F&D 2021 Spring

The way people meet is changing fast, and Las Vegas is setting the pace. We’re amplifying our event scene to excite the next generation of business travelers. With new facilities at Wynn Las Vegas and CAESARS FORUM, plus an expanded Las Vegas Convention Center featuring an innovative underground transportation system called the Convention Center Loop, Las Vegas continues to evolve by developing new venues, expanding its sites, and adopting new technologies. A new era of business has begun. Don’t get left behind. Learn more at VegasMeansBusiness.com.

Meet Smart, Vegas Smart. See how we’ve prepared our facilities for your next visit.

TO THE FUTURE OF EVENTS

EMPOWERED BY PURPOSE TO

MAKE YOUR VISION OUR MISSION.

welcome back to the austin convention center It’s time for us to re-open our doors, and we can’t wait to show you what we’ve been working on! The Austin Convention Center team has been tirelessly working to prepare for your next event, prioritizing first and foremost the health and safety of our guests.

Through the hard work of our staff, the Austin Convention Center achieved GBAC STAR™ accreditation, the gold standard for prepared facilities. Rest assured, the Austin Convention Center is among the most well-prepared event spaces in the country.

It’s been a long year, but it’s time to get back to doing what we do best: Making Your Vision Our Mission.

EDITOR’S NOTE

R

MEETINGS INDUSTRY PROVING RESILIENT, BUT IT’S NOT THE FIRST TIME

ecent history has seen two major crises impacting the hospitality and meetings industries: 9/11 and the Great Recession of 2007-2009. The process of recovering from those crises did not depend so much on venue owners and their group clients; it was a matter of traveler confidence returning and the economy rebounding, respectively.

In the case of COVID-19, there also are aspects of the recovery that are not under our industry’s control, such as the trajectory of the virus, the development and distribution of vaccines, and the compliance of the general public with safety guidelines. But reaching the light at the end of the tunnel does partly depend on venue managers and meeting organizers, and they have certainly stepped up to the task over the past year.

The qualities that have made our industry so successful in supporting the recovery are ones that venue managers and meeting planners display in their everyday work.

They’re highly organized and detail oriented, which are crucial in the implementation of social distancing, signage, sanitation protocols, etc. They’re research driven and resourceful, qualities that are instrumental in everything from finding the best sanitation technologies to reconfiguring meeting spaces to allow for distancing. And venue managers and planners are highly responsible, as shown by the measures they have always taken in areas like security and sustainability. Responsibility is, of course, at the core of safe meetings in this new reality.

This issue showcases a destination whose hospitality industry has been a model of responsibility since the pandemic started. Las Vegas is set to demonstrate its citywide health and safety protocols when it hosts World of Concrete and MPI’s World Education Congress in June. On the first day of that month, Nevada will allow full occupancy at all venues. “The wide availability and rapid administration of vaccines will allow our valued events industry to reconvene with confidence and in its entirety,” explained Steve Hill, President and CEO of the Las Vegas Convention and Visitors Authority. In other welcome news for groups targeting the Western first-tier market, it was recently announced that professional meetings of less than 300 attendees can resume in Los Angeles.

These “signs of life” in the meetings industry are extremely encouraging. But they’re also not surprising, given our desire to gather for professional advancement and the diligence the industry has shown in working toward that goal.

– George Seli Editorial Director, Facilities Media Group gseli@facilitiesonline.com

FACILITIES &DESTINATIONS Spring 2021

Volume 28 No. 1

Chief Operating Officer David Korn Editorial Director George Seli Contributing Editors Anthony Bilden Laura Janelle Downey Debi Lander Deborah Shapiro Creative Direction & Design AR Design Business Operations David Mermelstein © Copyright 2021 by Bedrock Communications, Inc. All rights reserved. Opinions expressed in by-lined articles and advertising copy are not necessarily those of the publisher. Advertisers are responsible for all costs, damages and claims regarding advertising insertions.

Facilities & Destinations is published four times a year by Bedrock Communications, Inc., PO Box 1807, New York, NY 10150-1807.

Telephone: (212) 532-4150. Fax: (212) 213-6382.

POSTMASTER: Please send address changes to Facilities, PO Box 1807, New York, NY 10150-1807.

Printed in U.S.A. Cover ad space is available by contacting a Facilities advertising account executive at (212) 532-4150.

CONTENTS DEPARTMENTS In Brief........................................................................................................................................................................................6 FORUM Sonia Fong, Vice President, Convention Sales, Greater Miami CVB................................................ 11 PERSPECTIVES Contracting During a Year of Recovery, by Katie Muck.............................................................................25 Putting COVID Protocols into Practice, by Julie Ann Schmidt............................................................ 26 Adaptability and Reinvention, by Katie Smith................................................................................................27 A Security Shopping List, by Peter Alexan........................................................................................................ 28 SITE & CITY PROFILES Austin........................................................................................................................................................................................21 Atlantic City......................................................................................................................................................................... 22 Miami Beach Convention Center........................................................................................................................... 23 Orange County Convention Center...................................................................................................................... 24

FEATURES Las Vegas................................................................................................................................................................................12 Mid-Atlantic..........................................................................................................................................................................18

ON THE COVER Las Vegas has long been a leading meetings and tradeshow destination, and over the last year it has also been a leader in implementing best practices for the hospitality industry during the pandemic. Learn about the destination-wide health and safety program Meet Smart, Vegas Smart in our cover story, as well as major enhancements to the city’s convention center and hotel infrastructure.

Advertiser Index...................................................................................................................................................................8 2

FACILITIES & DESTINATIONS 2021 SPRING

IN BRIEF INDUSTRY PULSE

DETROIT, MI — ASM Global has appointed Karen Totaro as General Manager of TCF Center. A Certified Venue Executive, Totaro will work collaboratively with community stakeholders, clients and the Detroit Metro Convention and Visitors Bureau. “Karen Totaro is the right person at the right time to take the TCF Center back to hosting visitors and providing world-class service to its valued customers as the pandemic eases,” said Bob McClintock, Executive Vice President of Convention Centers, ASM Global. Most recently, Totaro served as the Chief Operating Officer for

Karen Totaro the San Diego Convention Center Corporation. “The decision to take the job at TCF Center was an easy one,” said Totaro. “The spirit of partnership in this industry is going to be that much more successful in Detroit with the former CEO of the CVB leading the DRCFA [Detroit Regional Convention Facility Authority] and the former GM of the TCF Center now leading the CVB.” HOBOKEN, NJ — Volan Technology, an AI-based 4

Mandalay Bay, Las Vegas.

The international range of exhibitors already confirmed include destinations such as Arizona, Atlantic City, Boise, Asheville, Greater Birmingham, Los Cabos, safety and contact-tracing Monaco, Omaha, Peru, San software firm, presented its Antonio and Savannah; latest solution for in-person together with companies meetings at the yearly including Amadeus River Associated Luxury Hotels Cruises, Carnival Cruises, International (ALHI) staff Dorchester Collection, meeting, held Jan. 28-29 at Iberostar Hotel & Resorts, the Fairmont Austin. The Kerzner International, Loews Hotels, Montage and Omni Hotels.

“We know many suppliers and buyers are hungry for a carefully crafted, safe and confident in-person The Volan Positioning System experience, dashboard for contact tracing and our teams 50 attendees were among the are already busy planning first to experience the Volan traffic flows, arrival journeys, Positioning System (VPS), registration guidelines and the first micro-location more,” commented Carina positioning technology Bauer, CEO of IMEX Group. built on Bluetooth 5 mesh network standard. VPS gives LOS ANGELES, CA — ASM meeting planners instant Global recently appointed access to highly detailed Ron Bension to the position reports for groups of any of President and CEO. size. “We applaud Volan for Bension brings over four creating a reliable solution decades of experience to for contact tracing. Contact ASM Global including, tracing has been a highly most recently, a long requested tool from tenure at Live Nation as our meeting planning President of House of Blues community, and the Volan Entertainment. Prior to this, meeting planner dashboard he held president and CEO will be impactful with our roles at various public and clients in this environment,” private companies including said Mike Dominguez, Tickets.com, GameWorks, President and CEO of ALHI MCA Recreation Group and co-chair of the EIC and Universal Studios APEX COVID-19 Business Hollywood. “We are thrilled Recovery Task Force. For to have Ron join the ASM details on the product, visit Global team. He is precisely volantechnology.com. the type of executive we seek to lead our businesses,” HOVE, UK — IMEX said Kosty Gilis, Managing America is staging its 10th Director at Onex and ASM installment Nov. 9-11 at Global board member.

Ron Bension “His extensive history of managing enterprises that create superb experiences for customers and visitors will be an enormous asset to the company. In addition, his demonstrated strategic thinking and execution capabilities are a perfect fit for the next phase of ASM’s growth as we exit the pandemic.”

WASHINGTON, DC — As of Feb. 1, the Virginia Beach Convention & Visitors Bureau is a new event partner in ASAE’s Alliance Partnership Program.

The program provides partners opportunities to align themselves with ASAE and the association sector through customized marketing platforms, and to help build and maintain year-round relationships with ASAE members and nonprofit communities worldwide. “Virginia Beach is expanding its meetings capacity and offers numerous opportunities for organizations looking to create safe and memorable meetings and events in a Mid-Atlantic destination close to many major metropolitan cities. ASAE looks forward to a long and mutually beneficial relationship with this city and its full-service DMO,” comments ASAE President and CEO Susan Robertson, CAE.

FACILITIES & DESTINATIONS 2021 SPRING

MEET THE IQUE T U O B ’S T S A SOUTHE ION T A N I T S E D S MEETING ng aller gatheri ng as a sm ti e e m – e n o rg r la inati agining you outique dest im b re a f e o ’r r u e yo ct If e chara ntion Center looking for th asant Conve n e R d e – or if you’re rm o aller nsf . Our fully tra g space, so sm n is h ti e p e m m e M le k ib thin feet of flex aller events ,000 square lves. And, sm se m e th to features 300 r nte outdoor e our entire ce ter’s unique av n h e C n n ca o s ti p n u gro sant Conve omize your s, plus Rena ct us to cust ta n o C . le p in large space cing sim social distan emphis. areas, make meeting in M fe a -s ID V O C

ES UT INCENTIV M ASK US ABO E T CEN R.CO N IO T N E V N O RENASANTC

Photos: LRK, Greg Campbell, Alex Shansky

IN BRIEF CONVENTION CENTER WATCH

DAYTON, OH — The Montgomery County Convention Facilities Authority (MCCFA) has selected ASM Global to provide management services for the Dayton Convention Center.

