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We're back with our 'Ask the Expert' session - Sep 29

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Anonymous Member09-29-2022 11:10

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  • 1.  We're back with our 'Ask the Expert' session - Sep 29

    Cvent Staff
    Posted 09-22-2022 23:14
    Edited by Kameron Kidd 01-18-2024 14:09
    No replies, thread closed.

    It's time for our next Ask the Expert session here in the Open Forum!

     

    According to the recent Northstar/Cvent Meetings Industry PULSE Survey, 53% of event planners say that concern about a new COVID variant impacts their current planning. This has grown steadily over the last three reports. That's notable and a little surprising. Why? Because at the same time, 68% of planners are nonetheless actively sourcing and booking events. Does this show concern around new mandates? Or does it really show how resilient we are, how we've adapted, and our determination to reconnect. The new era of meetings and events is about using tools and best practices to overcome challenges.

     

    Join us on  September 29, 11 a.m. – 12 p.m. ET to hear from industry experts on how they're overcoming recent challenges, whether that's COVID or even more pressing cost concerns and short staffing. How can destinations better help planners and hotels connect to design meaningful experiences? What should destinations and hotels know about the most pressing challenges facing planners? When planners say that they want suppliers to be more supportive – what are some tips on how to better engage and provide a greater level of support? 

     

    Our featured experts include:  

    • @Steve Pierson, Director of Convention Sales, Greater Birmingham Convention & Visitors Bureau
    • @Paul Dangel, CMP, Director of Sales and Marketing, HYATT REGENCY Birmingham – The Wynfrey Hotel

     

    Cvent is partnering with Northstar Meetings Group to co-produce and cosponsor the Meetings Industry PULSE Survey. We surveyed 460+ event professionals in August 2022 to get a look at planner sentiment around the meetings and events industry.

     

    Reminders from our Community Team on how the Ask the Expert session will work: 

    Add your questions from the industry experts by replying to this thread below any time before or during the Ask the Expert session. Be sure to look at other Community users' questions and click Recommend  to those that you would also like to learn more about.    

    You can expect to see answers from our experts starting at 11:00 am ET on Thursday, Sep 29. Follow the thread by clicking the blue star and be ready to add follow-up questions and discuss further with other users. We'll wrap up the event at 12:00 pm ET, so be sure to join us then.    

    We look forward to reading your questions!  

    Note: This post contains forward-looking statements that involve risks, uncertainties, and assumptions. Specifically, any unreleased services, features, functionality, or enhancements referenced in this discussion post or in other public statements are not yet generally available and may not be delivered on time or at all. Customers who license any solutions from Cvent, Inc. should make their purchase decisions based on features that are currently available. We have based these forward-looking statements on our views concerning future events and development plans as of the date they were made. We assume no obligation for and do not intend to update any such forward-looking statements. 

    ​​



    #Miscellaneous
    #SourcingaVenue

    ------------------------------
    Tanvi Kakodkar
    Customer Marketing at Cvent
    ------------------------------


  • 2.  RE: We're back with our 'Ask the Expert' session - Sep 29

    User Group Member
    Posted 09-26-2022 09:06
    No replies, thread closed.
    What is different this time around? In terms of safety guidelines, sourcing, supply chain, pre-event feedback?

    ------------------------------
    Olivia Popofski
    Marketing Coordinator
    Sun Life Assurance Company of Canada and AffiliatesCanada
    ------------------------------



  • 3.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:06
    Edited by Daniel Marotta 03-01-2023 09:37
    No replies, thread closed.
    On the hotel side, we live and operate in a very conservative area of the country. We were one of the last areas to recognize the need for changes and one of the first areas to drop them.  We as a hotel originally adapted to what our management company and the brand instructed.  Towards the end of 2021 we were given the guidance to adhere to local policies.  To that end, we are not under restrictions.  We as a team take our cues from our clients.  Some have asked us to be strict, have team members wear masks etc.  and some are wide open.  We are here to serve you as the customer so we want to ensure we are hitting your expectation on the safety portion.  As for the supply part, we have some random items we see challenges with such as last week where a group wanted raisin brand cereal and we could only source special k, but the big items, the chicken, the steaks etc. have not been a challenge.  I think the biggest point I would make is we used to get daily deliveries and now it is 3x a week.  We just need to stick to our 72 hour guarantee timelines. 


