Meetings

Cvent Will Attend MPI WEC in Salt Lake City on July 11-14!

Thursday, June 25, 2009 by Cvent Staff

Cvent will be attending MPI’s World Education Congress, held Saturday, July 11, through Tuesday, July 14, at the Salt Palace Convention Center in Salt Lake City, Utah. One of the two main conferences MPI hosts, the World Education Congress is held in a different location each year. Last year’s conference in Las Vegas saw over 3,500 attendees and over 450 exhibitors from all over the globe.

This year, the conference is expected to see about 3,500 attendees and over 300 exhibitors. A major focus of the conference is the expo, which features over 300 exhibitors representing a mix of the top destinations and hotels as well as in-demand products and services. Cvent will be at booth 1523A during the expo, which is held on both Sunday and Monday afternoon.

Additionally, on Sunday, July 10, Cvent executives will be hosting a relaxed dinner at nearby Caffe Molise. If you would like to go to the dinner, or to set up a private meeting during this conference, please email Chuck Ghoorah, Co-Founder and Executive Vice President of Sales and Marketing, at cghoorah@cvent.com. For more information on Cvent, please visit www.cvent.com.

We look forward to seeing you there!

Amsterdam Meeting Planning Guide Just Launched by Cvent!

Thursday, June 25, 2009 by Cvent Staff

Amsterdam, Netherlands, ranks as the 5th best European city to conduct international business and among the top 10 busiest tourist destinations in Europe. With over 350 hotel rooms, more than 2,000 restaurants, and an airport operating to over 260 destinations, it's no surprise the city is such a popular host.

Meeting planners can enjoy a wealth of Amsterdam venues, from the Amsterdam RAI Exhibition and Convention Centre, great for large tradeshows and conferences, to the more intimate Restaurant Excelsior at the Hotel de l'Europe. Its six function rooms and outdoor terrace are great for cocktail receptions and corporate dinners.

Read more about hosting a meeting in Amsterdam at the Cvent Destination Guide. Then, visit the Cvent Supplier Network to view detailed profiles of over 70 hotel venues in Amsterdam.

Philadelphia Venue Spotlight: Doubletree Hotel Unveils Redesigned Guest Rooms

Thursday, June 25, 2009 by Cvent Staff

In need of a venue for your Philadelphia events? The Doubletree Hotel Philadelphia recently completed the second phase of its $13 million renovation. Its 432 spacious guest rooms were redesigned, and now offer a warm, contemporary feel thanks to Herman Miller ergonomic chairs, oversize desks, and the popular Sweet Dreams by Doubletree bedding.

Great not just for lodging, the Doubletree is a great Philadelphia event venue, thanks to 27,000 square feet of flexible function space. Its facilities include the 5,540-square-foot Grand Ballroom and new 4,200-square-foot Assembly on Five full-service meeting center. The Assembly on Five has six conference rooms that boast views of downtown.

Located in the heart of Philadelphia's Avenue of the Arts and across from the Academy of Music, the Doubletree Hotel Philadelphia is within walking distance of the Pennsylvania Convention Center. The final phase of its renovations, which involve the swimming pool and lobby, are slated to be finished by the end of the year.

View more information about the Doubletree Hotel Philadelphia on the Cvent Supplier Network

Cvent Destination Guide Welcomes 100th Destination

Thursday, June 25, 2009 by Caroline Gordon

Today, Cvent welcomed the 100th destination to its Destination Guide. The Cvent Destination Guide is an informational resource for meeting and event planners designed to help planners simplify their site selection process by providing them with meeting specific details for worldwide meeting destinations. Planners can view image galleries, read about things to do, identify the top area hotels, receive restaurant recommendations, map key area attractions and venues, learn about exclusive promotions and more.

Based upon a recent focus group Cvent hosted, event planners consider an average of 3-5 destinations and spend up to one week researching potential meeting locations during their site selection process. Approximately 80% of the focus group participants revealed that selecting the appropriate meeting destination is essential to the success of their programs. More than 90% of the focus group participants felt that the information presented on the destination guide was valuable to event planners. The ability to easily compare multiple destinations, as well as the availability of meeting statistics and meeting facility details which are not easily found elsewhere were cited as the top reasons for utilizing resources like the Cvent Destination Guide. Amongst other reasons was the capability to send requests for proposals (RFPs) and book venues directly.

