< PreviousINDUSTRY INSIGHT themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2024 Savvy Scheduling It’s Not What You’re Spending, But How You’re Scheduling By Marlene Goldman Without strategic scheduling, other dangers for plan- ners include inefficient allocation of resources such as meeting rooms, audiovisual equipment and catering ser- vices, which can result in unnecessary expenses, under- utilization of resources or conflicts over availability. There are a range of basic and some sophisticated scheduling tools available to planners to avoid rushed preparations, last-minute changes, and increased stress for both planners and participants. Some of the basic options for scheduling meetings and events include well-known programs such as Excel and Google spreadsheets, which offer open access and can be cost- effective solutions. For example, planners can create a shared spreadsheet to track meeting dates, times, attendees and other rel- evant infor- mation. Both Excel and Google Sheets offer free templates that can be customized. There are more robust apps and programs that have been utilized with success by planners such as Slack, which also offers scheduling capabilities. Integrations with apps like Google Calendar allow planners to schedule meetings directly within Slack channels, making it easy to coordi- nate with team members without switching between dif- ferent platforms. Rose Lanham, president for Players for Good Athlete Speakers Bureau in Atlanta, GA, which connects event plan- T o help keep meeting schedules on track and events running smoothly, it’s essential for meeting planners to prioritize effective scheduling practices and invest in tools and processes that support organization and efficiency. 30ners with seasoned professional athlete speakers, says these more straightforward tools should not be overlooked. “If it’s not a big event, sometimes a simple option makes sense. You want to track your expenses, who’s in charge of what and who’s been paid,” says Lanham. She also suggests planners should choose tools that either are already used by their company or organization, or tools that can be integrated with an already existing CRM. “It’s helpful when it’s integrated in selecting a system. There probably is one software tool that the company has already spent half a million dollars on. There are also often features within any of these big programs like Siebel Systems or even Salesforce. You can ask the CTO, ‘Do you have something for our events team?’ And they probably have a tool or software system in place.” Lanham thinks that whatever the company or association uses is ideal because if the program is integrated with the CRM, it allows tasks like uploading an attendee list and add- ing cross-references at the end of an event. “It could track that these 700 people attended our event in Chicago and these 300 attended in New York. Now, we want to target them for our next Chicago event,” she explains. For smaller events or smaller teams, Lanham suggests 31 MARCH 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES DEPOSITPHOTOS.COMusing Google tools, which are helpful for people on different teams to get a lot done with a shared spreadsheet. She also offers some pre-preparation scheduling sugges- tions, such as checking with the CVBs where planners are considering hosting a meeting to first look at their existing calendar for what else is happening in that city at that time. “If you’re looking to hold a large event in Chicago, check with the CVB. Do they have a competitor coming in holding their conference? Is there a client of yours that you’re going to collaborate with? Just knowing what else is going on, you can avoid double booking with someone in your industry.” Scheduling Collaborations One added benefit could also be collaborating with another similar organization in a city at the same time. “We often did that with conference hotels where we had 1,000 people and we’d always asked who was coming before us and after us. And if I was working in Silicon Valley, there were many tech companies coming to Palm Springs or San Diego; we were all going the same places. Then you could ask, ‘Hey, could we collaborate? Maybe you hire the same band, and they play for one group on Wednesday night and the other group on Thursday night?” While Lanham believes simple works for helping multiple people communi- cate in a concise way, in a larger set- ting where there are multiple layers of management, plan- ners need to have more insight and a robust system. “I would just go back to that first inquiry about what systems have already been invested in,” she says. “Are there features to add to the system that the event plan- ner could use?” Without a struc- tured system for scheduling and tracking meet- ings, planners may struggle to moni- tor progress, track attendance, or evaluate the effectiveness of meetings over time, making it a challenge to identify areas for improvement and