    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 4.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:13
    No replies, thread closed.
    Certainly safety guidelines will be with us for a while. There are no standard guidelines, so customers need to discuss individual property standards and find one that fits the guidelines their organization has set for themselves. In most cases, individual property guidelines are more than adequate. Since we are getting back to business, rates and costs have escalated along with availability.  It's time to source cities that you may not have considered in the past. There are many second and third tier cities that have excellent deals with amenities comparable to first tier cities. The supply chain is an issue everywhere. Plan further out than you have in the past to allow adequate time to ac quire the supplies needed.  Ask what supplies are easier to get and revise your needs accordingly. Pre-event feedback seems to be what the health protocols are and whether vaccines are required. Most conventions we have attended require either a vaccine or negative test within 48 hours of arrival.

    ------------------------------
    Steve Pierson
    Director Of Convention Sales
    Greater Birmingham Convention & Visitors BureauUnited States
    ------------------------------



  • 5.  RE: We're back with our 'Ask the Expert' session - Sep 29

    User Group Member
    Posted 09-26-2022 10:46
    No replies, thread closed.
    How do you respond/take action, when you discover that there has been an outbreak of COVID-19 at an in-person event you hosted?

    ------------------------------
    Jessica johnson
    Web Site Editor
    APCIA
    ------------------------------



  • 6.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:13
    No replies, thread closed.
    1. I don't know that there have been any large outbreaks, but if there are reported cases at a convention, the first thing to do is alert the registration list by email, similar to what ASAE did in August.


    ------------------------------
    Steve Pierson
    Director Of Convention Sales
    Greater Birmingham Convention & Visitors BureauUnited States
    ------------------------------



  • 7.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:13
    Edited by Kameron Kidd 01-18-2024 14:16
    No replies, thread closed.
    I am in the same boat as Steve. We have had 1s and 2s, but not something that has impacted a conference.  In the cases of an individual, on both accounts I am aware of the guest checked out and left – they wanted to be at home.


    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 8.  RE: We're back with our 'Ask the Expert' session - Sep 29

    User Group Member
    Posted 09-27-2022 13:23
    No replies, thread closed.
    How do we balance increased cost of holding a meeting in person with the continued need to prove ROI to stakeholders? While in person events provide many more opportunities for networking which is what we've heard our attendees asking for over the last two years, the new price tag for necessary in person event components has key stakeholders shaking their head in shock.

    ------------------------------
    Jennifer Jones
    Senior Specialist
    ------------------------------



  • 9.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:15
    No replies, thread closed.
    1. We all know that prices are going up everywhere and that we are getting less for our money than we were 3 years ago. I also think that we all realized how important in person meetings were, and how morale, professional development and over all well-being suffered over the past few years.  Now that we are moving ahead with in person meetings, the results will be apparent, and while the ROI may be less, it will still be positive even though it may cost a little more.  Maybe also consider looking at second or third tier cities that you haven't used in the past.  You may find the prices more in line with the budget you are working with.


    ------------------------------
    Steve Pierson
    Director Of Convention Sales
    Greater Birmingham Convention & Visitors BureauUnited States
    ------------------------------



  • 10.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:16
    No replies, thread closed.
    I agree with Steve on the ROI piece, but would take it a step further and put on my sales hat.  This is exactly why we feel Birmingham is a great option.  We are 3 hours from Nashville, 2 hours from Atlanta and have two major interstates that connect right outside our door.  Our rates run $50-$200 less than the aforementioned cities.  I believe the key is looking at cities like Birmingham, Louisville, Chattanooga etc. that may not be as glamourous as Vegas, Nashville or New Orleans, but allow you to have your meeting, explore a new area and save money.  Think of Target versus Macys.

    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 11.  RE: We're back with our 'Ask the Expert' session - Sep 29

    User Group Member
    Posted 09-28-2022 13:28
    No replies, thread closed.
    How are small cities like Birmingham attracting conferences and other travel business in today's economy? Is there a model that your CVB and hoteliers are using that could be utilized in other US cities? How can event planners support your efforts?

    ------------------------------
    Jacqueline C. Ward, CMP
    Director, Continuing Legal Education & Special Events, UNC-Chapel Hill
    ------------------------------



  • 12.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:18
    No replies, thread closed.
    I would say this is a similar answer to the ROI question.  We are a great value proposition.  We have a large airport with great access and can do a meeting similar to Atlanta or Nashville at thousands less.   Same is true for your location.  A meeting in Raleigh or Chapel Hill, while not as glamourous as Washington DC or Charlotte, will provide a new experience for attendees and save you money being in a second-tier city.  Planners can help us by looking at smaller destinations.

