Brush up on industry news and updates from destinations, suppliers and CVBs.
10 PLANNER PROFILE
Learning on the Go Mandy Davis-Aitken helps plan and run the American Society of Clinical Oncology’s 45,000-person annual meeting in Chicago every year.
12 FEATURED SPACES
Putting Relaxation on the Agenda
More groups are including spa experiences in their gatherings.
15 PLANNER TIPS
Enter at Your Own Risk
Understand (and cover) the risks that can jeopardize successful meetings and events.
16 TECHNOLOGY
7 Platform Considerations to Level Up
Digital and Hybrid Events
Top-notch events begin with, and meeting participants demand, a quality platform.
18 FOOD & BEVERAGE
Variety — the Spice of Life
Kick your holiday party up a notch by adding spice, interaction, sustainability and themed drinks to the menu.
SPECIAL SECTIONS
Fall/Winter 2024
MIDWEST MEETINGS MAGAZINE: CONTENTS
FEATURES
20 BACK TO SCHOOL WITH MPI ACADEMY
Technology, advanced data analysis, neurodivergent meetings and artificial intelligence are keeping planners on their toes.
26 YOUR DESTINATION CONCIERGE
Convention and visitors bureaus work hard to help planners.
38 MIDWEST BECOMES POLITICAL CONVENTION HEAVYWEIGHT
Milwaukee and Chicago thrust the Midwest into the national spotlight when hosting the
2024 Republican and Democratic National Conventions.
MILWAUKEE’S BAIRD CENTER DEBUTS
This new destination nearly doubled its size to become the state’s largest convention center.
46 INCREASED INCLUSIVITY DEMANDS MORE OF EVENTS
Inclusivity is necessary to make every event attendee comfortable and confident.
51 BETTING BIG ON CASINOS
Casinos often provide a
turnkey solution for planners because they have everything you need in one location.
55 IGNITE AND MAINTAIN HYPE FOR YOUR EVENT
Use this comprehensive guide to increase and maximize your event marketing successes.
59 HOW TO CREATE AN EVENT THAT MOVES
The inaugural SheMoves conference was designed with the lofty goal of unleashing the potential inside each woman.
With ballrooms, boardrooms, a large theater and spaces with soaring skyline views, it’s no surprise that MotorCity Casino Hotel is Detroit’s leading meeting destination. Our dedicated meeting coordinators will help you find the ideal space to make your event unforgettable. This is where meetings go to the next level and become memories that will last far beyond your agenda.
Each space is fully equipped with stateof-the-art audiovisual equipment, including video and teleconferencing capabilities. From the simplest needs to the most extensive, our team will keep you connected and your audience engaged.
Customize your experience with help from our expert team and skilled culinary staff, offering service that will exceed your expectations. Then treat your guests to complimentary Wi-Fi, parking, and 24hour business and fitness center access.
Once the closing speech has been delivered, it’s time to play and there’s no better place to let loose than MotorCity Casino. Play the latest slots and experience the excitement of a myriad of games. Of course, the sports fans in your crew will flock to the two-story FanDuel Sportsbook.
Schedule your meeting on the right night and you just might find yourself sneaking away for a show at Sound Board where the line between audience and artist is blurred. Every seat in the house offers immediate sight lines and incredible sound for an intimate performance you won’t forget.
Need a post-meeting snack or, better yet, a steak? Check out our wide assortment of dining options, from casual grab-and-go to award-winning culinary experiences, including our new modern American steakhouse, Revel Steak.
When it’s time for a break in the action, relax and rejuvenate in the serenity of D.Tour Spa. Or simply retire to the comfort of one of our 400 large hotel rooms and suites, where you’ll find unrivaled elegance, coupled with the latest technology and amenities.
Give us a call to start planning an unforgettable event in an unparalleled setting.
Standouts
• Three unique venues: Sound Board, Amnesia and Iridescence
• No resort fee
• Free hotel valet parking
• Non-smoking venue
• Six on-site restaurants
It’s an exciting time to be in the meetings and events industry! As the seasons change, so do the opportunities to make the most of everything the Midwest has to offer.
Fall and winter, often considered the “off-season,” bring unique benefits to planners — fewer crowds, greater availability of venues, more accessibility to attractions and some cost savings to boot. And if you think the Midwest is beautiful in the summer, just wait until you see the kaleidoscopic changing of the leaves or the crystalline sparkle of snow. From cozy, festive settings to seasonal offerings, fall and winter events in the Midwest are every bit as magical as the warmer months.
