Open Forum

Let's take this opportunity to share what we've learned from in-person, hybrid, and virtual events in the past few years.

There's nothing more valuable than empowering each other through the knowledge we've acquired from our experiences. At the end of the day, our goal is to get planners and suppliers closer.

• So, if you're a hotelier, do share what you think would help planners in 2022?

• If you're a planner, what do you think hoteliers should be most cognizant of in 2022? 

#HuddleoftheWeek ​
#CventEventDiagramming

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Megha Jetley
Assistant Manager
Cvent Marketing Department
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As a planner, venues need to be mindful of the increasing costs for 2022 and beyond. With the cost of food rising, basic event AV costs as much as the actual event, and other related costs of doing business - there may need to be accommodations (such as waiving room rentals) to compensate for the extra expenses that might put an annual event now out of a planner's budget.

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Brianne Croteau
Assistant Director of Donor and Volunteer Relations
Bucknell University
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We may have lost touch with the things we use to do on a daily basis, that are now starting to happen again with more in-person events taking place.  As a planner, remember the following:
- Ask attendees at registration if they have dietary restrictions (allergies) if food is being served
- If you want a specific dress code, make sure attendees and presenters are aware of it (many people forgot how to dress professionally!)
- Not everyone is comfortable yet with large group dinners, etc so don't take it personal if an attendee doesn't want to join that portion of the event - offer a box meal instead!

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Jenna Munz
Hospitality Events Specialist
Greenheck Fan Corporation
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* So, if you're a hotelier, do share what you think would help planners in 2022? :
 
Hello Planners! 

Whenever possible send event details, such as agenda and food & beverage needs for events with as much advance notice as you can! 

Hotels are experiencing challenges on receiving goods due to supply chain issues and if given more advance notice we have better chances that we can order and receive all items requested for an event.  The Hospitality Industry is also short staffed and having the information further out assists the hotel teams in preparing for a successful event. 



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Colleen Beck
Director of Sales & Marketing
The Westin Tampa Bay
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Planners are operating on tighter budgets than ever before. Hoteliers who offer package pricing to keep costs down, especially with F&B costs rising, will see more planners willing and able to work with them

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Virginia Early
Sr. Associate Director of Events
William & Mary Foundation
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Hi Megha, 

As planners, we understand that many hotels are currently understaffed, and as a consequence we have been experiencing delays at all the stages of the process: contract negotiation, BEOs, diagramming... Sometimes, even calling the CSM on their cellphones doesn't yield results. A note saying "too busy right now, expect the contract/BEOs/diagrams on X day" would be helpful in managing that anxiety on the planner end, rather than a nebulous silence. 

Cheers,

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Béline FALZON
Conference Program Specialist II
California Teachers Association
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As a planner I think having a VERY clear contract these days is key. Also outlining staffing, seating, spacing and back up options will continue to be very important to our team. We have started to integrate much more AV than in the past, so have a dedicated AV person from the beginning of the planning stages would be key.

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Beth Vriesen
Events Registration Administrator
Associated Bank Corporation
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From a planner perspective, it is in the hotel's best interest have more attendees onsite as oppose to virtual. While some costs are rising with respect to inflation, if they can support event planners with some comped items like free parking, it can act as an incentive to bring people to their venue and thus generate more revenue from other event aspects such as food/beverage or overnight stays. We have found complimentary parking can be a big incentive to attend events when it can save attendees substantial sums of money in cities where parking is at a premium. I also think offering specialty food items makes a difference for attendees and generates a positive experience.

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Jason Yakencheck
Administrator
ISACA Greater Washington, D.C. Chapter
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• If you're a planner, what do you think hoteliers should be most cognizant of in 2022? 

Companies are making us operate on tighter than ever budgets. Working with us on special add ons or things to enhance the event are always helpful. Having dedicated vendors that could help reduce cost and already have things to help elevate the show (i.e. working with an AV partner that maybe has wafer walls or staging backdrops at an affordable price so we don't need to source expensive custom backdrops but can enhance the look and feel of our show).


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Rachel
NJ
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Keeping the supplier/planner relationship strong is key. I think most planners right now understand that hotels are busy and still understaffed, but responding to inquiries just to confirm receipt and give an estimate for response, would be appreciated - any communication is better than nothing. Don't let the planner lose confidence in the venue due to a lack of basic communication.

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Gina Allega, CMP
Senior Program Manager
BCD M&E
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As a planner, keeping health and safety protocols in mind should still be important, even as we are (hopefully) seeing the end in sight with the pandemic. Given that staffing challenges have affected all industries, ensuring that events can be set up and run safely while minimizing the impact on staff will be key.

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Bouran Qaddumi
Sr Manager, Training
Cajun Operating Company d/b/a Church's Chicken
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