Meetings and Events News

I seem to have become somewhat of a cocktail queen on the Cvent blog. Even though I don't profess to be a cocktail connoisseur myself, I can't help but write a post any time I see a story that merges the two topics of cocktails and events!

So, I wanted to share a Chow.com article I read recently about Best Picture-themed cocktails. Any of these would make a perfect signature cocktail for your upcoming Oscar soirees, though they can really be enjoyed any time of the year (after 5 PM, of course.)

Among the 10 drink options, each based on one of the 10 movies nominated this year for Best Picture, I'd most like to try the Gold in Harlem, inspired by Precious, because I love a good sparkling wine! Here's the recipe:

1/2 ounce Goldschlager cinnamon schnapps
1/2 ounce freshly-squeezed lemon juice
3 ounces chilled brut sparkling wine
1 to 2 dashes angostura bitters

Pour schnapps and lemon juice into a saucer glass, then top with wine and bitters.

Remember that signature cocktails can be a great way to save money on your event budget. All 10 of these drinks are perfect examples of how to incorporate your event's theme into a memorable libation!

Are you trying to think of a tradeshow or event giveaway that won't end up in your attendees' trash can within a few days? Take some advice from the experts.

I recently came across a blog post on Reid All About It that details a Twitter chat among association professionals discussing what's good and what's bad when it comes to tradeshow swag. Here are some of the favorites:

• Reusable shopping bags
• Wine cooler bags
• Wine/beer/drinks with custom labels
• Hand sanitizer
• Golf tees/balls
• Travel mouse with retractable cord
• Drawstring backpacks

One really interesting idea that came about was to use experiences, such as massages or facials, as a giveaway.

What items are more likely to fall short?

• T-shirts with too many logos/generic sizing
• Pens with your company name
• Stress balls

Keep in mind, of course, that these items can sometimes be great when done right, for example, when you design a really funny t-shirt.

What are your thoughts? I'd love to hear your favorite things to give to your attendees at events, and the ones that did not go over too well!

After-work or post-meeting happy hours and cocktail receptions are a great way to reward your meeting guests after a day of hard work. Luckily, a number of restaurant chains are recognizing the power of the hour as well, in terms of garnering business.

According to USA Today, more and more casual dining establishments are offering happy hour specials in order to counteract last year's 5.6 percent decline in same-store sales, according to industry consultant Malcolm Knapp.

"This is what you have to do to get business," Knapp told USA Today. "People don't have enough money to eat out."

Happy hour specials are now being offered at popular restaurants such as Morton's Steak House. Its Power Hour special includes sliders for $5 and beer for $4. Meanwhile, Cheesecake Factory is rolling out its Happy Hour in most locations by March 18. Now, Monday through Friday from 4 to 6 PM, guests can enjoy from among 16 appetizers and specialty cocktails for only $5 each.

For event planners, these well-known restaurants have always been a great option for banquets and receptions after-hours and during the weekends. With new happy hour programs in place, why not make them your go-to spots to invite those few select clients out after a sales meeting, or venue of choice for mingling with new clients or prospects following a tradeshow?

Find locations with private event space near you on the Cvent Supplier Network.

Yesterday I blogged about how some former Olympic host cities are still reaping the benefits for welcoming the Games. But this year, some are wondering if Vancouver's benefits from the 2010 Winter Olympics will make up for its losses.

In preparation for this year's Games, Vancouver incurred some major expenses. Among them are the C$1 billion residential waterfront complex being used for athlete accommodations, an C$885 million expansion to the Vancouver Convention Centre, a C$2 billion rapid transit line from the city to the airport and additional athlete facilities.

"There has been a budget deficit which the taxpayer has been obliged to fill," Simon Chadwick, professor of Sport Business at Coventry University in the UK, recently told BBC News. "I think Vancouver has been caught by surprise by the global economic downturn, and did not have a coherent contingency plan in place to deal with it. Some costs increased—there is always the probability that can happen on projects like this, but on top of that there was the global economic downturn, causing a double whammy."