Be mindful, though: the off-season is becoming less of a secret. As many companies continue to support remote work, people are taking advantage of flexible schedules to travel year-round and that includes the traditional shoulder seasons. So, while off-peak planning still offers advantages, venues and popular destinations are catching on to the demand. Planning early is key to securing those hidden gems in the Midwest, even during the quieter months.
Another trend that’s really exciting is the renewed importance of in-person meetings. With corporate teams increasingly spread out across the country — and even globally — there’s a stronger need for face-to-face connections than ever. A recent survey from Cvent and The Harris Poll found that more than 75% of business leaders believe in-person meetings are “absolutely necessary” or “very important.” There’s something irreplaceable about gathering everyone in one place, creating opportunities for genuine connection and shared experiences that just can’t be replicated through a screen.
The Midwest, with its central location, affordability and famous hospitality, is ideally suited for hosting gatherings that foster these vital connections. We’re surrounded by top-notch venues, flexible meeting spaces and supportive communities that are committed to making each event a success. Cities like Indianapolis, Chicago and Columbus are renowned for their convention centers and amenities, but let’s not forget the charm of places like St. Louis, Milwaukee, Fort Wayne and Evansville, where unique local experiences await and event planners are warmly welcomed.
It's not just regional planners who are noticing the vibrance of the Midwest for meetings either. The American Society of Association Executives (ASAE) recently unveiled the cities that will host its flagship event, the ASAE Annual Meeting & Exposition, for the next decade. This prestigious conference, which brings together thousands of association professionals from around the world, will be held in several Midwest cities, including Indianapolis in 2026, Chicago in 2028, Columbus in 2030, St. Louis in 2032 and Milwaukee in 2034. ASAE’s selections underscore the Midwest’s reputation as a world-class meeting destination.
Everyone knows I love the Midwest, but I’d love to hear from you! If you have a story idea, insights from a recent meeting or a news release to share, please reach out. Your contributions help us create a vibrant community of event professionals who are passionate about shaping the future of meetings and events.
Here’s to another season of successful and memorable events in the heartland. Enjoy the issue and see you in 2025!
Midwest Meetings is a publication of Nei-Turner Media Group Inc. Gary E. Nei, Chairman; William Turner, President
Midwest Meetings is distributed via direct mail three times per year to professional meeting planners; corporate executives; social, military, educational, religious and fraternal organizations; corporate travel agents; sales and marketing executives; and association executives by NeiTurner Media Group Inc., 400 Broad St., Unit D, Lake Geneva, WI 53147. Volume 33, Issue 3 is dated November 2024.
Nei-Turner Media Group Inc. publishes Wisconsin Meetings, Chicago Style Weddings, At The Lake, Lakeshore Living, BRAVA and custom publications about Midwestern states.
TO RECEIVE COPIES: midwestmeetings.com 262-729-4471 nadine@ntmediagroup.com
Please recycle this magazine, or better yet, give it to a friend.
ILLINOIS
INDIANA
MINNESOTA
MISSOURI
IOWA
KANSAS
NEBRASKA
MICHIGAN
SOUTH DAKOTA
WISCONSIN
Industry Insights
REIMAGINED PLAZA BRINGS NEW OUTDOOR EVENT SPACES TO KANSAS CITY
Whether basking in the sunshine between meetings, attending an after-hours event or simply walking between some of the city’s venues, visitors and convention attendees will soon be able to enjoy the reimagined Barney Allis Plaza in downtown Kansas City, Missouri. Crews have already started construction on the new natural space, which is slated to open in 2026.
Barney Allis Plaza will be just steps from the Kansas City Convention Center, Municipal Auditorium and adjacent hotels. Within a few blocks, visitors can also reach the Kauffman Center for the Performing Arts, the Kansas City Power & Light District and the free KC Streetcar.
The revitalized plaza in Kansas City’s convention district will boast a roster of spaces for standalone events and add-on opportunities for groups at the Kansas City Convention Center and other venues. Areas at the new Barney Allis Plaza designed for events and activations include:
• A 9,300-square-foot event plaza for large events, pop-up festivals and more.
• An 11,500-square-foot sloped lawn, boasting terraces and views onto the event plaza.
• An 8,800-square-foot pavilion plaza to host food trucks, pop-up events and artwork.