The Cvent Destination Guide features profiles for worldwide meeting destinations across the United States, Canada, Europe, Australia, Asia, South America, Mexico and the Caribbean. The guide helps planners compare apples to apples in a clear and concise format so that they have all of the necessary information to make a destination recommendation to the final decision-maker. Click here to explore the destination guide now.

New Dallas Convention Center Hotel Secures Financing

Thursday, June 25, 2009 by Sarah Larkins

Last month the city of Dallas voted "Yes" on the new 1,016-room Omni Dallas Convention Center hotel. Now, the Dallas City Council has approved an ordinance to authorize the sale of $514 million in Dallas Convention Center Revenue bonds to secure financing for the hotel, set to open in 2012.

Mayor Tom Leppert, a major proponent of the hotel project, said the vote was the right move, as he expects an upturn in the economy, according to The Dallas Morning News.

"This hotel is not going to be in place for several years, and we believe we are going to be able to capture that upturn," he said.

As of now, the Dallas Convention and Visitors Bureau reports that 172,000 tentative room night bookings are scheduled at the hotel in coming years.

The hotel will feature over 80,000 square feet of meeting space.

5 Easy Tips for Free Event Promotion

Thursday, June 25, 2009 by Sarah Larkins

An event can't happen without attendees, and you can't get attendees with some event promotion! However, you don't need to blow your entire budget on an expensive ad campaign. I've come up with five super easy ways to promote your event, all at no cost (and very little time spent) to you.

• Add your event to a community calendar—Eventful.com is a great place to start.

• Ask your staff members to place your event and registration link on their social media networks.

• Open a Twitter account just for your event, and use it to notify attendees of registration deadlines, event agenda updates and more.

• Send your keynote speakers/presenters information about the event to include on their websites and/or blogs.

• Search for trade publications or organization websites related to your event, then connect with members by participating in Twitter chats, forums, blog discussions, etc.

Tentative Deal Reached on DC Convention Hotel

Thursday, June 25, 2009 by Sarah Larkins

Construction on the Marriott convention hotel adjacent to the Walter E. Washington Convention Center in DC could begin as early as this fall if a deal between city officials and a pair of developers goes through. Pending approval of the D.C. Council, the agreement would have the city and the Washington Convention Center Authority to spend an additional $80 million on the hotel and an adjoining garage, according to The Washington Post.

This amount comes in addition to the $187 million it had already pledged to spend. The remaining cost would be acquired from private financing secured by Quadrangle Development and Capstone Development along with ING.

Getting financing for the hotel was a matter of debate when I first blogged about the convention hotel in early June. At the time, DC city officials were considering issuing as much as $750 million in bonds to build the hotel, despite the city's $800 million deficit.

Additionally, concerns arose after the Washington Business Journal published a story saying that some development projects, such as the Skyland Shopping Center, Arena Stage, and Southwest waterfront, could be scrapped in order to pay for the hotel.

A vote on the funding plan should occur next month.

How Well Can You Meet Your Meeting Attendees' Dietary Concerns?

Wednesday, June 24, 2009 by Sarah Larkins

I recently blogged about food and beverage specialist Katja Morgenstern's month-long experiment as a vegan, and how she discovered that dining options for vegans at business events are pretty slim. She said that a lack of education about vegan needs among banquet staff seems to be a problem. This made me wonder, how much do meeting planners and suppliers really know about vegetarian and vegan diets?

Take my quick quiz to test your knowledge:

1. True OR False: At the very least, my vegetarian and vegan guests can eat the starchy sides like French fries and rice.

Answer: False. Satisfying vegetarian and vegan requirements mean you need to not just look at the food itself, but its preparation. Some establishments cook fries in the same oil used to prepare meat products. Or, the vegetable oil used to cook French fries contains beef or poultry extract for flavoring. Similarly, rice may often be prepared with chicken or beef broth to add flavor.

2. True OR False: Veggie burgers will satisfy the vegans at the annual company picnic.

Answer: False, sort of. Some veggie burgers use eggs as binders, and vegans don't eat eggs. Make sure to read the labels on veggie burgers, and other pre-packaged foods, before expecting your vegan guests can enjoy the cookout.

