Celebrate

Tips & Trends

<p>The pandemic may be in the rearview mirror, but attendees are still looking to squeeze in their “revenge travel” and turning to business trips to make it happen. At the same time, event budgets have only risen slightly, and in many cases, not enough to keep pace with inflation. Buzzy host destinations solve the first issue but may be more challenging for those on a budget. So what’s a <a target="_blank" href="https://www.marriottbonvoyevents.com/news-and-highlights/article/356/add-family-time-to-the-agenda">bleisure</a> (business plus leisure) traveler to do?</p>
<p>Exploring less expected destinations not only stretches your budget but also uncovers hidden gems, which can offer inspiring experiences and world-class amenities with a more budget-conscious price tag. Many of these less predictable destinations have become increasingly sophisticated, providing the best of both worlds—amenities and affordability. Here are some standout locations that will wow your attendees while keeping your budget in check.</p>

<h2><strong>St. Louis, Missouri</strong></h2>
<p><em>Stay at </em><a target="_blank" href="https://www.marriott.com/en-us/hotels/stlmg-marriott-st-louis-grand/overview/"><em>Marriott St. Louis Grand</em></a></p>
<p>St. Louis combines the charm of the Midwest with a lively cultural scene. The iconic <a target="_blank" href="https://www.gatewayarch.com/">Gateway Arch</a>, the tallest monument in the United States, is required viewing, offering stunning vistas of the city and the Mississippi River. The city is also home to Forest Park, which houses the <a target="_blank" href="https://stlzoo.org/">St. Louis Zoo</a>, <a target="_blank" href="https://www.slam.org/">Art Museum</a>, and <a target="_blank" href="https://www.slsc.org/">Science Center</a>—all of which are free to the public.</p>
<p>For food enthusiasts, St. Louis offers a range of culinary options, from St. Louis-style barbecue to fine dining. The city’s craft beer scene is also worth exploring, with many local breweries offering tours and tastings. The Marriott St. Louis Grand provides the perfect blend of refinement and convenience, with its location near major attractions.</p>

<h2><strong>Omaha, Nebraska</strong></h2>
<p><em>Stay at </em><a target="_blank" href="https://www.marriott.com/en-us/hotels/omaak-the-farnam-autograph-collection/overview/?gclid=Cj0KCQjw6auyBhDzARIsALIo6v-Hl-msoiDnrz1gUsPoC5dsVrGmnmtW964rgdX1YxU0sD1q4itQ1GwaAi47EALw_wcB&amp;gclsrc=aw.ds&amp;cid=PAI_GLB0004YXD_GLE000BIM5_GLF000OETA"><em>The Farnam, Autograph Collection</em></a></p>
<p>Omaha might not be the first city that comes to mind for a destination event, but it has plenty to offer. The <a target="_blank" href="https://oldmarket.com/">Old Market</a> district is a bustling area filled with shops, restaurants, and art galleries. The<a target="_blank" href="https://www.omahazoo.com/"> Henry Doorly Zoo and Aquarium</a> is one of the best spots in the country to observe land and sea animals, featuring sea lions, elephants, a butterfly pavilion, and an expansive aquarium.</p>
<p>The city’s burgeoning food scene is another highlight, with farm-to-table restaurants and local breweries providing a taste of the Midwest. The Farnam, Autograph Collection offers a boutique hotel experience with unique amenities and stylish meeting spaces, making it a great choice for events.</p>