• A 10,100-square-foot oval lawn, offering a flat and flexible green space for casual events.
Below the multipurpose gathering space, a parking garage will offer roughly 580 parking
spots, connecting to the Kansas City Marriott Downtown and Municipal Auditorium via tunnels.
KANSAS CITY: A DYNAMIC DESTINATION FOR CONVENTIONS
Kansas City, Missouri, welcomed thousands of convention attendees in October as it hosted three large events at the Kansas City Convention Center. Visitors from these three events alone are expected to generate $10.3 million in economic impact as they explore the city during their trip.
Looking ahead, as the chief hospitality sales force for the Kansas City Convention Center, Visit KC continues to see substantial success in the meetings and conventions market. In 2024 to date, Visit KC has booked nearly 400 future meetings and conventions, representing over 390,000 future occupied hotel room nights and creating a future estimated economic impact of $268 million. Major bookings such as the 2025 UnidosUS Annual Conference and the 2027 National Athletic Directors Conference & Exhibit Show are just a few of the successes the destination has secured this year.
“Visit KC and Kansas City are on a roll right now, and meeting and convention planners are seeing that,” says Nathan Hermiston, Visit KC’s senior vice president of sales and services.
HAMPTON INN & SUITES CHICAGO MEDICAL DISTRICT UIC OFFICIALLY OPENS
The Hampton Inn & Suites Chicago Medical District UIC has officially made its debut within the rapidly expanding Illinois Medical District on Chicago’s west side. Developed and owned by East Lake Management, and managed by Maverick Hotels & Restaurants, the new property features 135
modern guestrooms and 46 spacious studio suites designed with comfort in mind.
The new Chicago property features dedicated meeting space totaling 648 square feet, as well as an on-site business center. The property is also the first and only hotel in the Illinois Medical District to offer guests an on-site indoor swimming pool, which features floor-toceiling windows framing the iconic Willis Tower, and a range of amenities like seamless WiFi, complimentary hot breakfast, easy access to parking, pet-friendly accommodations and more.
Situated within the Illinois Medical District campus, the Hampton Inn & Suites Chicago Medical District UIC will offer direct access to a 600-acre community complete with retail and restaurant destinations, community gathering spaces and over 40 healthcare organizations that make up the district. The new hotel will offer Chicagoans and visitors quality accommodations when visiting the University of Illinois at Chicago or attending an event at the United Center.
MILWAUKEE NAMED 2024 WORLD FESTIVAL & EVENT CITY
Visit Milwaukee recently announced that Brew City has been recognized as a 2024 World Festival & Event City by the International Festivals & Events Association. This accolade honors cities worldwide that excel in hosting events that bring communities together, celebrate diversity and foster a vibrant cultural landscape.
The World Festival & Event City award acknowledges the city’s commitment to creating a dynamic environment for residents and visitors through festivals that reflect its rich heritage, creativity and communal spirit. Milwaukee is known for its thriving festivals like Summerfest, the world’s largest music festival, and many others celebrating arts, culture and heritage.
This award places the city alongside other globally recognized cities that share a passion for producing events that not only entertain, but also build community. The International Festivals & Events Association is dedicated to promoting excellence in festival and event production, and this award highlights Milwaukee’s position on the world’s stage as a top destination.
JAMES BEARD COMPETITION-WINNING CHEF MAKES OVERLAND PARK HOME
The Overland Park Convention Center in Overland Park, Kansas, recently announced the appointment of David Ruiz as the venue’s new executive chef. Chef Ruiz brings a wealth of experience and a fresh, innovative approach to the dining experience.
Throughout his career, Chef Ruiz has been recognized for his culinary talents on national platforms. In 2024, he was named the International Fresh Produce Association's Fine Dining Chef of the Year. His accolades also include winning the James Beard Blended Burger Contest in 2018, a competition created in an effort to recognize more sustainable foods via a partnership with the Mushroom Council. He also won the Food Network's "It’s CompliPlated" in 2022, and has been featured on shows like "Chopped" and "Guy Fieri’s Family Road Trip."
"I am excited to bring my culinary expertise to the Overland Park Convention Center, and create exceptional dining experiences for our guests by taking ordinary food and making it extraordinary," says Chef Ruiz.
At the Overland Park Convention Center, Chef Ruiz will be responsible for elevating the menu and introducing new culinary concepts for high-profile banquets and catering events, ranging from small meetings to large galas of over 3,500 guests.