Still, the Olympic Games will not be without any benefits. The Vancouver Convention Centre is expected to have its best year ever in 2011, while a report from the province of British Columbia cited that over 2,000 jobs were created between 2003 and 2008, according to BBC News. And of course, there's the major advantage of putting city on the world stage.

"The games are a once-in-a-generation opportunity to bring Canada's tourism brand... to two billion viewers around the globe thanks to the extraordinary international media coverage," Susan Iris of the Canadian Tourism Commission told BBC News. "We're making the most of this chance to show the world why they should visit Canada now."

But with a possible drop in sponsorship cash and potential lower-than-expected economic impact, some still have their doubts.

"Questions are being asked about the whether the benefits to be gained will outweigh the cost of the event," Chadwick said. "What Vancouver has got is not a profitable event, rather what they have is a showcase. But has hosting a showcase event been overshadowed by the costs involved?"

Cities across the globe vie for the chance to host the Olympic Games. Remember the stiff competition surrounding the most recent bid among Chicago, Rio de Janeiro, Tokyo and Madrid?

It's no surprise that many destinations would welcome the Games with open arms. Not only do they tend to bring a big economic boost, they also carry the so-called "halo effect" that puts many destinations on the map for years to come.

Just consider Atlanta, which hosted the 1996 Summer Olympics. Despite the recent downturn in corporate business, the city has kept doing well thanks to its leisure and sports appeal, both of which were established during the Games.

"We now have major sporting events, whether it’s an NCAA Final Four or an NBA All Star Game," Lauren Jarrell, director of communications for the Atlanta CVB, recently told Hotel Interactive. "And we just hosted the largest cheerleading competition in the U.S."

Kimberly Rielly, director of communications for the Lake Placid/Essex County Visitors Bureau, which hosted the 1932 and 1980 Winter Games, agrees that hosting the Olympics encouraged the construction and improvement of venues that keep the destination popular today.

"Fall leisure travel has increased steadily, and the venues have allowed us to host groups such as Can Am hockey, which fills in the 'shoulder' seasons in spring and late fall," Rielly told Hotel Interactive.

"This has really helped to keep Lake Placid's name on the map," added Sue Cameron, administrative assistance in the visitors bureau office. "We have a very successful tourism business here."

Judging from some of my past blog posts, you probably now that I subscribe to Association Bisnow and generally find that it offers some helpful and often humorous insights into association meetings and marketing. Today's issue was no different.

In its buzzwords and acronyms dictionary for associations, Bisnow listed Twitter: "An organization without it is like a 13-year-old girl who has never been to a Jonas Brothers concert." Now that made me laugh! It's no wonder most associations are using social networks.

If you need tips on how to make the most of Twitter for your association, make sure to check out Emma's post on making use of the free social media network. In fact, make sure to bookmark Cvent for Associations blog for plenty of other helpful advice.

Are Las Vegas meetings on the upswing?

"Demand is coming back," Chris Meyer, vice president of sales for the Las Vegas Convention and Visitors Authority, recently told Meetingsnet.com. "2011 looks great. Our lead volume is increasing and the quality of business is increasing. It isn't where we want it to be, but it isn't 2009."

Great news for a city that, in 2009, saw hundreds of group cancellations, fewer attendees and a major hotel—Fontainebleau Las Vegas—file for bankruptcy. Now, just in the week of January 18, the city saw over 115,000 meeting attendees, who were in town for the National Association of Homebuilders show; Shooting, Hunting, and Outdoor Trade Show; and Promotional Products Association International show.

There are plenty of reasons for planners to come around to Las Vegas this year, most notably a top-notch roster of Las Vegas meeting hotels (just check out CityCenter) and jaw-dropping rates (ADR in November 2009 was only $93). As Meyer said, "If you aren't booking Las Vegas, you are paying too much for your meeting."

Almost a year ago, William Kilburg, CEO of Hospitality Performance Network (HPN), said that we were experiencing the best meetings buying opportunity in 20 years. Now, it seems that planners can look forward to more good times in 2010.