ASM Global will also

communications solutions, and video marketing and support. The partnership follows the recent debut of the DLCC’s The Confluence, an Event Studio, a mobile studio that allows organizations to live stream, pre-record

presentations and host hybrid events. “CNTV can help our customers envision what they need for a premier hybrid meeting, and they are equipped to help our clients make the most of The Confluence’s features, as well as our facility’s space,” noted DLCC General Manager Tim Muldoon.

SACRAMENTO, CA — The GBAC-certified SAFE Credit Union Convention

Center, fully renovated and expanded, opens this summer. The facility will include 240,000 sq. ft. of programmable space, a 160,000-sq.-ft. exhibit hall, 80,000 sq. ft. of meeting space, 37 breakouts and 22,000 sq. ft. of outdoor space. “The Visit Sacramento team has been in a unique position during the COVID-19 pandemic,” said Visit Sacramento President & CEO Mike Testa. “Our convention center was under construction throughout 2020 — rather than just being closed, like so many others have experienced. This timing has given our team the ability to collaborate with the architects and explore how to best utilize the new flexible space and outdoor options to fit the evolving needs of our planners in this new reality.”

SAVANNAH, GA — The groundbreaking ceremony for the Savannah Convention Center expansion was held on

SAFE Credit Union Convention Center

Continued on page 8

collaborate with the Dayton Convention & Visitors Bureau and area hospitality stakeholders to market and promote the Center, provide culinary services, and counsel the MCCFA on its planned renovations to the Center, which is scheduled to reopen May 1.

PITTSBURGH, PA — The David L. Lawrence Convention Center (DLCC) has partnered with CNTV, which specializes in the design, strategy and production of hybrid events.

CNTV’s services include event video production, association marketing and 6

Washington State Convention Center Summit FACILITIES & DESTINATIONS 2021 SPRING

g n i t e e M Safely Today

for a Stronger Tomorrow

The key to the Orange County Convention Center’s (OCCC) success is its adaptability, resiliency and flexibility. The OCCC is leading the way to provide safe events in our new normal. Through a strategic data-driven approach and deliberate planning prioritizing health and safety, the OCCC is providing controlled gatherings and unique experiences, so we can begin meeting safely today for a stronger tomorrow.

1-800-345-9845 | sales@occc.net | occc.net/meetingsafely

#MeetingSafely

IN BRIEF CONVENTION CENTER WATCH

Continued from page 6

March 17, 2021. The facility will remain fully operational during the $271 million expansion, which will double the exhibit hall space to 200,000 sq. ft., add a 58-ft.wide glass hangar door, construct a 40,000-sq.-ft. ballroom, and add 15 meeting rooms and a 900-space onsite parking garage. The project is scheduled for completion in 2023.

SEATTLE, WA — On March 31, the Public Facilities District Board and developers for the Washington State Convention Center Addition project confirmed

the sale of $342 million in municipal bonds, enabling the timely completion of the WSCC Summit. This private funding source replaces the need for potential loans being considered by King County, the City of Seattle and the State of Washington. The WSCC Summit building project broke ground in 2018 and is on track to open in mid-2022.

Currently, 32 conventions are scheduled for the Summit from 2022-2026. The WSCC has also announced it earned GBAC STAR accreditation.

SPOKANE, WA — Last month, the Spokane

Convention Center, Spokane Arena and First Interstate Center for the Arts achieved GBAC STAR accreditation. Each venue demonstrated compliance with the program’s 20 core elements, which range from standard operating procedures and riskassessment strategies to personal protective equipment and emergency preparedness and response measures.

YAKIMA, WA — The Yakima Convention Center and Yakima Valley Convention Center recently announced a multiyear extension with Centerplate. “Over the last few years, we have made a substantial investment to transform the convention center into a more modern, guest-centric

destination,” said Connie Upton, General Manager, Yakima Convention Center. “As we continue to attract conferences, meetings and events from around the Northwest, we are pleased to continue working with Centerplate as our exclusive hospitality, food and beverage service provider.”

ADVERTISER INDEX Austin Convention Center............ 1 Greater Miami CVB..............C3, C4 IAEE....................................................... 32 IMEX America.................................. 31 Las Vegas CVA................................ C2 Meet AC................................................. 3 Memphis Tourism............................... 5 Orange County Convention Center.................................................. 7 Ocean Center................................... 30

Yakima Convention Center 8

FACILITIES & DESTINATIONS 2021 SPRING

IN BRIEF HOTEL HIGHLIGHTS

ALPHARETTA, GA — The 249-room Hilton Alpharetta Atlanta has opened in the heart of the Windward Business District. The property’s 6,500 sq. ft. of meeting space includes a ballroom, breakout rooms and executive boardroom, supported by Hilton EventReady with CleanStay.

digital signage solutions, have launched HelloHybrid.

The service extends the hotel meeting and event experience beyond the convention space and into the public areas, guestrooms and recreational facilities, as well as remote locations using the latest in Internet and streaming technology. In addition, HelloHybrid offers the ability to connect remote

Hilton Alpharetta Atlanta

Walt Disney World Swan and Dolphin launches HelloHybrid presenters to participants through its Virtual Presenter platform. The service will also be available at the Walt Disney World Swan Reserve, the resort’s newest tower, scheduled to open this summer.

LAS VEGAS, NV — A Hyatt affiliate recently entered into franchise agreements with an affiliate of Dreamscape Companies LLC, which will result in the full renovation and rebranding of the over2,500-room Rio Las Vegas under Hyatt flags, including

a 1,501-room Hyatt Regency.

MAUI, HI — Last month, the Hyatt Regency Maui Resort and Spa finished a multimillion-dollar renovation to its 810 guestrooms, including 31 suites, and its lobby.

PLANO, TX — The 417-room Dallas/Plano Marriott at Legacy Town Center, located in the Shops at Legacy, has completed a $3.6 million renovation of its 35,000 sq. ft. of meeting space.

BRETTON WOODS, NH — The 200-room historic Omni Mount Washington Resort has completed a $25 million expansion and renovation. The project added a 60,000-sq.-ft., four-story facility with 69 guestrooms, a club lounge, a courtyard spa garden, poolside grille and a new rooftop terrace.

LAKE BUENA VISTA, FL — The Walt Disney World Swan and Dolphin Resort and Xpodigital, a leading provider of managed network and FACILITIES & DESTINATIONS 2021 SPRING

Omni Mount Washington Resort 9

IN BRIEF MEETING DEALS

MARIN COUNTY, CA — The Marin CVB’s Marin Meetings Incentive Program is offered to new meetings held in a Marin County business improvement district hotel now through December 2021. Groups must contract

by Dec. 1, 2021 to be eligible. Eligibility is based upon proposals, originated by the Marin CVB and distributed to multiple hotel properties. Incentive amounts per total contracts rooms are as follows: 251+ actualized rooms, $1,250; 126250 actualized rooms, $1,000; 76-125 actualized rooms, $750; 50-75 actualized rooms, $500. For more information, contact Christine Bohlke, Sales and Marketing Director, at christine@ visitmarin.org.

RANCHO MIRAGE, CA — The Greater Palm Springs Convention & Visitors Bureau’s new Meeting Oasis Incentive includes special offers for meetings held in June, July or August of 2021, 2022 or 2023 at one of the destination’s hotels or resorts. The announcement comes as the State of California plans to reopen fully on June 15, allowing 10

meetings and conventions to safely resume again, assuming vaccinations proceed on pace and COVID-19 hospitalizations remain low. The Meeting Oasis Incentive includes rebate credits to the group’s master account that can be used for any meetings-related fees such as guestrooms, facility rental, and F&B and AV expenses. This credit can be used at participating resorts and hotels throughout the nine-city destination of Greater Palm Springs.

For more information, visit https://www. visitgreaterpalmsprings. com/meetings/choosegreater-palm-springs/ special-promotions/groupoffers/.

VIRGINIA BEACH, VA — The Virginia Beach Bundle is a new incentive program sponsored by the Virginia Beach CVB and Virginia Beach Convention Center. Planners who book a new Convention Center opportunity by the end of 2021 through the CVB can pick the bundle of savings best suited to their group, including: up to 75 percent discount on facility rental, and free shuttle to F&B or entertainment sponsorships. For details, call Sally Noona, Director of Convention Sales & Marketing, at (800) 7007702.

WEST PALM BEACH, FL — Discover The Palm Beaches recently launched a meetings promotion that includes a complimentary option from within the following categories: technology upgrades, outdoor receptions, meeting space rental, and transportation perks.

Technology: Complimentary Wi-Fi at the Palm Beach County Convention Center (PBCCC); complimentary Wi-Fi in hotel guestrooms; up to $15,000 in credit for event

technology provider. Open Spaces: Complimentary outdoor reception space; up to $25,000 for a hosted reception to offset F&B or décor. Complimentary Space: Complimentary rental at PBCCC; up to $15,000 in credit to enhance overall meeting space needs.

Transportation: Attendees receive complimentary Palm Beach International Airport transfers; complimentary transportation to and from contract hotels to PBCCC; complimentary transfers to an evening event. Planners can also be eligible to earn up to a $5,000 event credit toward their next event in The Palm Beaches, when they refer a new meeting or event that books in the destination.

For details, call Kelly Cavers, Senior Vice President of Group Sales and Destination Services, at (561) 233-3026.

LOOKING AHEAD

2021 SUPERBOOK

FEATURING:

• The 2021 Prime Site and Top Destination Awards, recognizing readers’ preferred convention centers and cities across the U.S., Canada and the Caribbean •F &D Forums: In-depth Q&As with industry l eaders on the move • The latest meeting news from Las Vegas, New York and Orlando • An inside look at Sacramento’s newly renovated and expanded SAFE Credit Union Convention Center • Best practices from planners who have run safe meetings and tradeshows this year

To subscribe, visit facilitiesonline.com/ subscribe FACILITIES & DESTINATIONS 2021 SPRING

FORUM SONIA FONG

VICE PRESIDENT, CONVENTION SALES, GREATER MIAMI CONVENTION & VISITORS BUREAU

BY GEORGE SELI

M

iami has recently enjoyed a resurgence in demand from groups. In part, this trend is due to increased confidence from planners and business travelers since vaccinations have begun. But the city’s considerable draw as a meeting destination is also a factor. Attendees will find a rich international culture, a longstanding tradition in the arts, top-tier resorts and a newly renovated and expanded convention center. Last fall, the Miami Beach Convention Center debuted 127,000 sq. ft. of new meeting spaces and a 60,000-sq.-ft. ballroom. Sonia Fong comments on these developments in the following interview. ow has Miami’s meetings business trended since Q H January?