The award-winning Overland Park Convention Center opened in November of 2002 on a 26-acre site in the largest suburban city in Kansas City
and the second largest city in Kansas. Adorned with over 60 original works of art and equipped with state-of-the-art communications systems, the 245,000-square-foot complex features a 60,000-square-foot exhibit hall that connects to the 25,000-square-foot Edwin C. Eilert Ballroom and 15,000 square feet of meeting room space.
GROUPSYNC PLANNER+ TO STREAMLINE CORPORATE EVENT PLANNING
Groups360 recently announced the launch of GroupSync™ Planner+, a single-source hotel planning and booking solution for enterpriselevel meeting and event organizers. Powered by Groups360’s GroupSync™ platform, Planner+ adds a specialized set of features specifically designed for corporate teams needing a standardized request and booking process.
The initial release includes an in-app meeting request form with a customizable multi-step approval process that ensures organizational and team member visibility, as well as reporting tools for financial accountability. Additional features will be available soon, including the ability to apply an organization’s master service agreement, and set preferred hotel properties, chains or brands for every user within an organization.
Through the integrated web-based GroupSync marketplace, meeting planners and managers can shop, source, and book hotels and event space, with the ability to see live real-time rates and availability at over 25,000 properties worldwide. Instant booking is also available at participating hotels, allowing planners to book 10 to 25 rooms online — along with event space for up to 50 people, including audiovisual and catering — without the need to contact the hotel or engage in a traditional request for proposal (RFP) process. For larger meetings, a simplified RFP process streamlines, tracks and organizes hotel responses into a single dashboard.
Planner+ enhances the GroupSync platform with additional controls and parameters for corporate meeting planners, including request and approval workflows, meeting planner management, and booking and tracking tools designed to better manage the event planning process within a corporate environment.
“One of the inherent challenges that Planner+ solves for company meeting and event planners is organizing and standardizing the disparate processes that companies use to plan and track various types of events,” says Christian Oliver,
senior vice president of product, Groups360. “To address this growing industry need, we have developed a comprehensive system that allows corporate planners and teams to easily build and track all meeting data, including event criteria, budgets, expenditure and tiered approvals within a single portal that is accessible to all company stakeholders. Since it’s built within GroupSync, it also provides hotel sourcing and booking capabilities that have been proven to save time and money — both valuable resources for any size organization.”
NEW DIRECTOR OF SALES AT HILTON MADISON MONONA TERRACE
Alyssa Schertz is the new director of sales at Hilton Madison Monona Terrace. She will lead the property’s sales team in continuing to deliver a quality meeting and events experience at one of Madison’s premier hospitality destinations. With over two decades in hospitality, Schertz brings experience and a track record of success. She comes to the Hilton Madison Monona Terrace from the DoubleTree by Hilton Neenah where she served as director of sales and business development.
CANOPY BY HILTON CHICAGO CENTRAL LOOP AND HILTON GARDEN INN CHICAGO CENTRAL LOOP HIRE NEW COMPLEX SALES DIRECTOR
The dual-branded hotel complex situated at the former headquarters of the Chicago & North Western Railway, Canopy by Hilton Chicago Central Loop and Hilton Garden Inn Chicago Central Loop, recently appointed Julie Byrne to serve as the new complex director of sales for both properties.
With over 20 years of experience in the hospitality industry, most recently serving as the director of sales at the DoubleTree by Hilton Hotel Chicago - Oak Brook, Byrne has honed her skills in sales management and cultivated an understanding of the art of hospitality.
In her new position, Byrne will be responsible for leading the sales teams of both properties, developing and implementing strategic sales and business travel initiatives, and fostering relationships with corporate clients and partners for the dual-branded property.
Learning on the Go
Mandy Davis-Aitken helps plan and run the American Society of Clinical Oncology’s 45,000-person annual meeting in Chicago each and every year.
Midwest Meetings (MM) recently connected with Mandy DavisAitken, vice president of meeting services at the American Society of Clinical Oncology in Alexandria, Virginia. She helps plan and run the association’s 45,000-person meeting in Chicago every year.
MM: What got you involved in the meeting and event planning field?
MDA: I don’t think I even knew event planning was a career when I graduated college. I started in the Washington, D.C., association world as a temporary staff member and quickly learned about the world of professional conferences. I love solving problems and coming up with creative solutions, and quickly realized that it was rare to have a standard day in meeting planning. It turned out to be the perfect career for me.