ConventionSouth Meetings reported in its "10 Things Industry Leaders Are Saying About 2010" that the buyer's market will in fact continue.

"In order to live within the restrictions of the lower budgets, planners are looking for hotel room rate concessions, and hotel managers appear to be negotiating and discounting," Robert Mandlebaum, director of research information services for PKF's Hospitality Research sector, told ConventionSouth.

Additionally, rooms rates will likely decline again this year, according to PKF's Mark Woodworth.

"In an environment with all-time record low occupancy levels, the pressure on hotel operators to discount their room rates is significant," he said.

Read about what else industry leaders are saying about the year ahead.

Those to travel to Washington, DC or out of it, like myself, have something to celebrate. The long-awaited AeroTrain at Washington Dulles International Airport is scheduled to open today!

The $1.5 billion people mover system consists of 29 electric trains, each holding 50 passengers, that run between stations in about 72 seconds. Travelers can use the train to quickly travel among the main terminal and A gates, B gates and C gates. In the past, passengers had to take the somewhat cumbersome "mobile lounges" to access the C gates. The AeroTrain will replace most of these lounges.

The new train system is one of many improvements coming to the Dulles Airport, which is in the midst of a massive capital investment program known as D2. According to Frank Holly, engineering vice president for the airports authority, it will allow the airport to expand and accommodate a growing number of passengers for years to come.

"If you're coming to the nation's capital, you should be able to walk through a world-class facility," he told the Washington Examiner.

In the past, I've discussed why it's important to vary the updates you post on your event's Twitter page. You may already have the news and announcement updates down, what with early bird registration deadlines, keynote speaker confirmations and more fitting easily into that category.

What might not seem as easy is attendee interaction on Twitter. As the event planner, you're well-versed in all the goings-on of the event, and would be more than happy to answer questions and join discussions about it. The problem is, how do you know if questions and discussions are even happening somewhere on the Twittersphere?

Here are four ways to stay on top of the Twitter conversation about your event:

• @ replies. Attendees who know that your event has a Twitter page will often send messages to you via an @ reply. All they have to do is write a message and include the @ symbol and your Twitter user name. These messages will automatically appear in your account. Just click on the @name link on the right-hand side.

• Direct messages. Anyone you approve to follow you can send you a direct message, which is similar to an @ reply except that it's not public. Check for these in your account by clicking on Direct Messages" on the right-hand side.

• Alert services. Many free tools allow you to sign up to receive notifications on certain keywords of interest to you. It would make sense, for example, to sign up to receive an alert whenever the name of your event is used by someone on Twitter. You can even customize the time you receive alerts, the words included and/or excluded in your search, the location from which tweets were sent, and more.

• Real-time monitoring. A number of services are availble to monitor what is being said about your event in real-time, many of them free. For example, PeopleBrowsr allows you to manage feeds for multiple keywords. You can view the tweets that used your keyword, who said them, when they were sent and more.

The frenzy over the flu seems to have calmed down a bit recently, but did you know that flu season actually continues through April? Plus, although many of us took precautions and got vaccinated back in the fall, remember that for many the vaccine was hard to come by this year, and not everyone opted for it.

As such, the flu should still be a concern to conference planners who are putting together large events over the next coming months. One of the best tips for keeping you and your attendees healthy is to keep your hands clean. Since your exhibitors and guests can't keep running back and forth between the tradeshow floor and presentations to wash their hands, providing hand sanitizer as a giveaway is a great idea.

You can get hand sanitizer as keychain bottles, pocket sprays, even in gel-pen bottles—all of which can be customized with your company or event logo and colors, of course. Get really creative with a hand-shaped bottle of hand sanitizer, such as the three-ounce example pictured here, which is sold through brandeditems.com.

If you really want to take things up a notch, Ed Hardy by Christian Audigier has a designer hand sanitizer, believe it or not, featuring a stylish bottle design and coconut-bergamot scent. It will set you back $5 for just two ounces, though, as opposed to the mere pennies you'll usually pay for bulk bottles from other companies.