A In the last two weeks or so, we have seen a huge commitment from our group clients: Some have booked for the fall and some for the beginning of next year. The confidence level has definitely increased, and we’re really happy that customers are ready to move forward. One of my colleagues just booked a larger association meeting for 2022, 3,000 room nights. And end of April [2021], we welcomed one of the larger medical meetings at our convention center.

It was a hybrid event of about 1,200 attendees and exhibitors.

It was our first large convention at the convention center besides the show we did in March, which was the Jewelry International Showcase [JIS] that was produced by Reed Exhibitions. It was the first one they produced since the pandemic, and they had a 10 percent increase in their attendance.

Q I n what ways does the Miami Beach Convention Center renovation and expansion improve the client experience?

A With the recent renovation, one of the items high on the wish list was to improve our technology. In the old convention center, we were not able to handle the bandwidth of many of our technology meetings. Now, it’s a game changer. In addition, the building now has a lot of glass and natural light: we see the sun and the palm trees. It makes the building look much more open, more inviting. Attendees can now access all parts of the building without having to go outside. And planners have over a million sq. ft. to play with. There is a lot more foyer space where we can have breakouts. JIS said they loved the flow of the building. Everything worked really well in terms of technology and the look and feel of the building.

FACILITIES & DESTINATIONS 2021 SPRING

And outside the building we have about $7 million worth of public art. It’s really fascinating because here you have this big convention center in the heart of South Beach and you’re only a few steps away from some of our top restaurants, and of course the beach. hat are the current restrictions on group gatherings Q W in the city?

A For a long time we were restricted to 50 percent capacity, and just recently our Miami-Dade County mayor released that mandate. However, we need to follow 6-ft. social distancing, wear masks and obviously the building has to do its protocol. The convention center is a GBAC-certified building. In terms of the F&B, when you go up and make your selection we’ll have the Plexiglas, we’ll have the pre-packed meals, etc. According to a survey of the 2021 JIS attendees and exhibitors, 96 percent felt extremely safe at the convention center.

“According to a survey of the 2021 Jewelry International Showcase attendees and exhibitors, 96 percent felt extremely safe” at the Miami Beach Convention Center. ow has the Greater Miami CVB’s service to groups Q H changed to meet current challenges?

A We continue to work very closely with our customers, mainly because of so many new things that groups never used to have to do. Our PR and marketing teams are working more closely than ever with our customers to ensure that whether it’s communication or a specific marketing piece that we can help them create, we’re there for them. Each client is different, and we want to make sure they feel welcome. So we will find the resources, sometimes monetary as well, to encourage their participation. We are ready — city ready, venue ready.

11

DESTINATION

LAS VEGAS

Spearheading the return of face-to-face conventions with health protocols and next-generation meeting venues

M

By George Seli

ore than ever, meeting planners are looking for destinations that inspire confidence. As inperson conventions begin to make their return this year, they will bring a variety of concerns around implementing health protocols and, in many cases, hybrid formats. A destination partner that answers such concerns is crucial, as is a meeting site with significant drawing power since many delegates will remain hesitant to travel. Las Vegas meets all of these criteria.

Indeed, prior to the pandemic, the city had proven itself as a top-drawing destination in the U.S. convention and tradeshow market, welcoming more than 6.6 million attendees in 2019.

Part of the reason for that stellar performance year after year is the destination’s rich portfolio of meeting spaces, currently totaling nearly 14 million sq. ft. Five convention centers — the Las Vegas Convention Center (LVCC), Mandalay Bay 12

Events Center, Sands Expo Center, CAESARS FORUM and The Expo at World Market Center — offer a diversity of choices for large groups that is unparalleled among U.S. destinations. The latter two venues opened last year, exemplifying how Las Vegas’ developers have forged ahead during these difficult times.

“Even during the pandemic we’ve built an NFL stadium, we’ve built the West Hall [of the LVCC], we’re in the process of finishing the MSG Sphere [at the Venetian Resort], Resorts World is going to open this summer, and Elon Musk’s The Boring Company has launched its first commercial application of the underground transportation system at the LVCC campus,” says John Schreiber, Vice President of Business Sales at the Las Vegas Convention and Visitors Authority (LVCVA). “So we’ve not rested at all during the pandemic; it’s given us a chance to enhance the customer FACILITIES & DESTINATIONS 2021 SPRING

experience when they than they’re normally “We’ve not rested at all arrive at the destination used to,” Schreiber relates. with new venues and In the next two months, during the pandemic; it’s new opportunities. the city will host a vintage given us a chance to enhance The destination keeps motorcycle auction the customer experience when refreshing itself.” bringing in about 2,000 they arrive at the destination That constant attendees, and a tobacco with new venues and new revitalization means show for about 5,000 that even attendees who attendees. opportunities.” have been to Las Vegas But the most salient —John Schreiber, annually for many years sign of the revival of Vice President of Business Sales, will always find new Las Vegas’ meetings Las Vegas Convention and experiences to pique industry is surely World Visitors Authority their interest. And while of Concrete, scheduled the city is inspiring for June 8-10. Set to be the confidence in planners on debut show in the LVCC’s the safety front, it is doing the same for attendees. According new West Hall, World of Concrete has drawn nearly 60,000 to a survey of 510 U.S.-based business travelers conducted in attendees in the past. “The eyes of the industry are on that January by the LVCVA, a strong majority of business travelers show,” says Schreiber. “It’s the first big show in the destination; (74 percent) believe that Las Vegas will be prepared to safely it’s the first big show in the country, at least from a potential host in-person conferences, conventions and tradeshows attendance standpoint.” during the last half of 2021. Moreover, respondents see Las The success of these shows, World of Concrete in particular, Vegas as the destination best prepared to safely host these will display how viable it is to meet in Las Vegas as the events during that period. One third (33 percent) selected Las industry emerges from the pandemic. Also paving the way Vegas compared to no more than 18 percent selecting other for future meetings is a recent announcement by Nevada destinations included in the study.

Governor Steve Sisolak. As of March 15, large gatherings are Such peace of mind is essential for attendees to fully permitted to operate at a maximum of 50 percent capacity, enjoy Las Vegas’ energy, entertainment and the networking representing a loosening of the previous restriction. opportunities that those experiences support. The city’s plentiful entertainment options are a major draw for groups, GETTING SMART ABOUT HEALTH AND WELLNESS and the LVCVA does its part to drive attendance even more.

While Las Vegas’ hoteliers have had their individual COVID-19 The pause in business due to the pandemic “has given us a health protocols for many months, the destination itself now chance to understand what new technology is available to help has an overarching health and well-being campaign in place: drive attendance, what new marketing opportunities might Meet Smart, Vegas Smart. The system of destination-wide be available,” Schreiber notes. “So as we evolve out of this best practices further reassures planners and attendees that pandemic and into more in-person events, we’ll continue to their safety is top of mind in Las Vegas. The LVCC and many enhance our services for planners and their attendees.” of the destination’s resorts feature Smart Arrivals (e.g., Speaking of the recovery, Schreiber adds, “We’re extremely optimistic. Most of the folks that we’ve been talking to, particularly the tradeshows, are extremely optimistic.

They’re feeling more and more confident that a return to in-person events is a reality.”

That reality is slowly revealing itself. For example, Las Vegas hosted the Mecum Auction in November. Given the restrictions on group gatherings at the time, “their maximum capacity per hall was 250, so they designed a protocol and a plan that they had submitted for approval. They executed on that plan for a very successful event, One of many hand sanitizer stations at the Las Vegas Convention Center albeit a much smaller event FACILITIES & DESTINATIONS 2021 SPRING

13

temperature checks), Smart Distancing (e.g., the redesign of spaces to allow for social distancing), Smart Cleaning Practices (e.g., constant sanitation of high-touch surfaces) and Smart Food Services (e.g., protective gear for food servers).

But it’s not just meeting venues that are prepared for groups under Meet Smart, Vegas Smart — the plan also encourages smart practices during transportation to those sites. The Meet Smart Travel Journey begins at Las Vegas’ McCarran International Airport, which features mask mandates, enhanced cleaning and sanitizing, reduced person-to-person interactions and more. The journey continues in cabs and other public transportation vehicles that feature heightened vehicle cleanliness and disinfection protocols and increased ventilation of natural air, along with mask mandates. Attendees then arrive at hotels that also feature heightened cleaning practices, as well as signage promoting social distancing, touchless or mobile check-in, touchless in-room amenities and other precautions. In addition, attendees are encouraged to use the COVID Trace App during their journey. Developed by the Nevada Department of Health and Human Services, the contact-tracing mobile app uses a technology called the Exposure Notifications System from Google and Apple. The app uses Bluetooth to exchange random codes with other phones in the user’s vicinity, informing the user if it locates the code of a user who has told the app he or she has tested positive.

In addition, the LVCVA is working on a resource to help planners promote the destination’s smart practices during this challenging time. “We’re designing a Meet Smart Tool Kit which the convention planning clients can use, whether it be for media, marketing or the attendee experience in the destination from a safety standpoint,” says Schreiber. The toolkit will “enhance [Meet Smart, Vegas Smart] and provide those additional details that these organizers can use to promote their event and the safety of their event.”

“The 116-ft. ceiling height in the Grand Atrium when you enter the building is extremely impressive,” Schreiber remarks.

“And anchoring the atrium is the 10,000-sq.-ft. LED screen. So I think that in terms of a digital branding opportunity for show organizers, nothing is going to exceed this building across the country.” The LVCC’s major clients have been exploring these opportunities and others during the building of the expansion.

“From World of Concrete to CES [scheduled for January 2022] to SEMA [scheduled for November 2021], the show organizers have all had a chance to see the West Hall; they in fact are redesigning their shows around the West Hall,” he relates.

The new West Hall is built with production capabilities that support these massive shows, such as 4,000 hang points for rigging and 298 floor boxes as well as power from the ceiling, columns and walls.

WELCOMING GROUPS TO AN EXPANDED LAS VEGAS CONVENTION CENTER

The LVCC also has the technology to facilitate hybrid meetings anywhere on its campus, an especially important feature nowadays. “We were considering at one time a permanent facility, and we’re talking with our show organizers to determine if that’s something they would be interested in having available, or if they would like to do something a bit more flexible and not have it as a permanent structure,” Schreiber explains. “In their minds, space is at such a premium that they give up that location with a permanent versus a flexible model.” Consulting with clients on such design decisions has always been a best practice for the LVCVA. “Everything we do is based on research and collaboration with our clients,” he says. “We don’t generally make decisions in a vacuum. We like to get our clients involved, even going back to the design of the West Hall.”

