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What all should be on a planner's checklist while deciding their next meeting destination?

  • 1.  What all should be on a planner's checklist while deciding their next meeting destination?

    Cvent Staff
    Posted 12 days ago

    Hello, Community members! We're excited to be back with our next Huddle of the Week discussion.

    Today, we're looking ahead to in-person and hybrid events. You may be planning for those later in 2021, or perhaps 2022. No matter the exact date, you are likely already looking into your next meeting destination and venue. With that in mind, you likely have different requirements and aspects of your event that you need to consider when choosing the destination city/venue. So, our discussion questions this week are:

    • What all should be on your checklist while deciding your next meeting destination?
    • For our suppliers & venues, what have you seen thus far from planners who are sourcing their future events?
    • For our CVBs, how are you working with your hotel partners and planners to coordinate these new requirements and aspects of the relationship?

    As always, let us know your thoughts and plans below! If you have any other questions for your industry partners, feel free to share here, as well. #HuddleoftheWeek #VoiceIt


    #BiddingonGroupBusiness
    #ManagingOn-site
    #ManagingRoomBlocks
    #SourcingaVenue

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    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
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  • 2.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Posted 10 days ago
    Many of the same requirements apply when sourcing venues - location, transportation, cost, meeting room capacity, accommodations, etc. To add to this, we are also factoring in health and safety protocols in place by the venue. Even though our event is not until 2022, it will still be an issue to consider to ensure a safe event.

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    Bouran Qaddumi
    National Field Trainer
    Cajun Operating Company d/b/a Church's Chicken
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  • 3.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Posted 10 days ago
    • What all should be on your checklist while deciding your next meeting destination? 
      • Is the destination a hot spot for COVID? Event though the numbers are declining, some states' numbers are increasing. 
      • Health and safety protocols from the venue and for traveling.
      • Room for social distancing
    • For our suppliers & venues, what have you seen thus far from planners who are sourcing their future events?
      • Heavey consideration in transportation safety
      • Venue safety


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    Mary Ann Hall
    Event Planner
    Federal Reserve System
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  • 4.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Posted 10 days ago
    • What all should be on your checklist while deciding your next meeting destination? We're focused on what is the COVID situation like in those respective states, what is the political climate like as we'd be worried about protests or other issues that may make attendees concerned, and how much air travel is available to a particular location
    • For our suppliers & venues, what have you seen thus far from planners who are sourcing their future events?
      Not a supplier/venue but as a planner we're heavily focused on safety protocols, f&b opportunities, available outdoor space for gatherings and ballroom sizes as we'll need more space to allow some seating distance.


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    Rachel Sigley
    Director, Brand Marketing
    Tata America International Corporation
    NJ
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  • 5.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Posted 10 days ago
    We will be using our same requirements but looking for larger room capacity with Social Distaning as well as additional saftey and health protocals. We will also be looking for much better cancelation policies in the event anything were to happen and events had to once again canceled.

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    Scott Sward
    Global Travel and Events Manager
    Viewpoint, Inc.
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  • 6.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Posted 10 days ago
    • What all should be on your checklist while deciding your next meeting destination? Since we are a global company travel restrictions for who can go where and what the safety guidelines are for international visitors greatly influence our location selections. We are also looking for more flexibility in cancelation/rescheduling terms given things are still fluctuating everyday. Social distancing and safety guidelines are also new to our checklist as we are now looking for larger spaces and cleaning guidelines from the venues. 


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    Megan Ridgway
    Sr. Specialist, Event Operations
    S&P Global Market Intelligence(PreviouslySNL Financial LC)
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  • 7.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Community MVP
    Posted 9 days ago
    It does not look like we will be doing any live events this year, but the reason is not necessarily COVID. We are seeing great success with our pivot to virtual events, and they are much more cost effective. In addition, it removes barriers such as geography, being too busy to travel, and of course any COVID concerns. However the only thing I would do differently regarding in-person events is be sure we are educated on any restrictions for that particular city/county/state and ensure we and the venue are abiding by rules/regulations.

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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
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  • 8.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Community MVP
    Posted 9 days ago
    Hi everyone,

    great questions. Looking forward to seeing what everyone thinks.

    • What all should be on your checklist while deciding your next meeting destination?
      • I would say cost, accommodations and transportations will play a big factor as well as factoring in health and safety protocols that will still be needed for a while
    • For our suppliers & venues, what have you seen thus far from planners who are sourcing their future events?
      • We have seen a lot of short-term smaller meeting RFPs coming through as well as further out. Main focus is on the health safety and protocols, and how hybrid events can be worked out
    • For our CVBs, how are you working with your hotel partners and planners to coordinate these new requirements and aspects of the relationship?
      • We are working very closely with our hotel partners, having weekly or bi-weekly calls, Sales Managers reaching out to see if they can assist, virtual site visits and/or in-person, offering incentives and making it work for our clients budget.


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    Andrea Timbes-Cox
    CRM Administrator & Lead Catcher
    Visit Fort Worth
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  • 9.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Community MVP
    Posted 9 days ago
    For our suppliers & venues, what have you seen thus far from planners who are sourcing their future events?
    • Main focus is on the health safety and Covid protocols.  Smaller meetings.  Short Term events.  Diagrams on Meeting Room Sets 


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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 10.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Community MVP
    Posted 9 days ago
    Hello Danielle, 

    As an event planner, beyond the usual considerations such as convenience, prices, space, we are now also looking at: 
    - legal environment (county/state/federal restrictions on gatherings)
    - infection rates and their evolution in the area we are considering
    - ability to social distance, do rapid testing, and how the hotel is prepared to enforce those measures
    - flexibility from the hotel partners: is there a plan B, plan C, etc in place to cover several scenarios, like a vaccine-immune variant spreading. That includes flexible cancellation policies

    Best,

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    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 11.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Posted 8 days ago
    • For our CVBs, how are you working with your hotel partners and planners to coordinate these new requirements and aspects of the relationship?
      • We have partnered with our major venues to suggest GBAC certification and even offered financial assistance with it
      • We receive updates from the venues about their current procedures and pass this to our planners
      • We also share current City Mandates for public gatherings, restaurant, etc. 


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    Ann Starley
    Senior Group Sales Manager
    Macon-Bibb County Convention & Visitors Bureau
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  • 12.  RE: What all should be on a planner's checklist while deciding their next meeting destination?

    Community MVP
    Posted 7 days ago
    • What all should be on your checklist while deciding your next meeting destination?
      • I found a lot of useful info at this SmartMeetings link, including key clauses, force majure, insurance, attrition, and cancelation
      • Polling potential attendees on what defines their comfort level (mandatory face coverings and/or social distancing, if they are or aren't vaccinated, temperature taking, etc.)
      • The state requirements and the hotel policies and requirements
      • And as always, all the other stuff: climate, direct flights from airport for 80% of our guests, contract concessions
    • For our suppliers & venues, what have you seen thus far from planners who are sourcing their future events?
      • N/A for me
    • For our CVBs, how are you working with your hotel partners and planners to coordinate these new requirements and aspects of the relationship?
      • N/A for me


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    Brenda Ainsburg
    Channel Program Manager
    brenda.ainsburg@siemens.com
    Siemens Aktiengesellschaft
    United States
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