MM: What is your event planning background? How has it translated into your success?
MDA: I learned how to meeting plan from the ground up. I started at the American Society of Clinical Oncology working with the education team on building an educational program and working with the speakers. It was there that I developed a love for being on site and dealing with the unexpected. I was lucky to connect with the vice president of meetings at the American Society of Clinical Oncology and she became a mentor to me, moving me over to the planning side of the meeting business, and teaching me everything I needed to know.
MM: What kind of mix of events do you plan?
MDA: As the vice president of meeting services, I lead a team in planning a wide variety of meetings — from our annual meeting of more than 45,000 members to our symposia, which can capture over 5,000 attendees, to smaller committee meetings
and even event space rentals in our in-house conference center.
MM: What’s on your meetings and events docket in 2025?
MDA: The American Society of Clinical Oncology has seven symposia of varying sizes, including one in Asia, our annual meeting in Chicago, and a variety of committee meetings and retreats held throughout the year. We continue to see virtual attendance decrease and in-person attendance increase across meetings. We are focused on the attendee experience and building an event that not only meets our customers educational needs, but also offers lots of opportunities for community, connection and fun.
MM: What’s the biggest challenge you’ve faced over your event planning tenure?
MDA: It’s not unique — the entire event industry struggled during COVID-19, but we made the call to make our annual meeting fully virtual in late March of 2020, and still managed to get all the content posted and accessible during the planned dates of early
June. Not only dealing with the cancellation of the in-person meeting, but also building a virtual meeting from scratch with no real plan to go from was an epic challenge.
Our vendors and staff really came together to pull off an impossible thing at a very difficult time. It was important to us to make sure that the crucial research disseminated at our meeting still got to doctors with no delay despite the challenges.
MM: What makes a Midwestern destination appealing to an East Coast planner?
MDA: The American Society of Clinical Oncology has a long-term contract with Chicago for our 45,000-person annual meeting. Chicago is a great destination for our international audience, with a variety of hotels, a great airlift and a convention center that fits our extensive space needs. We’ve also held smaller symposia in both Chicago and Minneapolis. The Midwest is a great location for summer and fall meetings, and its convenient location always results in great attendance for us.
MM: Tell me about your recent trip with Choose Chicago.
MDA: It was exciting to get to experience the Democratic National Convention in Chicago and see the city for an entirely different event than the American Society of Clinical Oncology's conference. I gain inspiration from seeing other events and their solutions to problems. Even when the meetings are different from our own, there is always something to be learned or an idea to be had.
MM: Describe the Midwestern-based meeting or event you’re most proud of.
MDA: There is nothing like seeing our more than 45,000 attendees come into Chicago and take over the city. The city comes together to make it a great experience and the impact of the meeting is seen everywhere in those five days.
MM: What’s on the horizon for the events industry in the Midwest?
MDA : Chicago remains one of the premiere cities to host a meeting in the U.S. It offers a great airport, convenient location, and a top-tier destination services and convention center team.
MOMENTUM BUILDS FOR MEETING SUCCESS
Planners are optimistic about 2025, with two-thirds seeing an increase in meeting spend, according to the 14th annual Global Meetings and Events Forecast by Amex GBT Meetings & Events. Midwest Meetings invites you to stay up to date on the latest trends, destinations, venues and experiences to guide your increased planning needs.
Putting Relaxation on the Agenda
More groups are including spa experiences in their gatherings.
BY MARYBETH MATZEK
Spa offerings are a breath of fresh air for group outings and corporate retreats. In today’s busy world, taking some me time — whether it’s a few hours or a couple of days — at a spa is guaranteed to recharge batteries.
Brittney Primeau, the director of communications at Crystal Mountain in Thompsonville, Michigan, says adding spa activities to a meeting or conference is a growing trend as event planners want attendees to relax so they can better focus when it comes time for business. Non-stop meetings can quickly tire people out, she adds.
Making Time to Relax
At Crystal Mountain, which is about an hour away from Traverse City, pampering can begin at checkin with a mini spa treatment, such as a hand massage, Primeau says. “We work closely with each group to deliver the type of experience they are looking for,” she says. “Whether it’s a family, friends or business outing, we work with you in advance to decide what you want to offer.”
For business groups, that could include rejuvenation breaks in between meetings.
“Attendees return to their sessions more relaxed and ready to focus again. Spa services can really enhance a meeting or experience,” says Primeau.