<h2><strong>New Orleans, Louisiana</strong></h2>
<p><em>Stay at </em><a target="_blank" href="https://www.marriott.com/en-us/hotels/msyis-sheraton-new-orleans-hotel/overview/"><em>Sheraton New Orleans Hotel</em></a><em> &nbsp;or </em><a target="_blank" href="https://www.marriott.com/en-us/hotels/msyla-new-orleans-marriott/overview/?gclid=Cj0KCQjw6auyBhDzARIsALIo6v9PE9KYIwtKbBJMuY6ctLHQYEQCb8krogFmg14gDkNaWphXBFgPVjUaAnVqEALw_wcB&amp;gclsrc=aw.ds&amp;cid=PAI_GLB0004YXD_GLE000BIM5_GLF000OETA"><em>New Orleans Marriott</em></a></p>
<p>New Orleans is a city rich in culture, history, and excellent eats. Known for its vibrant music scene and eclectic mix of French, Spanish, and Creole architecture, New Orleans offers a unique backdrop to any event. The famed <a target="_blank" href="https://www.neworleans.com/plan/neighborhoods/french-quarter/">French Quarter</a> is an absolute must, with its distinctive blend of French and Spanish colonial styles, characterized by colorful facades, wrought-iron balconies, and lush courtyard gardens. Take a steamboat cruise on the Mississippi River, visit the historic <a target="_blank" href="https://www.stlouiscathedral.org/">St. Louis Cathedral</a> (the oldest Catholic cathedral in continual use in the United States), or explore the city’s many museums, including <a target="_blank" href="https://www.nationalww2museum.org/visit/plan-your-visit?gad_source=1&amp;gclid=Cj0KCQjw6auyBhDzARIsALIo6v_tbb6wg0gLfP3aJjOuSxX__i7jRwyQrh1NL1rdXTU9dJBZJhZxHAMaAoksEALw_wcB">The National WWII Museum</a>.</p>
<p>Attendees can also indulge in the city’s culinary scene, particularly its Creole cuisine (think: gumbo, jambalaya, and étouffée). From beignets at <a target="_blank" href="https://shop.cafedumonde.com/">Café Du Monde</a> to gourmet dining at <a target="_blank" href="https://www.commanderspalace.com/index.htm">Commander’s Palace</a>, in the middle of the tree-lined Garden District, there’s something for every palate. Staying at the Sheraton New Orleans Hotel or New Orleans Marriott puts attendees in the heart of the city, providing easy access to all these attractions while offering ideal accommodations and event spaces. Big events can benefit from <a target="_blank" href="https://www.marriott.com/en-us/hotels/msyla-new-orleans-marriott/events/meetings-weddings-special-events/french-quarter-connection/">The French Quarter Connection</a> – an unparalleled venue partnership between New Orleans Marriott and Sheraton New Orleans Hotel that creates an all-encompassing event destination in the Big Easy. These iconic hotels come together to offer the services and space necessary for groups ranging from 1,000 to 3,000 attendees.</p>

<h2><strong>Fort Lauderdale/Pompano Beach, Florida</strong></h2>
<p><em>Stay at </em><a target="_blank" href="https://www.marriott.com/en-us/hotels/fllsb-fort-lauderdale-marriott-harbor-beach-resort-and-spa/overview/?gclid=Cj0KCQjw6auyBhDzARIsALIo6v-o9mLCaZXVht93sCIJgz1Ym5J36XQ3XnFEO21ewpn1aiHm_k0r5lsaAp-JEALw_wcB&amp;gclsrc=aw.ds&amp;cid=PAI_GLB0004YXD_GLE000BIM5_GLF000OETA"><em>Fort Lauderdale Marriott Harbor Beach Resort &amp; Spa&nbsp;</em></a></p>
<p>For those seeking a beachside destination, Fort Lauderdale and Pompano Beach present the perfect mix of sun, sand, and sophistication. Known for its boating canals and stunning beaches, Fort Lauderdale is a paradise for water sports enthusiasts—think jet skiing, parasailing, and paddleboarding. <a target="_blank" href="https://lasolasboulevard.com/">Las Olas Boulevard</a> is a hot spot for shopping, dining, and nightlife.</p>
<p>Pompano Beach, just a short drive away, offers a more laid-back vibe with pristine beaches and excellent fishing opportunities. The Fort Lauderdale Marriott Harbor Beach Resort &amp; Spa is set on a gorgeous beachfront with exceptional amenities, making it a top choice for bleisure travelers.</p>

<h2><strong>Hilton Head, South Carolina</strong></h2>
<p><em>Stay at </em><a target="_blank" href="https://www.marriott.com/en-us/hotels/hhhwi-the-westin-hilton-head-island-resort-and-spa/overview/"><em>The Westin Hilton Head Island Resort &amp; Spa</em></a></p>
<p>Hilton Head Island is renowned for its beautiful beaches, world-class golf courses, and lush natural landscapes. It’s also a desirable destination for attendees looking to relax and unwind. The island offers numerous outdoor activities, including biking, kayaking, dolphin watching, and, of course, <a target="_blank" href="https://www.hiltonheadisland.org/golf/golf-getaway?adara_campaignid=2048181325&amp;adara_pixelid=71354&amp;gad_source=1&amp;gclid=Cj0KCQjw6auyBhDzARIsALIo6v-TMw7gSWTOWi_CFCZGE8bzdBPxDbQoXXH-uzM9A4QW47MFPoK0sSMaAoCDEALw_wcB">golf</a>.</p>
<p>For those interested in history, the <a target="_blank" href="https://www.coastaldiscovery.org/about-us/#history">Coastal Discovery Museum </a>provides deep insight into the island’s heritage. The Westin Hilton Head Island Resort &amp; Spa offers a serene and luxurious retreat with excellent facilities for meetings and events.</p>

