ll skip it, or if they do attend, they likely won’t return the next year.” From the moment an attendee sees an event promotion or invitation, a first impression is made. Attendees automatically assume that the event will be engaging, forward 31 JANUARY 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Nicole Coon, CMP Founder of Greet, LLC Associate Executive Director, Global Management Partners I think audiences will also crave the opportunity to be given a break from the stimulation and presenters will need to incorporate other avenues to convey their content. Elements like projection mapping and colored lighting, among others, were implemented to engage attendees during Housing First Minnesota’s Big Night awards event. COURTESY OF NICOLE COONthinking, fun, and with high energy, which leads to anticipation building for the additional visual experiences the event is likely to have. And this is what motivates people to leave their homes and attend an event. They want to know that it’s going to be worthwhile, and that starts from their first interaction with anything related to that event. Live illustration is something Aluko has seen recently that she found absolutely captivating. This particular company specializes in visual note-taking, transforming conversations like keynotes, panels and Q&As into real-time drawings. “I really love this approach because it’s innovative and not only helps people retain information, but also helps attendees process and remember details for later use, ultimately form- ing a positive association with the event,” Aluko said. “Imple- menting this visual experience during events is so much more dynamic than just watching slides, taking notes and poten- tially missing key information. With live illustration, you’re not only bringing a unique visual demonstration to the event but you’re also ensuring the attendees remain fully engaged in the moment.” Aluko recently attended a creator conference where the speaker discussed topics such as generative art, AI techniques and the future of immersive events. The highlight was a live visual installation that demonstrated how art can be created through sound and movement. This showcase illustrated how different visual presentations can be integrated into events – whether as a standalone activation or as a full immer- sive experience. “Incorporating visual presentations like this is beneficial for companies whose audiences value immersive and innova- tive experiences,” Aluko said. It lends itself to accomplish- ing the ultimate goal of capturing attendee attention and generating excitement about both the ongoing event and future events. Nicole Coon, CMP is the founder of Greet, LLC and the associate executive director at Global Management Partners, where she manages the day-to-day operations of the associa- tion, the International Academy of Trial Lawyers. During her decades long experience as a meeting plan- ner, Coon recognizes that attendees respond well to event tools that provide unique visuals in that many individuals are visual learners — it helps reinforce the content/messaging and provides better retention later. Also, as Coon explained, unique visuals evoke an emotion; if the audience is connected emotionally, they will resonate on a deeper level with the mes- sage and brand. “A few ways I’m seeing association meeting planners (and planners in general) use visuals in unique and interesting ways include: • Projection mapping – large-scale screens/video walls for a seamless display versus multiple screens and utilizing picture-in-picture when showing dif- ferent content. • Motion backgrounds • Lighting – darker general sessions and breakouts with more colored lighting around the room. Some tools that Coons and others in the industry have used to create key visual presentations to truly engage attendees include: • Canva - Online graphic design tool. Used to create social media posts, presentations, posters, videos, logos and more. • Mentimeter - Unique presentations with inter- active feedback. • Kahoot - A game-based learning platform that brings engagement and fun to 1+ billion players every year at school, at work and home. • Slido – The ultimate Q&A and polling platform for live and virtual meetings and events. • Capcut - Easy-to-use video editor. • QR Codes • WebAIM guidelines - To help prepare and present accessible slides. A Continuous Evolution The advancement and evolution of the technological tools used within the meetings environment continues, especially in the area of visuals. As Ellis points out, there are so many options themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJANUARY 2024 Using LED walls can create an impact, but material has to be prepared ahead of time and planners have to ensure that high speed internet is available. COURTESY OF NICOLE COON 32outside of PowerPoint now. Mac users love Keynote, some people love Prezi and many more love LED. “LED signage is also great, and I love to use that where possible,” Ellis said. There are a few stumbling blocks to evolving meeting content