Kohler Waters Spa at the American Club in Kohler, Wisconsin, has seen an increase in the number of groups incorporating wellness activities into their events, too, says Melissa Abler, spa manager of Kohler Waters Spa.
“The spa is seeing our group business continue to increase with our guests being highly engaged in their time at the spa. These guests are looking for additional advice from our professionals on how
they can maintain their wellness after leaving the spa, including stress maintenance, muscle relaxation, mindfulness and help with sleep,” according to Abler.
Depending on the business or organization, an event planner may set aside a whole morning or afternoon for spa services, or have them interspersed throughout the day, suggests Emily McConnell, director of the Chuan Spa at The Langham in Chicago. “Each experience is customized around the group's time, agenda and budget,” she says. “Scheduling a group spa retreat is an organized process.”
Each with its Own Specialty
At The Langham, the process begins with an on-site tour for local planners, or a detailed video or phone discussion with an expert spa concierge if the planner is not in Chicago, to start deciding what to make available to the group.
“We discuss our spa facilities and help planners learn about our most popular experiences, which are the Harmony Massage and the 5 Wu Xing Elements body treatments,” says McConnell,
adding the spa takes a holistic approach to wellness that embraces the centuries-old healing philosophies of traditional Chinese medicine.
The Langham, which has more than 15,000 square feet of meeting and event space, has two meeting rooms on the spa floor for the convenience of offering wellness-related group experiences. “Some groups prefer to have a full day of spa treatments, whereas others prefer to host meetings and have mini treatments or wellness breakout sessions between them,” observes McConnell.
Walk in to Lied Lodge at Arbor Day Farm in Nebraska City, Nebraska, and you immediately feel the difference. “There’s a feeling of relaxation when you enter the property. Everyone is immersed in wellness for both the body and the mind,” says Kimberly Osterhout, director of sales. Lied Lodge hosts a variety of events — from bachelorette parties and church gatherings to business meetings and family reunions.
Popular wellness options that pair well with meetings include traditional fitness and yoga classes, or the spa’s more unique wellness offerings,
such as crystal bowl sound meditation, scalp massages, facial treatments or alternative wellness classes. “Some groups, besides creating time in the schedule for spa activities, offer to pay for a treatment or treatments, and even share information with their guests about what they can expect at the spa,” Osterhout says.
When working with planners, she often suggests they leave free time in the agenda for attendees to explore the spa or head outdoors. “Then people come back from their break and say, ‘That was the best massage I’ve ever had,’” she says, adding the Signature Apple Blossom Massage and Heated Himalayan Salt Stone massage are among the most popular offerings. “Our focus on wellness really sets us apart,” emphasizes Osterhout.
Kohler Waters Spa differentiates itself with its focus on hydrotherapy using the deep-rooted power of water, and the contrast between hot and cold. Its most popular treatment is its Uniquely Yours massages and facials where the treatment is customized based on an initial consultation with the guest.
“Our relaxation spa is our most popular treatment, and we use natural and organic materials,” Primeau says about the spa at Crystal Mountain. “We also have a special men’s line of products and treatments.”
Designing the Right Experience
At Kohler, meetings can be hosted inside the spa using the Spa Café, which can include audiovisual equipment and refreshments. Or the spa can be brought to larger events being hosted at The American Club, the Inn on Woodlake hotel or the Riverbend private membership club with on-site massages, stretching exercises and scalp massages, according to Abler.
She adds that Kohler Waters Spa offerings go beyond facial and body treatments: “We can create customizable spa events for groups that include mantra bracelet making, workplace stretching, and mindfulness and breathing exercises.”
Kohler has an on-site group coordinator for the spa who can help coordinate activities, including spa treatment recommendations, booking assistance and gift coordination. Spa-related gifts are popular, notes Abler.
Both Crystal Mountain and Lied Lodge have an expansive outdoors that event attendees use as well. As the first Leadership in Energy and Environmental Design (LEED)-certified spa in the Midwest, Crystal Mountain has a peaceful, rural vibe with plenty of space for meetings and events, combined with the opportunity for a lot of outside activities, including golf, an outdoor pool and playground, the Crystal Coaster Alpine Slide, a zipline, canoe and kayak trips, pickleball and more. During the winter, skiing is a top choice.
Lied Lodge has 260 acres where guests can explore the outdoors and immerse themselves in nature, including its Treetop Village, a nature experience for people of all ages, where participants can explore 11 different treehouses connected by unique bridges and walkways.
