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How are you handling the surge in new in-person meetings?

  • 1.  How are you handling the surge in new in-person meetings?

    Cvent Staff
    Posted 13 days ago
    According to the recent Northstar/Cvent Meetings Industry PULSE survey report, in-person meetings are back in a big way. Over 80% of event planners surveyed said their next event will take place by the end of August! So tell us - if you're planning events, how are you managing your workload, and what can suppliers do to help?

    If you're a hotelier, are you making life easier by including room diagrams in your RFP response or on your Cvent Supplier Network profile? Tell us how you're getting ready for The Ultimate Summer of Meetings.

    #HuddleoftheWeek #VoiceIt

    #ManagingOn-site
    #ExecutingStrategicMeetingsManagement

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    Megha Jetley
    Assistant Manager
    Cvent Marketing Department
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  • 2.  RE: How are you handling the surge in new in-person meetings?

    User Group Member
    Posted 12 days ago
    I'm not a hotelier, but the pick up in building events as our volume is coming back - is crazy! I'm leaning on templates and timelines that we redid during covid, and it's making it much easier! I know suppliers are still short staffed, but email response has been helpful, just to know they are working on requests or getting back to us quickly if there are any questions so we can move forward or move on accordingly.

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    Beth Vriesen
    Events Registration Admin
    Associated Bank Corporation
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  • 3.  RE: How are you handling the surge in new in-person meetings?

    User Group Member
    Posted 12 days ago
    Hello! I do think events are coming back extremely quickly and all seem to be in a very short timeline compared to pre-pandemic. I would say the biggest thing, suppliers can do is offer flexibility and understanding. Registrations are closing much closer to the event so flexibility in attendee counts, rooming list due dates and changes would be really helpful.

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    Katie Dreifus
    Registration Manager
    PwC Management Services LPUnited States
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  • 4.  RE: How are you handling the surge in new in-person meetings?

    Posted 12 days ago
    I would absolutely second what Katie shared. For us, attendees are not willing to register as far in advance - so much has changed with availability to child care, waiting to see what conditions are like as the event approaches, and personal agendas in general are so much more in flux as offices try to return to full staffing. The biggest thing suppliers can do, as Katie mentioned, is offer flexibility and understanding. This is not to say that flexibility is 100% on the supplier, but what ways can we work together to meet shorter timelines? I would echo the same for hotels ... additional attrition levels (maybe 4 chances for reductions or additions verses 3) is just one example that I've been really happy with regarding the venues we have partnered with. Also, no cancellation penalties with COVID exposure or positive tests.

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    Kaitlin Feist
    Marketing Programs & Events Specialist
    Dakota Supply GroupUnited States
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  • 5.  RE: How are you handling the surge in new in-person meetings?

    User Group Member
    Posted 12 days ago
    I've partnered with a 3rd party sourcing agency who's greatly helped me through this time! I thought I could do it all by myself, but it just became too much.

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    Rebecca Quinn
    Corporate Events Manager
    Transplace Texas, LPUnited States
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  • 6.  RE: How are you handling the surge in new in-person meetings?

    Community MVP
    Posted 12 days ago
    We are not yet going back to in-person events, but I'm hopeful that our 2023 budget planning will allot for a mix of virtual, in-person, and hybrid!

    *Room diagramming is SO helpful. Interactive room diagramming (or 3D) is even more helpful!

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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.United States
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  • 7.  RE: How are you handling the surge in new in-person meetings?

    User Group Member
    Posted 11 days ago
    To echo what some others have commented here, the key with suppliers is that they are flexible and focused on building partnerships with planners as we all try to navigate getting back to in-person. There are a lot of new variables, higher costs, and other considerations that everyone needs to be understanding about and work together to make it mutually beneficial for all!

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    Bouran Qaddumi
    Sr. Manager, Training
    Church's Chicken
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  • 8.  RE: How are you handling the surge in new in-person meetings?

    Community MVP
    Posted 10 days ago
    If you're a hotelier, are you making life easier by including room diagrams in your RFP response or on your Cvent Supplier Network profile? YES, providing planners with detailed proposals helps planners to make quick decisions for short term meetings. Tell us how you're getting ready for The Ultimate Summer of Meetings. Our team at the Westin Tampa Bay have great offers including points and great concessions for summer short term meetings.   

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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 9.  RE: How are you handling the surge in new in-person meetings?

    Posted 10 days ago
    We are managing the workload by hiring more planners to help! We're already doing live events at the moment and we have a lot more events in the coming months. The biggest challenge is trying to realize them all in a short time. What anybody can do to help us is to be flexible and understanding.

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    Cassandre Therrien
    Technology Coordinator - Groups, Meetings and Events
    Les Voyages Laurier Du Vallon
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  • 10.  RE: How are you handling the surge in new in-person meetings?

    User Group Member
    Posted 10 days ago
    Hi Megha, 

    As an event planner, I can confirm that in-person events are back in full swing! I don't use hotels as venues, as I am on a university campus, but some of the same problems apply, such as double-booked rooms, or spaces booked so tightly requiring planners to agree on room sets as there is no time to reset the rooms in between events.

    I'd say that having collaborative tools, even if it's just a shared spreadsheet where we list all of our events and which space/room set we are thinking of using is very helpful. Of course a full-blown meetings calendar would be more helpful ;)

    Cheers,

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    Béline Falzon
    Event Planner
    Stanford UniversityUnited States
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  • 11.  RE: How are you handling the surge in new in-person meetings?

    Posted 8 days ago
    Flexibility is key here. We are constantly reevaluating our room blocks and set ups based upon the events we just did. Additionally, we are looking ahead to overflow hotel blocks as the amount of people traveling now to events is way higher than when we contracted originally.

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    Justina Hulen
    Events Director
    RSLC
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  • 12.  RE: How are you handling the surge in new in-person meetings?

    User Group Member
    Posted 6 days ago
    As a hotelier we are preparing by creating more picture examples for planners. Setting up or meeting rooms but also our outdoor spaces to take pictures and give planners a better idea of what their event could be.

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    Teresa James
    Director of Sales and Marketing
    DoubleTree Gainesville
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  • 13.  RE: How are you handling the surge in new in-person meetings?

    User Group Member
    Posted 6 days ago
    Not a hotelier but we are planning events and just sourcing venues and finding places with availability has been crazy! There's so many events happening as everyone is trying to return and venue sourcing has been our biggest hurdle!

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    Rachel
    NJ
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  • 14.  RE: How are you handling the surge in new in-person meetings?

    User Group Member
    Posted 5 days ago
    I think the most important thing to remember for me is that I used to handle a workload of this size/timeline. The last two years made me forget what it was like to juggle multiple programs on short notice. The key is to stay organized by laying out my timelines up front and using my calendar/tasks for reminders to keep me and my clients on track. Response times have been a bit slow, so I agree with the other comments, that turnaround time (or just responses in general) from vendors would be the biggest way they can help!

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    Gina Allega, CMP
    Senior Program Manager
    BCD M&E
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  • 15.  RE: How are you handling the surge in new in-person meetings?

    Posted 4 days ago
    Summer is our slow season - so hoping we get a nice boost this year for our budgers.

    We just updated our 3D Diagrams and share them as often as possible with our clients during the proposal process! 


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    Morgan Corpus
    Sr Sales Manager
    The Stephen F Austin Royal Sonesta HotelUnited States
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