Meetings and Events News

According to BizBash New York, the majority of meeting planners are holding some kind of festivities this year. A recent reader poll found that 46 percent of respondents are already working on a holiday party, while 26 percent said they will have a party, but it will be a low-key affair in the office.

Meanwhile, 17 percent said no party decisions have been made yet. Only 11 percent of readers said their companies are not having a holiday event this year.

What's the attitude in your office is regarding holiday parties this year? If you're still on the fence, keep in mind that there are plenty of ways to have a budget-friendly event this year—just check out some of my recent tips:

• 4 Ways to Save on Drink Costs at Your Holiday Party

• Use the Holiday Party as a Chance to Give Back

• How to Plan Holiday Events without Breaking Budget

When brainstorming ideas of where to take your clients out to a business lunch, I'm betting McDonald's doesn't come to mind. However, if a newly-renovated location in New York City is any indication of things to come, that could soon change.

The 168-seat outlet in Manhattan's Chelsea area recently received a very chic makeover. It now boasts upholstered vinyl chairs, softer lighting, bold colors and a wall emblazoned with French architect Philippe Avanzi's magnified fingerprint. The amenities have improved, too, as it now has flat-screen televisions and free wi-fi. Even the employees look sleeker in their all-black uniforms.

"It's like a lounge," Kimberly Burgess, a McDonald's patron, told the Associated Press. "It's so different from all the other McDonald's. It's beautiful."

McDonald's has updated thousands of its properties over the past few years, but the Chelsea outlet was the first in the United States to receive an "urban redesign," according to McDonald's Corp. spokeswoman Danya Proud. She said the makeover was meant "to give [McDonald's] customers more of a reason to make McDonald's a destination."

So far, it could be working.

Franchise owner Paul Hendel told the AP that customers have been taking their time to dine, rather than rushing in and out.

"We're becoming a more relevant type of restaurant for the younger crowd," he said. "They don't feel rushed. They're reading the newspaper, relaxed."

Check out some great pictures of the McDonald's at the Pulp Culture blog—it's pretty impressive. Still, I'm still not sure if I would ever think of McDonald's a venue for business or entertaining. Any thoughts on the new look?

I've been seeing more and more articles that point to a recovery in the meetings industry. Check out this quick recap:

• HOTELS interviewed David C. Marr, senior vice president of brand management in North America for Starwood Hotels & Resorts, on the chain's outlook for 2010. "If I had to sum it up, I’d say we’re in a better place today than we thought we’d be, with all signs pointing to a recovery, albeit a slow recovery. We saw our first signs of life this summer, with leisure travel coming back first, and occupancies at or near pre-crisis levels...As business continues to stabilize and improve, we’ll see more meetings booked in the year for the year."

• A recent survey by ICCA and IMEX asked association meetings executives about this year's events, and more than half reported a steady increase in attendance. In regards to what they see ahead for their 2010 events, only 16 percent predicted a decline in attendance while 39 percent were optimistic about seeing more delegates next year.

• The U.S. Travel Association has announced a projected increase in 2010 leisure travel by two percent, business travel by 2.5 percent, and international inbound travel by three percent. As a result, the industry will add nearly 90,000 American jobs.

eBay is a go-to resource for just about everything under the sun: electronics, clothing, cars, jewelry, events? Yes, you can even find this year's holiday party on the auction site, as various UK firms have listed Christmas parties for sale.

Consider The Ultimate Christmas Party, to be held Friday, December 18, for up to 100 people. Starting at £4,000, it includes a three-course dinner, accommodation, and party games and dancing to DJ "Gayzer."

Or, book a Stunning Christmas Party on The Thames, starting at £3,500. The historic Havengore vessel will ferry up to 40 of your event guests along the river for an unforgettable nighttime cruise of dinner and unlimited wine and beer.

