< PreviousC ities across the country are showing their commitment to the meetings and conventions industry with a host of convention center expansions and renovations. Some of those upgrades are based on demand in smaller cities that are growing in popularity with meeting groups, while some renovations are geared toward keeping up with attendee preferences. According to Dan Hoffend, executive vice president of convention centers of venue and event management com- pany ASM Global, convention centers must evolve to meet the diverse needs of today's multi-generational attendees. “Next-gen event goers crave personalized, immersive experiences that entertain and inspire but business and con- nections are still key to impactful events, and the insurance and financial industries are no exception. Our role is to evolve with the market and create the best-in-class settings to foster engagement and delight across all age groups.” One of the most extensive expansions to debut this year is the Baird Center in Milwaukee, which is in the spotlight as it prepares to host this July’s Republican National Convention. The Baird Center doubled the convention center footprint to 1.3 million sf. The $456 million update added 24 new meet- ing rooms, six new loading docks, and brought the size of the exhibition space to 300,000 contiguous sf. There is also a new 32,000-sf rooftop ballroom wraparound rooftop terrace over- looking the Wisconsin Center District. “The expansion allows for larger events than Baird Center was able to accommodate in the past. But the real benefit to groups wanting to hold events here is that we can now book simultaneous and overlapping events,” says Marty Brooks, president and CEO of the Wisconsin Center District. “We were turning away as many events as we were book- ing,” Brooks says. “It also means a greater economic impact to local hotels, restaurants and small businesses. The expansion is projected to bring in 100,000 additional out of state visitors themeetingmagazines.com 20 JUNE 2024 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT The Latest Renovations at U.S. Convention Centers BY MARLENE GOLDMAN | UPGRADED VENUES | EXTENSIVE EXPANSIONS TURNER PR Following a $456M expansion of the Baird Center in Milwaukee, WI, city and county officials recently celebrated the grand opening with a ribbon-cutting ceremony.each year. That is going to result in billions of dollars being added to our local economy over the next several decades.” Baird Center also offers sustainable features including a solar roof, recycled steel and bird-friendly fritted glass, as it pursues LEED Silver certifica- tion for the expansion. AUSTIN Austin is planning a complete convention center redo to keep up with demand, as the 11th larg- est city in the U.S. has the 60th largest convention center. “The current convention center suffers from a lack of meeting space and adequate exhibit hall and ballroom space compared to its peers,” says Trisha Tatro, director, Austin Convention Cen- ter Department. “Presently, the center must reject nearly half of its business leads due to space limitations and availability constraints. Our strategy will nearly double the available rentable space while guarantee- ing adaptability to market dynamics and responsiveness to customer needs." The current convention center is scheduled to close in April 2025 after SXSW — South by Southwest, an annual conglomeration of parallel film, interactive media, and music festivals and conferences organized jointly that take place in mid-March in Austin, TX. Demo and construction are estimated to take 40 months with a grand opening in 2029. The estimated project cost for the Austin Convention Center redevelopment and expansion is $1.6 billion. With a bigger convention center, the economic impact to Austin is estimated to jump to over $750 million annually, from the current $468 million. “We are already collaborating with clients to ensure that mid-year 2029 and beyond, will be our most successful yet,” says Paul Barnes, deputy director, COO, Austin Convention Center Department. In the interim, there are hotels working together to form “collec- tions” grouping properties that are close together to attract meetings business. One that has been active since 2017 near the University of Texas is the University Collection, which includes AT&T Hotel and Conference Center's 85,000 sf of event space and 297 hotel rooms, plus more than 800 hotel rooms within the collection. Josh Delgado, AT&T Hotel’s director of sales & marketing, says “We're unique in the sense that we have a lot of breakout rooms. We are what I call turnkey luxury.” Along with the University Collection, there is also the Red River Collection and Second Street Collection, and there are a few others in the works. Creating these “collections” or “cam- pus-style” packages is one of the many strategies Visit Austin has proposed to our hotels and larger Austin hospitality com- munity as a way to help mitigate the