    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 13.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:20
    No replies, thread closed.
    First of all, we re-targeted our advertising, print and digital, to regional and drive market since people weren't flying, and driving was an acceptable alternative. Next, we revisited our incentive programs and adjusted them to enhance the benefit to the client and, if involved, third party organizations. We are suggesting that clients to take a look at second and third tier cities. In most cases the facilities are comparable, costs lower, services equal or better and you have experienced a new and vibrant city.

    ------------------------------
    Steve Pierson
    Director Of Convention Sales
    Greater Birmingham Convention & Visitors BureauUnited States
    ------------------------------



  • 14.  RE: We're back with our 'Ask the Expert' session - Sep 29

    User Group Member
    Posted 09-28-2022 14:02
    No replies, thread closed.
    Best practices for relaying to stakeholders/clients that time is of the essence and availability is low due to backlog and rebookings from Covid

    ------------------------------
    Gina Allega, CMP
    Senior Program Manager
    BCD M&E
    ------------------------------



  • 15.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:21
    No replies, thread closed.
    On our end, it is moving SO FAST – every day inventory changes at a rate I have not seen in my 20+ years in the business.  Just this morning I have booked 3 events – one for next week, one for the first week in November and one for March.  All of which were inquiries I received last week.  It moves very fast.

    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 16.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:22
    No replies, thread closed.
    While availability is low in a lot of areas, there are still cities that have soft periods and in most cases can be found in their Cvent page. Also, looking at new sites within the region you are considering may give you what you need. To be safe, it may be time to start holding dates further out that usual.

    ------------------------------
    Steve Pierson
    Director Of Convention Sales
    Greater Birmingham Convention & Visitors BureauUnited States
    ------------------------------



  • 17.  RE: We're back with our 'Ask the Expert' session - Sep 29

    User Group Member
    Posted 09-29-2022 05:41
    No replies, thread closed.
    What economic (inflation, supply chain, staff shortage) or health factors (COVID) have caused the greatest disruption to operations?

    ------------------------------
    Jason Yakencheck
    Past President
    ISACA Greater Washington, D.C. ChapterUnited States
    ------------------------------



  • 18.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:24
    No replies, thread closed.
    Honestly, we have not had a major challenge.  Staffing was a hiccup about 10 months ago, and changing to only receive food deliveries 3 days a week caused some small changes, but we have not had a big disruption in the last year.  Thankfully!

    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 19.  RE: We're back with our 'Ask the Expert' session - Sep 29

    User Group Member
    Posted 09-29-2022 09:55
    No replies, thread closed.
    How are small or large properties overcoming the staffing shortage and still maintaining successful events? Is there a limitation on booked business to offset the shortage?

    ------------------------------
    Beth Vriesen
    Events Registration Admin
    Associated Bank Corporation
    ------------------------------



  • 20.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:26
    No replies, thread closed.
    To use my football expression, it is literally next man up. I have worked the kitchen and the front desk – we are here to serve our guests and we will ensure everything goes well. We are also pushing HR to bring in applicants, getting the entire leadership team involved in interviewing and bringing people on board as quickly as we can. I am very fortunate, I cannot think of one time where staffing kept us from fulfilling a contractual obligation.  We had limitations during the heat of the pandemic, but since March of 2021 I cannot think of a time we were limited.

    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 21.  RE: We're back with our 'Ask the Expert' session - Sep 29

    This message was posted by a user wishing to remain anonymous
    Posted 09-29-2022 11:10
    No replies, thread closed.
    This post was removed


  • 22.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Cvent Staff
    Posted 09-29-2022 11:30
    Edited by Kameron Kidd 01-18-2024 14:05
    No replies, thread closed.
    Hi experts,

    We've also received some questions from customers via other channels. Posting them here so you can help answer these too:

    1. How do hotels leverage CVBs to meet planner needs more effectively in the current environment?
    2. Why should I copy a CVB on my RFP?
    3. How can I leverage a CVB to make my venue more enticing?
    4. How can hotels use CVBs to help manage the flow of leads via CVB copy, and how can CVBs work with planners in short booking windows?
    5. How can planners, hotels/venues, and CVBs work together to find innovative ways to overcome budget and cost constraints?
    6. What are you seeing as the topmost priorities from planners, and what are your best practices for meeting their needs?