Impulse Events is featuring its venue on five separate dates for a starting bid of £5,875. Canapes provided by Mint Catering, unlimited beer, wine and soft drinks, professional security, an on-site event manager and beautiful decor are among the benefits of this all-in-one package.



So far, no bids have been placed on these pre-packaged holiday events. What do you think: would you buy a pre-made event on eBay?

From bottled water to signature cocktails, your drink choice is largely dependent on time of day, event type and audience. However, once you've narrowed down the options a bit (no alcohol, limited bar, etc.), you may remain unsure of exactly what's best, or how much of each beverage you'll need.

New research from Restaurants & Institutions' 2009 Beverage Census Study may shed some light what will please your event attendees most. Take a few of the study's key findings into account:

• Women order liquor and cocktails an average of 3.7 times per week when dining out, compared to 1.3 times a week for men. Also, Gen Y diners order cocktails much more often than older diners.

• Most consumers (43 percent) prefer bottled water over sparkling bottled water (9 percent). About 31 percent of consumers prefer "Other," which often refers to tap water.

• Diet cola has pushed regular cola out of the lead for most popular soft drink. Low and no-calorie beverages are ordered most often by 33 percent of consumers surveyed, while regular cola is ordered by 32 percent. More females are ordering it than males.

• Americans drink tea an average of 4.2 times per week. However, Southerners drink it 7.2 times a week on average, while baby boomers average 5.8 times a week.

So what do these results mean for beverage selection at your events? It all comes down to your audience. For example, if you're planning a cocktail reception and inviting a number of women, make sure to have a few female-friendly cocktails rather than just beer. Or, when planning a luncheon, there's no need to spring for pricey sparkled water, regular water will do just fine.

If the space hotel was a little too far out for your tastes, rest assured that you can still find some pretty unique hotels here on Earth. In fact, Cassandra Evans at Divine Caroline has compiled a rather interesting list of Bizarre Hotels Made from Found Objects. Take a look at a few of the most wacky:

• The Jules Underwater Hotel in Key Largo, Florida, wants to know, "Have you slept underwater lately?" To enter the lodge, guests must scuba dive 21 feet beneath the ocean to enter the cottage-sized building. Stocked with cozy beds and 42-inch round windows overlooking the aquatic life, Jules even offers a wedding package that includes fresh flowers, a notary, dinner and small cake, prepared by a "mer-chef."

• Dasparkhotel strives to offer guests "a temporary, comfortable, uncomplicated home." That just about sums up its minimalist rooms made out of enormous sewage pipes, now stationed at the Danube River in Ottensheim, Austria.

• The Sand Hotel opened in 2008 as the first-ever hotel of its type. Offering twin and double bedrooms where guests can enjoy the night skies through the roofless property, the Sand Hotel, resembling a giant sandcastle, came with a warning from creator Mark Anderson: "The beds are made of sand so it can get everywhere, especially between the toes. But the best thing is in the morning, the tide laps through the door, what a great way to wake up."

Wondering how your upcoming exhibits will be perceived by today's under-40 attendees? A new study by the Center for Exhibition Industry Research (CEIR) has shed some light on the habits of both Millennial attendees (ages 18 to 27) and Generation X attendees (ages 28 to 39). Here's a snapshot of how they stack up when it comes to your exhibits and tradeshows:

Who is most likely to come to my show?

Millennials, for the most part. Generation Xers do not want work to intrude on their personal times, while Millennials are more driven about excelling in their careers, according to the report.

Respondents to the study had the opportunity to attend an average of 7.6 events related to their careers over the past three years, and typically Millennials attended a higher percentage of these meetings than Generation Xers did. As the report says, "In summary, Gen Xers are the challenge facing the exhibitions and events industry, while Millennials are the opportunity."

What are they looking for?

Both sets of attendees said that convenience and relevance of the event's theme are top factors in deciding whether to attend. Additionally, Gen Xers said that cost was a top factor; Millennials did not.

In terms of format, about 47 percent of respondents said their first choice for session format is a one-hour lecture followed by a 15-minute Q&A session.