loss of room nights due to the closure of the convention center. FORT WORTH Fort Worth is also working on an expansion of its conven- tion center. Phase 1 of the project, under construction now, will deliver new food and beverage facilities, increase the center’s loading docks from seven to 11, create a grand atrium southeast entrance and realign Commerce Street to create a site pad for a future convention hotel. This $95 million phase is expected to be completed in early 2026. INSURANCE & FINANCIAL MEETINGS MANAGEMENT | JUNE 2024themeetingmagazines.com 21 COURTESY VISIT INDY Indianapolis is working on its sixth expansion of the Indiana Convention Center. Austin Convention CenterPhase 2 will demolish a 1968 arena, add more docks and a flexible ballroom, meeting and exhibit space. Fund- ing of approximately $606 million will come from a voter- approved 2% increase in the city’s hotel occupancy tax. Construction is expected to begin in late 2026 and be com- pleted by late 2029. “With the increase in meeting room space, we aim to attract more national and international conference groups in any industry but targeting the biomedical, financial, tech- nology and mobility sectors,” says Cynthia Serrano, general manager of the Fort Worth Convention Center. The 618-room Omni Fort Worth Hotel, across from the convention center, also is working on a more than $200 million expansion, which will add 400 guest rooms and 50,000 sf of new meeting space. The project is anticipated to open in 2026. Fort Worth-based Nation’s Best Sports (NBS) hosts its semi-annual markets for 2,500 – 2,800 attendees and its spe- cialty markets for 550 - 660 at the center. “We have a great relationship with the Fort Worth Conven- tion Center personnel. From sales to event planning, customer service is above par. The planning experience is seamless,” says Angela Mooney, corporate secretary and vice president of administration. Though NBS is contracted with the center through 2025, they will have to host its semi-annual markets elsewhere until the expansion is complete, according to Mooney. INDIANAPOLIS Indianapolis is working on its sixth expansion of the Indiana Convention Center (ICC). The project will include the addition of about 143,500 sf of usable space including a 50,000-sf ballroom. When completed in the second half of 2026, the total exhibit hall, ballroom, meeting room and pre-function space at Indianapolis's convention center and Lucas Oil Stadium complex will be more than 1.2 million sf. ICC will house one of the top 10 convention center ball- rooms by size in the U.S. and allow the option to host two city- wide conventions at one time. A skywalk over Capitol Avenue will connect the expansion to the existing convention center without disrupting the existing convention center space. Under construction is also an 800-room Signia Hilton that will be connected to the convention facility by a climate- controlled skywalk, bringing the number of hotel rooms with direct access to the center up to 5,520. “By diversifying and expanding our convention pack- age, Indy becomes more marketable to business, leisure and group travelers,” says Chris Gahl, executive vice president and chief marketing officer for Visit Indy. “The announcement of this project resulted in new customers booking Indy for 2026 and beyond.” Bryan Wood, chief learning and events officer, Hospital- ity Financial and Technology Professionals (HFTP), will be hosting in June 2025 their Hospitality Technology Industry Exhibition and Conference, otherwise known as HITEC, with an expected draw of 6,000 attendees. “The local hospitality community that surrounds the convention center, with ease of access to the numerous hotel options and brand availability, makes it a great location for planners,” Wood says. “The compactness of the exhibit halls in relation to the meetings rooms makes it easy for attendee flow.” He says the upcoming expansion makes Indy an even more attractive as a convention market opportunity. NEW ORLEANS The Ernest N. Morial New Orleans Convention Center has been undergoing a $557 million upgrade for several years. “Back in 2018, a $557 million Capital Improvement Plan was approved to move our Convention Center out of the 1980s and into the modern meeting era,” says Michael Sawaya, pres- ident and general manager of the convention center. Projects recently completed or currently underway include a $40 million roof replacement. The new 40-acre “cool roof” reflects heat, which will increase energy savings. The upgrades also include a $65 million, 7.5-acre pedes- trian park and transportation center with dedicated walk- ways, outdoor seating, landscaping and centralized access for buses, shuttles, taxis and ride shares. Other updates include modernized public spaces with charging stations and renova- tions to its 140 meeting rooms and public gathering spaces. “Planners are responding to the demands from attendees for their experience to be more ‘experiential,’ which is why