3. True OR False: Including a vegan selection in your meal guarantees you'll meet both vegetarian and vegan dietary requirements.

Answer: True. Though the diets mean different things, opting for a vegan dish ensures that vegetarians can eat it, too. This does not, however, always work the other way around.

So, would you have succeeded in putting together an acceptable meal for meeting attendees with these dietary concerns? I think one of the most important things to point out is that simply selecting non-meat items does not mean your event catering is vegetarian- or vegan-friendly. You need to look not just at the food itself, but also the preparation (e.g. avoiding meat broths or flavorings.)

Though Morgenstern found it difficult to get a good meal as a vegan meeting attendee, you can learn from her experience. Work with your caterer—more and more suppliers are becoming familiar with special dietary needs.

Also, as Cvent Meetings & Events blog reader Pam Kelley suggested in a comment on my last post, make sure to include custom questions on your event registration forms to find out if your attendees have special dietary needs.

Miami Hotel lets Meeting Planners Pick their Perks

Wednesday, June 24, 2009 by Eric Eden

Kimpton's new Epic Hotel in downtown Miami is offering a revamped "Pick-Your-Perks" meeting program, which offers planners new ways to customize meetings and stretch their budgets with creative perks and incentives.

The program includes 20 percent off the best available room rate and a choice of one incentive from the following list:

• Up to 15% off the master account folio charges
• Two-hour complimentary boat cruise
• 10 percent off published menu prices

In addition, they'll get two of the following:

• 50 percent off meeting room rental
• 20 percent off audio/visual equipment
• Two VIP guestroom upgrades
• Welcome amenities for up to five VIP guests
• Complimentary weekend stay for future use
• Assorted whole fruit, chilled juices and coffee to start the day
• The option to re-book another meeting for before March 10, 2010, and receive 25 percent off the best available rate

Finally, planners get an American Express gift card based on combined group revenue.

Plans Announced for a Nashville Convention Center Hotel

Wednesday, June 24, 2009 by Eric Eden

Developers for a 1,000-key convention center hotel in downtown Nashville have revealed their plans for the project, which will be adjacent to the planned Music City Center. The rooms would be housed in a 40-story tower that features a curved design, meant to complement the wave-like architecture of the Country Music Hall of Fame and the rounded motif of the Sommet Center. Hotel amenities would include an entry with glass ceilings and 100,000 square feet of meeting space, restaurants, and retail, according to the Nashville Business Journal.

Cvent lists over 305 Hotels and Unique Venues in Nashville on the Cvent Supplier Network

Also, for more information on Nashville please visit the city pages on the Cvent Destination Guide

Lexington Downtown Hotel Begins New Phase of $13 Million Renovation

Wednesday, June 24, 2009 by Cvent Staff

Lexington Downtown Hotel & Convention Center

The Lexington Downtown Hotel & Conference Center has announced it is beginning renovations on its 367 guest rooms this week. Formerly a Radisson Plaza Hotel, the property joined the Hilton family in January and embarked on a $13 million overall revamp in March.

"We are excited to begin the next phase of the hotel’s beautification," said Peter C. Lewis, president and chief investment officer of Madison W Properties, in a statement. "Exceptionally appointed guest rooms that reflect Kentucky’s unique history will be the focal point of enhancing this distinguished property."

This Kentucky theme will appear in the white headboards of guest beds, which are reminiscent of picket fences found throughout the commonwealth, and the calming green and blue tones. Guest rooms will also feature new designer-selected linens and window treatments, furniture, and carpeting as well as enhanced bathrooms.

The design of the entire hotel will reflect Kentucky's landscape and equestrian heritage. The hotel lobby, which began renovations last week, will be filled with art works by local artists. One piece is a 30-foot-high sculpture of running horses, created by local Seth Tuska. It will be installed above a fountain, designed by Tamara Cassidy, containing elements of Lexington's Triangle Park fountains. Additionally, a 20-panel photograph of two yearlings titled "The Glory of Kentucky" will be placed in the hotel's atrium.