How can I reach them?

Not surprisingly, under-40 event attendees are all over social networks, with 88 percent saying they use a social networking website regularly. Also of note is that 78 percent said they get exhibition information from event websites, while 60 percent get it from publications and journals.

The vast majority of under-40 exhibition attendees prefer to be reached and marketed to via e-mail.

For more information about the CEIR report, visit www.CEIR.org.

I guess more people are recognizing the 5 benefits of riding the train, because Amtrak ridership is up from 21.6 million passengers in 2002 to 27.2 million passengers in the fiscal year of 2009, according to Amtrak chairman Thomas Carper. Amtrak hopes to continue this growth, releasing new Strategic Guidance and FY 2010-2014 five-year financial plan last week.

"We must think big, be innovative and pursue opportunities and decisions that make good business sense because the competition is real," said Amtrak President and CEO Joseph H. Boardman in a statement.

With the mission of "getting there the safer, greener, healthier way," the Strategic Guidance plan encompasses six broad goals:

• Safer: Operate the safest possible passenger railroad.

• Greener: Increase efficiency, reduce emissions, and make better use of resources.

• Healthier: Improve the condition, durability and wholesomeness of every aspect of the company.

• Improve financial performance: Improve the bottom line.

• Improve customer service: Improve the quality and attractiveness of the service for passengers.

• Meet national needs: Help with disaster relief and mobilization efforts, and help advance national policies and plans.

"Amtrak is moving into the future with clear goals and specific initiatives to secure and expand our leadership position in the increasingly competitive passenger rail industry," said Thomas Carper, chairman of the Amtrak board of directors.

I've been seeing some conflicting reports about holiday parties this year, but according to BizBash New York, the majority of meeting planners will be hosting some kind of festivities in 2009. A recent reader poll found that 46 percent of respondents are already working on a holiday party, while 26 percent said they will have a party, but it will be a low-key affair in the office.

Meanwhile, 17 percent said no party decisions have been made yet. Only 11 percent of readers said their companies are not having a holiday event this year.

What's the attitude in your office is regarding holiday parties? If you're still on the fence, keep in mind that there are plenty of ways to have an image- and budget-friendly event this year—just check out some of my recent tips:

• 4 Ways to Save on Drink Costs at Your Holiday Party

• Use the Holiday Party as a Chance to Give Back

• How to Plan Holiday Events without Breaking Budget

The Twitterverse is all aflutter over Twitter Lists. Made available just last month, this new feature allows you to create a roster of all your favorite tweeps.

How can meeting and event planners make the most out of Twitter Lists? Check out these three list suggestions that could be beneficial for your next event:

• Create a list of your attendees. Ask attendees for their Twitter ideas during registration and you can create a very useful Twitter list for your event. This is a great way for attendees to connect before, during and after the tradeshow or conference.

• Create a list of useful contacts. No matter the size of your event, it's always good to make sure attendees know who they can get in touch with when they have questions. Why not create a list of your event team members for attendees to see? You could even include on-site venue contacts, speakers and more.

• Create a list for your event discussion. Find out who plans to tweet live at your event and create a list to showcase these on-site attendees. Attendees can't be everywhere at once at your event, so this list is a novel way to let them "experience" all the seminars, presentations, etc. It's also an invaluable resource to those people who wanted to attend but were not unable to do so.

Need some inspiration for this year's holiday party? Check out the holiday decor photo gallery at Special Events. From an ice sculpture fountain to an elegant centerpiece made using pine cones and branches, the works of event decorators and florists from across the country are sure to inspire some ideas of your own.

I think my favorite are probably the pumpkins painted silver from Extraordinary Events. What a great way to glam up this holiday staple!

What are your ideas for how to make holiday party decor stand out from the crowd?

Branding should be at the forefront of every event planner's mind as they coordinate an event from start to finish. The event invitation emails, website, collateral—it should all have a consistent, polished look. Quality event branding not only makes your event look more professional, it also makes it easier to tie your event into other marketing strategies.