we are incorporating more of those options in our convention center,” Sawaya says. Just announced in May, the convention center’s governing board plans to buy a property directly across the street and partner with Omni Hotels & Resorts to build New Orleans’ first headquarters hotel. “The headquarters hotel will have up to 1,000 hotel rooms and 100,000 sf of venue space, greatly improving our hosting ability and attracting a brand-new audience to our city,” Sawaya says. ORLANDO In 2019, the Orange County Convention Center (OCCC) in Orlando embarked upon a Capital Improvement Plan of the themeetingmagazines.com 22 JUNE 2024 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT GRAND ENOUGH FOR YOUR BEST PEOPLE AND THEIR BIGGEST IDEAS. COURTESY PHOTO The 125,000 sf Bartolin Hall at The Broadmoor in Colorado Springs, CO, is a popular spot for large events. The venue offers more than 200,000 sf of meeting and event space overall.GRAND ENOUGH FOR YOUR BEST PEOPLE AND THEIR BIGGEST IDEAS.North-South Building for two Campus Master Plan projects, titled Phase 5A and Phase 5B. When completed, both phases will provide a grand total of 1.15 million sf of exhibit space in the North-South Building, bringing total exhibit space at the OCCC to 2.3 million sf. In 2023, $560 million was approved for Phase 5A comple- tion, which consists of a Convention Way Grand Concourse that will include an additional 60,000 sf of meeting space and an 80,000-sf ballroom. Once approved, Phase 5B would bring an additional 200,000 sf of contiguous exhibit space to the building, while also incorporating connectivity between the North and South Concourses. GREATER FORT LAUDERDALE/ BROWARD COUNTY Following the 2021 expansion of the Greater Fort Lauder- dale/Broward County Conventions Center with a 350,000-sf exhibit hall and two ballrooms, Phase 2 is underway with completion slated for late 2025. This phase includes a new East building featuring a 65,000-sf waterfront ballroom, a new ballroom, multiple breakout rooms and foyers. The new 801 room Omni Fort Lauderdale headquarters hotel, which will connect to the existing west convention cen- ter and a six-acre waterfront plaza are also in the works. “Once completed our total space will be 1.2 million, double our origi- nal footprint,” according to Mike Pouey, VP, Business Devel- opment & Sales Operations for Visit Lauderdale. “The expanded expo space technically puts us in the ‘mega’ convention centers category (350 – 999K) so we can now host tradeshows requiring 2,000 exhibits or massive sporting events,” Pouey says. “On the other hand, with the new two-building dynamic (east and west) we will be able to operate two large events simultaneously without any interfer- ence of attendees.” The expansion is aiming for LEED Gold certification. “This project is a flagship accomplishment for Broward County,” Pouey says. “By expanding our space we will attract larger events, filling up more hotel rooms, driving more revenue spend to our local businesses and provide additional jobs for our residents.” MIAMI BEACH The all-new Coastal Convention Center at Fontainebleau Miami Beach is slated to open this fall. It spans five floors and 45,000 sf, including a 16,500-sf divisible grand ballroom with an outdoor terrace, a 9,500-sf junior ballroom and 15 meeting rooms. “Fontainebleau Miami Beach already has around 200,000 sf of meeting space, so the addition of the Coastal Conven- tion Center allows the hotel to host even larger groups and provide a smooth experience when multiple groups are in- house,” says Phil Goldfarb, president and COO, Fontaineb- leau Miami Beach. Jessica Baran, vice president of sales, catering, and rev- enue, Fontainebleau Miami Beach, adds, “We are looking forward to hosting corporate, high-end associations seeking a sophisticated, state-of-the-art modern facility that will give the group exclusivity to the entire space. We also want to tar- get the incentive market where a group can host their celebra- tions and meals in one location while enjoying the amenities only a property our size can offer: 12 restaurants and lounges, a 40,000-sf Lapis Spa, adjacent marina, and an oceanfront location to name a few.” CLEVELAND An expansion to Cleveland's LEED Gold Huntington Convention Center of Cleveland, part of a $49 million invest- ment, is underway. “We’ve added about 100,000 sf of total space, which is going to completely change what we can do for the city,” says Travis Poppell, director of sales and marketing for the con- vention center. The upgrades, which will also be made to the center’s more than 25 meeting rooms, will add 17 new breakout rooms for a total of 60, and will boost its event space from 475,000 sf to about 553,000 sf. There will be an expanded ballroom, a second-floor terrace with views of downtown, plus new themeetingmagazines.com 24 JUNE 2024 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT COURTESY VISIT LAUDERDALECOURTESY RENDERING The Omni Fort Lauderdale Hotel, connected