<h2><strong>Montreal, Québec</strong></h2>
<p><em>Stay at </em><a target="_blank" href="https://www.marriott.com/en-us/hotels/yulcc-montreal-marriott-chateau-champlain/overview/?gclid=Cj0KCQjw6auyBhDzARIsALIo6v_6yDZVQyogIqNyZ1JSUW12dLtu2M6DOVxAPZaNI1-MirIWjPtkAxMaAv-pEALw_wcB&amp;gclsrc=aw.ds&amp;cid=PAI_GLB0004YXD_GLE000BIM5_GLF000OETA"><em>Montreal Marriott Chateau Champlain</em></a></p>
<p>Montreal is a city that effortlessly blends old-world appeal with modern sophistication. The historic <a target="_blank" href="https://www.vieux.montreal.qc.ca/eng/localia.htm">Old Montreal</a> district features cobblestone streets and historic buildings with French and British colonial influences, grand stone facades, and beautiful ironwork. The city is also known for its dynamic arts scene, with numerous festivals, galleries, and theaters.</p>
<p>Foodies will delight in Montreal’s culinary offerings, from its famous slightly sweet bagels and “poutine” (French fries and gravy) to high-end dining experiences. The Montreal Marriott Chateau Champlain gives bleisure travelers a luxurious base in the heart of the city, offering easy access to all major attractions as well as excellent event facilities.</p>

<h2><strong>Whistler, British Columbia</strong></h2>
<p><em>Stay at </em><a target="_blank" href="https://www.marriott.com/en-us/hotels/ysewi-the-westin-resort-and-spa-whistler/overview/?gclid=Cj0KCQjw6auyBhDzARIsALIo6v8oF8K5K9MAO7MJxUXXaHrpS3meL4WitSBwagE__68Ey44rp9C_9WMaAhXnEALw_wcB&amp;gclsrc=aw.ds&amp;cid=PAI_GLB0004YXD_GLE000BIM5_GLF000OETA"><em>The Westin Resort &amp; Spa, Whistler</em></a></p>
<p>Whistler is a favorite among outdoor enthusiasts, offering year-round activities, from hitting the slopes at Whistler Blackcomb, one of the largest ski resorts in North America, in the winter, to hiking, mountain biking, and fly fishing in the summer. The village itself is pedestrian-friendly and filled with shops and restaurants, as well as happening nightlife.</p>
<p>For a truly unique experience, attendees can take the <a target="_blank" href="https://www.whistlerblackcomb.com/explore-the-resort/activities-and-events/summer-activities/summer-alpine-experience/peak-2-peak-gondola.aspx">Peak 2 Peak Gondola</a>, which offers jaw-dropping views of the surrounding mountains. The Westin Resort &amp; Spa, Whistler gives guests a relaxing stay with exceptional amenities, making it ideal for events and retreats.</p>

North America

Consider Venturing Off the Beaten Path. You Just Might Find the Perfect Spot.

How to Spot a “Hidden Gem” Destination (and Save Money)

Promote

<p>What’s better than one stellar meeting? Two stellar meetings, combined. Specifically, two or more organizations combining meetings to share resources. Called colocating, this practice helps maximize budget and can lead to intriguing collaborations.</p>
<p>Take it from your peer-experts. Business Events Industry Week 2024 is a colocated event that’s powered by PCMA and Destinations International, in partnership with Destination DC, Events DC, IAEE, ICCA, and the National Coalition of Black Meeting Professionals, and destination organizations. The 2023 event, which took place at Gaylord National Resort &amp; Convention Center in Maryland, saw nearly 2,000 participants gather—a number made achievable by joining forces.</p>
<p>“Based on what participants for Business Events Industry Week were looking for, based on who our target audience is, it’s a great example of how colocated events can become very, very successful,” says Junior Tauvaa, chief business officer at PCMA. Read on to learn more about how colocation can further your goals—and how to do it right.</p>