Cvent does its best to help event planners with their event branding efforts. One unique feature we offer is branded URLs for your events.

Brand URLs offer several benefits to planners. For example, they:

• Make it easier for attendees to remember your web address

• Improve your event websites rank in search engines

• Establish consistency between your event and company or association

Event planners can create branded URLs in Cvent that include the company name or even the title of the event itself. For more information on branded URLs and Cvent's branding package, contact Customer Care.

In today's climate of budget cutbacks and scrutiny on corporate excess, you and your company's execs might not have holiday parties on the brain. After all, is this really the time to spend money on the all-out celebrations of years past?

Just because you can't have all the (jingle) bells and whistles doesn't mean you and your employees can't celebrate the season. Why not host an event that's not just about glitz and glam but rather giving back? Try adding socially responsible team building to your party agenda!

As I've blogged in the past, team building is an important element in keeping your employees involved and invested in each other's and the company's success. When such bonding activities involve giving back, it yields even more benefits, as these corporate social responsibility (CSR) programs foster pride in your workforce.

The holidays are a perfect time to give back and boost the morale of both your employees and those in need.

"People need camaraderie and to feel good about themselves by helping others," Alan Ranzer, executive director of Impact 4 Good, recently told Incentive magazine. "I think more companies will turn to CSR to give meaningful holiday experiences."

While building bikes for a local boy's and girl's club or volunteering at a soup kitchen are great "do good" ideas for team building, Impact 4 Good has ideas for less intense activities that are more suited to a holiday fete.

At a recent holiday party for a client, the company gave attendees a 10-square-inch foam piece of canvas to paint, which was then used to create a mural for a children's hospital. The activity took just a half hour!

Obviously, it's easy to make your holiday parties a win-win for everyone involved. So will you incorporate CSR team building to your holiday event?

Yesterday I blogged about how the travel industry is preparing for flu season. Now I want to know, are meeting planners even concerned?

The answer is "Yes," according to a recent survey by the Association of Corporate Travel Executives (ACTE), but that won't stop them from hosting events. The survey found that 63 percent of travel mangers surveyed have serious concerns about the spread of H1N1 flu, but 91 percent aren't holding off on meetings and conferences because of it.

"On one hand, it is commendable that companies are not giving in to panic," ACTE Executive Director Susan Gurley said in a statement. "Yet on the other hand, this is a situation that can develop very quickly and it is very important that the appropriate arrangements be put in place."

The survey found that 34 percent of companies have a plan or instructions for travelers who may get caught up in airport screenings with flu-like symptoms. If you need some advice on getting your flu season action plan together, read my 4 Ways for Meeting Planners to Prepare for Flu Season.

November marks the start of regular flu season. I recently blogged about what event planners can do to get prepared, and, luckily, it looks like plenty of other members of the travel industry are doing what they can to prevent flu outbreaks as well.

Hotels such as Marriott, Hilton, Starwood and InterContinental are focusing on day-to-day preventative measures, such as cleaning oft-touched items like phones and elevator buttons, according to The New York Times. Hotel employees are also being reminded to wash their hands often and sneeze into tissues, not hands. John Wolf, a spokesman for Marriott International, also told The Times that its properties were stocking hand sanitizers for conference and meeting groups.

Airports are taking similar steps, adding hand sanitizer dispensers near security checkpoints and using signs to highlight proper hygiene to passengers. However, the airplanes themselves can offer less protection, so business travelers such be prepared by packing antibacterial wipes, tissues, hand sanitizers, etc.

Have you noticed more flu precautions being taken at hotels and event venues? What are you doing to prepare your event guests?

I've written several blog posts in the past about how to stay green and stay on budget. One tip I've seen time and time again is to reuse event decor, props and whatnot, whether you've kept them yourself or have asked the event venue to to recycle them from an earlier event that day.