to the Broward County Convention Center in Florida, will open next year. The Huntington Convention Center of Cleveland, OH, is currently undergoing a $49M renovation.staircases and escalators to accommodate more people. The updates are expected to be completed this summer, in time for the city to host some 5,000 attendees at the American Society of Association Executives' (ASAE) Annual Meet- ing & Exposition. Deborah Borak, vice president/team director, Conferen- ceDirect, books groups at the convention center. “The Hun- tington Convention Center is one of the easiest centers to work with, specifically because of their in-house AV provider and the fact that the center is one of the most technologically advanced convention centers in the world. When I work with this center, I don’t have to worry that there will be surprises in pricing and service as they execute events seamlessly.” She is looking forward to the renovations, which will make it more functional. “It is nice to see the city repurpose space and add things that are important to conference plan- ners, such as the new ballroom, special suites for meetings or entertaining and the most exciting addition, the rooftop terrace,” Borak says. “It will be the perfect spot for meals and receptions. Many clients want a different or unique space for their special events. Having the terrace will pro- vide another option for groups and save them money on transportation to off-site venues. I believe it will set Cleve- land apart from their competitors.” CINCINNATI Downtown Cincinnati will undergo a $700 million trans- formation with the development of a Convention District, which will be a reimagined Duke Energy Convention Center connected to a new headquarters hotel. The upgraded center will house an additional 12,000 sf of modernized exhibit hall space, upgraded meeting and ball- rooms, an expansive rooftop terrace, as well as major improve- ments to building systems and technology making it much more energy efficient. The development will extend outdoors to create a two- acre park and outdoor convention area for events. The project is expected to cost $240 million and is expected to take about 18 months to complete. ST. LOUIS St. Louis is revamping its convention center complex. Dubbed AC Next Gen, a $256 million expansion and facelift are underway at the America’s Center Convention Complex, with the first phase scheduled to be completed this year. “The plans for AC Next Gen include a new 72,000-sf exhibit hall, new entrance on Martin Luther King Boulevard and enhancement of the Washington Avenue entrance,” says Brian Hall, Explore St. Louis’ chief marketing officer. “The update will offer more than twice the number of load- ing docks for access to the exhibit space,” Hall adds. “In addi- tion, the docks will be enclosed, making access easier for exhib- itors, and improving the streetscape for the neighborhood.” The plans also include turning what is now a parking lot into a large green space for outdoor events. “The project includes the creation of a food garden with around 40 raised beds that will supply our kitchens and allow us to share any unused produce with food pantries in the region,” Hall says. LAS VEGAS Following the Las Vegas Convention Center’s (LVCC) $1 billion West Hall expansion in 2021, a $600 million renova- tion of the facility’s legacy campus was launched in 2023 to extend the West Hall’s contemporary design, architecture and customer experience to the legacy campus. Construction work is now complete on the South Hall, and it will continue in the Central and North halls through 2025. “Most of our insurance and financial planners prefer the integrated resort concept and therefore tend to use properties in our destination as opposed to the convention center,” says Lisa Messina, chief sales officer for the Las Vegas Convention Center. “However, we are excited to welcome new custom- ers on the horizon, such as Money 20/20, where the size and event design of the Las Vegas Convention Center made it the best fit for their organization’s vision.” The focus on improving the convention districts and cen- ters for a better attendee experience and expanded options for planners is a growing trend that reflects the strength of the meetings and convention industry. I & FMM INSURANCE & FINANCIAL MEETINGS MANAGEMENT | JUNE 2024themeetingmagazines.com 25 COURTESY OF MOODY NOLANCOURTESY EXPLORE ST. LOUIS A $256M expansion is underway at the America’s Center Convention Complex in downtown St. Louis, MO. The Duke Energy Convention Center in Cincinnati, OH, currently being reimagined, offers more than 750,000 sf of meeting space. I t doesn’t make people register for a meeting, but food is one of the most talked about elements of an event, and it’s among attendees’ lingering memories. The considerations that must be made when order- ing what’s served and how to do it though can be end- less. What cuisine? Are the ingredients seasonal? Does the hotel make sustainability