<h2><strong>What Are the Benefits of Colocation?</strong></h2>
<p>The number one consideration for your events—the attendee—comes out ahead with colocation. Participants can register for an event through one organization but have access to programming and networking opportunities from groups that are separate from but complementary to their “home” organization. This grants them the benefits of attending multiple events, but in an efficient, realistic manner.</p>
<p>“We’re time-deficient as a society,” Tauvaa says. “Attendees vote with their time. Having these colocated events makes sense for everyone. There’s only so much time you can take out of the office, so it’s a big, big plus for our community to offer this to attendees from a time perspective.”</p>
<p>It’s also a plus for you, your organization, and any exhibitors you have. By expanding your event to include partnerships with other groups, organizations can save on spend while maximizing resources—critical in an era when events divisions at large organizations are still regrouping after the tumult of the pandemic and may be short on personnel.</p>
<p>“For most event organizers, their biggest challenges are lack of budget and lack of time, and most planners are handling multiple events,” Tauvaa says. “Having these events be colocated together takes into account these challenges and makes it easier for organizers.”</p>
<p>Exhibitors may also appreciate the chance to be in front of a fresh audience. As for host organizations’ business development departments, they can use a colocated event as an opportunity to test the waters for future joint ventures.</p>

“Look at the experience you’re trying to create, and make it easy for everyone to see how they can meet their objectives at the event. You can capitalize on the energy of each other.”

<h2><strong>Three Tips for Success in Colocating an Event</strong></h2>
<p>“There’s always an opportunity for organizations to colocate if there’s a similar value proposition,” Tauvaa says. “The challenging part is for these organizations to come together and identify gaps without stepping on each other’s toes.” Here are some principles to help you do exactly that:</p>
<p>● <strong>Know what you want to accomplish. </strong>What are your educational goals? What are your networking goals? Revenue goals? What sort of business connections do you hope to make? Going into discussions with your potential cohosts with an idea of what you want to accomplish will help ensure that your goals will be met while identifying synergies that work for all host organizations. It will also help you make sure that you’re able to build the best case for bringing in the vendors and sponsors who underwrite the event.</p>
<p>● <strong>Let the attendee guide everything you do.</strong> “Every organization that’s participating will concentrate on what they want to accomplish,” Tauvaa says. “The key is to understand what the participant experience will be.” For example, as you begin to assemble programming, identify events that compete with one another for similar attendees and find ways for them to avoid missing out. Use participant-first logic at every stage of planning. Business Events Industry Week, for example, used a singular registration platform for its 2023 event. Easy for logistics, but difficult for handling responses. This year, organizers opted to have each participating organization handle its own registration—ultimately putting attendees’ needs first.</p>
<p>● <strong>Communicate, communicate, communicate. </strong>In theory, a colocated meeting saves all planners time and resources. But unless you’re diligent about regular communication, it’s easy for the opposite to happen—duplicated efforts, important items falling through the cracks. For Business Events Industry Week, all industry organizations met regularly to ensure everything was on track at all points on the journey, from concepting to programming to branding to registration. The size of the event meant that there was a planner dedicated to coordinating across all groups. That might not be necessary for your meeting, but designating a person to be the keeper of liaising may be helpful.</p>
<p>The first time you plan a colocated event, you might feel dizzy—meeting planners are used to shouldering a lot of work, and working with colleagues at different organizations can both ease and complicate the process. But by keeping your eyes on the attendee experience, you’re setting all host organizations up for success.</p>
<p>“Look at the experience you’re trying to create, and make it easy for everyone to see how they can meet their objectives at the event,” Tauvaa says. “You can capitalize on the energy of each other.”</p>

Global

Teaming Up With Other Organizations? Keep Participants’ Needs First in Mind.

The Ultimate Collaboration: Colocate Your Next Meeting

Educate

<h3>Learn the ins and outs of attrition clauses to help take your event planning skills a step beyond. Discover how they work to help give you a degree of protection and awareness ahead of time. Plus, plan effectively with the flexibility to change rooms and food and beverage spend within a certain point without liability.</h3>
<h3><a target="_blank" href="https://youtu.be/roFnoWaaq7w">Watch Now</a></h3>

View our video series and understand how attrition clauses help keep your event flexible.

Plan Effectively With Attrition Clauses

<h3>Learn how sliding scales create a more flexible cancellation policy and how they’re beneficial to you when you’re booking your next event. Plus, discover the ways they can be customized to best suit the needs of your event.</h3>
<h3><a target="_blank" href="https://youtu.be/7fPZmOTuUMc">Watch Now</a></h3>

View our video series and learn the benefits when booking your event.