A sense of wellness surrounds the lodge, even playing a role in its design. The resort, and spa in particular, uses a lot of wood and stone, while the indoor pool area is lit with natural light. According to Osterhout, “When coming here for meetings, guests make time for both the spa and being outdoors.”
McConnell believes an essential part of incorporating spa activities into an event is to fully understand the financial implications. She says planners should ask about any special fees, tipping and the cancellation policy. Just like no event is the same and no property is the same, no policies are the same.
Abler concludes, “No two treatments are the same either.” And that’s something your attendees can count on.
A freelance writer based in Appleton, Wisconsin, MaryBeth Matzek writes for multiple trade and business publications across the Midwest.
Understand (and cover) the risks that can jeopardize successful meetings and events.
BY CAMERON SMITH AND MARK SMITH
Meeting and event planners have reason to be optimistic over what 2025 holds for the business: Attendance numbers overall have reached 90% of pre-pandemic levels, according to one leading index. Even better, 81% will have an in-person component and 63% will be fully in person.
But even so, planners shouldn’t get too comfortable. The business of putting on a meeting or event remains a risky one. It’s not just acts of God — think weather instability and natural disasters — that can wreak havoc with the best-laid plans. Violence — think active shooter incidents — can expose the event’s sponsors and venue owners to costly injury and wrongful death claims.
What should temper the industry’s enthusiasm for the post-pandemic climate is that risks remain, requiring diligence that insurance policies measure up sufficiently. Special event and entertainment venue insurance can be instrumental to have in place. Knowing the ins and outs is essential.
THE EVENT CAN’T GO ON, NOT WITHOUT SPECIAL COVERAGE
Special event policies can be thought of as peace-of-mind policies, protecting the venue and event sponsor from third-party liabilities, such as bodily injury and property damage. Every type of special event should secure this coverage, whether what’s involved is a business conference or a trade show, a political rally or a wedding. The venue will require it.
The venue’s contractual requirements determine premiums. Anything higher than the typical $5 million coverage cap (also contractually set) must be senior underwriter-approved.
Event insurance is both specialized and transactional, and not every broker is familiar with the nuts and bolts of writing it. Three areas requiring special attention include:
1. Deductibles. It stands to reason that, the higher the deductible, the lower the premium. But what counts is the degree of risk and liability, and that hinges on the nature of the event. While a wedding is low risk, requiring zero deductible, a rally featuring a high-profile or polarizing individual is higher risk, and the deductible might surpass $5,000.
2. Underwriting requirements. These may be written into the contract to make certain types of risk eligible for coverage. For example, rock concerts usually require one security guard per 100 attendees. Amateur sporting events must have hold-harmless agreements. Such measures must be accompanied by written confirmation.
3. Exclusions. Activities typically excluded from coverage include dangers not applicable to most special events, like pyrotechnics, firearms, stun guns and knives, aerial maneuvers like bungee jumping and skydiving, and COVID-19 and other communicable diseases.
LIVE EVENTS ARE BACK, BUT ENTERTAINMENT VENUES ARE RISKY
Event sponsors also need to be aware of potential budgetary pressures as event venues scramble to cover costs driven up by higher insurance rates. Especially with the rise in high-value injury claims after violent incidents, insurers aren’t eager to take on entertainment risks, with venues paying more for property, general liability, event cancellation and workers’ compensation.
Venues should be mindful of strategies that will enable them to get adequate coverage affordably. Moreover, meeting planners should be aware of how those strategies might affect their plans.
Understand and evaluate the changing nature of entertainment risk. The frequency and severity of claims from violent incidents could lead venues to rethink what kinds of entertainment they host, and turn down planners with a poor track record.
THE ROLE OF SECURITY
Robust emergency plans and security must be in place, showing insurers their role in reducing risk during events. Insurers won’t consider venues that cut corners.
Further, vendors must have proof of insurance and be added as additional insureds to policies.
Details matter. Underwriters demand to know the specifics of how a venue operates, what kinds of events it hosts and that it follows the best event management practices. Failure to provide details can cause policy cancellations or prohibitively expensive policies, which can be passed on down to you.
Cameron Smith is the senior vice president at global insurance brokerage Hub International. Mark Smith is a marketing executive at the firm.
7 Platform Considerations to Level Up Digital and Hybrid Events
Top-notch events begin and end with, and meeting participants demand, a quality platform.