Before and after the renovations, meeting planners can take advantage of Lexington Downtown Hotel & Conference Center's over 16,000 square feet of meeting space. Located just steps away from the Lexington Convention Center and the Rupp Arena, the hotel also features an on-site restaurant, fitness center and business center.

Do You Use Celebrity Spokespeople to Promote Events?

Wednesday, June 24, 2009 by Sarah Larkins

I recently read that Indianapolis Colts quarterback Peyton Manning is going to represent the Indianapolis Convention & Visitors Association. As part of this partnership, he'll be used on the CVA's website and in targeted messages to convention and meeting planners, including email campaigns sent directly to planners and print ads placed in trade publications.

This isn't the first time I've seen a famous/celebrity spokesperson working on behalf of a meeting destination. Another incidence that comes to mind is the Atlanta CVB, whose website features a celebrity video of Ludacris, Alton Brown, Shawn Mullins, Ted Turner and John Smoltz elaborating on the great things about Atlanta.

Have you ever used a celebrity spokesperson, whether it be a local news personality or famous actor, to promote your meetings and events? I think it would definitely make for great event promotion. However, in today's tough times, I'm not sure that a celebrity's approval alone would be enough to make me pay for registration. Do you think the use of a well-known name can boost event attendance?

Get Cvent Meetings & Events News Delivered to Your Inbox!

Wednesday, June 24, 2009 by Cvent Staff

Want to stay up to date on the Cvent Meetings & Events blog posts? Sign up for Cvent's Monthly Newsletter! We'll deliver popular blog posts, articles on hot topics, best practices tips, exclusive partner offers and more, right to your inbox!

The Cvent Monthly Newsletter is free for planners, so don't forget to subscribe today!

Cvent Announces Partnership with Hilton Hotels Corporation!

Tuesday, June 23, 2009 by Cvent Staff

Cvent is excited to announce a strategic partnership with Hilton Hotels Corporation! Hilton has guaranteed enhanced search placement on the Cvent Supplier Network, positioning the brand to capture immediate group business leads for its hotels.

"Over the past year, Cvent has emerged as the leading group business lead channel. This partnership is a key part of our group business strategy and we felt it was imperative for our Hilton brands to have maximum exposure to the Cvent planner audience," says Robert Scypinski, vice president of sales for the Americas. "Cvent is providing Hilton brands the opportunity to reach a new target market.

"Our Hilton hotels, including the Doubletree, Embassy Suites, Conrad, Waldorf Astoria and Hilton Garden Inn brands, will ensure accurate and timely responses to these requests for proposals. In addition, Hilton will offer promotions to the Cvent meeting planner audience."

Thousands of qualified meeting planners use the Cvent Supplier Network to send group business electronic Requests for Proposals (RFPs). Additionally, 89 percent of the Cvent Supplier Network electronic RFPs are for meetings and events occurring within the next 12 months.

"So far in 2009, electronic RFPs on the Cvent Supplier Network averaged 237 total sleeping rooms, with 83 on peak room nights. Over 77% of this RFP flow included requests for sleeping rooms and/or meeting space," says Chuck Ghoorah, Cvent executive vice president of sales and marketing. "Hilton has recognized Cvent as the gateway to an untapped revenue stream in group business and established a strong presence on the Supplier Network. In return, our meeting planners will benefit from having direct access to Hilton's collection of quality meeting hotels."

As a part of the partnership launch, Hilton's first Cvent Supplier Network promotion will include the "Book and Save" offer. All Cvent Supplier Network planners who send their eRFPs before March 31, 2010, will be eligible for this promotion.

Read more about the Cvent-Hilton partnership.

Event RFPs: Don't Leave Your Bidders Hanging!

Tuesday, June 23, 2009 by Sarah Larkins

You've searched for suppliers, created an RFP, and sent it out to your top venue choices. Now that you're using the Cvent Supplier Network, the process of comparing, contrasting, and selecting the best supplier for your event is easy and fast. So you can just pick your venue and move on, right?

Not exactly. But after spending time and effort on your RFP process, you may be tempted to do just that. You'd rather move on with the planning of the event or meeting itself.

However, it's important to not leave your bidders hanging. After all, just like you worked hard to create and send an RFP, they worked hard to come up with a proposal for you.