optimize scheduling practices. There are specific attributes planners can look for in decid- ing on a collaboration tool, such as effective customizable features. Rather than use a program the planner has always used, it’s important to make sure the planning tool caters to the specific needs of the event since each one is different. An example could be whether the tool offers easy viewing of upcoming tasks and deadlines, or whether the tool gives a cal- endar view for upcoming deadlines or different views to see upcoming tasks. The tool should be able to integrate with other systems already being used for the event. For example, if the vendor updates the budget on another tool, it should reflect in the plan- ner’s tool. Or if the speaker updates their notes in Google Docs, there should be a Google Apps integration so that changes are always in sync. Another requirement would be for the event planning software to provide templates to get the process started, rather than having to create everything from scratch. More Savvy Scheduling Tools One option for meeting professionals is Sprintful, appoint- ment scheduling software that integrates with Google Calen- dar, Outlook Calendar, Zoom, Microsoft Teams and numerous other services. The program offers branding, which can work with large teams and handle more complex processes. Some features include customizing group emails with a specific domain name, automated scheduling, calendar embedding, custom notifications, automated alerts, custom branding and a custom booking page. Airtable is a flexible database tool that can be used for various purposes, including scheduling. You can create cus- tom calendars and schedules, track RSVPs, and collaborate with team members. Project management tools like Trello, Monday.com, Base- camp or Asana can also help keep track of meeting schedules, tasks and deadlines. These platforms offer free versions with basic features that can be suf- ficient for smaller teams or projects. Asana helps planners organize work into a Kan- ban board, a visual tool that gives an overview of the current work sta- tus and simplifies team communica- tion. Asana can also display tasks in a vertical to-do list format, and view timelines in an easy-to-use Gantt chart format, which are bar charts that show what has to be done and when, very useful for optimizing and visual- izing content. Different groups can work together on projects and tasks using Asana Workspaces. Asana allows planners to add custom fields to add details to the event workflow such as the prior- ity of certain tasks, what stage they are in of completion and related costs. Trello is used by many teams for event planning, tasks and management. Some top features include task cards where planners can add attachments, documents, images, and other data to collaborate with other teams and external themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2024 Project management tools like Monday.com can also help keep track of meeting schedules, tasks and deadlines. These platforms offer free versions with basic features that can be sufficient for smaller teams or projects. COURTESY PHOTO 32vendors. Trello also has special features like a Butler that lets planners create commands to automate event management tasks including deadlines. Karen Brown, founder and principal for Members Inc., uses Trello for organizing webinars, as well as meetings and events. “We have a Trello board,” Brown says. “If something changes, then everybody gets notified on the Trello board immediately. We have deadlines that are set up in Trello that say, ‘this deadline hasn’t been met.’ It sends out notifications to everybody that’s on the Trello board letting everyone know, ‘this action hasn’t been done.’” Before using Trello, Brown and her team were commu- nicating by email, WhatsApp and text message. “We needed to find one method of communicating about specific things because it’s really hard to backtrack and see where we went off the rails. If I have a text message from somebody saying, ‘Oh, by the way, the CSM came by and said that you’re not allowed to have lanterns out on the deck after 7 p.m., so there- fore I’ve killed the lanterns,’ but that message is only a text message to me, and it doesn’t get out to the other 13 people, then it doesn’t work. We needed a way of consolidating all our information.” When Brown uses Trello for a meeting, the entire team has access to the board. “When something gets moved around or there’s a change in the schedule, the entire team will get noti- fied. There was a perfect example this morning. We changed our arrival date for the conference that’s coming up in May, so I changed the arrival date on the Trello board and the notification went out to everybody that’s on the Trello card that says, ‘Arrival Date.’” “I’ve got an overall master list of everything that has to happen at the conference. And then I can automate it to create cards on the timeline board so