The goal is to make design decisions that ultimately enhance the attendee experience. Along those lines, guests’ transportation experience around the LVCC campus has been vastly improved with the introduction of Elon Musk’s The Boring Company’s Tesla-powered underground transportation system. In just over a minute, attendees can commute from the existing building to the West Hall, free of charge. The

The extensive efforts throughout the destination put the safety of returning groups at the forefront, and the LVCC has been one of the leaders of this initiative. The facility was the first in Nevada to receive the Global Biorisk Advisory Council (GBAC) STAR facility accreditation by ISSA: The Worldwide Cleaning Industry Association. To achieve GBAC STAR accreditation, the LVCC demonstrated compliance with the program’s 20 elements, which range from standard operating procedures and risk-assessment strategies to personal protective equipment and emergency preparedness and response measures.

Compliance with GBAC STAR has been no small feat given the sheer size of the expanded facility, which houses approximately 2.5 million sq. ft. of exhibit space and 225 meeting rooms totaling more than 390,000 sq. ft. The West Hall expansion added 1.4 million sq. ft., including 600,000 sq. ft. of exhibit space (featuring the largest column-free space in North America at 328,000 sq. ft.), 150,000 sq. ft. of meeting space across 80 rooms, a 14,000-sq.-ft. outdoor terrace and a Grand Atrium.

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Rendering of the Las Vegas Convention Center’s West Hall expansion

FACILITIES & DESTINATIONS 2021 SPRING

system can move 4,000 people in an hour and includes three passenger stations. Long-term plans are being considered to expand the system across the downtown and Strip resort corridors and beyond.

NEW HOTELS AND MEETING VENUES

Incoming groups will benefit from numerous enhancements to Las Vegas’ hotel and meeting venue portfolio. Following is a selection of these projects.

Resorts World Housing three premium Hilton brands — Hilton Hotels & Resorts, LXR Hotels & Resorts and Conrad Hotels & Resorts — the $4.3 billion Resorts World will add 3,500 guestrooms The function spaces at to the city’s inventory Resorts World (above) when it opens this include the Lily Ballroom’s summer. Planners will 3,000-sq.-ft. terrace have 350,000 sq. ft. of (below). function space at their disposal. A 222,000-sq.-ft. pool complex includes an infinity pool with panoramic views of the Las Vegas Strip.

Resorts World also features extensive video branding and promotion opportunities, with a 100,000-sq.-ft. West Tower LED screen (one of the largest LED building displays in the country), 19,000-sq.-ft. East Tower LED screen, 10,000-sq.-ft.

Property Marquee and 50-ft. diameter LED Globe.

Wynn Las Vegas expansion Back in February 2020, Wynn Las Vegas introduced its 430,000 gross sq. ft. expansion, which more than doubled the rentable meeting and convention space at Wynn and Encore to 560,000 sq. ft. of flexible space. The two-level expansion offers views of the resort’s new 18-hole championship golf course, and features an 83,000-sq.-ft. pillar-less ballroom along with 18 variously sized meeting rooms. The new venue is also ideal for outdoor gatherings with a 20,000-sq.-ft. outdoor pavilion and an adjacent 20,000-sq.-ft. lawn.

CAESARS FORUM CAESARS FORUM is a major addition to Las Vegas’ meetings infrastructure, offering 300,000 sq. ft. of flexible meeting space and the two largest pillarless ballrooms in the world. For full coverage of this facility, see the cover story of the 2020 F&D SuperBook.

Virgin Hotels Las Vegas, Curio Collection by Hilton Opened in March, this 1,502-room property offers groups FACILITIES & DESTINATIONS 2021 SPRING

CAESARS FORUM’s naturally lit prefunction space 101,851 total sq. ft. of function space, 42 meeting rooms and a 4,500-capacity theater. A trendsetting brand making its Las Vegas debut with this property, Virgin Hotels brings attendees a vibrant atmosphere and recreational outlets such as the Mohegan Sun Casino and fine restaurants such as One Steakhouse and Nobu.

Expo at World Market Center Opened last July, World Market Center Las Vegas sits on a five million-sq.-ft. campus that is home to the biannual Las Vegas Market. Event spaces include The Pavilions, three interconnected column-free exhibit halls totaling 345,000 sq. ft.; the 50,000-sq.-ft. Grand Plaza; and Worldview, a 16th-floor, 10,000-sq.-ft. banquet room.

Circa Opened last October, this 777-room property is a standout thanks to unique venues such as the 4,000-capacity Stadium Swim, including a pool and 40-ft. high-definition screen, and the nine-story Garage Mahal, the first-ever transit hub for ride-hailing companies. The Legacy Club Rooftop Cocktails, overlooking the city on the resort’s 60th floor, offers groups an elegant ambiance with panoramic views.

MGM Grand Conference Center Still relatively new to the market, the MGM Grand Conference Center’s 250,000-sq.-ft. expansion opened in December 2018, bringing the facility’s total square footage to 850,000. The expansion includes a 49,000-sq.-ft. ballroom, 32,000-sq.-ft. ballroom, three junior ballrooms, 11 breakout rooms, a 5,500-sq.ft. outdoor courtyard and MGM Resorts’ Stay Well Meetings on the conference center’s second floor.

Stella Studio at The Venetian The resort’s Palazzo tower is now home to a multi-functional, 8,000-sq.-ft. venue that is ideal for groups of up to 36 attendees.

The naturally lit space is highly configurable and features a 15

neutral color palette. Stella Studio is a prime example of how Las Vegas’ resorts thoughtfully cater to small events as well as large ones.

BEYOND THE RESORTS: OFFSITE EVENT VENUES

While Las Vegas’ resorts are rich in event venues and recreational amenities, many planners will still want to explore offsite venues for special events. Oftentimes attendees are repeat visitors to the host resort, and going offsite to an unfamiliar locale will create a more engaging experience.

Groups that haven’t been to the city in a year will nearly always have new venues to explore. The list below includes two compelling examples: Allegiant Stadium and AREA15.

Allegiant Stadium Opened in July, the home of the NFL’s Las Vegas Raiders is a great choice for groups with a high count of sports fans. A total of 10 function spaces includes various clubs accommodating up to 300 guests and larger spaces for up to 2,000, such as Ford Plaza, Coors Light Landing and Twitch Lounge.

AREA15 Located near the Strip, this venue lives up to its billing as a “mashup of experiences,” featuring a psychedelic art house, flight simulator, virtual golf, virtual reality, skating and much more. AREA15 offers 40,000 sq. ft. of indoor and outdoor function spaces, including the 4,500-capacity A-Lot. A 34-ft.high bamboo volcano and a 23-ft.-high Japanese maple tree are among the intriguing accents in the event spaces. Overall, AREA15 is replete with conversation starters for groups as well as teambuilding opportunities.

Neon Museum A venue that truly represents the aesthetic of Las Vegas, the Neon Museum is dedicated to the preservation and exhibition of iconic Las Vegas signs. Groups can gather in museum’s very Instagrammable Neon Boneyard.

One of the MGM Grand Conference Center’s vibrant meeting rooms

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Mob Museum A very different offsite experience is found at this one-of-akind museum that documents the history of organized crime through storylines and hundreds of rare artifacts. Notably, the museum features a restored former U.S. Post Office and Courthouse built in the 1930s. Rentable venues include the 200-capacity Historic Courtroom, 30-capacity Distillery and a 90-capacity Speakeasy transporting guests to the Roaring ‘20s. A full museum buyout accommodates 600 guests reception style and 330 seated in rounds.

LINQ Promenade Caesars Entertainment’s LINQ Promenade is home to a unique Las Vegas experience: the world’s tallest observation wheel. The 550-ft. High Roller includes two special event venues, the Wheelhouse and Pre-Roll, and presents an iconic backdrop for outdoor events at FORUM Plaza, adjacent to CAESARS FORUM. Thrill-seeking attendees may wish to try FLY LINQ, which features 10 side-by-side zip lines.

SPEEDVEGAS More thrills can be found at SPEEDVEGAS, a state-of-the-art motorsports complex that welcomes corporate groups who want to experience supercar racing on the city’s longest track.

The venue offers over 20,000 sq. ft. of hospitality space and one of the world’s largest fleets of exotic and muscle cars.

SPEEDVEGAS is located 10 minutes from the Strip, and provides clients free shuttle service to and from any resort on the Strip.

EVOLVING INTO THE NEW ERA OF MEETINGS BUSINESS

Reinvention is nothing new for Las Vegas. Since the early days of The Flamingo, Desert Inn and Caesars Palace, developers and entrepreneurs have brought new visions for the city’s hospitality industry and what it can offer leisure and business guests. Today, that industry has been challenged like never before, and the evolution required is not so much about creativity as it is about resourcefulness. The destination and its resort partners have developed the most effective protocols for attendees to be able to return to this leading convention destination with confidence in their health and wellness.

“Our resort partners are doing everything they can to help get us back to pre-pandemic levels as quickly as we can,” says Schreiber. “We’re working closely with the airport, the airlines themselves, state and local government to get the destination back up and give us a chance to get back to pre-pandemic levels by 2023 or even earlier. We’re excited and optimistic about it; we see that proverbial light at the end of the tunnel.”

As early as the fourth quarter of this year, there will be significantly more meetings activity in Las Vegas, bringing delegates the kind of business and recreational experience unique to the destination.

Corporations and associations do well to begin planning their Las Vegas programs now so they can be part of this revitalization.