Stay Flexible With Sliding Scale Clauses

<h3>From mitigating risks to providing flexibility, understand the benefits of event cancellation clauses and see the ways each contract can be tailored to your event. Discover how to collaborate with your hotel venue to protect both parties.</h3>
<h3><a target="_blank" href="https://youtu.be/02VDdTmKC9U">Watch Now</a></h3>

View our video series and learn how to reach win-win event cancellation agreements.

Stay Protected with Cancellation Clauses

<p>If you’re like <a target="_blank" href="https://globaldmcpartners.com/sites/default/files/media/files/GDPPulseSurvey2022Q4/2022_GDP%20Q4%20Pulse%20Survey%20Summary%20Report.pdf">45% of meeting planners</a>, you’re working with a flat budget from last year—or a smaller one—but are being asked to produce the same quality of event. One area you might be loath to touch is your audiovisual budget. With good reason: Poor sound or visual quality can make even the most brilliant programming feel dull.</p>
<p>But that doesn’t mean you can’t dig deep to find savings. Read on for three ways to make the most of your A/V budget.</p>

<h3><strong>Plan ahead.</strong></h3>
<p>Starting early is hardly a groundbreaking tip for professional meeting planners. But particularly for tech-shy meeting planners, it’s easy to keep your A/V needs vague until the last minute or to trust that if there’s sound and screens, it’s all good.</p>
<p>That leaves money on the table. When you account for your needs well in advance, you’re better able to <a target="_blank" href="https://marriottbonvoyevents.com/news-and-highlights/article/481/five-tips-for-better-communication-with-your-tech-team">communicate with your tech team</a>, which can then rightsize your equipment and staffing needs. Start by knowing your priorities so you’ll understand when you truly need top-of-the-line equipment and when any old speaker will do, helping you avoid the trap of panicking and splurging on high-end equipment where it’s not necessary. Plus, you’ll avoid stressing out your tech team with last-minute requests, which may make them more willing to work with you on figuring out how to get the best value for your budget.</p>
<h3><strong>Schedule your sessions wisely.</strong></h3>
<p>Beginning and ending the day with a plenary session makes a certain sort of sense—get attendees jazzed up for the day’s events, then bring them together to seal in all they’ve absorbed. Trouble is, that can be pricey.</p>
<p>“One of the biggest money-wasters is the general session sandwich,” says <a target="_blank" href="https://www.brandtkrueger.com/">Brandt Krueger</a>, a veteran production manager in the meetings and events industry. “You know, you get the 12 people for the crew to come in and do the general session first thing in the morning, and then they sit around all day because you’re doing breakouts, and then they have to come back at four o’clock for a one-hour closing general session. So now you’ve got a full 12-person crew on all day.”</p>
<p>Opening up the day’s end for other types of events not only releases your A/V crew early, it can also provide more breathing room for attendees. Small-group networking, off-sites, or even an early release can be a budget-saving, attendee-friendly option.</p>
<h3><strong>Know exactly what you’re getting.</strong></h3>
<p>The price tag is one thing; the value you’re getting is another. If you’re working with an independent A/V provider, they may offer services that you might be searching for elsewhere—or already paying your venue for—such as stage management and visual design. If you’re working with your venue’s A/V team, your payment may include things like Wi-Fi. But without examining your contract and asking questions, you could wind up double-paying or missing an opportunity to bundle services.</p>

Rule #1 Goes Beyond A/V, Too.

Three Ways to Rescue Your A/V Budget

<p>Nearly half of meeting planners <a target="_blank" href="https://globaldmcpartners.com/sites/default/files/media/files/GDPPulseSurvey2022Q4/2022_GDP%20Q4%20Pulse%20Survey%20Summary%20Report.pdf">surveyed by Global DMC Partners</a> say that their budgets have recently increased, but 70% list higher costs as one of their top challenges. While inflation and rising costs are on everyone's mind these days, getting imaginative to meet a tight budget is where meeting planners shine.</p>
<p>With a little creativity, you can deploy one of your superskills to trim the fat from your budget: scheduling. Here are three ways that smart scheduling can help you meet your budgetary goals.</p>