that for instance, if I’m setting up a meeting with our exhibition services company onsite the day before the conference is supposed to start, I’ll set that up on the master board and then make a copy of that card so that when we’re onsite, we’re looking at the timeline board that shows you everything.” Brown also benefits from the flexibility in ways information can be viewed with Trello. “You can look at the board and it looks like a bulletin board or you can look at it in calendar or in a table view. There’s also a Gantt view, and there’s all these power ups that you can buy or add on. This is just like the master overview way of looking at everything.” ClickUp is another popular project management software that tracks a project’s status all in one place. The customizable program tracks items such as the overall event budget, how much has been spent, remaining budget and payment status. Event organizers can use ClickUp for seating chart templates, which can help keep attendee data organized. It also offers itinerary templates to document an event’s details that can be used for any type of event. The tem- plates can help organize hotel bookings, flights, transporta- tion and travel schedules, while also keeping track of the event’s budget. ClickUp also offers an AI-powered assistant, ClickUp AI, which helps with writing event plans and creating content for the event. ClickUp Goals is another feature that helps mea- sure trackable goals and automate the process of tracking their progress. One of the main advantages of using savvy scheduling tools is that they can save event professionals a lot of time and money by helping them keep everything and everyone on track and by automating and simplifying communications — having all their team members and stakeholders on the same page. More importantly, they do what good event tech tools do: allow professionals to spend more time and money on more important tasks — budgeting, venue selection and event pro- motion — which all contribute to meeting the end goal of driving attendance and creating memorable experiences for everyone. | AC&F | MARCH 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES PHOTO BY ADRI GUYER When scheduling entertainment for an event, planners should talk to CVBs about other planners holding events in the area to possibly collaborate on booking talent — saving time and money. Karen Brown Founder and Principal Members Inc. We have deadlines that are set up in Trello that say, ‘this deadline hasn’t been met.’ It sends out notifications to everybody that’s on the Trello board letting everyone know, ‘this action hasn’t been done.’ 33themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2024 Bahamas | Caribbean Sun-Seekers Come Together in the Caribbean By Maura Keller Recently, Janelle Thompson, donned her meeting plan- ner hat to plan a meeting for the Insurance Association of the Caribbean at the Atlantis Paradise Island in the Bahamas. “My experience working with Atlantis as a planner was truly outstanding. The staff’s unwavering commitment to excellence was evident at every stage of the event,” says Thompson, who currently serves as CEO of the association. “From meticulous planning to flawless execution, their professionalism shone through. The attentive and courteous demeanor of the staff elevated the overall experience, making it a top choice for future corporate gatherings. I highly recom- mend their services for seamless and successful events.” Atlantis Paradise Island features over 500,000 sf of meet- ing facilities and conference spaces. From awards banquets to swanky parties to gourmet board of director dinners, the resort can design food and beverage offerings and spaces to accom- modate each group’s specific needs. And for each attendee staying at Atlantis Paradise Island, they can embark on the adventures that the resort offers — from the venue’s 141-acre waterscape to gaming lessons in the casino, to awe-inspiring marina life exhibits to hitting the links at the golf course that offers stunning ocean views. Elsewhere in the Bahamas, Baha Mar is the leading luxury resort destination in The Bahamas, and is home to iconic oceanfront hotels including the Rosewood Baha Mar, SLS Baha Mar and the stylish and modern Grand Hyatt Baha Mar, which offers stunning views of the ocean, dramatic architecture and modern luxury. Grand Hyatt Baha Mar offers over 200,000 sf of indoor and outdoor event space, including one of the largest facilities in the Bahamas — the 82,000-sf Baha Mar Convention, Arts & Entertainment Center, ideal for events of all sizes including day and night events, conventions, receptions and smaller- scale meeting rooms. The Greenfield Group, Corp. (TGG), is a Dallas-based full- service experiential event agency pioneered by Cassandra and Jason Greenfield in 2013. Chief operations officer, Jason Greenfield says the company was founded with the goal of delivering top-tier agency experiential service to