FACILITIES & DESTINATIONS 2021 SPRING

FAC I L I T I E S & D E S T I N AT I O N S

PRISM PRIME SITE MEETING H OT E L AWA R D W I N N E R S 2021

2021 Prime Site Meeting Hotel Awards Ballot Fill Out Form & Mail, Email or Fax Your Vote: Facilities & Destinations, PO Box 1807, New York, NY 10150 Fax: (435) 578-8193 • Email: ballots@facilitiesonline.com

VOTE for the top hotels, resorts and conference centers your group has used for its meetings in the last three years. Please base your vote(s) on the following criteria: •A ttractiveness and functionality •T echnological capabilities •Q uality of staff and conference planner • Teambuilding •F ood & beverage/ catering • Lighting • Acoustics • Climate control

•P roximity to airport & other transportation • Onsite or offsite lodging • Other support services • Front-desk operations • Setups and breakdowns • Room décor • Quality/size of ballroom • Special packages • Spa • Nearby attractions •C OVID-19 safety measures and protocols

Name of nominee__________________________________________ Name of nominee__________________________________________ Name of nominee__________________________________________ Check the award you want to nominate the above for: Meeting Hotel/Resort

Your name and title_________________________________________ Organization_______________________________________________ Phone_____________________________________________________ Email______________________________________________________ Additional comments_______________________________________ __________________________________________________________ __________________________________________________________ May we contact you? Yes___ No___

FACILITIES & DESTINATIONS

TM

Please consider the following criteria when voting: •A ttractiveness & Functionality of Meeting Venue • Size & Quality of Meeting Space • Technological Capabilities • Quality of Staff • Food & Beverage Options •L ighting, Acoustics, & Internet Access •O ther Meeting/Event Support Services • Amenities • Recreational Activities • Dining & Entertainment Options • Lodging Quality • Accessibility to Airport • Ease of Travel within Destination •C OVID-19 safety measures and protocols

Fill Out Form & Mail or Email Your Vote: Facilities & Destinations PO Box 1807 New York, NY 10150 Email: ballots@facilitiesonline.com

FACILITIES & DESTINATIONS 2021 SPRING

Conference Center

Awards of Excellence Ballot

Name of Nominee____________________________________________________ Check Award You want to nominate the above for: Prime Site

Top Destination

Your Name & Title____________________________________________________ Organization_________________________________________________________ Phone________________________________________________________________ Email________________________________________________________________ Name of Nominee____________________________________________________ Check Award You want to nominate the above for: Prime Site

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DESTINATION

Baltimore’s iconic Inner Harbor

Mid-Atlantic

The nation’s capital and regional cities are setting an example of COVID preparedness

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By Anthony Bilden

n the meetings industry, the Mid-Atlantic is known for cosmopolitan destinations such as Washington and Baltimore as much as it is for beach destinations such as Virginia Beach and Ocean City. The “selling points” of these cities are well known among planners, from the Walter E. Washington Convention Center to Baltimore’s vibrant Inner Harbor to the oceanfront resorts of Virginia Beach to the Ocean City boardwalk. But these days, great meeting venues, hotels and offsite activities are not enough to attract groups; thorough health and safety measures are essential. And it’s encouraging to see the seat of our nation’s government lead by example with the latest best practices and sanitation technologies in its convention center. Washington’s companion cities in the Mid-Atlantic meetings industry have been equally responsible, ensuring

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that planners can book here with confidence — whether they bring in a national convention or a small drive-in group from the Northeast.

WASHINGTON, DC

Events DC was ahead of the curve last August when it secured the GBAC STAR accreditation for the Walter E. Washington Convention Center before any other convention center in the Northeast corridor. The facility’s 2.3 million sq. ft. of function space receives state-ofthe-art cleaning, disinfection and infection-prevention applications. Last September, Events DC ramped up the sanitation even further by partnering with SurfaceGuard to deploy its high-grade COVID-19 remediation and health and safety reporting system at the convention FACILITIES & DESTINATIONS 2021 SPRING

center, Entertainment & Sports Arena, DC Armory •E lectrostatic sprayers are used daily for sanitizing the and The Fields at RFK Campus as part of the venues’ facility. health and safety reopening efforts. SurfaceGuard uses •C enterplate Powered by Sodexo’s new point-of-sale BIOPROTECT, a water-based non-toxic antimicrobial cash registers give customers the option of a touchless that forms a durable surface protectant that inhibits the transaction. growth and spread of bacteria, mold, mildew, fungi and •B arriers at all concessions have been installed. algae on surfaces for 90 days. “Events DC is dedicated •T ouchless coffee urns and water stations are available to bringing operational safety procedures and cleaning for coffee breaks inside of meeting rooms. standards to the next level, and SurfaceGuard is a •A ll air handlers are being upgraded with MERV-16 prime example of this,” commented Gregory A. O’Dell, hospital-grade air filters for the highest level of President and CEO of Events DC. particulate capture.

While the ultimate goal is to rekindle in-person •S everal areas of the convention center are being meetings, Events DC recognizes the prominence of virtual redesigned with social distancing in mind. event platforms in the wake of the pandemic. Thus, last fall the organization launched GATHER by Events DC Across the city, Visit Baltimore has partnered with (GATHER). The virtual venue is capable of producing and the Global Biorisk Advisory Council to further the GBAC streaming live events and is a repository for on-demand STAR accreditation program to local hotels, meeting experiences featuring the venues and attractions. city’s creative economy Baltimore’s many of local artists, musicians, outdoor function spaces “Events DC is dedicated businesses and industry are also an advantage to bringing operational partners. for today’s socially safety procedures and Events DC also distanced meetings. cleaning standards introduced a new, A new example to the next level, and 19,000-sq.-ft. production can be found at the studio within the Canopy Baltimore SurfaceGuard is a prime Convention Center for at Harbor Point, a 156example of this.” customers looking to room Hilton property host and create virtual that opened in October.

—Gregory A. O’Dell, experiences for their The hotel’s nearly 4,000 President and CEO, Events DC attendees. The studio sq. ft. of function space is fully equipped with includes a boardroom, rigging, AV and lighting capabilities, as well as dynamic two dedicated meeting rooms, private restaurant space LED screens. “With this new multiplatform virtual venue and an outdoor terrace. and production studio, Events DC presents a distinct opportunity for enhancing client experiences with the OCEAN CITY ability to offer state-of-the-art technology, customization of Now open for convention business, the Roland E. Powell content and the enrichment of both in-person and virtual Convention Center has also worked with authorities to experiences,” said O’Dell. develop a comprehensive safety protocol. The facility

BALTIMORE

While the Baltimore Convention Center (BCC) is currently serving as a field hospital, testing center and mass vaccination site in response to COVID-19, the facility has certainly done its due diligence in preparation to reopen. Following are some of the key measures that have or are being taken:

• GBAC STAR accreditation •M ore than 60 employees are Certified Custodial Technicians through ISSA, the Worldwide Cleaning Industry Association.

•T hermal infrared cameras will be placed at all entrances for a touchless temperature check for all those entering the building.

•L obbies, public spaces and other high-traffic areas are equipped with stations offering both hand gel and disinfecting wipes.

FACILITIES & DESTINATIONS 2021 SPRING

currently offers a 45,000-sq.-ft. exhibit hall, 19,126-sq.-ft. ballroom with panoramic bay views, and 22 meeting rooms, supported by a Performing Arts Center that can seat 1,200 attendees for a general session. Groups looking to book the convention center will benefit from a significant expansion set for completion in January: 30,000 sq. ft. of additional exhibit space, plus a 15,000-sq.-ft. gallery overlooking the bay.

Ocean City combines this formidable meetings complex with a vacation-like experience for attendees. Destination highlights include 10 miles of free beach, a three-mile boardwalk, more than 200 restaurants and 17 championship golf courses.

VIRGINIA BEACH

Similarly, Virginia Beach is a renowned tourist destination that is also well equipped to host convention groups. The Virginia Beach Convention Center (VBCC) has reopened to welcome back clients, and attendees will surely feel safe 19

from contagion within the facility and its 150,000 sq. ft. of exhibit space. Health and safety measures include the following: •C ontinuous cleaning of high-touch surfaces •M ERV-14 air filters installed for higher filtration and better indoor air quality •E PA registered chemicals proven to kill the COVID virus •D edicated entrance and exit (one-way only) •P hysical markers for six-ft. distancing in lines •S tatic and digital signage throughout the facility with COVID best practices •N o re-entry •L imited capacity for each session •E xtra aisle space between booths •E xtra staff to manage traffic patterns and mask mandate •D oors propped open for a more touchless experience •H and sanitizer locations throughout the building “We have worked closely with the health department to make sure we could adhere to the state-mandated executive orders,” said VBCC General Manager Bryan Miller.

“We didn’t reopen without approval of our COVID risk mitigation plan from the health department, developed in

concert with the client and VBCC staff.”

Delta Hotels and Marriott both debuted properties in Virginia Beach last year, providing new lodging options for returning groups. Delta Hotels Virginia Beach Bayfront Suites is the result of a $25 million renovation of the Virginia Beach Resort Hotel and Conference Center.

The 295-suite property is the newest and only beachfront hotel on the Chesapeake Bay and offers 12,257 sq. ft. of indoor and outdoor event space. Property features include an outdoor pool and lounge, kayak and bike rentals, and a 24-hour ultra-modern fitness center. The hotel’s signature restaurant, Tin Cup Kitchen + Oyster Bar, offers coastal cuisine on the expansive outdoor Bayfront patio.

The new 305-room Marriott Virginia Beach Oceanfront houses more than 25,000 sq. ft. of indoor/ outdoor meeting space. The Seaside Ballroom overlooks the Atlantic Ocean and offers an outdoor terrace.

Distinctive features include indoor/outdoor swimming pools and landscaped grounds with bocce ball, fire pits and verandas.

Such properties will cater especially well to planners looking for outdoor event space for their socially distanced meetings. And with the high degree of responsibility being shown by the Mid-Atlantic’s convention centers in addition to the hoteliers, the entire region is well prepared for the resurgence of in-person meetings.

Virginia Beach Convention Center 20

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TEXAS

SITE & CITY PROFILES

AUSTIN CONVENTION CENTER

Fast Facts: Facility

Welcoming You Back to Austin, Safely Doing What We Do Best a two-mile radius of the facility. Hotels

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he Austin Convention Center team has been tirelessly working to prepare for your next event, prioritizing the health and safety of its guests. The team is ready when you are, and welcomes you back to Austin. The four-story, LEED Gold-certified Austin Convention Center is an accredited Global Biorisk Advisory Council (GBAC) STAR facility. Spanning six city blocks, the facility is located in the heart of Austin’s downtown business district. There are five column-free exhibit halls, totaling 247,052 sq. ft., and two ballrooms that range up to 40,510 sq. ft. in size, along with 54 meeting rooms and show offices. Ample parking is provided in two garages with 1,700 spaces.

COMPLIMENTARY WI-FI ACCOMMODATING 20,000 DEVICES

Rated as one of the most technologically advanced convention centers in the country, the gigabit-rated facility moves voice, video and data at over one billion bits per second.

In-house services include complimentary WiFi, redundant high-speed Internet II access, plug-and-play capabilities and 24/7 network support.