    ------------------------------
    Tanvi Kakodkar
    Customer Marketing at Cvent 

    ------------------------------



  • 23.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:35
    No replies, thread closed.
    2.CVB's can make sure that you are sourcing all the properties that meet your requirements.  Also, many CVB's have very attractive incentives that can help offset some of the rising costs we are all facing today.  Plus, most CVB's will host your site visits.

    3.Keep the CVB up to date on any renovations that are being planned or anything happening within your general area that would be of interest to the client. Also, any special programs you have in place that are on going or specific to certain dates.  If you are involved in any community service programs or sustainability let everyone know. Sell the overall community you are in along with the hotel.

    4.CVB's can expedite short term bookings by immediately calling the hotels that meet the requirements and get the proposal stage started immediately. If CVB's are copied on the lead, we can get started right away.

    5.Many CVB's have incentives in place to help the planners with various cost related issues. In our case, we increased our incentive program to better assist with the rising costs.

    6.Planners want full transparency from the hotels and the destination on what the current service levels are and what they can expect during their event. They need to let their attendees know what to expect to help alleviate disappointment and other onsite issues. They need the CVB's to gather the public health information for the area and let them know the protocols in place. To meet these issues, we all do our best to be open and transparent about the current situation and stay informed of the hotel's programs. Most planners will follow local protocols, but the venues need to be flexible enough to meet the planners' requirements if they differ.






    ------------------------------
    Steve Pierson
    Director Of Convention Sales
    Greater Birmingham Convention & Visitors BureauUnited States
    ------------------------------



  • 24.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:43
    Edited by Kameron Kidd 01-18-2024 14:08
    No replies, thread closed.
    1. How do hotels leverage CVBs to meet planner needs more effectively in the current environment? As mentioned a few times, time and speed are so important.  From my perspective, going to the CVB and having them reach out to the hotel will save you time.  They have a direct relationship with the DOS and the sellers.  They know how to reach us via cell or if we are on vacation etc.  They also know the properties and can identify what a good fit is.  For example if your meeting is for a company merger and you need quiet, seclusion, private areas etc.  They will know where to point you and where not to point you.  The last thing you would want in that scenario is to be in a huge convention hotel during a national meeting.  It is all about relationships.   
    2. Why should I copy a CVB on my RFP?  Similar to above - to leverage the relationship and to take advantage of special incentives. 
    3. How can I leverage a CVB to make my venue more enticing?  For our property it is building a team - we are all one team, Team Birmingham, having our sales teams consistently working together allows both sides to know the other as a partner.  Our sales team travels and meets with our CVB regularly.  
    4. How can hotels use CVBs to help manage the flow of leads via CVB copy, and how can CVBs work with planners in short booking windows? Totally agree with Steve.  Faster responses.  We respond to every CVB lead within 24 hours.  
    5. How can planners, hotels/venues, and CVBs work together to find innovative ways to overcome budget and cost constraints? Form a partnership.  The best events, most enjoyable clients I have had over the past 20 years are ones where Steve and I have worked with the client for an extensive time.  We will always work hard for our clients, but we work even harder for our partners.  Something that stuck with me through the years; you know you have a real bond when a client calls to seek your advice on booking another hotel or city.  
    6. What are you seeing as the topmost priorities from planners, and what are your best practices for meeting their needs? Currently everyone is doing more with less.  Anything we can do, whether it is speed to answer or ways to save money, will help them do more with less. 


    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 25.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Cvent Staff
    Posted 09-29-2022 11:50
    Edited by Kameron Kidd 01-18-2024 14:05
    No replies, thread closed.
    A couple of more questions that came in for @Steve -

    1. Are you hearing any concerns from planners about how hotels can assure that they are still prepared and ready for the fall variant and flu season?
    2. What's the advantage of booking in a smaller metro like Birmingham?
    3. How can a CVB help me navigate potential attendee concerns about COVID variants and flu season?
    4. Is Visit Birmingham seeing an increase in planners using/sourcing special event venues, such as golf courses or clubs?
    5. How can you best help planners in the current meetings and events environment? What's your advice to planners and venues?​


    ------------------------------
    Tanvi Kakodkar
    Customer Marketing at Cvent