organiza- tions looking for a high-touch and a results-oriented approach to their event programs. The Greenfield Group covers consumer engagement through sponsorship and at-retail brand activation, B2B sales meetings and trade shows, as well as internal corporate events for c-suite outings and sales incentive trips. Greenfield says I t’s not hard to imagine why meeting professionals seeking the wonder of turquoise waters, white sandy beaches, and the warm sun of the tropics, come together in the Caribbean. Who doesn’t like to combine business and leisure? While this tropical destination might create a certain expectation for the meeting — less emphasis on work and more on vacation for the attendees — it is an exceptional choice for business travel. DESTINATION UPDATE 34event planners should consider the Caribbean for meetings and events for two key reasons: novelty and simplicity. “If the purpose of the destination event aligns with getting away from distractions so that the focus is on the company and event, the Caribbean is the way to go. Or, if the goal is to provide a premium experience that will inspire higher internal produc- tivity as a means of earning a spot on a future trip, the Caribbe- an’s idyllic beaches, premium resorts, and wide range of cultural and adventure excursions, will surely do the trick,” he says. As for simplicity, Greenfield has found that guests are less likely to build their own agenda in a remote foreign location versus that same ambition in the States. That brings a huge peace of mind for planners and execu- tive hosts alike. “Planners should also consider the Caribbean because it is friendlier on the budget than your cli- ent may think. Individual meals and bar tabs add up quickly, and it spoils the relationship building aspect of the trip when the guests feel that they are being policed, and the planner has a CFO on overwatch every step of the way,” Greenfield says. “There’s a peace of mind know- ing about where the costs will land as you go into the trip. If the higher airfare is a concern, consider chartering a commercial flight. We did that once for a large group coming out of Dallas, and the employees thought it was cool having their own plane.” The Greenfield Group greatly succeeded with the Secrets’ all-inclusive properties in Mexico’s Riviera Maya. Conversely, they have taken employee-only groups to compact properties with onsite casinos in Punta Cana, Dominican Republic and San Juan, Puerto Rico. These groups were not looking for galivanting and seclusion, just great service, and easy access to gathering spots and places to play. “If peace, serenity, and being pampered to the max is on order, Ocho Rios, on Jamaica’s northern shore is hard to beat,” Greenfield says. He recommends planners pay attention to the “high sea- son” and major festivals. Prices and occupation rates will spike around those events. A great, five-star or five-diamond resort will feel roomy even at full occupancy. However, the destinations’ offsite locations and entertainment options will be highly trafficked and in high demand, which can dampen the feeling of exclusivity that you’ve curated. Also, Greenfield says planners should be sure to program down time for corporate guests, especially if plus-ones are part of the picture. You may have to wrestle with your clients on this one. “We’ve seen companies want to pack an itinerary with meetings, mixers and departmental events where the execs 35 MARCH 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES Janelle Thompson Meeting Planner/ CEO and Executive Director Insurance Association of the Caribbean The staff’s unwavering commitment to excellence was evident at every stage of the event. COURTESY PHOTOS Atlantic Paradise Island offers five hotels in one resort and plenty of amenities. Attendees can win big at the casino, make a splash in the 141-acres aquaventure water park, swim with the dolphins in Dolphin Cay, enjoy a Junkanoo band and more.EVERYTHING YOU EXPECT. MORE THAN YOU IMAGINE.1-800-722-2449 A TRANSFORMING EXPERIENCE AWAITS AT THE ROYAL Step inside this legendary property and be captivated by the all-new design. Whether you want to relax in one of our newly renovated rooms, play in our reimagined casino, or enjoy a meal prepared by one of our three Michelin-starred chefs, there’s nothing better than bonding and team building in Paradise.can have facetime with their employee groups,” Greenfield says. “All of that is valuable, but it will be regarded as a miss if you make the effort to get people to a premium destination and then don’t give them a chance to explore it on their own terms or just relax.” U.S. Virgin Islands The U.S. Virgin Islands (USVI) offer both meeting attend- ees and meeting planners a unique and enticing experience for corporate events. The scenic beauty of the USVI is one of the biggest draws for both meeting planners and attendees alike. The region boasts breathtaking turquoise waters and stunning