efforts? The list goes on. Meeting planners are addressing these ques- tions and more. “Food is a really important part of the meeting experience,” says independent financial and insurance meeting planner Jennifer Squeglia, of RLC Events. “There’s a lot to be said for breaking bread together; you get to know people that way. Plus, it’s nice not to go into the kitchen and make your food, as we did during COVID when we were on Zoom meetings.” SEASONAL OFFERINGS The first task of plan- ners with summer events is to capitalize on the season’s ingredients and its nostalgia. “I have a program coming up in Boston, and the city is all about seafood so we’ll probably incorporate that into the menu,” says Karin Pontelandolfo, CMP, event manager, meet- ing management & event strategy, Liberty Mutual Insurance. “We also want to have an oyster bar.” For a meeting earlier in the summer, she adds that Liberty Mutual is headed to Sarasota, FL, and says, “We like to do something seasonal; maybe we’ll use peaches for dessert.” Staying seasonal can help groups positively impact communities, Pontelandolfo states. “It’s more sustain- able because if a hotel uses locally sourced, seasonal items the staff can go to the area farm for ingredients [without transportation.]” Summer ingredients also foster happy memories. “Ice cream and gelato are great for dessert,” Squeglia asserts. “They remind people of camp- ing. Summers are more fun so menus can incorporate that.” More specifically, she states, “A s’more’s station is especially popular in the summer. It’s a lot of fun and very nostalgic for attend- ees. The hotel I worked with provided multiple types of graham crackers, marshmal- lows, chocolate and other delights. Attendees loved it.” Squeglia advises other planners to be clear with hotels about what they want. “Culinary teams have come a long way, you can say to them, ‘Our theme is summer picnic, what can your chef do?’ And I always ask what the chef likes to do. Maybe (s)he loves to barbeque.” Summer’s bounty varies by destination so planners must do some research, notes Tracy Stuckrath, founder and chief connecting officer of thrive! meetings & events, and host of the Eating at a Meeting podcast. “Ask the chef what’s in season and look at local guides,” says Stuckrath. For example, seasonalfoodguide.org enables users to search by state. PHOTO BY NICK TORTAJADA Choosing fun F&B selections that are fresh and in season is always a winner, as is having a mix of healthy and not-so-healthy options. themeetingmagazines.com 26 JUNE 2024 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT A Fresh Take on Culinary Experiences at Events BY RAYNA KATZ | PLANNER TIPS | SUMMER F&B TRENDSSAFETY AND SATIETY A priority for meeting planners when ordering food is keeping attendees with allergies safe. “It’s front of mind because we want everyone to be safe, happy and healthy,” says Heather Nutter, manager of conferences and events for Common- wealth. “We model the eight major food allergens, identified by the Food Allergen Labeling and Consumer Protection Act, so our labels say, ‘con- tains shellfish, dairy, gluten’ etc.” Food safety is a focus for Squeglia too. “We make sure we know attendees’ needs and we alert someone on the floor from banquets. If an attendee has severe aller- gies, we might ask to go through the buffet with her; I do it discreetly. Attendees have been receptive; it comforts them.” Pontelandolfo asks if attendees carry an EpiPen. “We want to know if [a dietary request] is life-threatening or if it’s just ‘I don’t want to eat gluten.’ In the welcome packet, we provide a card with an attendees’ dietary preferences and instructions like, ‘If you’re having trouble finding something you can eat, contact a certain person, such as the banquet manager.’ Then we work closely with the hotel on food labeling. We want attendees to know we take their allergies seriously.” COURTESY THE HUNTINGTON CONVENTION CENTER OF CLEVELAND INSURANCE & FINANCIAL MEETINGS MANAGEMENT | JUNE 2024themeetingmagazines.com Karin Pontelandolfo, CMP, Event Manager, Meeting Management & Event Strategy, Liberty Mutual Insurance. It’s more sustainable because if a hotel uses locally sourced, seasonal items the staff can go to the area farm for ingredients [without transportation.] Be aware of attendees’ preferences. For example, grilled shrimp will not be eatable for attendees who keep kosher or who have a shellfish allergy. 27For their part, attendees want information about what they’re eating, Stuckrath says. “People want to know what’s in their food, for allergens and to be healthier.” Many meeting goers are more nutrition-conscious now, but planners have to satisfy multiple audiences. “You have those who want to eat healthy while some people still want the ‘fun food’ so we try to balance the healthy with the unhealthy,” Pontelandolfo shares. “For example, on a morning break we’ll have smoothies, or fruit and mini muffins.” Even without requests, some planners make sure to pro- vide nutritious options. “Some people’s good habits go out the window when they travel so we want to be sure attendees have healthy options,” says Squeglia. “Hotels have gotten better about not just having a bowl of bananas when we ask for some fruit.” CHEF ENGAGEMENT In general, attendees show more curiosity now about what they’re served, she notes. “More often people want to know where the food comes from. They’re coming up to food stations and asking chefs ‘Where does [an ingredient] come from?’ Or sometimes hotels display signage on a cheese station, for example, saying the farm where the product came from.” Before, Squeglia says, “Chefs were behind the curtain, like the Wizard of Oz, but now people like to engage with them. Some- times there is a ‘chef engagement fee’ of $150 to $250; but as plan- ners, we need to be transparent about budget with our partners. You can rob Peter to pay Paul, moving money from lunch, for example, to provide more of a ‘wow’ at the welcome reception.” Planners are finding ways to make the most of attendees’ interest in food and beverage. “I’m starting to combine our food and beverage activations with gifting,” explains Pon- telandolfo. “Earlier this year, we had a tea blending station, where people blended their teas and put them into a sashay to take home. It’s just a little more fun; it adds interaction.” That’s a positive offering, she says, “because interac- tive and live elements always help jazz up an evening event. Whenever possible, I like to have a live-action chef cooking in front of the guests, as opposed to serving food from chafing dishes. For example, if there is a beef station, I always try to set it up with the chef grilling in front of everyone; the smells are delicious. We also have brought in bartenders who used dry ice ‘smoke,’ which is always fun and draws a crowd.” SUSTAINABLE EFFORTS In lockstep with society, an area in which planners have made big improvements is in their groups’ efforts to save the planet. Nutter and Pontelandolfo are giving attendees aluminum water bottles to cut down on plastic, and at Commonwealth, “We talk with the hotel about its sustainability efforts — whether that’s recycling, using compostable materials, com- posting waste, etc.,” says Nutter. “We also ask if the culinary team grows herbs or vegetables on property. We’re passionate about cutting down on food waste.” Equally committed to reducing waste, Liberty Mutual is looking into donating unused food. “We’re exploring organizations that will pick up leftovers,” says Pontelandolfo. “For a long time, hotels said it had to be thrown away but now there seems to be more organizations that do it.” However, the move may not be in the budget, she admits. “There is a fee for it and our budgets are decreas- ing. We have not tried it yet; we are still researching. The cost could play into it, depend- ing on the program budget.” Meanwhile, Nutter’s sus- tainability efforts are focused on going local. “Sourcing locally is important to us because many locations are struggling to keep their pro- viders employed so wherever possible, we use hotels’ existing menus with the hope they’re supporting local farmers and vendors,” Nutter says. CREATIVE FUSION Inclusion is another element of sustainability, and meeting planners are bringing global cuisine front and center. Whether it’s taking a fresh approach to creative fusions from different cultures or celebrating authentic recipes from around the world, attendees love the opportunity to sample global cuisine. Planners should also leverage an event’s location to plan the food, advises Stuckrath. “Look at where you are and who you’re serving, don’t just use the standard banquet menu. Pro- vide food that represents the destination.” Conversely, she adds, planners must understand who attendees are and arrange food accordingly. “You don’t want to serve filet mignon to a vegan. If you have an incentive group going to Bora Bora, maybe not everyone is comfortable eat- ing the local specialty but they might be comfortable learning about the culture. If the trip winners worked their tails off to sell insurance and make the company money but they’re feeling excluded, you’re not showing them the respect they earned.” Stuckrath also has a suggestion around food equity for all types of events. “I’d like to see different table heights so people of different heights can reach the food.” For other planners, equity comes from focusing on what type of food is served. “We’re trying to have a more global cui- sine, incorporating Mediterranean, Indian or Latin foods, or the like, and not just serve sandwich buffets and burgers,” says Pontelandolfo. “People said the food is great; it’s different.” Teetoling attendees are experiencing inclusion too, given the rise of mocktails and other drink alternatives. themeetingmagazines.com 28 JUNE 2024 | INSURANCE & FINANCIAL MEETINGS MANAGEMENT COURTESY OF KARIN PONTELANDOLFO Attendees love to sample different