<h3><strong>Go for a Monday Start</strong></h3>
<p>You probably know that midweek meetings can add value to your budget compared with meetings that overlap a weekend. But there’s one exception: By starting your meeting on a Monday, necessitating Sunday travel for attendees, you can get the best rates of all. (Sundays are usually the lowest-booked day for hotels, resulting in lower rates.)</p>
<p>Historically, Monday meetings haven’t been popular among planners for the very reason that they’re low-cost—people don’t like to travel for business on a weekend. But that attitude might be outdated. Organizations across the board are struggling with budgets, so delegates may be more willing to travel on a weekend to meet their own event spend. Plus, with 89% of business travelers saying they want to add leisure time onto business trips <a target="_blank" href="https://www.ahla.com/sites/default/files/AHLA%20SOTI%20Report%202022%201.24.22.pdf">according to the American Hotel &amp; Lodging Association</a>, Sundays might even be desirable.</p>
<p><br></p>
<h3><strong>Rotate Locations Wisely</strong></h3>
<p>Going to destinations off-season can save you money, but delegates of annual conventions might wise up to this tactic. Consider booking destinations for your less significant events off-season (Colorado in summer, Boston in winter), with milestone meetings held in peak season—or, as a close alternative, shoulder season. Splashing out flagship meetings such as organizational or event anniversaries (“Tenth Annual Convention”) can be as simple as hosting it in a prime destination; it doesn’t necessarily mean you have to spend big in other areas. Simply by being at a desirable destination at the most desirable time of year, the event becomes more memorable.</p>
<p><br></p>
<h3><strong>Consider Multiyear Meeting Agreements</strong></h3>
<p>Why schedule four meetings four times when you can schedule all four at once? When you work with a venue on a <a target="_blank" href="https://marriottbonvoyevents.com/news-and-highlights/article/361/three-big-reasons-to-consider-a-multiyear-agreement">multiyear meeting agreement</a>, not only do you get the peace of mind of having secured venue space, you’re also likelier to get a better deal by having locked in a desirable rate. Plus, as your relationship with the venue matures year over year, the venue will better understand your needs, which can lead to better value overall.</p>

Cost-Cutting Isn’t Just About What You Buy. It’s About When You Buy.

Smart Scheduling Can Rescue Your Budget

<p>Any savvy shopper knows that there’s a difference between price and value. There are ways for meeting planners to negotiate the best price on a venue, but it’s equally important to know how to determine the true value of a venue during the discovery phase. When speaking with potential venues for your next event, it helps to be armed with questions that allow you to dig deeper.</p>
<p>“It’s really important to ask a few things in the sourcing time period,” says Kara Dao, COO at <a target="_blank" href="https://jdc-events.com/">JDC Events</a>. “Properties want to disclose as much as possible to a planner, so ask it all directly.”</p>
<p>There are questions that give you the core parameters of a venue (cost, capacity, facilities, etc.), but the goal of the preliminary questions below is to uncover what might not be shared up-front. This doesn’t mean trying to extract inappropriate value from venues or to drive down the price of their services. Instead, it’s about asking the questions that will give you the full picture so you know everything that the venue has to offer.</p>
<p>Consider these five questions to get more value from venues.</p>
<h3><strong>Value-Driving Question #1: “Can You Explain the Specifics of Your Accessibility Efforts?”</strong></h3>
<p>You want your event to be enjoyable and available to all who attend. To that end, ask the venue how it accommodates people with physical limitations. Expect to get information on features such as ramps, elevators, automatic doors, wheelchair entrances, ADA-compliant restrooms, handicap parking, and on-hand staff to help attendees. Then, you can share this information with attendees before the event so that they’re prepared.</p>
<p>Another question to ask in terms of accessibility: “Are there any renovations happening currently?” You could find that certain accommodations are temporarily unavailable or that accessible entrances are affected.</p>
<h3><strong>Value-Driving Question #2: “How Many Other Groups Are You Hosting at the Same Time as My Group?”</strong></h3>
<p>Dao points out the importance of knowing what level of support you’ll be getting from the venue’s staff and how that might impact your event. That way, you’ll know that on-site staff will be there to help manage registrations, monitor service quality, assist if any problems arise, and support breakout sessions or other activities.</p>
<p>“What you really want to know is, ‘Who else am I competing with for those individuals’ attention? And what’s the impact of that?’” Dao says.</p>
<h3><strong>Value-Driving Question #3: “What Additional Fees Will I Be Charged?”</strong></h3>
<p>In some cases, Dao says, add-on fees have increased since the pandemic due to additional costs of keeping venues safe, and meeting planners need to be aware of them. Dao recommends being direct when asking this question, assuring venues that they won’t be eliminated as a choice out of hand because of add-on fees, but making it clear that you need to know so you can plan your budget accordingly.</p>
<h3><strong>Value-Driving Question #4: “What Can This Venue Offer That Nobody Else in Your Area Can?”</strong></h3>
<p>Of course you want your event to be special, so ask venues what makes them special. Venues will be eager to talk about their unique services that make them stand out above the rest.</p>
<h3><strong>Value-Driving Question #5: “What’s the Realistic Comfortable Capacity in Your Meeting Spaces?”</strong></h3>
<p>There’ll be a maximum capacity listed, but getting clarification on what the venue recommends could help you make attendees comfortable.</p>
<p>“Venues often want to present a large number but are not compensating for things such as a large space for AV to set up or an expanded stage or social distancing,” Dao says. “Diving into what those numbers actually look like in implementation is important.”</p>