creation. One is the availability of free high-speed internet at the venue where you are holding your meeting. This can com- promise the use of Prezi, for example, which works best when online (an offline version is available). The other issue is that not all clients are willing to ask for help creating or updating their content and just assume that they have to do their own PowerPoint and bring it with them, or they want to control their own content,” said Ellis. For example, event producers can’t build Millumin video content two min- utes before someone is supposed to go on stage, it needs to be done before the meeting, and maybe tweak only if needed on site. Ellis has been up all night during a meeting with an execu- tive and a content manager to build content for the executive who wouldn’t meet with Ellis and her team in advance of the event because they didn’t see the point. “Once they saw what we had been talking about in person and the amount of work it took to build it on site, he apologized to us,” Ellis said. “Now he is the first one to get us his ideas.” Aluko pointed out that in today’s landscape, today’s association planners have so many tools at their disposal, many of which are a nice mix of familiar tools that now have enhanced features, as well as new cutting-edge tools with dramatic capabilities that can transport an individual to an alternate reality. Aluko is personally a fan of those tech tools that have stood the test of time but now have advanced fea- tures that are keeping up-to-speed with the evolving need for engaging visuals. “Together, with newer groundbreaking tech, they are allowing us to create experiences that have lasting positive impacts on our attendees,” Aluko said. Exciting Progression Looking ahead, visuals and meet- ing content are intertwined and will continue to evolve but at a slow rate. The reasons are varied. They rely on meeting managers and speakers to be willing to try something new and venues to upgrade their systems; for AV companies to update their gear and for clients to consider upgrading their budgets for the professionals to help them with these things. “I don’t think we will go back from the idea of creating more of an experience for everyone who attends our meetings,” Ellis said. “I also see more of a want and need for interactivity and connection. People want to be part of the conversation and be heard. They want to meet and network with others in their company/associa- tion. Our job is to find ways to help them feel good about spend- ing time away from their normal job and from their home when they attend our events. And using visuals, themes and being very intentional about the meeting content helps us to do this.” And Aluko believes that, while the sky’s the limit for the future of visuals in the meeting and event process, what’s going to be important is personalizing the visuals for an event’s respective audiences. And it’s going to be critical to focus on this personalization aspect. “As planners, we have to read the room — we have to know who is attending the event and their level of tolerance for the style of visuals they want to see,” Aluko said. “An audience of younger, tech-forward attendees are different from an audi- ence of older generation educators, so we have to cater to each respective audience and make sure the visuals align with their preferences.” Coon also envisions the increased use and adoption of AI within the visual elements of association meetings and events. Another upcoming trends is the greater advancement of VR, AR and holograms, and seeing those types of visuals become mainstream at meetings and events. “With the rise of additional technology and tools, I think more robust data and ana- lytics will be demanded from those tools. The average attention span continues to decrease, presenters will continually have to adjust focus and attention-grabbing tactics in their presentations as they also compete with audiences multitasking on other devices,” Coon said. “Along with this, audiences will also crave the opportunity to be given a break from the stimulation and presenters will need to incorporate other avenues to convey their content.” | AC&F | JANUARY 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES For Maple Grove Days, MN Gastrointestinal had an inflatable colon that you could walk through, which caught the attention of attendees as an attraction and an educational opportunity. Dana Ellis President & CEO, Ellis International Our job is to find ways to help them feel good about spending time away from their normal job and from their home when they attend our events. 33themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJANUARY 2024 How to WOW! their attendees with delicious bites at their event banquet tables and buffets. “Everything with hotels is becoming more expensive and food & beverage costs are seeing that increase as well,” said Megan Moloney, director of Meetings & Exhibits for the National Pest Management Association. Fortunately, “The association I work for keeps detailed notes from year to year about food & beverage ordered vs. how much we had to order onsite and how much was left over. Still, we build out our budgets a year in advance, and sometimes it’s hard to factor in exactly how much to add to our per person costs with the increases we’ve been seeing at hotels lately.” Lindsay Poss, CMP, director of meetings & events for Cali- fornia Society of Association Executives, Inc. isn’t too sur- prised by event price increases considering “when you go to your own grocery store you see the rising prices which spills over to hotels and F&B.” Sandi Hall, vice president of events management for Amer- ican Bankers Association, added, “Hotels have shrunk menu options. There doesn’t seem to be as much variety. It always feels better when you have some options, but it frustrates me when I have to come up with the options. Hotels know what their options are.” Plus, said Hall: “I’m shocked how much cof- fee has escalated in price. I feel like hotels are trying to make up costs from the pandemic.” Like Moloney, Hall and Poss, Darryl Diamond, associate director of meetings & events for American Headache Society, finds: “F&B is getting more and more expensive. Some of it is raw ingredients and some of it is labor. While we recognize that, we look for ways to be more economical and still provide that great experience for our attendees.” Beyond rising prices and fewer food & beverage options, planners are creating strategies and solutions to overcome ever- evolving obstacles to achieve successful meeting outcomes. The good news? Event organizers cite several ways venue hosts are creating Five-Star F&B experiences that WOW! meeting-goers despite these ongoing challenges. Here’s how they’re succeeding. SPN PHOTOGRAPHY Jonny Westom, VP of business development for Sonoma County Tourism, opens a bottle of bubbly with flourish at ELEVATE last spring. INDUSTRY TRENDS Five-Star Dining Despite F&B Rising Costs, Planners Must WOW! Meeting Attendees By Nancy Mueller ith rising food and beverages prices and fewer menu options being offered at hotels and resorts, today’s planners are adapting to new service trends and getting a bit more modest with their F&B budget. But regardless of how low they negotiate the rates, and how long they plan for an event, nobody can guarantee what the food prices are going to be this year or three years from now. Still, there is one thing planners want for their event: W 34Wise Budgeting “Budget will almost always be the first and most important element in event planning,” said Diamond. Poss agreed. “We’re a state association so budget is always top of mind.” To Moloney, increased F&B costs means tightening their numbers a bit. As an example, Poss suggested: “If we have 300 at a meeting, knowing they won’t all come to every meal, [so] being more conscious of that,” or “We have [luncheon] dessert for PM break instead.” Diamond recommended that planners think about the experience and helping to craft that narrative. Also consider food waste. If you have 100 people coming to a buffet, maybe you only order for 80. Not everyone is getting seconds and then there’s only a fraction of the wasted food compared to ordering for 20% more. “I would encourage planners to pay attention to what they’re ordering vs. what their group is consuming onsite,” said Moloney. “Referring back to previous year’s notes can really help you cut down on over ordering, which in turn can help your budget and help reduce the amount of food waste associated with your event.” Understanding that budgets are tight, Diamond is look- ing to combine receptions into one space which can help minimize waste when signing off on minimums. Moving away from liquor-filled receptions and more attendees look- ing for non-alcoholic options beyond water and sodas has seen great results. “We’ve started to introduce zero-proof crafted cocktails at our events and attendees have been very respon- sive,” said Diamond. Another option that planners overlook is the opportunity to partner with another in-house group on menu planning. Moloney sees that as opportunity to lower costs and food waste. “I’ve heard this concept discussed in quite a few edu- cation sessions I’ve attended, but I have yet to meet another planner who has done it.” Communicative Partnerships Event organizers cite open communication with onsite staff as a critical element of creating a five-star F&B expe- rience. “What really made the difference for our event at Westin Kierland Resort & Spa in Scottsdale, AZ, was being able to work with the staff to find options that fell within our budget and not really having to fight for that to hap- pen,” said Moloney. “It’s important for us to have that pre- event communication with the hotel letting them know about our groups F&B trends so they understand the logic behind our orders. We stress the impor- tance of open communication throughout our event in regard to our food & beverage to help head off any ‘oh shoot!’ moments before they even happen.” Partnering with a banquet staff that was attentive and in constant communication throughout the event helped Moloney handle any issues early and quickly. Staff was also very thor- ough about labeling the food as some of the attendees had a couple dietary restrictions that were a factor in plan- ning out the menus. 35 JANUARY 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Sandi Hall Vice President of Events Management, American Bankers Association I’m shocked how much coffee has escalated in price. I feel like hotels are trying to make up costs from the pandemic. COURTESY OF DARRYL DIAMOND Providing ways that attendees can customize their meal is on-trend, as are vegetarian options.For that reason, planners should get creative and speak with the venue chef(s) before sitting down to plan their menus. Tell them about your attendees. Are they big break- fast fans or do they tend to go light in the morning and crush the lunch buffet? Do they prefer meat or veggies? Are they fancy drinkers?” In regularly partnering with The Newark Airport Hotel Marriott in Newark, NJ and Delta Hotels by Marriott in Som- mersett, NJ, CMP Corrine Statia Thomas of Absolute Events by Corrine, said “Certainly it all started with the sales contact. I explained what I was looking for and then I was introduced to the banquet manager, who was extremely helpful at both places. We worked well together, whether I had to change the schedule by giving them enough time or if I needed them to hold food, though it’s a little bit of a science or art as far as when you need to ask for help.” In Moloney’s view, being able to work with the venue’s chef and their event manager on things like pricing and menu modi- fications really helped in customizing the experience for their attendees. Sometimes providing examples of what the hotel had offered to them in the past along with an ideal price point helped them to give the chef a starting point to build options that could work for their group. “We tend to need a lot of grab and go options at this event because attendees are always on the move during our food & beverage functions. The hotel was able to work with me on some options that fell within our budget range, and still pro- vided us with a delicious meal spread,” said Moloney. For Jessica Bennett, CMP, DES, senior event planner for the American Conference Institute, working with the cater- ing manager and chef at the Seattle Convention Center was a breeze. “The group I was planning for has some interest- ing catering requests and requirements. They offered us cus- tom menus for almost all of our all-conference food events and helped us cover all the dietary requirements and stay within budget.” Partnerships also extend to building positive relationships with CVBs and DMOs to enhance meeting success. Poss cred- ited a tour of the Paradise Ridge Winery with a team member from Visit Santa Rosa and working with a local DMO to bring in local vendors to the meeting as instrumental in the group’s well-received experience at the off-site venue. “Working with the CVB is very helpful as they are the local experts. As a non-profit, it’s important for us to do our part to support local businesses,” said Poss. Menu & Venue Customization When it comes to Five-Star dining, which offers attendees the highest levels of luxury through personalized services and the ultimate dining experience, planners emphasize the abil- ity to customize menus as essential for addressing attendees’ themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESJANUARY 2024 As F&B becomes more expensive, planners seek ways to reduce the cost while keeping the value. Make sure not to over order to eliminate waste. COURTESY OF DARRYL DIAMOND / AMERICAN HEADACHE SOCIETY 36dietary needs. Bennett, for instance, praised the flex- ibility and rapid response of Seattle Convention Center’s (SCC) culinary team. “This particular group had a large number of vegan and vegetarian attendees,” said Bennett. “We like to try to offer a vegan entrée, and if that is not available, a vegetarian entrée with each meal so everyone has something they can eat. We also have a large percentage of gluten free and allergies. The SCC made sure every- one was accommodated and no one went hungry during our event. It really made the F&B portion of our event much more seamless and less stressful to plan. Making sure those who require a cus- tom meal can get their dish in a timely manner was key.” Just be sure, cautioned Moloney, “to leave enough time when creating your F&B requests to allow for some back and forth with the hotel. If you’re looking for modifications to menus, the hotel is willing to work with you, but you need to allow enough time for the chef to think through options that might work for your group and the venue. Trying to create modified menus as the last minute will really limit the options they’ll be able to provide for your event. I would also encourage planners to be open and upfront about their needs right off the bat. It never hurts to ask for something you want. The worst they’re going to say is no.” Even creativity with the presentation of dishes