foods and beverages at events. Liberty Mutual’s planners jazzed up their event by offering attendees a spirits tasting. “There are a lot of people who are choosing to abstain from alcohol, or they’re sober curious, so we make sure we’re offer- ing mocktails,” says Pontelandolfo. “Most recently, I ordered non-alcoholic wine for an upcoming program.” Also a provider of mocktails, Commonwealth works dili- gently to provide creative beverages, according to Nutter. “We brainstorm internally and have started collaborating with national hotel salespeople. They have a list of mock- tails they’re using at hotels worldwide so we know, if they did a botanical-infused mocktail somewhere else in their brand, we can have it with or without alcohol,” she says. “It’s nice to have a running list instead of just working from what one venue offers.” PORTION CONTROL Another trend planners are seeing, and deploying, is the serving of individual portions versus buffets, as well as options for attendees to customize dishes being served. At Commonwealth’s largest national conference in 2022, the full breakfast buffet was reduced in favor of satellite sta- tions with grab-and-go options, according to Nutter. “We offered options such as a yogurt parfait or a break- fast sandwich closer to where the first meeting of the day was taking place,” Nutter says. “We still offered the buf- fet, but we decreased the number of guarantees. Not every- one wants a full breakfast so we saw a huge cost savings from that, and we heard appreciation from our attendees.” Nutter saw an opportunity to also tweak what the com- pany does at meeting breaks, saying, “We’ve noticed that attendees like to have options and since they’re more mind- ful about what they’re eating, we’re trying to move in a more healthy and sustainable direction.” For example, she continues, “Instead of a donut break or standard offerings from banquet menus, we pushed the hotel to do a la carte snack stations at our national conference in 2022 and our invitational programs in 2023. Attendees enjoyed this option and it allowed us to do breaks on consumption, providing a cost savings of anywhere from $5 to $10,000 in some cases, depending on the event.” Nutter applauds hotels for their creativity. “The age-old big buffet, chaffing dish era — at times — is taking a back seat and we’re seeing more creative presentations of food from hotels,” she says. “I recently attended an event where they did an aluminum lunch box and you walked to 10 different pre- packaged stations where you could pick a salad or a soup or a pasta, etc. and build your own lunch, versus a standard boxed lunch where most people will throw out an apple that doesn’t look great or the chips that weren’t the flavor they wanted.” Squeglia has noticed this shift too. “I’ve seen a lot more individual portions, so rather than a big bowl of fruit, there’s a cup or bowl of it, or at a raw bar, there are maybe some glasses with individual servings and cocktail sauce. It lets people have a bite or experience while they’re walking around. The indi- vidual servings look pretty, and we eat with our eyes first.” DAZZLING PRESENTATIONS Planners are adding presentation elements sure to excite attendees, such as do-it yourself stations and interactive ele- ments. Of course, in the summer months, those presentations often take place outdoors. “I have used ice cream trucks at summer events for dessert, and I’ve provided donut trucks too,” says Squeglia. “The trucks were well received.” At Pontelandolfo’s summer meeting, in Sarasota, FL, there will be an outdoor party with a fun and interactive refreshment station with a do-it-yourself element. “At our beach party, I am having a blender bike, where attendees can select a frozen drink and pedal — on a stationary bike — to run the blender and mix the drink/ice themselves. It’s a fun activation to get the group moving & interacting while also serving the purpose of offering cool frozen drinks on a hot day at the beach,” she says. For her part, Nutter has delighted attendees during summer meetings with some very seasonal offerings. “We found suc- cess with a clambake-style employee event, with lobster and other dishes served from food dishes. A clambake is a quintes- sential summer activity that was appropriate for our outdoor seating. Also, for most attendees, the cost of a full clambake would be prohibitive so it was a nice treat for us to offer that to them,” she says. Delicious, fun and memorable food is every planner’s goal. Not only does that heighten attendees’ enjoyment of a meeting, it keeps them buzzing about the event long after everyone’s gone home, enticing them and their colleagues to register for the association’s next get together. I & FMM COURTESY OF HEATHER NUTTER Commonwealth gets seasonal when it comes to F&B during summer meetings, like having this clambake style event serving lobster and more. INSURANCE & FINANCIAL MEETINGS MANAGEMENT | JUNE 2024themeetingmagazines.com 29Next >