Before you move on from the RFP process completely, make sure you:

• Answer their questions. You were able to include custom questions in your RFP, and now suppliers may have questions for you in their proposal. Make sure to address what they're asking, even if you are not sure you will award them the RFP.

• Explain your decision. For both the supplier you choose and for those you decline, provide a reason. Perhaps the sleeping room rate was too high, your preferred dates were unavailable, or you simply decided to go with another venue. You don't need to pen them a long letter, but provide enough details for them to understand your reasoning.

• Be timely. You know how frustrating it is to have to wait forever on suppliers to whom you've sent RFPs. The same holds true for proposals. Stick to your decision deadline, and let suppliers know what your decision is right away. It may be a letdown to not get your business, but the sooner you let them know, they sooner they can open up those dates for other planners.

Smoking or Non: Are Your Events Kicking the Habit?

Tuesday, June 23, 2009 by Sarah Larkins

U.S. President Barack Obama signed a historic anti-smoking bill yesterday in the hopes that it will help the millions of Americans finally kick the habit. The new law gives the U.S. Food and Drug Administration the power to regulate tobacco just like it regulates all the other products consumed by the public.

Among the powers provided by the bill are the ability to regulate what goes into tobacco products, make public the ingredients, ban the marketing of "light cigarettes," and prohibit marketing campaigns geared toward children.

In the hospitality world, it seems like smoking has been falling out of favor for quite a while. Marriott's U.S. and Canadian hotel properties went smoke free a few years back. Westin Hotels & Resorts implemented a brand-wide smoke free policy in 2006.

Additionally, smoking bans in restaurants and public gathering places are becoming more and more commonplace, with such bans in effect in over 20 states including New York, California, and just recently, Virginia.

It seems like they're just meeting demands. According to the J.D. Power and Associates 2008 North America Hotel Guest Satisfaction Index Study, nearly nine out of 10 guests (89 percent) say they prefer a smoke free hotel environment. Meanwhile, health organizations such as the National Cancer Institute and American Heart Association have policies in place regarding smoke free site selection when it comes to meeting destinations.

Though it's clear that meeting venues and planners are going for smoke free events, the very high number of Americans who smoke may prefer otherwise. So I want to know your thoughts. Do your meeting attendees expect non-smoking events? Or, do you actually have to make efforts to ensure that smoking is permitted at your venues?

Looking for Great Meeting Deals and Promotions? Better Act Now, Experts Say

Tuesday, June 23, 2009 by Sarah Larkins

Yesterday I blogged about how hotel CEOs are confident that group business, though down right now, will make a strong comeback. In the meantime, they said that today's buyer's market is the prime time for aggressive planners to secure great meeting deals.

The fact that this is the best meetings buying opportunity in years may not come as news, seeing as how just about every expert agrees that the deals to be had nowadays are unprecedented. However, what isn't stressed enough is the importance of acting now to get these deals.

"You have more flexibility if you’re talking about a meeting held between now and the end of the year," James Goldberg, association attorney for Goldberg & Associates, told MeetingsNet. "After 9/11, hotels were essentially giving away the store. If you showed up in early 2002 and said you wanted to book a meeting in 2006, hotels gave you low rates, all kinds of concessions.

"But when the market started turning around in 2004, 2005, and 2006, they were stuck with these deals they had cut three and four years earlier. This time around they are not doing that.”

If you have canceled your meetings due to budget constraints, it might be time to reevaluate. Today's deals and promotions might help you plan a meeting at a much lower cost than you'd normally expect.

And for those who have postponed meetings to a later date, perhaps in end of 2010 or beyond, it's time to seriously reconsider—these deals won't last that long. Either way don't forget that booking now can build goodwill with suppliers that will come back to benefit you in the future, even after the market has turned around.

Gaylord Opryland Puts Some Jazz (or Rock, or Blues) in Your Events

Tuesday, June 23, 2009 by Sarah Larkins

We recently did a venue spotlight on the Gaylord Opryland Hotel & Convention Center. With over 2,000 guest rooms, 600,000 square feet of meeting space, and a wealth of top-notch amenities, it's a great option for hosting your Nashville events.

