MPI AzBusiness magazine September/October 2016

2016

Engagement party Page 60

Safety in numbers Page 64

Time for a checkup Page 68 MPI ARIZONA SUNBELT CHAPTER BOARD OF DIRECTORS: Front row, from left: David Rosenbaum, CHME, Carefree Resort & Conference Center; Sharon Scronic, CMP, American Express Meetings & Events; Shelley Sullivan, KCA. Second row: Penny Allphin, CHME, Hassayampa Inn/Aris Hospitality; Lee Smith, Hotel Valley Ho; Joanne Winter, MPI Arizona Sunbelt Chapter; Tiffany Higgins, The Tiffany Event. Third row: Kelli Dawson, SMMC, American Express Meetings & Events; Sukki Jahnke, Microchip Technology; Susie Molinich, CMP, SMMC, American Express Meetings & Events. Back row: Troy Peters, CTS, Video West Inc.; Michelle Fulcher, CMP, Organized Affair; Debbie Elder, independent meeting planner; Danielle Adams, WM Symposia.

Not pictured: James Eggimann, The Ritz-Carlton Leadership Center; and Wendy Frank, Sheraton Grand Phoenix.

MEETING PROFESSIONALS INTERNATIONAL

Engagement

party

MPI’S NEW PRESIDENT: “I am extremely proud to be an integral part of the Meeting Professionals International - Arizona Sunbelt Chapter leadership team,” says David Rosenbaum. associate director of sales for the Carefree Resort & Conference Center.

PHOTO BY SHANNON FINN, AZ BIG MEDIA

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MPI – Arizona Sunbelt Chapter’s president looks to increase membership participation to help boost industry

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eader, consistent, professional and inspirational — a few words used by colleagues to describe Meeting Professionals International – Arizona Sunbelt Chapter’s newest president, David Rosenbaum. Currently associate director of sales for the Carefree Resort & Conference Center, Rosenbaum manages the Northeast, Canada and Midwest markets, enticing businesses and groups to utilize the resort’s extensive offerings and surrounding activities. Bringing business to the Valley of the Sun is by no means a new fete for Rosenbaum. With more than three decades in the local resort industry, there’s no doubt why he’s earned the accolades freely bestowed by his colleagues and peers, not to mention his newest title as MPI Arizona Sunbelt Chapter president.

Az Business sat down with Rosenbaum to talk tourism and the meeting and events industry in Arizona.

Az Business: What are you most looking forward to accomplishing as MPI Arizona Sunbelt Chapter president?

David Rosenbaum: This fiscal year, along with growing our overall membership base, I look forward to continuing to increase our membership participation and engagement and our overall membership satisfaction. I am a firm believer that when our

members are engaged and participating (such as being members of committees), that they are much more likely to receive a return on their investment. Whether they are looking for additional education, professional development, or simply doing more business, their odds increase tremendously when they become involved.

In 2015, I had the opportunity to personally head up our 2nd Annual Volunteer-A-Thon. From June 15 through August 15, the 16-member task force reached out to 234 members of the association that were not already involved on the leadership team.

The taskforce contacted these members by phone and by email. At a minimum, the task force estimated over 700 phone calls and/or e-mails were made in the process. The results were impressive.

The task force was able to encourage 34 members — who were not already part of the leadership team or a committee — to join.

There were 12 committees that benefitted from the VolunteerA-Thon, including EduCon, Raffles, Host & Hospitality, Golf, Website, Student Relations, Membership, Certification, Special Events and more. For our efforts, we earned a RISE Award from MPI International, and today, I am proud to say, over 30 percent of the Arizona Sunbelt Chapter’s membership is engaged and involved on a committee.

What is MPI? Meeting Professionals International (MPI) is the largest and most vibrant global meeting and event industry association.

The organization provides innovative and relevant education, networking opportunities and business exchanges, and acts as a prominent voice for the promotion and growth of the industry.

MPI membership is comprised of approximately 18,500 members belonging to 70 chapters and clubs worldwide.