landscapes, providing a picturesque backdrop for meetings and activities. Attendees can enjoy the natural beauty of the islands while attending business sessions. Beyond the conference room, the USVI offers a wide range of group activities for team building and relaxation. From sun- set sails and evening kayaking to food tours in historic towns, group horseback riding along beautiful beaches, or snorkeling in the National Park’s underwater trail, there are numerous ways for attendees to bond and create lasting memories. “As the Commissioner of the U.S. Virgin Islands Department of Tourism, I welcome meeting planners to consider our enchant- ing islands for their events,” says Joseph Boschulte. “Embrace the Caribbean spirit with local music, cuisine and customs for an authentic island experience. Choose the right island among St. Thomas, St. John and St. Croix, each with its unique appeal.” Plan outdoor activities like water sports, hiking or histori- cal tours for unforgettable experiences. Various accommoda- tions cater to different preferences and budgets, from luxury resorts to boutique hotels and vacation rentals. Association meeting planners can collaborate with local event planners and DMCs for valuable insights. “The USVI is easily accessible via major airlines. Embrace the relaxed ‘island time’ pace,” Boschulte said. Helene Falgia, the founder of Fancy Meeting You Here in Brightwaters, NY, shared her insights on choosing the U.S. Virgin Islands for a recent meeting group. She says, “We selected the U.S. Virgin Islands for our event because it per- fectly aligned with our attendees’ preferences. They didn’t want to leave the country, and the U.S. Virgin Islands provided the ideal domestic travel option. The stunning natural beauty, warm hospitality and unique experiences offered in the Virgin Islands made it an excellent choice. We’re excited to continue our trips to this destination in 2024 and 2025, knowing it meets our needs perfectly.” Indeed, the USVI offers meeting planners a wide range of versatile meeting spaces suitable for various group sizes, accommodating anywhere from five to 500 attendees. Meeting planners can find venues that match their specific event requirements. In addition, meeting planners can find destination manage- ment support, including experienced meeting managers and destination management companies (DMCs) throughout the USVI to assist event planners with the latest technology and creative itineraries. They can help curate unique experiences and ensure that events run smoothly. Boschulte also points to the USVI’s diverse venue options, which allow meeting planners to choose from options including first-class luxury resorts, intimate hideaways and elegant off-site locations for hosting functions. This diversity allows for tailored event planning — something that today’s attendees request. And although the USVI are an exotic desti- nation, the region is easily accessible with non- stop service from major carriers departing from various U.S. gateways. U.S. citizens do not need passports to visit, simplifying travel logistics. “The U.S. Virgin Islands provide an ideal combination of natural beauty, diverse activities, versatile meeting spaces, and destination sup- port for both meeting attendees and planners,” Boschulte says. The islands offer a unique blend of business and leisure, making it a compelling choice for association events. To make attendees’ experience within the USVI memorable, meeting planners should encourage sustainability practices during events, such as reducing plastic waste and supporting local conserva- tion initiatives — activities which align with the USVI’s com- mitment to environmental responsibility. When planning an association event in the USVI, try to highlight the area’s rich history and culture with cultural per- formances and visits to historical sites and invite local artisan to showcase their art to give attendees a taste of the region’s heritage. Aruba Thanks in part to its miles of glorious white-sand beaches and many all-inclusive resorts, Aruba has become a mecca of sorts for meetings and events. Windswept vistas, crystal-clear waters, colorful colonial buildings and uncrowded beaches serve as the backdrop for many of these association gatherings. In addition to being a beloved destination for sun-seekers, Aruba’s many resorts offer exceptional meeting venues that leave both planners and attendees wanting more. Hyatt Regency Aruba Resort Spa and Casino offers event attendees the perfect space to connect on One Happy Island. The 12-acre beachfront resort fronts miles of soft white sands themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIESMARCH 2024 Obagi Medical held a Circle of Excellence event at The Ritz Carlton St Thomas, which offers a watersports team to help attendees with Hobie cats, kayaks, snorkel equipment, stand up paddle boards, sailing and other water sports adventures. COURTESY OF HELENE FALGIA 