Today I came across another way in which Gaylord is making your events unique. In my Meetings & Conventions Hot Idea of the Day newsletter, I read that the resort will hire a local singer/songwriter to write a song about your group, usually drawing the music from a popular and familiar tune. The singer will then perform it for your attendees!

It costs about $600 for the service and requires two days' lead time. Your budget may be tight these days, but thanks to Gaylord's Total Meeting Pricing promotion, you might just be able to fit in this extra. And just think of the impression it will make on your attendees!

Read more about the Gaylord Opryland on the Cvent Supplier Network

3 Restaurant Venues Where Famed Foodies Like to Eat

Tuesday, June 23, 2009 by Sarah Larkins

Budget Travel recently surveyed the world's best chefs, cookbook authors, food writers, cooking show hosts and specialty food purveyors on their favorite places to eat. They came up with an extensive list of restaurants, from fast food burger chains to pizzerias, street stalls to five-star eateries.

When planning your next cocktail reception or dinner function, treat your attendees to expert-approved cuisine at what are just a few of the restaurant venues that made the list:

The Pit

The authentic North Carolina barbecue, cooked over charcoal and wood, served up at this Raleigh establishment meets the approval of Patrick Ford, V.P. of international marketing for Ford's Gourmet Foods, not to mention that of publications such as The New York Times, Bon Appetit and Gourmet Magazine. Pitmaster Ed Mitchell starts with pigs raised in the state using only organic farm practices, adds in authentic sides such as collard greens, fried okra, and black eyed peas, and pairs it all with handpicked beers, cocktails and spirits.

Private dining space is available at The Pit, which boasts a relaxed ambiance noted by red brick walls and colorful pendant lighting. Full-service catering is also available.

Bon Ton Cafe

The charming atmosphere and soulful cooking of this haute Creole restaurant is enough to keep John Besh, executive chef of August, Luke, Besh Steak, and La Provence, coming back. Housed in the 1840s Natchez building, this New Orleans restaurant encompasses the spirit and liveliness of the Cajun people in its etoufees, Cajun-style bisques, slow-cooked one-pot meals and more.

Bon Ton Cafe is available for private parties Saturday and Sunday. The restaurant can accommodate 100 people.

Candle 79

In New York City's ever-growing foodie scene, it's hard to get noticed. But Candle 79 has managed to grab the attention of Gabrielle Hamilton, chef/owner of Prune in NYC, and the planners of events such as Arianna Huffington's book signing party, Paul McCartney's pre- and post-concert parties, and Rolling Stone & Men's Health Woody Harrelson Celebrity Lunch—all of which were catered by Candle 79. Meat lovers shouldn't be quick to write off its vegan cooking, though, as menu items such as the classic Caesar salad with tempeh bacon and the Tuscan seitan parmesan sandwich are sure to have mouths watering.

Candle 79 provides catering for special events and less formal functions.

Hotel CEOs Say Group Business Will Bounce Back

Monday, June 22, 2009 by Sarah Larkins

It's not all doom and gloom for meetings these days. In fact, though group business is down, hotel CEOs are confident that they will not see any long-term shifts in group, transient and leisure travel balance.

"Because group business is so far down, there will be tremendous pent-up demand," said Frits van Paasschen, president and CEO of Starwood Hotels & Resorts Worldwide, during a press briefing at the recent 2009 New York University International Hospitality Industry Investment Conference. "The conventions, product launches and training sessions are such an important part of the business that it will come roaring back."

Despite the fact that many organizations are implementing new practices to handle meeting cancellations, such as the use of webinars or teleconferencing, most of the CEOs believe these are not long-term solutions.

"Technology is wonderful—webcasts, webinars and the partridge in a pear tree," said Eric Danziger, president and CEO of Wyndham Hotel Group. "But there is no replacement for people getting together to work, feed off each other and create a culture that ultimately drives businesses and companies."

Planners who get back to planning in-person meetings and events now have the opportunity to take advantage of the existing low average daily rates at hotels. Noble Investment Group Senior Managing Principal and CEO Mitesh Shah said that as buyers get more aggressive and push the rates lower, it will take longer for them to rise again.

"[Corporate buyers] understand that if they are traveling, they're one of the very few traveling, so they've gotten very aggressive," Shah said. "That's not going to change until demand starts increasing."