Today, I read about a great website that offers another option. Event Leftovers is an online marketplace where meeting and event planners can buy and sell new and gently-used supplies. It's great for planners of all markets and levels, from once-a-year company holiday parties to monthly client events.

Event Leftovers a win-win for both buyers and sellers: buyers get bargains on event goods, while sellers (who can list items for free) get some additional revenue. Plus, both sides are being eco-friendly!

Right now, items for sale range from the wacky and fun (like these tropical birds—perfect for a luau theme!) to standard items that could work at any event, like charger plates and clear votive holders.

Registration and listings are free, so the next time you need to buy or sell some event party rentals, check it out!

It's Halloween weekend, so let's celebrate! As I've blogged in the past, creating a signature cocktail is a great way to save money on drink costs at your events. For your Halloween celebration, check out some of these great themed cocktail options from popular restaurants and bars across the country, according to Nightclub & Bar.

Spook-Tini

NYC restaurant and bar Tenjune is serving this spooky creation at its Halloween 2009 event.

1.5 ounces Absolut
1/4 ounce Grand Marnier
1.5 ounces fresh lime juice
1 tsp. cinnamon water
1 ounce blood orange juice.

Shake all ingredients and pour. Garnish with a fig slice.

Witches Brew

This magical potion will be enchanting the Halloween partiers at New Orleans' Whiskey Blue, located in the W Hotel.

2.25 ounces Bacardi Light
2.25 ounces Meyers Rum
1.25 ounces Bacardi 151
2.5 ounces pineapple juice
2.5 ounces orange juice
1.25 ounces sour mix
1.25 ounces Grenadine

Fill glass with ice and add ingredients; blend. Garnish with Gummi Worms.

Jack-O-Lantern

Served at the N9NE Steakhouse restaurant in Las Vegas, this Halloween libation is fairly involved. But when all is said and done, it's certainly worth the effort for such a tasty and smooth drink.

1. Prepare Vanilla Bean Syrup overnight

Bring 2 cups of water and 2 cups granulated sugar to a boil. Infuse over night with 1 whole vanilla bean, opened and seeded.

2. Blend Pumpkin Puree Mix

15 ounce can of pumpkin puree
2 ounces each: Baileys, Butterscotch Schnapps, caramel sauce, brown sugar
1 ounce Goldschlager
1 ounce vanilla bean syrup
1 vanilla bean, split and seeded
Dash of cinnamon, clove and nutmeg

3. Make Vanilla Bean Butterscotch Whipped Cream

Whip 12 ounces heavy whipping cream, 1 whole vanilla bean, opened and seeded, and 1 ounce butterscotch schnapps to stiff peaks.

4. Mix drink

1 ounce Harlem Liquor
0.5 ounces Ketel One
2 ounces Pumpkin Puree Mix
0.5 ounces Vanilla Bean Syrup

Shake ingredients in mixing tin and strain into martini glass lined with crushed graham crackers. Garnish with Vanilla Bean Butterscotch Whipped Cream.

Halloween's convenient Saturday date is making it even easier for Americans to take a scary weekend getaway.

"We're seeing more of a trend towards event travel. Flying to go to sports games or surrounding trips around a major event or holiday is becoming more popular," Bill Miller, senior vice president of operations at CheapOair.com, told ABC News. "Halloween over a weekend allows for a full itinerary over two to three days."

However, that doesn't necessarily mean that airlines and hotels will see big bookings.

As Gabe Saglie, senior editor at Travelzoo, said, "I don't think you are going to find a lot of people hopping on a plane and traveling across the country to stay at a paranormal hotel."

Still, many of us live within a few hours' drive of a spooky destination, so there might a good number of people who have planned a Halloween excursion. Do you have Halloween travel plans?