You can keep your guests protected and healthy at your events without being a nag. Including hand sanitizer in your giveaways is practical, economical, and fun!

If we took a holiday / Took some time to celebrate / Just one day out of life / It would be, it would be so nice

Most people recognize these familiar lines from Madonna's first hit single, "Holiday," but how many of really follow her advice and take one? According to a new survey by Right Management, not a whole lot. In a recent online poll conducted in December 2009, the Philadelphia-based talent and career management consulting firm found that 66 percent of employees did not take all of their vacation time last year.

"This past year has been a hectic one for employers and employees alike. Cutbacks, restructurings, mergers and more have all contributed to heavy workloads. Employees likely have not taken their full vacation for fear of job security, as well as inadequate support to fill in for them when they are out," said Douglas J. Matthews, president and chief operating officer at Right Management, in a statement. "Today, many organizations have cultures that demand for people to be 'on' all the time. And technological advancements continue to enable this 24/7 mindset."

Meeting planners especially felt the pressure last year, as they faced lower budgets, reduced staff and, of course, increased scrutiny from their higher-ups. In fact, just about three months ago in October 2009, CNN Money named special events coordinator one of its "stressful jobs that pay badly," with a whooping three-quarters of respondents saying it was stressful.

Not taking your allotted vacation time can be detrimental both physically and psychologically, Matthews warned. In the end, you'll actually be hurting you, your colleagues and your clients more by not being able to give your best.

"All employees should make it their New Year’s resolution to use allocated vacation during the year. Not doing so can lead to increased stress and related health issues, negatively impacting performance and productivity," Matthews advised. "Conversely, taking vacation can boost creativity and rejuvenate overall energy and focus."

So what are you waiting for?

In a recent New York Times article, event planners shared how they are coping with the U.S. dollar's weakness when planning international events. Not only can it make booking venues and hiring service providers tough for planners, the currency exchange can also be a big decision factor for your attendees.

"Sticker shock [for international events] existed before, but once you throw in the currency conversions on top of that, it’s pretty stark," Greg Talley, president and chief executive of Talley Management Group, told the newspaper.

Here are some of the tips they had to share on how to combat the sliding dollar:

1. Do some research and cost analyses and select your destination based on the exchange rates, when possible.

2. Pay the hotel and suppliers in advance to take advantage of a good exchange rate.

3. Use foreign currency contracts so that even if the dollar falls before your event takes place, you'll have locked in an acceptable rate.

4. Shorten your event to two days to cut back on hotel room costs.

5. If it's not necessary this year, keep your event at a domestic destination.

Whether you're considering a city nearby or one overseas, make sure to check out the Cvent Destination Guide to see how locations measure up in terms of hotels, convention centers, transportation options and more.

This story was just so wacky I had to blog about it. The Holiday Inn has decided to hire human bed warmers to help guests get a good night's sleep. These employees, dressed in all-in-one sleeper suits, will actually climb into your hotel bed before you in order to warm it up!

This could help restless business travelers and vacationers slip into slumber, according to Dr. Chris Idzikowski of the Edinburgh Sleep Centre.

"There's plenty of scientific evidence to show that sleep starts at the beginning of the night when body temperature starts to drop. The decline occurs partly because the blood vessels of the hands, face and feet open up and release heat," he told The Press Association. "A warm bed is a good way to start this process whereas a cold bed would inhibit sleep. Holiday Inn's new bed warmers service should help people achieve a good night's sleep especially as it's taking much longer for them to warm up when they come in from the snow.

Holiday Inn spokeswoman Jane Bednall likens the serve to "having a giant hot water bottle in your bed, warming it up before guests climb in to give them a great night's sleep away from the cold—of course they jump out before you jump in."

The human bed warmers will be a free service to hotel guests. It's expected to be tested in Manchester and in London later this month.

I recently came across an interesting analogy about offering value at your events in my Association Bisnow newsletter. It came from Craig Purser, CEO of the National Beer Wholesalers Association.