For additional information or to join, visitmpiweb.org.

ARIZONA CHAPTER: Active since 1979, the Arizona Sunbelt Chapter is MPI’s 13th largest chapter in the world. The organization is comprised of 330 members throughout Arizona, representing a mix of corporate, association, government and independent meeting planners, suppliers who provide a variety of

products and/or services to the meeting and hospitality industry as well as student and faculty from our local colleges and universities. The local chapter offers members educational, networking, and community volunteer opportunities, plus industry certification and professional growth opportunities.

For more information, contact Executive Director Joanne Winter, at 602-277-1494 or visit the chapter website at mpi-az.org.

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MPI AB: How has MPI helped to enhance your professional career?

DR: Along with creating a network of associates that have

supported me along the way and booking some business directly due to my MPI involvement, my association with MPI has definitely directly contributed to my professional development. Sometimes, I utilize the education I have received (through MPI) to directly help me in my professional position — be it with contracts, budgets and negotiating — and other times I recognize the contribution in terms of public speaking or delivering a presentation. MPI has given me many tools to use along the way. I use the MPI logo and title in my signature line and I can think of a number of instances where that has sparked a conversation and possibly helped seal some business.

AB: What trends do you see in meeting and event planning?

DR: Being the hotel guy that I am, I value the opportunities to bring people together. I think so much information is shared when attendees visit in person. People can create networks of colleagues that they can approach if they need assistance or to bounce an idea off of. One can do this electronically, of course, but I think having a personal connection makes this a much easier task. Having said that, the trends I see continuing in meeting and event planning would include even more technology – connecting the attendees and increasing engagement — and an even greater focus on healthy, creative meals. It is very rare for a group to expound on a very successful program and have them not mention the meals and the culinary team.

AB: How is Arizona (or how can it be more) competitive as an events destination?

DR: In terms of sporting events, Arizona is already there — hosting Super Bowls, the College Football Playoff National Championship, Major League Baseball’s All-Star Game, the upcoming NCAA Final Four, the Phoenix Open and so much more.

As far as Arizona being competitive in general, I think the weather, along with the diversity of the state, lends itself well to being a competitive destination. We have the golf, shopping, world-class spas, various tours and activities, and the professionals in the industry that can help create successful events.

AB: Are there any aspects of Arizona meeting and event planning that set us apart or raise the bar?

DR: Arizona is always looking for more competitive edges to raise the bar. We have a number of first-class resorts with extensive meeting space and unique venues. Many cities in Arizona, such as Phoenix, Mesa, Glendale, Tucson and Flagstaff have convention centers, which can attract large groups. These cities, and other communities within the state such as Scottsdale, Tempe, Sedona, Prescott, Lake Havasu and Yuma, have convention and visitors bureaus with very knowledgeable and creative staff to assist in enhancing any program.

When you see things such as the Skywalk at the Grand Canyon or the Extreme Adventure Course in Flagstaff, these are reflections of Arizona staying competitive.

AB: How does MPI impact Arizona’s tourism industry overall?

DR: MPI helps create more knowledgeable, creative industry leaders. We offer the professional development, industry certification, and the network to draw from to help professionals in the industry become more successful in their respective business.

AB: If you were given free reign to create any event imaginable — without financial or location restraints — what would it be?

DR: That is an easy one. As I do not actually plan meetings and events, I would turn to my colleagues within our local MPI chapter and select members who have planned and created memorable programs all over the globe. I assure you that we would create a most memorable event indeed.

“I look forward to continuing to increase our membership participation and engagement” 62

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MPI

Safety in numbers

MPI members increase focus on security

By Erin Davis

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ith recent events in Dallas, Orlando and Baton Rouge, accompanied by public acts of aggression and terrorism overseas, the world is changing. New safety initiatives are being created every day to accommodate heightened security awareness and MPI is following suit.

No stranger to the importance of safety and security, MPI is doing even more to arm its members with knowledge and preparedness required to rise to new and growing challenges.