Getting the Full Picture of a Venue Is the Key to Picking One That’s Right for Your Event.

Five Questions That Will Give You More Value From Your Venue

<p>Plant-based diets are in the middle of a long moment. Gone are the days of vegetarians making do with a plate of limp noodles with butter. Vegetarian and vegan are in. You’ve probably also noticed an uptick in the term “plant-based,” a descriptor meant to emphasize that people don’t need to eschew meat altogether to enjoy eating more vegetables and non-animal sources of protein.</p>
<p>But with all the fuss, it’s easy to forget one of the reasons some people go meat-free to begin with: Meat is expensive.</p>
<p>So, when it comes to your catering budget, going vegetarian can mean cost savings—if you play it right. Follow our three tips below to set yourself up for plant-based, and financial, success.</p>

<h2><strong>Stick With Who You Know</strong></h2>
<p>It’s always worth price-shopping among different vendors, of course. But in some cases, going to a vegan caterer could mean that you’re paying a premium for specialized knowledge and high-end ingredients.</p>
<p>That’s not a bad thing, of course, particularly if featuring a plant-based diet is a part of your meeting’s mission. But if your goals are more about staying on budget, talk with the caterer you normally use. Explain that you’re looking to cut down or eliminate meat from the menu, and be transparent that part of the reason is to save money. They may be willing to give you a break on their standard pricing for some items (say, a tomato sauce instead of a meaty ragù) and can suggest other meatless ways to add heft to a meal.</p>

<h2><strong>Think Beyond Substitutions</strong></h2>
<p>“It’s great seeing our chefs and hotel teams elevating their offerings…[and] now having increased focus on true plant-based items in their natural state,” shared Marriott International’s Jennifer Kellogg, CMP, vice president of global operations, meetings and events for the U.S. and Canada, and Thomas Rebler, vice president of food and beverage for the Caribbean and Latin America, in a showcase of meetings trends for 2024.</p>
<p>The emphasis there? “Natural state.” While meat alternatives have their place in a plant-based diet, that’s not where savings are found. Plus, calling attention to the vegetarian-ness of a dish may make some attendees move on—but if it’s a dish that’s plant-based from the start, they’re less likely to notice that it’s meat-free.</p>
<p>When you meet with your caterer, come prepared with suggestions of menus or dishes that just happen to be plant-based, as opposed to something that’s a vegetarian version of a “regular” dish. Think three-bean chili and chickpea curry as opposed to “vegan burgers” or “vegetarian wings.”</p>

<h2><strong>Go Global</strong></h2>
<p>Along the lines of going “natural state” meat-free, turning to global cuisines that already lean into plant-based dishes lends your event international flair and can help you stick to your line budget. India, Mexico, Ethiopia, Thailand, Italy—meat is found in the cuisines of these countries, but they’re not as reliant on it as some other nations.</p>
<p>Showcasing plant-based entrees, then peppering in delicacies of the region you choose—say, a dessert buffet or beverage station—keeps the fun factor high without explicitly signaling that you’re hosting a meat-free event.</p>
<p>If you don’t want to eliminate meat altogether, though, ask your caterer for ways to turn meat into a flavoring agent instead of making it the centerpiece. Mains such as spaghetti carbonara and sides such as roasted brussels sprouts with bacon can give your meal the umami flavor of meat without weighing down your budget—or your guests’ digestion as they head to their next session.</p>

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