HOTELS

There are 42,000 hotel rooms in Austin and 11,000-plus of them are downtown within

connected by walkways to the convention center include the 800-room Hilton Austin, connected by the Hilton Overhead Walkway at 4th, and The Fairmont Austin, North America’s largest Fairmont property with 1,048 rooms, connected via the Fairmont Canopy Walk. Additional nearby hotels include Four Seasons Hotel Austin, JW Marriott, Courtyard by Marriott, Residence Inn by Marriott, Hilton Garden Inn Austin Downtown, Radisson Hotel & Suites, Hampton Inn & Suites Downtown, Driskill Hotel, Omni Austin Hotel Downtown, Intercontinental Stephen F. Austin Hotel, W Austin, Hyatt Place Downtown Austin and Westin Austin Downtown. The all-new Austin Marriott Downtown, located adjacent to the Austin Convention Center, opened its doors this year with 600 guestrooms.

GBAC STAR ACCREDITATION

The Austin Convention Department has achieved GBAC STAR accreditation, the gold standard for prepared facilities. Under the guidance of GBAC, a Division of ISSA, the worldwide cleaning industry association, the Austin Convention Center and the Palmer Events Center have implemented the most stringent protocols for cleaning, disinfection and infectious disease prevention at their facilities.

Location: Downtown Austin Total Area: 881,400 gross sq. ft., covering six city blocks Meeting & Exhibit Space: 374,278 sq. ft.

Fifty-four meeting rooms. Five contiguous exhibit halls with 247,052 sq. ft. of columnfree space.

Ballrooms: Seven, ranging in size from cozy and intimate to one of the largest in Texas at 40,510 sq. ft.

Technology: Gigabit-rated facility with complimentary Wi-Fi to accommodate over 20,000 wireless devices connecting simultaneously. No need to roam, looking for full connectivity sweet spot. New video walls for additional wayfinding and client messaging to go along with 24/7 network support and event customization.

Austin

Get Here Fast The meeting experience begins immediately when attendees arrive at one of the most modern airports in the country, the AustinBergstrom International Airport (AUS). Just eight miles from downtown, the airport is listed among the top five airports in both North America and the world for excellence in customer service. The Austin Convention Center is ready when you are.

Contact Information

Trisha Tatro, Interim Director of Austin Convention Center Department Paul Barnes, Deputy Director and Chief Operating Officer Amy Harris, CMP, Director of Sales

500 E. Cesar Chavez Street, Austin, TX 78701 • (512) 404-4200; Fax: (512) 404-4220 conventionsales@austintexas.gov • austinconventioncenter.com FACILITIES & DESTINATIONS 2021 SPRING

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NEW JERSEY

ATLANTIC CITY

The Atlantic County Utilities Authority (ACUA) also plays a vital role in Atlantic City’s energy-efficiency efforts. Located at ACUA, the Jersey-Atlantic Wind Farms have saved ACUA more than $6.1 million in energy costs and have prevented more than 62,000 metric tons of CO2 from entering the atmosphere since its opening.

This permits for a continued clean, safe and healthy environment.

MEANINGFUL MEETINGS IN ATLANTIC CITY

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tlantic City is ready to create meaningful meetings together with planners, and sustainability efforts are extensive throughout the seaside destination.

Atlantic City’s convenient location allows for visitors and meeting attendees to safely travel in the comfort of a car, an eco-conscious mode of transportation. However, air travel is available at the Atlantic City International Airport, located within 12 miles of Atlantic City, and the Philadelphia International Airport, located within 60 miles of Atlantic City. Situated in the heart of the Northeast and surrounded by many major cities, it’s the perfect destination to hold your next meeting or convention for easy accessibility.

Leading the way with sustainable and energy-efficient efforts, Atlantic City can give you the space you need to meet safely and comfortably. With more than 17,500 first-class hotel rooms, 2.2 million sq. ft. of meeting space citywide and 486,600 contiguous sq. ft. of exhibit space at the LEED Gold- and GBAC STAR-certified Atlantic City Convention Center, the city has the wide-open space you need for your group to meet with the proper social distance specifications. Adding to the energy-efficient efforts is the largest single-roof-mounted solar array in the United States, which consists of 13,000 individual panels and covers over 290,000 sq. ft.

In need of an affordable, safe and ecological mode of transportation for your attendees? The Atlantic City Jitney is the answer. Powered by compressed natural gas, this people mover runs throughout the city or can be tailored for a specific route for your event.

Focused on future citywide sustainability and clean beaches, Atlantic City continues to offer a variety of corporate social responsibility (CSR) programs. Regular beach cleanups help save and protect our important wildlife and ecosystem, while organizations such as the Atlantic City Boys & Girls Club, Atlantic City Rescue Mission, South Jersey Food Bank and the Humane Society of Atlantic County always welcome volunteers to complete your organization’s detailed CSR accreditations and help regenerate the destination.

Beautification projects are necessary for every destination and its environment to thrive. Atlantic City is home to more than 50 murals, which can be found throughout the city on exterior building walls. The stories behind the artists’ work are as moving as the murals they create, and continue to showcase the vibrancy of Atlantic City. In addition, after strolling the worldfamous Boardwalk, you may find yourself resting in an Adirondack chair that has been constructed and remodeled by local artists.

Atlantic City is focused on the future as the city continues to diversify itself and lead the way in regenerative tourism. Atlantic City looks forward to working with your group to establish meaningful meetings and conventions before, during and after your event. Experiences await here.

Contact Larry Sieg, President and CEO, Meet AC, at (609) 318-5538 or lsieg@meetac.com.

1 Convention Boulevard, Atlantic City, NJ 08401 • (844) 855-6338 • meetac.com 22

FACILITIES & DESTINATIONS 2021 SPRING

FLORIDA

“I would absolutely recommend an in-person meeting at the Miami Beach Convention Center. They’ve made it completely safe and yet all the magic of the convention center has been retained.”

MIAMI BEACH CONVENTION CENTER THE PREFERRED VENUE IN A GLOBAL DESTINATION HOTEL ACCOMODATIONS

Greater Miami is home to the world’s most luxurious hotels, and the Miami Beach Convention Center (MBCC) places your meeting attendees near the city’s best beachfront and boutique accommodations. Along with an assortment of spas, relaxing pools, beach cabanas and free bikes, they’ll love waking up to a captivating view of the sun rising over the ocean. Their options include a variety of hotels and resorts that place them within walking distance of Miami’s vibrant cultural scene and stunning outdoors. Exceptional service and extended-stay hotel deals allow meeting attendees to experience nights in a welcoming setting where strict health and safety measures are always in place.

HEALTH & SAFETY STEPS

Greater Miami’s partners vow to adhere to its Destination Pledge at every step of the way throughout the airport, transportation, hotels and businesses. Miami International Airport is the first airport in Florida and the second in the United States to receive the ACI World health accreditation. Furthermore, the MBCC recently received the GBAC STAR accreditation for taking additional steps to ensure planners, vendors and attendees have maximum peace of mind.

CULTURE

Diversity is one of the city’s many highlights and why Miami shines brighter than any other destination around the world. Miami’s slice of paradise offers attendees the unique opportunity to explore culture in heritage-rich neighborhoods from Little Haiti and the Historic Art Deco District of Miami Beach to Coconut Grove and Little Havana.

In their free time, they can discover the sites that tell a story of the city’s history, the sounds that make one’s hips move and the traditions Miamians are proud of and excited to share.

ARTS

The wonderful art aesthetic of Miami speaks to the city’s longstanding commitment to creative expression. Home to year-round art fairs, the destination is known for its public art, from the vibrant walls of

—Jaret L. Davis, Greenberg Traurig

Wynwood to world-famous architecture styles like that of the Art Deco scene found in Miami Beach. Meeting attendees also have their pick of science, history and art museums, making Miami an appealing draw for art lovers, families and architectural enthusiasts alike.

LOCAL RESTAURANTS

Meeting attendees will love taking a big bite out of Miami. They’ll thank you after experiencing the destination’s fusion of Caribbean, Latin and American flavors just steps from the MBCC. Known for being a culinary destination with four-star restaurants and James Beard award-winning chefs, Miami Beach offers a medley of innovative restaurants serving locally sourced and authentic cuisine with flair.

BEACH

Attendees can enjoy the sunshine on a selection of iconic, remote and active sport beaches throughout Greater Miami. With more than 20 miles of pristine Atlantic coastline, Miami offers a perfect blend of warm weather, sparkling waters, paddleboarding, kayaking and surfing adventures that attendees love to experience in their down time.

Additionally, Miami Beach is a bike-friendly area abundant with verdant parks, sand volleyball courts, public art and tons of exciting outdoor experiences, including world-famous beaches.

SHOPPING

Meeting planners will love the Miami Beach Convention Center District because of its abundance of activities. On top of being centrally located, meeting attendees will have access to some of the best luxury and novelty shops throughout Miami Beach. The best part?

Everything is right within walking distance! The MBCC is near Lincoln Road, an outdoor shopping destination where attendees can browse national brands and local boutique shops. Also, they can try delicious Miami cuisine at one of many sidewalk cafés. When touring the walkable district, attendees are sure to find the perfect souvenir, home decoration or novelty item along Española Way. From hand-rolled cigars to collectibles and more, they will discover the hidden gems of a global destination.

CONTACT: SONIA FONG, VICE PRESIDENT, CONVENTION SALES & SERVICES 701 Brickell Avenue, Suite 2700, Miami, FL 33131 Main: (305) 539-3000 • Direct: (305) 539-2913 • MiamiMeetings@GMCVB.com • MiamiMeetings.com FACILITIES & DESTINATIONS 2021 SPRING

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FLORIDA

ORANGE COUNTY CONVENTION CENTER Sporting Events Dominate Spring And Summer Occc Calendar

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ight established sporting events dominate the spring and summer calendar at the Orange County Convention Center (OCCC), providing an estimated $123 million in economic impact with 95,760 projected guests.

During the weekend of March 6-7, the OCCC simultaneously hosted three sporting events, including a cheer and dance competition, and two volleyball tournaments. The Center hosted the Sunshine Volleyball Classic, All Star Challenge Cheer & Dance and AAU Volleyball Classic with 43,750 estimated attendees, and a combined $56 million in estimated economic impact for the region.

“Our success is a testament on how modified sporting events can be hosted safely, responsibly and enjoyably,” said OCCC Executive Director Mark Tester. “Since the onset of the pandemic, the OCCC has hosted more than 60 events, and many were sporting events. We thank our partners for their continued confidence in our center and look forward to working with many other sports organizations in the future.”

Additionally, coming up this summer, the Summer Elite Grassroots Basketball will be taking over the OCCC, with boys and girls teams converging from across the United States playing high-level basketball. The Center will be transformed into the mecca of grassroots basketball with three events from July 20–Aug. 1, 2021.