    ------------------------------



  • 26.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:55
    No replies, thread closed.
    1. Most planners that we talk to say that COVID is not the issue that it used to be and that they will follow local protocols. Vaccines are still a requirement of many organizations, and some have the option of a negative test. The hotels still have their protocols in effect and the planners want to be assured that they are being followed and that the hotels will adapt to any additional protocols they have in place with their organization.
    2. One benefit is a lower population while still having the benefit of a city experience and amenities. Also, smaller meetings are not necessarily a small meeting for Birmingham. You won't get lost in the crowd here. The old big fish in the small pond.
    3. CVB's are the clearing house for all the health statistics and protocols within their hospitality community. Good bad or indifferent, we will give you the facts so attendees can determine their own comfort level. The flu season is always a factor, but hopefully, with more people practicing increased hygiene due to COVID, this season will be less intense than in the past. Both of these viruses are with us now, and we must adapt to them and work with venues that have the protocols you feel comfortable with.
    4. More so on a local rather than regional or national level. Those local organizations that are still not travelling will host meetings locally in non-traditional venues.
    5. Always remember that the CVB is the representative of the of the entire community. We have the connections and network to get things done and questions answered. We constantly communicate with the hotels and venues about their issues, COVID protocols, and open dates so we can offer you the best fit for your needs. Everyone needs to be up front and open about their challenges and concerns so issues can be worked out ahead of time. Work with a venue that has the protocols in place that your attendees feel comfortable with.  We all want the same thing…successful meetings

     



    ------------------------------
    Steve Pierson
    Director Of Convention Sales
    Greater Birmingham Convention & Visitors BureauUnited States
    ------------------------------



  • 27.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Cvent Staff
    Posted 09-29-2022 11:56
    Edited by Daniel Marotta 04-05-2023 10:15
    No replies, thread closed.
    Our last two questions for the day for @Paul Dangel:

    1. Shorter booking windows seem to be a trend. Are you seeing that, and how are you working with planners who are looking to book within six weeks or so?
    2. How does working with Visit Birmingham help you be more efficient? Are you able to build better planner relationships through working with Visit Birmingham?


    ------------------------------
    Tanvi Kakodkar
    Customer Marketing at Cvent

    ------------------------------



  • 28.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Expert
    Posted 09-29-2022 11:58
    No replies, thread closed.
    1. Shorter booking windows seem to be a trend. Are you seeing that, and how are you working with planners who are looking to book within six weeks or so?

    We are absolutely seeing that.  As I mentioned, I turned contracts today for October 9, November 3 and March 15.  We are working with the short-termers by sending contracts with the proposals, by sending menus with suggestions and having a one-stop approach.  The convention service manager is determined when the contract goes out.  We pair the planner with our team and move the process along as much as we can to ensure all are ready quickly. 

     

    2. How does working with Visit Birmingham help you be more efficient? Are you able to build better planner relationships through working with Visit Birmingham?
    Plain and simple, our hotel would not be the success it is without our relationship with the Birmingham CVB.  For starters, we are partners at over 10 trade shows annually.  The cost to do these events alone would be prohibitive.  Further, in our case, selling Birmingham is priority number one.  Once a planner is sold on our city, I believe our hotel will shine, but getting a national planner to look at and utilize a second-tier city is a challenge.  The CVB does just that! They sell the city and via tradeshows, FAMs, customer relationships and partnering all of the above with our team shows customers a unified front.  We are truly fortunate in Birmingham – Steve's team and my team have sellers who have known each other for decades.  The rapport and relationships shine through on a site visit and show our customers just how strong we are together.  Again, could not do it with out them!

    ------------------------------
    Paul Dangel
    Director of Sales and Marketing
    Hyatt Regency Birmingham - The Wynfrey HotelUnited States
    ------------------------------



  • 29.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Cvent Staff
    Posted 09-29-2022 12:02
    No replies, thread closed.

    That was a great session!

    Thank you all for your amazing contributions. And of course, a special shout-out to our experts @Steve Pierson and @Paul Dangel who shared helpful insights with us today.

    With that, we are closing this thread, however, if you have additional questions or best practices you'd like to learn, be sure to post a new discussion in the Open Forum.

    If you have any product feedback, you can always share it as an idea in the Ideas section of the Community by selecting the relevant category.



    ------------------------------
    Kameron Kidd
    Community Manager
    Cvent Community Team
    www.cvent.com
    ------------------------------



  • 30.  RE: We're back with our 'Ask the Expert' session - Sep 29

    Cvent Staff
    Posted 03-06-2023 10:37
    No replies, thread closed.

    Hi everyone,

    Our next Ask the Expert session is scheduled for Thursday, 
    March 9, 11 a.m. – 12 p.m. ET.  Hear from industry experts on how to help planners simplify their workload. Ask your questions over here >>

    Hope to "see" you at the session!



    ------------------------------
    Kameron Kidd
    Community Manager
    Cvent Community Team
    ------------------------------