At an association event at BLT Steak in DC, he told the attendees that a tradeshow should be like a six- or seven-course meal rather than an all-you-can-eat extravaganza. Instead of being stuffed on content, your guests should leave and be able to say, "Wow, that was a terrific meal." To do that, event planners must also "ask what [attendees] want to consume before you set the menu," he says.

I've blogged about the importance of knowing what your attendees want, and giving it to them without going overboard, at your events in the past. Thinking about it like a meal is a really creative and memorable way to go about your planning.

Tired of your event guests showing up with their pants on the ground? Well, I hope professional dress hasn't fallen that low yet. But still, it's a common complaint that tailored shirts and pressed pants have gone the way of rotary phones and typewriters. If you need help enforcing your dress code at your event, why not use Cvent's Dress Code data tag?

Just click the Select Data Tag button when managing your event emails and insert "Dress Code." The Dress Code you selected when creating your event will then appear in your email invitation, reminders—wherever you want it to be!

And remember, it's not really fair to expect attendees to follow a certain dress code when they don't even know what it means. So make sure to not only specify the dress code in your event marketing, but also to explain what it entails. For example, "Dress code is Business Formal. Dark suits—no tuxes—for men and tailored suits or dresses for women." Not only will this help you enforce your dress code, it also helps your event guests, who will undoubtedly appreciate the clarification.

Thanks to Cvent's Dress Code data tag, you can rest assured that you've done your best to make sure attendees don't show up under- or over-dressed. As for getting their pants off the ground, well, Cvent can't really prevent that...yet...

The cold temperatures in the Southeast have done more than just made for a miserable few weeks of not wanting to leave the house. The winter weather has also taken a toll on Florida's tourism industry.

According to the Sarasota Herald-Tribune, the state sees 30 percent of its annual revenue during the first three months of the year, when most visitors from the North seek refuge from the cold in the Sunshine State. But now, popular Florida destinations aren't offering fun in the sun, but rather freeze warnings and temperatures Monday morning as low as 16 degrees in capital Tallahassee.

"This weather hurts. It really hurts," Ed Chiles, owner of The Sandbar and two other beachfront restaurants on Anna Maria Island, told United Press International. "We kind of live and die by weather out here on the island, and when it is as cold as it has been, it has a significant effect on our gross sales."

David Teitelbaum's Tortuga Inn Beach Resort, Tradewinds Resort and SeaSide Resort in Bradenton Beach had no vacancies for the holidays, but have since completely died off with the cold weather.

"When you get cold like this, it does hurt you because so much of our business is drive-in business and they know the weather," he told UPI. "They don't need to get in their cars and drive to get frost-bitten."

I recently read an interesting article in USA TODAY about the shortened business trip. It seems that many professionals are still taking business trips, but instead of spending one or two days traveling, they'll leave and return home without an overnight stay—even if they were flying cross-country or overseas.

Carol Ann Salcito, president of the business travel consulting firm Management Alternatives, for example, once flew to Asia and back without staying overnight, and has done the same for trips to Texas and California from her home base of Connecticut.

"More and more people are doing that now," Salcito told USA TODAY. "And, of course, the economy has lent itself to making that even more of a necessity."

In addition to the budget benefits—no hotel room fees, fewer meals—the rapid turnaround is also a result of business travelers wanting to spend time at home.

Anne Seymour, a victim's advocate lawyer who is an independent consultant, shared, "I want to be in my own bed at night and wake up in it the next morning. The alternative is getting up at the crack of dawn the next day and then coming home or moving on to somewhere else. And I'd rather have that day at home...I just want to be around people I love."

Though there's some debate over how much these one-day business trips really save and at what cost to the traveler him or herself, it's still interesting to think that business travelers are rushing around to avoid spending more time than necessary in a city. Has anyone come up against clients or execs who rule out certain meeting times or multi-day events so as to avoid a hotel stay? What about just a decline in the number of hotel rooms needed by your attendees?