The Orlando Splash (formerly the Peach Splash) and The National Championship will be hosted by Ohiobasketball.com and 3C Basketball, the leading organizations in girls travel basketball. The Orlando Splash will take place July 20-22, 2021 and The National Championship is scheduled to be played July 23-25, 2021. Both events are currently scheduled to coincide with the NCAA’s

Recruiting Calendar and are sanctioned by the NCAA to allow prospective student athletes to be seen in person by collegiate basketball coaches.

Putting its three-pronged strategy into practice, the OCCC remains committed to working with event organizers to provide a safe experience for competitors, coaches and attendees. Preparations for the events begin long before participants arrive at the OCCC. Following an enhanced communications strategy, the OCCC and event organizers openly communicate on safety plans, policies and procedures to help guide and educate attendees ahead of time.

As a GBAC STAR-accredited venue, the OCCC has a series of rigorous sanitation protocols following a comprehensive sanitation schedule. Staff thoroughly disinfects the venue each evening and implements frequent cleaning measures to ensure thorough sanitization.

To manage attendee flow and avoid congestion, teams funnel through the OCCC via one-way entry and exit points. These controlled access points are an important element in creating a safe and organized event experience. Additional protocols include temperature monitoring during check-in, limiting events to minimize spectators, distancing between courts and participants, and following Orange County’s current mask mandate. All participants, coaches and employees are required to wear a face covering while inside the OCCC, the exception being that players can remove their masks on the court while competing.

Implementing safety procedures helps ensure that the Center is Competing Safely Today for a Stronger Tomorrow (occc.net/ meetingsafely).

West Concourse – 9800 International Drive • South Concourse – 9899 International Drive • North Concourse – 9400 Universal Boulevard, Orlando, FL 32819

(407) 685-9800, (800) 345-9845, Fax: (407) 685-9876 • occc.net 24

FACILITIES & DESTINATIONS 2021 SPRING

CONTRACTING DURING A YEAR OF RECOVERY Key trends and strategies in an unprecedented environment

By Katie Muck

A

s we begin to move through 2021, the travel and events industries are slowly starting to see some positive momentum. Although we are still in unchartered territory, survey results have shown that there is a pent-up demand to start meetings again; it is just a matter of when. As a meeting planner, you need to be prepared for that time with the right contract strategies to represent your business in this unique landscape.

In the current environment, planners are having to make an even stronger case for the value of face-to-face meetings. This starts by sharing with their stakeholders how the ROI will be different in person vs. delivering the messages to their audience virtually. Next, it is important to take a risk assessment of the event as a whole. One, can you deliver information on safety and health protocols to ensure that your organization will be able to host the meeting safely? The other piece is financial risk: How might your organization be financially impacted if you need to modify, cancel or postpone your meeting once it is contracted?

ATTRITION AND CANCELLATION CLAUSES

The contracting trends are leaning in the direction of research and evaluation. This process starts prior to the actual contract being drafted, and then a reassessment is done once a contract has been received. The contract clauses that specifically cover attrition, cancellation and force majeure are where most attention is being focused. Until confidence increases, we know that these are the areas where hotels will be looking to hold firm, and where planners will want to see the most flexibility. To get to a workable solution for all, planners need to be prepared to offer solutions to their hotel partners and not wait for them to flex on all of these key areas in the contract.

One trend in attrition is that hotels are asking for a sliding scale (for example, 10 percent at 45 days out, 5 percent at 30 days out) creating a guaranteed room block with a “use it or lose it” mentality. As most events being planned are short term, it is hard to agree to such a term due to the fact that attendees may decide closer to the event dates to attend.

Guaranteeing an overall percentage of the contracted room block, based on event history, is a much better solution. Also try to negotiate that any attrition be paid based on the hotel’s lost profit margin, not lost revenue.

When it comes to cancellation, most contracts have terms FACILITIES & DESTINATIONS 2021 SPRING

set forth to hold the organization liable for resulting damages; however, they leave out addressing what would happen if the hotel cancels on the client. It is important to ensure that the hotel is also accountable for cancellation, and that all parties have defined expectations laid out in the contract.

Lastly, you should expect to see that each hotel/chain has a standard force majeure clause that they have revised over the past year, as this has been the most scrutinized clause and exercised more than ever before.

When reviewing the clause, have the conversation with both your legal adviser and the hotel to understand what it states and the liability involved. The goal for all performance clauses is a fair formula that works for both parties.

NEGOTIATING TECHNOLOGY AND F&B

Once you feel comfortable proceeding with the contract, there are some key areas to keep in mind to make sure you’re using the best strategies for a positive negotiation process.

One important item that has remained constant is being knowledgeable about the technology support required for your event. In today’s environment, most organizations are relying even more on technology impacting the quality of the event, for both individuals attending virtually as well as those in person. As this is a major cost of hosting a meeting, the planner needs to have data beyond the dollar amount budgeted for technology, including historical information such as the amount of bandwidth the group used in previous meetings, whether the technology was enough to support the meeting, and how much the group was charged for the tech service.

Technology is complicated; however, keep in mind that all of these costs need to be discussed, evaluated and ultimately negotiated. Fees can be applied for items including hardware needs, setup/tear down, Internet, bandwidth, access fees and technology support. Pricing should always be agreed to and documented as part of the AV agreement.

Another area to be discussed in detail is the group’s F&B requirements and how the hotel plans to execute on these items. With safety measures and protocols in place, you need to be aware of any additional fees from a service standpoint to be able to understand which items are a hard cost to the hotel and which can be negotiated.

Also ask your hotel contact about onsite amenities and Continued on page 30

25

PUTTING COVID PROTOCOLS INTO PRACTICE 5 key measures a planning team undertook at a recent in-person meeting

By Julie Ann Schmidt

H

aving completed a 4,000-plus person event in March with general sessions, breakout rooms, hospitality, meal functions and a tradeshow, I can confirm that inperson meetings can be done safely and successfully, and that people are ready to gather again. Our event sold out, had not a single case of anyone testing positive for COVID-19, and resulted in happy guests, a happy client and a happy venue.

So, what are the key things you need to think about to have a safe and successful event in this environment?

Cleaning, social distancing, screening and testing, and contact tracing are all important. The new elements you will put in place will make up your COVID protocol document. Following is a review of these protocols and how we implemented them at our recent event.

1. CLEANING

Cleaning will include what the venue is doing to clean your meeting rooms, public space and hotel rooms, as well as what you are doing to supplement that effort, if anything. The CDC recommends cleaning high-traffic areas three times a day. But if you have 200 people go through your registration area in two hours, you might be wiping it down every 30 minutes. There are no hard and fast rules here as each program is unique. For our event, we did do cleaning (e.g., our registration counter) beyond what the hotel provided.

2. SOCIAL DISTANCING

Social distancing is something we are all used to doing by now.

Look at that CDC recommendation, but also the local rules to determine how you are going to apply social distancing to your meeting. We are all used to floor stickers and know what they mean; look to them as an opportunity to do additional branding or messaging. We were able to customize our seating to have various numbers of people at a round based on groups 26

traveling together; so we did some rounds of six or even eight instead of all rounds of four. That helped us with space and kept us from splitting up couples.

3. SCREENING

It is important to understand the difference between screening and testing, and determine if you need either of them at your meeting. Screening is used to prevent anyone who might be COVID positive from attending your event, whereas testing is used to remove someone who is COVID positive from your event. Screening can include temperature checks, questionnaires or oxygen meter readings. The CDC states that 100.4 or higher is a fever; the Mayo Clinic says 95-100 is a good oxygen reading and that below 90 is considered low.

If you choose to do screening at your event, you also need to decide if you will do secondary screening. For example, anyone at the first screening check point that has a temperature of 100 or higher (while not a fever per the CDC) would be sent to secondary screening. Once there, they can be asked to wait 10 minutes to see if their temperature lowers, fill out health questionnaires and then be sent to test or sent home only if they are still at 100.4 or higher.

4. TESTING

Testing might be part of your protocol. Hiring a professional medical testing firm to come in and administer nasal swabs and rapid testing might be necessary for your organization from a security point of view. Some groups choose to test everyone coming to the event where a negative test is a requirement for entry, and some choose to use testing only as part of their secondary screening process. The cost of testing can run about $24 per person, so for a large event testing everyone could be cost prohibitive. For our event we used temperature screening for everyone and used testing for only those that were stopped at screening. Our secondary screening threshold was a temperature of 100 degrees. We also had some mandatory testing onsite for select groups. At our event, no one was sent to testing, as no one failed the screening process.

We had expected a 1 percent to 3 percent rate of screening failure, and were thus pleasantly surprised. The testing vendor attribute this to the rise in vaccinations and the developing of herd immunity.

Continued on page 30

FACILITIES & DESTINATIONS 2021 SPRING

ADAPTABILITY AND REINVENTION The Minneapolis Convention Center has creatively adjusted to serve planners and be a resource for the community

By Katie Smith

W

orking from home. Distance learning. Digital and hybrid events. Zoom meetings. Virtual happy hours.

If the past year has taught us anything, it is the importance of adaptability. Ever-changing circumstances and the uncertainty as to what the future holds forced us to reinvent how we live, work and play.

For the Minneapolis Convention Center (MCC), adaptability and reinvention have been vital parts of our operations since the pandemic hit last March.

With the creation of a Client Because COVID-19 Event Health & Safety Plan, restrictions limited the size and scope of events an Event Planner’s Health that could be held, we & Safety Plan Template and shifted our focus to Social Distancing Floor serving the community Plans, we are prepared to in new and unique ways work cohesively with clients while continuing to be a resource for Minneapolis to ensure safe and healthy and beyond. Instead of events. shutting off the lights and locking the doors, the MCC continued to host events and groups that are distinctive in the building’s history.

One of our first ventures into flexibility happened in early September when a portion of our 1.6 million-sq.-ft. venue was utilized as an absentee ballot distribution, drop-off and processing site for the 2020 election. As election workers were moving out in early November, healthcare professionals were moving in as the State of Minnesota opened a COVID-19 testing site at the MCC. And in February, the MCC became home to a COVID-19 community vaccination site that has seen over 100,000 doses administered to date.

But our versatility has not been limited to the type of events we have been able to hold at the largest convention center in the Upper Midwest. The MCC instituted new health and safety protocols designed to keep attendees and staff safe while also maintaining its reputation as an industry-leading venue. Over the years, MCC clients and attendees have lauded the facility’s dedication to cleanliness, but with COVID-19 raising the stakes, we reaffirmed our commitment to delivering the highest level of health protocols required for safe and successful meetings.