From thoroughly scouting venue locations to establishing impeccable emergency plans, community leaders and members of the MPI Arizona Sunbelt Chapter are making sure to lock down every necessity to keep businesses and event attendees safe and secure.

Thorough venue review Local professionals agree that the key to event safety and security readiness begins with site selection.

“Pick a known location,” advises Jim Driscoll, chief deputy of the Coconino County Sheriff’s Office, “and always do an initial walk-through of the property before committing.”

MPI member

spotlight

Cathy Clifton, CMP, CMM Senior director of global meetings and events Socious/Higher Education User Group (HEUG) 64

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Driscoll points out that although shootings have been highly publicized, there are other issues of importance and concern, beginning with environmental safety issues.

When surveying potential locations, experts encourage scanning for exit areas, assessing stairways and stairwells, apprising any electrical issues and examination of fire alarms (among others).

“When I consider using a venue or building, I make sure that all safety measures regarding the location are in the (request for proposal),” says Cathy Clifton, CMP, CMM, senior director of global meetings and events for Socious/Higher Education User Group (HEUG).

And don’t forget to walk out the double doors for a simple safety check – those doors should be unlocked, they are an exit in case of emergency. For an accurate assessment of the neighborhood, Clifton often zeroes in on a specific source of expertise.

“If I’m dealing with an area I’m not familiar with, I like to talk to the bellman up front,” Clifton says. “It’s a great way to find out what the neighborhood is like. How safe is it?”

Recent honor: MPI Planner of the Year Industry start: “I graduated from ASU with a degree in economics and went to work for the Department of Real Estate in the College of Business. I quickly realized that being a numbers cruncher was not the job for me, however I liked planning the quarterly breakfast meeting we held in conjunction with publishing our housing report. Since I worked at ASU, I went back and started to take ‘fun’ classes. I stumbled upon the Special Events Management class and had my lightbulb moment.

It finally occurred to me that could earn a living doing what I was meant to do and loved — planning events.

I went back to school and earned a second bachelor’s degree in hospitality management.”

Impact of MPI: “I was introduced

to MPI while I was working in the Department of Real Estate.

Another department manager was a member and once she found out I wanted to be an event planner, she encouraged me to join. I went to a couple meetings and became a member in 1994, after I had graduated and gotten my first real meeting planning job.”

Trend to watch: “Emergency management. 9/11 really was the start of this and as incidents have increased world-wide, we as planners, need to make sure we have taken all the steps to provide as safe a venue as possible for our attendees, and also make sure we have the correct clauses in contracts to protect us when cancelations need to happen. Creating a thorough emergency plan is so important and should be as commonplace as selecting food and beverage.”

Security checklist “The takeaway is not that a building should provide security for an event,” explains Phoenix Convention Center Deputy Convention Center Director Kevin Mattingly, “but that security should be provided for the building.”

When assessing the security protocols for a venue, Mattingly considers a series of factors: • What kind of medical responses are rolled into security?

• What safety equipment is provided onsite?

• Are there first aid kits, and if so, where are they located?

• Is there a house phone easily locatable for emergency purposes?

• Does the property/venue have personnel specified for safety and security?

Depending on the type of venue, it’s also important to assess property-specific safety precautions.

“If I’m looking to hold an event in a high-rise, I know the evacuation procedures will be different than a single-story or resort property,” Clifton says.

According to Clifton, it’s also valid and appropriate to inquire how previous emergency situations were handled onsite. This will provide insight into how thorough (or not) the safety standards are for each particular property.

Liability and insurance “It’s important to discuss how safety ties in with a property’s insurance company, says Kate Christensen, president of KCA Association of Management Meetings & Events.

Mattingly stresses the importance of making sure to establish who is carrying the liability — the venue location, event planner or both? And be sure to read the fine print.

“Pay attention to things like fire codes — most jurisdictions have a provision for a fire-crowd manager,” Mattingly explains. “For every 250 people in a building, you need at least one crowd manager.”

If you know your event will hold more attendees, the fire marshal has the authority to change the stipulation to require one crowd manager for up to a 500-group ratio, but it must be approved.