As the meetings industry prepares for the H1N1 flu virus, are you ready for handling events during flu season? Check out these 4 tips for how to be prepared:

1. Stock up on hand sanitizers.

Hand sanitizers are a decent safeguard to spreading diseases from hand to mouth. Though they don't replace hand washing, they are especially helpful at meetings and events where your guests cannot always run to the bathroom for soap and water. Just make sure to purchase sanitziers that contain an alcohol (ehtyl alcohol, ethanol, etc.) in a concentration of at least 60 percent. Studies have shown that anything less than this is not effective.

2. Educate your guests.

Provide your attendees with helpful information on how they can keep themselves and others healthy. Washing hands frequently, avoiding touching eyes, nose and mouth, and coughing into a sleeve or elbow—not hands—are among the best tips to stay healthy. Share these with your attendees on your event website or in your email marketing.

3. Stay informed.

Just as your guests should be in the loop, event planners should make sure to regularly visit reliable websites such as the Centers for Disease Control and Prevention to keep current on the flu vaccine, influenza activity in the United States and more.

Additionally, it also helps to be familiar with the symptoms of the flu, which include fever, sore throat, headache, body and muscle aches, dry cough, runny or stuffy nose and fatigue. Note that for adults, symptoms such as difficulty breahting or shortness of breath, sudden dizziness and severe vomiting warrant urgent medical attention. Establish a plan of action should an event guest, or one of your staff members, fall sick. Designate a contact person to whom guests can turn for medical assistance.

4. Have a back-up plan.

Last year, many event planners were caught unawares by the pandemonium brought on by the flu. Make sure to establish procedures for attendee cancellations, speaker cancellations, etc. Have a policy in place when it comes to refunding event fees for your attendees. This also holds true for your event venue and suppliers—go over how payments/refunds will be handled should you need to cancel or change locations at the last minute.

Best-selling author Dan Brown, who penned novels Angels & Demons and The DaVinci Code, explores the symbology and iconology of Washington, DC in his latest thriller The Lost Symbol. For visitors who want to experience the action in real life, Destination DC has made it easy to visit the landmarks and locations featured in the novel. Visit Experience DC: The Lost Symbol to learn more about exhibitions and events in DC relevant to the book, such as the National Museum of Women in the Arts' exhibit on "Telling Secrets: Codes, Captions and Conundrums in Contemporary Art." You can also view an interactive map of some of the top
attractions for your Dan Brown-inspired visit.

Washington, DC event planners can get in on the fun as well, as a number of these attractions also serve as great event venues. Check out a few of the following DC meeting spaces for a Lost Symbol-inspired event:

International Spy Museum

From George Washington's secret life as a spy to the Enigma code-cracking machine, the International Spy Museum immerses guests in the undercover world of espionage. In addition to taking advantage of this Washington, DC special event facility after-hours for groups of up to 300 people, meeting planners can also enjoy a number of the museum's unique packages. Three different scavenger hunts, for example, challenges attendees armed with a top secret bag of tricks to work through coded messages and tough questions as they navigate the museum. The exclusive Speaker Series offers a variety of former intelligence offers willing to share their expertise and experience with your event guests.

George Washington Masonic National Memorial

Towering over Old Town Alexandria just outside of DC, the memorial showcases both Freemasonry and George Washington himself, who joined the Masonic Lodge in Fredericksburg at the age of 20. Interesting artifacts on display include Washington's family Bible and even a lock of his hair. The memorial also offers over five DC event venues, including the grand hall for up to 250 people and the impressive Memorial Hall, which sets the stage with a 17-foot bronze statue of Washington, eight granite Corinthian columns, two large murals and six stained glass windows.

Library of Congress

Home to many of the nation's secrets, it's not surprising that the Library of Congress is often featured in thrillers such as Brown's The Lost Symbol. It was also featured in the action-thriller film National Treasure: Book of Secrets. Planners can take advantage of the air of mystery around this seemingly low-key but unique Washington, DC venue at one of its five room options, which include the Italian Renaissance-style Great Hall, a great DC banquet space for up to 1,200 guests.