Last fall, the MCC became the first convention center in FACILITIES & DESTINATIONS 2021 SPRING

the Upper Midwest to achieve GBAC STAR accreditation, demonstrating that we implemented the most stringent practices for cleaning, disinfection and infectious disease prevention. We upgraded our cleaning and airflow technology with ATP hygiene monitoring to quickly assess the cleanliness of surfaces, acquired an electrostatic disinfecting machine, and installed needlepoint bipolar ionization in our meeting rooms to deliver safer and cleaner indoor air.

Since the pandemic began, the MCC staff pivoted with new initiatives to handle the evolving needs of meeting planners.

With the creation of a Client Event Health & Safety Plan, an Event Planner’s Health & Safety Plan Template and Social Distancing Floor Plans, we are prepared to work cohesively with clients to ensure safe and healthy events. Plus, we have certified Digital Event Strategists on staff to assist meeting planners with any virtual or hybrid event needs.

Additionally, our staff creatively produced a library of 360-degree photos and virtual video tours of MCC spaces, and we now offer live virtual site tours to allow potential clients to visit the Convention Center from the comfort of their home or office.

At the Minneapolis Convention Center, we’re in the business of building relationships. Although COVID-19 has severely limited in-person relationship-building over the past year, we’re excited to welcome guests back to our venue and city, and are fully prepared to ensure that all events we host are safe and successful.

Katie Smith is the Director of Sales and Marketing at the Minneapolis Convention Center, overseeing the Minneapolis Convention Center Sales and Marketing team.

Smith and her team collaborate with the Meet Minneapolis sales team to bring great conventions, events and meetings to the city of Minneapolis. Her favorite part of her job is building relationships with clients, staff and the local community.

27

A SECURITY SHOPPING LIST Choose among these best practices for safeguarding your convention

By Peter Alexan

I

n this age of active shooters and terrorism, event planners must increase their efforts to provide a safe environment for exhibitors and attendees, reduce their organization’s exposure to liability and show due diligence in public safety programs — all while being mindful of budgetary considerations.

Event public safety should be an agile, ongoing process of evaluation and implementation. While there are common practices, organizers have many options depending on their budget flexibility, the type of event (i.e., public, corporate or industry based), the type of attendees the event attracts, the number of expected attendees, aspects of the venue and surrounding area, and the level of safety and security the organizer wants to project.

The best way to assess these options is via a “shopping list” that can be utilized in whole, or in part, to create effective combinations that would address the event’s safety/security needs, while respecting the budget.

LABOR

•C reate an EAC (Exhibitor Appointed Contractor) desk with appropriate exhibitor and EAC lists, showing proof of insurance coverage to then enable the team to appropriately issue daily wristbands •W ork with the general contractor on providing stickers or wristbands to their labor •U tilize wristbands that have the event logo or the year to restrict duplication •U tilize the same bands to credential exhibitors before registration opens •C reate guidelines to how to issue these bands •C hange wristband colors daily •C harge a nominal $1 fee per band, which helps ensure the companies do not give bands away to friends or coworkers just to let them on the show floor. This reduces the number of non-authorized personnel accessing the event.

ACCESS

•C onfirm with the selected venue whether they have alreadyestablished access points •E stablish lobby and dock points for labor to access 28

•U tilize signage stating that it is required for all attendees, exhibitors and laborers to appropriately wear and display their credential while in the venue at all times • I mplement random bag checks at street access points •L imit the number and size of bags that can be brought into the event, publishing announcements to that effect prior to the event •U tilize clear or mesh bags as your tote bags giveaway •R equire attendees to bring only clear or mesh bags, of limited size, when attending the event •C onsider using metal detectors and/or wands • I mplement RFID for access control and badge verification • I mplement Prop Check Procedures utilizing police •C reate, implement and manage a queueing plan for attendees awaiting to access to the event

REGISTRATION

•R equest a government ID and a second ID to qualify exhibitors and attendees when registering •R equire that each person only pick one badge •L imit reprinting or attach a fee to reprint badges for better control •S et group registration guidelines for badge distribution •E stablish a code of conduct that describes the expected level of courtesy and professionalism in interacting with attendees.

Most will abide by the guidelines, which reduces the chance of incidents, especially with public shows.

•C onsider this disclaimer on all badges: “All badges are the property of *** event and can be revoked at any time,” or, “This credential is a revocable license where the event has sole discretion in revocation of a person’s access to the event” •R equire attendees with VIP-level access to also wear an accompanying designated wristband in an effort to deter badge swapping or sharing

SECURITY STAFFING

•U tilize building security to man the labor access points for better control and functionality FACILITIES & DESTINATIONS 2021 SPRING

•S ubcontract to multiple security and temp companies based on the needs of the event, in an effort to receive the best services from each of the suppliers and avoid relying on the “bottom of the barrel” staff from any participating vendor • I mplement roving patrols inside the halls and meeting rooms, in addition to staffing the front and dock doors. The patrol personnel are most often security, or a combination of security and law enforcement staff.

•P lan and perform line control and crowd management functions •U tilize response teams to effectively address “on the spot” needs or challenges •U tilize code words in radio communications to help avoid causing panic among exhibitors and attendees during crisis situations •W ork with local law enforcement, Homeland Security and other pertinent agencies during site visits for enhanced preparedness and coordination •C reate a command post that houses representatives from each department, as appropriate to the event. This allows the most efficient communications between all involved and a much better and faster response.

Work with local law enforcement, Homeland Security and other pertinent agencies during site visits for enhanced preparedness and coordination.

GENERAL SESSION AND MEETING ROOMS

•C onduct complete sweeps by K9 teams in the mornings prior to the start of sessions •U tilize meeting room monitors and ushers •A bide by and maintain fire marshal guidelines and procedures •C reate meeting room overflow procedures

LOBBY/DOCKS AND PUBLIC AREAS PATROL

Implement a four-layer style program utilizing visual elements, patrols and access point controls: •T he first layer is parking a police car or cars in the front driveway/docks of the venue or in other visible locations around the venue •T he second is a combination of uniformed police and building security for visibility and deterrence from possible active shooter scenarios or other challenges •T he third is a roving patrol of K9s that can randomly inspect crates, packages, trashcans, etc.; these K9s are a combination of air-vapor K9s that can detect potential threats from the air, in addition to typical bomb-sniffing K9s

FACILITIES & DESTINATIONS 2021 SPRING

•T he fourth is plain-clothes police that blend with the attendees for an overall effective program of protection •P lus, having first responders on hand is one of the best ways to ensure immediate response in any crisis

APPS AND TECHNOLOGY

•C reate a “if you see something, say something” icon on the event app that allows attendees to email or text the appropriate party •W ork with the building to address their camera systems and identify to them your key areas of concern within the event •U tilize body cams, which are ideal for documenting any incidents or potential liability. When a security staff member wearing a body cam interacts with attendees and they are made aware that the camera is active, they tend not to create conflicts.

•D eploy Web-based cameras for sensitive areas •E nable push notifications to onsite attendees •U tilize communication group apps for better info distribution between organizers and subcontractors •U tilize two-way radios for better communication

EMERGENCY PLANS

•C reate a plan that encompasses evacuation, marshalling points, power outage procedures, medical, and active shooter procedures and response plans. This plan should be compatible with the venue’s plans so that no conflict may occur.

•D esignate team leaders with their responsibilities and contact information. Designate contact list priority and media spokesperson.

•D esignate an offsite location with necessary communications equipment in the event that the venue is out of commission •W ork with the key exhibitors on their emergency plans that they may have internally to establish better cohesiveness

THIRD PARTY COORDINATION

Safeguarding an event can be a detailed, multifaceted and time-consuming aspect of operations. In many cases, it is best to hire a professional consulting firm to design, implement and manage the overall public safety program. Topquality management consulting firms will bring an additional team that works on your behalf, which ultimately means better results.

Peter Alexan is President of Santa Ana, CA-based security management firm RA Consulting. Over 20 years, he has successfully managed and implemented security programs for more than 2,500 conventions and tradeshows nationwide. Coordinating with federal, state and local law enforcement agencies, Alexan has developed and implemented security plans for Bill Clinton, Al Gore, Jimmy Carter, Margaret Thatcher and other political and military figures, as well as celebrities in the entertainment industry.

29

CONTRACTING

Continued from page 25

their staffing levels while your group will be onsite. These items can impact your group’s experience and can also be an area of opportunity to negotiate from a performance standpoint.

Finally, if you provide a deposit, ensure that it is documented and put into an escrow account. That allows the deposit to be refunded if the venue does not perform because of default or bankruptcy.

In conclusion, flexibility on both the part of the planner and hotelier is critical to a successful contracting and negotiation process. As a planner, be prepared with details and data, and understand the value of your program and where you have room to negotiate. Always ask the questions. At this time, nothing may be too unconventional to discuss. Allow your hotel partner the opportunity to address all concerns.

Katie Muck is Senior Director, Global Meeting Services at Meeting Sites Resource. She is responsible for strategically partnering with customers on all facets of global site research, custom hotel contract negotiations and meeting support services. Muck’s 16-year hospitality career began in operations with Hyatt Hotels World Wide. She then transitioned to a sales and customer service role at the Hyatt National Sales Office, becoming a multiyear recipient of the Hyatt Masters Sales and Outstanding Production Achievement Awards. Muck also served as President of the MPI Heartland Chapter from 2015-2016.

COVID PROTOCOLS

Continued from page 26

5. CONTACT TRACING

Contact tracing allows us to inform our attendees if they have had contact with someone who tested positive. If an attendee tells us that he or she has tested positive, we can use our registration list to inform all checked-in attendees that they may have had contact with someone who has tested positive. The CDC defines contact as six feet or less for 15 minutes or more.

Your organization may want to do more precise contact tracing.

The added expense of using a tracking technology might be less expensive than the bad press of a few people getting sick and everyone having to worry.

Julie Ann Schmidt, CMP, CMM, C19CO, is President of Lithium Logistics Group, a full-service MICE agency based in Minneapolis, MN. With more than 25 years of experience in the event industry, she has recently become a Certified COVID-19 Compliance Officer (C19CO) and served on national and federal COVID-19 task forces. She currently trains planners on how to get back to live meetings and other COVID topics. For more information, visit lilogisticsreg.voicehive.com.

30

FACILITIES & DESTINATIONS 2021 SPRING

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In 2021 we celebrate a brand-new venue and a brand-new experience for the industry’s biggest trade show for incentive travel, meetings, and events – 10 years of IMEX America is now taking place at Mandalay Bay, Las Vegas from November, 9-11.

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