Lastly, Clifton emphasizes the importance of a strong “force majeure.”

Be informed about what a contract states in terms of liability and financial obligation in connection to security compromises or security breaches as they relate to cancellation clauses.

Surrounding spaces, places and people One of the earliest lessons taught regarding overall safety: be aware of your surroundings. Equal in importance to surveying properties and procedures of a facility is taking an inventory of what is, or will potentially, take place surrounding your event.

“As a matter of diligence, you need to consider what else it going on,” Mattingly says. “If you know what other meetings/events are going on, it’s easier to assess the risk factor of your event.”

This isn’t limited to simply the location being considered for your event.

“Look into what events are taking place at surrounding hotels, even those across the street,” Mattingly says. And pay attention to the subject matter and purposes of the events.

Although a personal security check can’t be applied to every group — let alone every event attendee — there are some basic assessments to help determine what security measures should be established.

“You prepare and increase security provisions differently depending on who’s attending,” Christensen says, “such as a high-profile CEO or speaker, controversial entertainment, or if potential protests might be involved.”

Communication safety boost

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ecently, Smart City Networks received approval for a public-safety distributed antenna system (DAS) at the Phoenix Convention Center. This security upgrade will boost communication and increase safety monitoring of events to come. How are MPI experts using their personal acumen and resources to provide the best in safety communication on a micro — yet no less vital — wavelength?

Kevin Mattingly, deputy Convention Center director, Phoenix Convention Center: “Request that all front desk staff mandate that an I.D. from individual event attendee is presented before badges and credentials are handed over.”

Cathy Clifton, senior director of global meetings and events, HEUG: “Event planners should have a paper back-up of all security and safety protocols for each particular event at all times, including emergency information for attendees.”

Kate Christensen, president, KCA Association of Management Meetings & Events: “Create and establish policies for your events and staff to understand expectations of safety and awareness — ‘see something … say something.’”

Jim Driscoll, chief deputy, Coconino County Sheriff’s Office: “Utilize people as part of the solution, instead of contributors of the problem by educating them on medical and fire emergencies and safety relocation procedures.

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MPI Additional security costs?

When it comes to incurring additional costs for added security, most experts say skip it.

“Throwing money into security isn’t always the answer,” Driscoll says. “If you have staff that is well trained, that will save you a lot of direct security costs.”

Mattingly generally agrees, adding, “There is no ‘one size fits all’ solution when it comes to security.”

Kate Christensen In other words, paying for additional security may not be necessary, provided that an event planner assesses each individual safety aspect and plans accordingly.

Clifton also recommends that doing extra homework will help determine when additional security should be provided. Find out what is the area’s crime rate or even extreme weather safety protocols.

In certain instances — like those involving celebrities and controversial issues — incurring the cost of additional security may Jim Driscoll be warranted.

“If I’m having a party with alcohol, I might require additional security,” Clifton says. “But I always make sure that any added security needs comply with the venue.”

One unanimous agreement among planning professionals: It’s time to up the safety/security ante.

“Doing nothing isn’t going to cut it anymore,” Mattingly cautions.

“Safety needs to be part of our culture now,” Kevin Mattingly Driscoll says. “And we need to be reminded that technology does not take the place of common sense. People think security cameras are great, but they don’t prevent an action from happening. They’ll show you who got (injured), but won’t prevent someone from being struck by a bullet.”

“I think we will need to be more active in our security measures going forward,” Clifton says. “Too much information can cause panic. But at a minimum, it’s vital to be informed.”

Throwing money into security isn’t always the answer...

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MPI member

spotlight

James Eggimann Senior manager, Global Learning Solutions The Ritz-Carlton Leadership Center Recent honor: MPI Supplier of the Year Industry start: “It is never a dull moment in this industry. Always exciting to meet people from all over the U.S. and abroad and I can tell you that after all of my years in the hotel business, there is a meeting for everything.”

Impact of MPI: “I was part of the board of directors when the Utah Chapter was established in the early 1990s. Once I realized how valuable it was to have a professional industry relationship with clients and colleagues, there was no looking back and I have been a member ever since.”