Restaurants may be in need of catering business to boost poor sales, but they can take heart in the fact that when it comes to meetings, most high-level execs prefer business be done with a meal. According to a recent survey developed by Robert Half Management Resources and conducted by an independent research firm, more than a third of chief financial officers (CFOs) said their most successful business meeting outside the office was conducted over a meal.

Here's how the responses to the question, "Other than in the office, what was the location of your most successful business meeting ever?" broke down:

• Restaurant: 36%
• Tradeshow or conference: 25%
• Sporting event: 4%
• Golf course: 3%
• In a car: 1%
• On a trip/plane: 1%
• Nowhere else, only in office: 24%
• Other/don't know/refused: 4%

Why do restaurants rank so highly?

"A well-chosen restaurant can offer a neutral, more relaxed environment than the office, often with fewer distractions," said Paul McDonald, executive director of Robert Half Management Resources. "Sharing a meal with clients or colleagues puts all parties more at ease and helps to establish rapport."

Remember, when you need to find a restaurant for your next meeting, visit the Cvent Supplier Network to browse profiles of venues with private dining space across the globe.

Everyone here in the DC Metro Area (and along the whole East Coast and Southeast) is suffering from bitter cold temperatures, snow, ice—just about everything Old Man Winter has to offer. When things get this bad, people generally have two options: hunker down at home with a mug of hot chocolate and vow not to come outside until spring; or, make the most of the weather while it lasts!

Ski season is in full force for those who can bear to hit the slopes. Luckily, even ski bunnies on a budget can still take a vacation this year—just consider Concierge.com's Budget Ski Trips 2009 list. Here are a few ski resorts that are great for not only leisure travelers, but for group incentive travel as well:

Jay Peak Resort

Receiving more snowfall than any other resort on the East Coast, Jay Peak boasts 76 trails, slopes and glades to explore, plus several area communities brimming with restaurants shops and other winter activities to fill the nights. The resort aims to bring all this to skiers at a price that doesn't break the bank. In fact, Hotel Jay offers affordable packages that include breakfasts and dinners, access to the hot tub, sauna and family and game rooms, and ski lockers; a package for four midweek nights at the hotel that also includes lift tickets is $165 per person per night.

Jay Peak can host events of all kinds, from weddings to corporate functions. Groups of up to 600 people can convene in one of hte resort's slopeside condos, while the International Restaurant and Hotel Day Dining Room can host up to 300 and 125 guests, respectively. Bulk tickets and group lodging deals are available.

Hotel Don Fernando de Taos

Over 300 average days of sunshine, an average of 305 inches of snowfall and very few lines for the lift make Taos Ski Valley a great option for pros (just over half of its 110 trails are expert level and its lift-served vertical drop measures in at 2,612 feet.) Non-skiers in the group can still take advantage the valley's location just 20 miles outside of Taos, a city jam-packed with historic sights, an authentic Pueblo, fresh restaurants, and quaint shops.

Hotels abound in Taos, with Hotel Don Fernando de Taos setting itself apart with its unique decor, convenient amenities and affordable accommodations. Rooms start at $89 a night, and a complimentary shuttle takes passengers to restaurants and shops within a two-mile radius. The Taos Ski Valley Bus makes a 30-minute trip to the base of the mountain for just $1. The hotel offers over 2,6000-square-feet of meeting space, perfect for groups large and small.

Keystone Resort

The largest night skiing operation in Colorado; several Four Diamond, Wine Spectator and Zagat Survey-rated restaurants; one of Colorado's best tubing spots; the largest Zamboni-maintained outdoor skating rink in North America; a 10,000-square-foot luxury spa—the reasons to bring the whole family to Keystone, Colorado, are endless! The resort has over 1,200 lodging units, with River Run Village's one- to four-bedroom units ringing in at $157 per person per night for four nights and four lift tickets.

The Keystone Conference Center features two ballrooms, a large lobby and foyers, and 4,000-square-feet of free-standing meeting space on the second level. At the resort as a whole, meetings, social events and weddings can find over 100,000 square feet of exhibit space and 50 versatile meeting rooms for groups of up to 2,000 guests.