38for attendees to explore. Also Hyatt Regency Aruba is a respite, offering attendees a place to “get away from it all,” its central location in the heart of Palm Beach, so group attendees are always just minutes from indoor or outdoor resort meeting and event spaces, activities, neighborhood entertainment, boutique shopping, or setting sail on a sea excursion from the resort’s pier. The resort also features more than 33,000 sf of indoor and outdoor function space. The largest indoor space is 5,500 sf, while the largest outdoor space is 4,908 sf, accommodates up to 700 attendees, and is a stunning, idyllic beachfront setting for a gathering in the sand. The event lawn can host up to 250 attendees, and offers wonderful beach and pool views. Perfect for cocktail parties, coffee breaks, elegant dinners and luncheons, the event lawn is a favorite of many planners. For smaller events, the resort’s Beach Palapa space is ideal for small receptions and dinners and can accommodate up to 80 guests. For more grand gatherings, the Regency Ballroom features 5,290 sf of event space and can accommodate up to 600 attendees. Attendees can enjoy free time at one or both of the two unique pool settings — a serene beachfront adult pool off the Trankilo Wing or the activity pool in the central courtyard, featuring a fun-for-all-ages two-story water slide and swim-up bar and grill. The resort also has nine restaurants and bars, an 11,200 sf casino, a rejuvenating spa, a fitness center, as well as tennis and pickleball courts. Puerto Rico Considered to be one of the most beautiful, culturally diverse and accessible islands in the Caribbean, Puerto Rico is a sunburst of tropical indulgences. People don’t just go to Puerto Rico to lie on the beach, they also go for the golf, tennis, snorkeling and windsurf- ing. If this is paradise — and many say it is — it affords all the advantages of U.S. meeting destinations, with plenty of exotic flourishes to savor. Even vet- eran meeting planners, accustomed to crossing off names of destinations with “been there, done that” abandon, find themselves returning year after year to this palm-swept Caribbean jewel. And one of the biggest draws to Puerto Rico is the Puerto Rico Conven- tion Center. With 600,000 sf of event and meeting space, the convention cen- ter can host up to 10,000 attendees and offers a wealth of different space con- figurations to meet the needs of large and small gatherings. In addition, many unique venues for meetings and events dot the Puerto Rico area — from historic casinos to famous rum distilleries, to all-inclusive resorts — offering distinctive meeting experiences for attendees. Dominican Republic In recent years, the Dominican Republic has grown in pop- ularity for Caribbean-minded meeting planners. And for good reason. Teeming with historical and interesting sites amid gorgeous environs (think tropically landscapes, cobblestone streets and colonial architecture), the Dominican Republic offers a vibrant, yet relaxed experience for meeting attendees. A favorite resort destination for meetings and events is the Casa de Campo Resort and Villas in La Romana, Dominican Republic. Considered to be a luxury wellness destination, Casa de Campo is the ideal place to mix business and pleasure. Here, attendees can enjoy unique spa services, golfing along the Caribbean Sea. Cayman Islands Uncovering what the Cayman Islands offer meeting and event attendees only takes a small sense of adventure. And while the Cayman Islands may feel like a truly exotic locale to host an association’s event, it is a cosmopolitan place filled with rich local cul- ture, beautiful landscapes, and venues filled with event options that will surprise and delight attendees. According to the Cayman Islands Department of Tourism, the region offers a variety of indoor and outdoor event venues — from stun- ning oceanfront spaces to luxurious five-star resorts, including such gems at The Ritz-Carlton, Grand Cayman, The Westin Grand Cay- man Seven Mile Beach Resort & Spa, and the Kimpton Seafire Resort & Spa. In addition, attendees can revel in the myriad of team-building opportunities throughout the region, including snorkeling, beach scavenger hunts, golf and other activities. Coming together in the Caribbean, a special place where the locals’ everyday treasures become your meeting space and playground is quite an experience, and the level of service and venue options are at the highest level — comparable to any other place in the world. | AC&F | MARCH 2024 themeetingmagazines.comASSOCIATION CONVENTIONS & FACILITIES The Puerto Rico Convention Center, located in San Juan, is the largest and most technologically advanced in the Caribbean. With 600,000 sf, this modern marvel has lots to offer. Helene Falgia Founder, Fancy Meeting You Here The stunning natural beauty, warm hospitality and unique experiences offered in the Virgin Islands made it an excellent choice. DISCOVER PUERTO RICO 39Next >