Trend to watch: “I think we will continue to see an evolution of ‘smart technology’ and how this is incorporated not only into the guests’ stay, but also applicable to the meeting professional planning an event and how this augments the relationship with the venue, as well as those attending.”

MPI

Time for a

checkup MPI makes moves to incorporate health and wellness into meetings and events

By Erin Davis

L Erin Forrest

actose intolerant, gluten sensitivity, vegan, paleo diet: words and phrases that are steadily becoming more common in Americans’ vocabulary. By no means are dietary requests a new thing, but with growing awareness of how lifestyle can be heavily impacted by the way we live and what we ingest, it’s not surprising that meeting and event planners are being inundated with personal health preferences. More individuals are becoming advocates for their own health and MPI professionals are accommodating this call to action.

So, how are leaders of meeting and event planning promoting and perpetuating health and wellness within their industry?

How the game has changed

Anne King

Lee Smith 68

Gone are the days of pastries piled high on a platter.

Business travelers and serial-event attendees more often than not are seeking to maintain the healthy practices they have established at home.

“We are seeing more and more health-conscious menu options,” says Erin Forrest, catering sales manager for DoubleTree by Hilton Phoenix Tempe.

“Now, we provide things like turkey bacon, fruit, yogurt and oatmeal. We’ve taken pastries off our basic menus because they were increasingly left uneaten at events.”

What was once an occasional appeal for healthymeeting menu options has become more of a standard.

“The focus on health is forcing changes in menu design — balanced healthy options, low sugar, complex carbohydrates,” explains Lee Smith, director of

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conference services at the Hotel Valley Ho in Scottsdale.

Is this trend one that’s passing? Not likely.

“I think you have to offer some type of food alternatives these days,” says Anne King, owner of MeetingWise, LLC. “It’s just a matter of how far you can go. I had an attendee at a meeting one time who not only had extreme food requirements, but she had to eat at certain times of the day.

It was challenging to accommodate.”

There’s also a matter of food delivery for individually specialized meals that, according to King, can still take extra time to serve, which in turn can create feelings of embarrassment or exclusivity for guests.

How are meeting planners handling the game change?

“Within the last four or five years, meeting planners have become more aware and accommodating of health-conscious options,” Forrest says. “It’s not simply ‘I’m a vegetarian’ anymore.’”

Since there are almost unending dietary-need possibilities among event attendees, meeting planners are vigilant about asking for individual preferences prior to the events or at registration. This is particularly important when dealing with large-scale groups.

“The larger the group,” Smith says, “the greater the likelihood that there will be more guests with food allergies and restrictions.

For this reason, Smith has observed that meeting planners are more diligent in their initial review of menu offerings. They are trying to select options that will cater to everyone, rather than having to create individual dishes as part of dietary requests or requirements.

MPI member

spotlight

Troy Peters, CTS Vice president of marketing and business development Video West, Inc.

“It’s beneficial to both the planner and venue to provide dietary information early in the process as it creates a win-win situation for all parties involved,” Smith says.

Working out the changes Of course, part of the new health trends doesn’t simply center on dietary needs. Fitness has become equally — if not more — dominant as an event-preference staple.

“The focus on health and fitness affects the day-to-day meeting agenda,” King says. “More people want to get a workout done at the beginning or end of their day.”

Meeting planners are becoming more creative in the way they structure events based on meeting the fitness needs of attendees — starting meetings later or ending them sooner.

Experts agree that group fitness is one of the major health trends they’re witnessing.

“A lot of planners are incorporating optional early morning fun runs, 5Ks and yoga sessions prior to their meetings,” Smith says. “It’s a great way to get everyone up and active and an easy element to incorporate into an agenda, while being the easiest to facilitate with venues.”

Above and beyond group fitness, professional planners are thinking about other ways to incorporate movement into the mix.

“The easiest, no-work-required idea would be to get people to take stretch breaks in between each session,” King says.