can resonate well with meeting attendees. “I’m big on presentations,” said Hall. “I want to give people something special.” Presentation is also an impor- tant menu factor for Thomas who said at Marriott, “The presentation is always amazing. The displays are so appealing, even some of the unique serving vessels were aesthetically pleasing.” Customizable venues as needed can also raise the bar for meeting out- comes. For Hall, having the ability to change location because of the light- ing and having different food items at breakfast made a difference in the qual- ity of the event. Unique F&B Experiences Poss credits having local vendors set up in a reception style at individual sta- tions that included a wood-fired pizza oven, oysters and cheese tastings, and honey samples for a fun event unique to the group’s destination. “It was espe- cially nice to have little giveaways, like a jar of honey or olive oils at stations as a way to bring in the local flavors of the desti- nation,” said Poss. Once budgetary needs have been finalized, planners want to create a unique expe- rience for the attendees. For example, if you’re in Arizona, you want your attendees to know it. Anybody can serve spring rolls and meatballs at a reception. What can you do with those passed items to make it feel like you’re at the base of Camelback Moun- tain? Planners should always work with chefs to add that special ‘touch’ that their attendees get to experience. In the end, attendees want authentic experiences and destinations, and food & beverage is such a powerful way to build those connec- tions. On the other side of the spectrum, generally, event venues take exceptional pride in crafting menus to tell the stories from their regions, their information and their paths to regenerative tourism. The passion that they have for cuisine shows in their creations. What’s Trending The industry shows that things are trending back to where they were pre-pandemic. People are back to sharing food. Grazing tables are the rage. Chef action stations are very popu- lar too, where you have a chef in front of them, preparing food to order and building a perfect place for the attendees. Planners know that people are still eating beef, but as they “plant forward, plant forward,” they are working with hotels and restaurants to serve attendees the dishes they love — a great balance of meats, plant-based, vegan, gluten-free, and dairy-free small and large plates — food and beverages that will continue to smash it past 2024. The ultimate plan is to ensure that everybody is included in the menu planning and nobody feels left out. It all depends where you are. If you’re in Texas, well, beef is king. But regardless of the destination, event planners shouldn’t be afraid to accept help in coordinating a five-star F&B experience for meetings and events attendees. Building positive partnering relationships with hotels, restaurants, CVBs, DMOs and event planning companies to make their events shine is key. | AC&F | JANUARY 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES The National Pest Management Association added an element of fun to their usual coffee and donuts hours at their exhibit one year by making imprints in the coffee foam, as well as adding a donut wall. Megan Moloney Director of Meetings & Exhibits National Pest Management Association I would also encourage planners to be open and upfront about their needs right off the bat. It never hurts to ask for something you want. The worst they’re going to say is no. COURTESY OF MEGAN MOLONEY 37844.350.4522 Broadmoor.com 1 Lake Avenue, Colorado Springs, CO 80906 Welcome to the True Colorado Convention Experience. So much space, the possibilities are wide open. Nestled in the scenic foothills of the Rockies, The Colorado Springs Convention Center at The Broadmoor offers over 315,000 square feet of meeting space. And every detail and service has been considered to make your event a success. Book your event today at conventioncenter.broadmoor.com 315,000+ SQ FT MEETING SPACE 93,500 SQ FT TRUE EXHIBIT SPACE39 JANUARY 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES AUSTIN CONVENTION CENTER RENASANT CONVENTION CENTER CAESARS FORUMCOLORADO CONVENTION CENTER MILWAUKEE’S BAIRD CENTER SEATTLE CONVENTION CENTER | SUMMIT AMERICA’S PREMIER CENTERS CONVENTION A ssociation Conventions & Facilities magazine proudly presents the designees of our 2024 America’s Premier Convention Centers. These convention centers go above and beyond to stand out among the many centers around the country. They offer top-notch service and support, as well as promotional assistance, and supplier, facility and venue information to make planning meetings an easy, stress- free undertaking. These industry-leading convention centers earn their way atop planners’ lists nationwide — through expanded and upgraded facilities — and boast enough A/V and other technology to meet the needs of any of today’s face-to-face, virtual or hybrid meeting. Consider these Top Convention Centers for your next meeting, conference or event.Next >