As part of agendas, planners are also providing attendees with alternate fitness options to the onsite gym.

“A great way to keep guests in the fitness loop,” Forrest says, “is to offer them directions to outdoor walking paths and trails near the location where they’re staying.”

Recent honor: MPI Sponsor of the Year Industry start: “My dream was to work in Hollywood and after successfully doing that for 15 years, I asked myself, ‘Now what?’ I came across a job posting with an international association with events located around the world. They were looking for someone with more of a production background to elevate their events and I was a solid fit.”

Impact of MPI: “With Video West, Inc. a global AV technology supplier based here in Phoenix, we needed to expand our brand. The first step was to engage with the premier meetings association in the area with the benefit of a global reach. By immediately becoming an engaged member, we became a resource for our knowledge and support, our willingness to serve, and ultimately this has turned into an opportunity where we can truly shape our industry moving forward.”

Trend to watch: “(After the recession), the No. 1 question was, ‘How can we put together virtual or teleconferences in order to bring more people together without the need for expensive travel?’

That question has gone away. Now, people want the experiences. They already interact virtually as the norm, so human-to-human experiential contact has now become the difference maker and people want to share in those mutual life experiences, whether it’s a destination, a venue, or just a unique menu item.”

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MPI

MPI member

spotlight

Erica Allen, CMP Meetings manager Socious/Higher Education User Group (HEUG)

Recent honor: MPI Lifetime Achievement Award Industry start: “I started working the association market as an internal meeting/registration coordinator for a national nursing council. I truly loved the job and all the facets of the meetings industry.

Wanting to learn more, I moved to the corporate side of meetings and conferences, got involved in MPI and continued to grow, learn and focus on perfecting each event.”

Impact of MPI: “I joined the Chicago chapter of MPI in 1997 and served on several committees; also receiving the Rising Star award in 2001. I transferred my membership to the Arizona Sunbelt Chapter when I moved in 2001. I was going to sit back and take it all in, but quickly jumped onto two committees.

Over the next few years, I served on several committees including host and hospitality, membership, holiday party, special events/ fundraising, and education forum.

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Recent honor: MPI Rising Star Industry start: “I was attracted to this industry mainly because of the people. This industry is all about building relationships and everyone is so personable. You start with a handshake and by the end of a conversation you end with a hug. You make friends with people from all over the world and have the opportunity to learn about different cultures.”

Impact of MPI: “I attended a couple of MPI AZ meetings with my previous employer, but it was not until my current work position that my manager encouraged me to become more involved. I first joined the EduCon committee to assist with transportation and have since taken responsibility as a co-chair. This has impacted me professionally because I have been able to develop an excellent network with other members of

I joined the board of directors as director of special events/ fundraising in 2006-2007 and served as vice president of finance for a year before becoming president-elect in 2011-2012. My year as chapter president in 2012-2013 was both rewarding and educational built from the involvement up to that point and beyond. I remain actively involved and currently serve on the Community Outreach Committee.

The professional impact helps me continue to develop my business as I deliver exceptional programs and events for clients.”

Trend to watch: “We are seeing the necessity of longer lead times in securing hotel and venue space to accommodate groups, especially larger conferences. This means we have to continuously work with our clients to identify the goals and objectives of said conferences and partner with them to determine the baseline components on a long range calendar plan.”

MPI. I find that my fellow MPI members are the best resource when it comes to seeking advice or assistance regarding an event.”

Trend to watch: “I think the need for Wi-Fi will further impact our industry. Attendees now expect to have Wi-Fi readily available at lightning speeds during an event. In addition an increasing number of attendees have desire to connect multiple devices to a Wi-Fi signal creating a greater demand for this service. While this need continues to grow, the cost and data speed of Wi-Fi can vary significantly between venues making it difficult to plan and budget an event. This may pose as a challenge when searching for a venue, and I believe the demand for consistency regarding Wi-Fi services within the industry will only strengthen as time goes on.”

MPI member

spotlight

Donna Masiulewicz, CMP Timeline Meetings and Events

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