BY AMANDA WEGNER
While in-person events remain an important and invaluable way to connect, educate and inspire, digital and hybrid events remain an indispensable option — and in some cases, requirement — for meeting and event planners. However, meeting and event attendees are no longer first-timers, so gone are the days of excusing lo-fi and poor-quality options for digital and hybrid events. Attendees demand virtual experiences that are on par with tangible, face-to-face events.
"The key to a successful event — whether in person, digital or hybrid — is creating memorable experiences," says Jake Potter, senior advisor of events for the ENTENTE Network of Companies. "When you organize a highquality event, attendees are more likely to return in the future. The best hybrid and digital technologies allow you to engage with attendees in fresh ways and retain their interest in future events."
"We've been living in this world of virtual events for some time now, so digital events are no longer a novelty, and audiences are harder and harder to surprise and please. Expectations are higher across the board," adds Lindsay McGuire, the associate director of content and campaigns at Goldcast, a digital events platform. "You have to actually deliver on what you say your event will deliver on. Disjointed experiences, events that seem cobbled together and salesy product pitches will no longer fly with today's digital event audience.”
KEY CONSIDERATIONS FOR CHOOSING A QUALITY PLATFORM
For planners navigating this new world that demands high-quality hybrid and digital events, a robust event platform is a must. “Choosing a reliable, cutting-edge digital event platform can take digital and hybrid events to the next level,” says McGuire. When evaluating potential platforms, event planners should consider the following seven factors:
1. Budget
The first thing to consider, says Potter, is your budget in relation to the user requirements you need and the range of functions the platforms offer. "Some providers charge a single fee for access to all features, while others allow you to choose and pay for specific modules based on your needs and preferences," he explains. To that end, do your due diligence to identify the features you require to meet the needs and expectations of
your event and audience before searching for the ideal platform.
2. Functionality and Capabilities
From the pre-work to identify the functions required for your event and audience, planners must evaluate the platform's ability to handle those key event functionalities, such as real-time registration monitoring, ticketing customization options and mobile optimization, to ensure the platform truly meets their needs and their audience’s needs. You want to make sure the platform makes your event easy to attend.
"These features (like real-time registration monitoring, ticketing customization options and mobile optimization) ensure the platform can meet diverse event needs while remaining user-friendly," advises Lauren McCullough, vice president of marketing for the event platform Bizzabo.
Schedule a demonstration of the platform to see these functions in action and ask if a sandbox environment is available to try the platform yourself.
3. Ease of Use and Integrations
A user-friendly platform for both organizers and attendees is a must. As part of your due diligence, identify critical integrations, such as customer relationship management systems, marketing software and other tools, to streamline workflows with your existing toolbox and ensure data is captured seamlessly.
4. Analytics
Any robust platform will provide insights into attendee behavior, engagement and feedback, which are essential for future event planning and demonstrating a return on investment, according to McCullough. Additionally, ask about real-time analytics and reporting capabilities, which can additionally reveal valuable insights. With the immediacy of real-time reporting, these not only
can help improve the attendee experience, but could also expose in-event issues.
5. Engagement Features
These features are no longer nice to have. They are crucial, especially for virtual events. "Engagement features enhance attendee participation and keep them connected, making the event more dynamic and memorable," McCollough emphasizes.
McGuire agrees and recommends looking for a platform with a variety of features that encourage attendees to actively participate. These features could include live and prerecorded video, networking rooms, one-on-one booths, audience polling and video Q&As, to name a few. Your prework will help determine what types of engagement will work best for your event and audience.
6. Scalability and Customization
"It's important to select a platform that provides strong hybrid capabilities, and flexibility for scaling up or down based on the size and format of the event," advises Potter.
Also, inquire whether the platform offers customization options to align with your branding and specific event goals. "You'll want to make sure the digital event platform you select can deliver a true experience using best-in-class branding — your event should look like your event," says McGuire.
7. Support, Reliability and Security
A digital media platform is just that — a platform. Even the best technology can have glitches or fall prey to user error. Understanding the level of customer service a provider can offer, including after-hours and real-time support, is necessary.
"It's important to know what provisions the platform offers for emergencies and whether there are additional charges. Having reliable support is essential," says Potter. In fact, he recommends asking about uptime, and the capacity to handle large volumes of data and users simultaneously.
In addition to support and reliability, planners should consider the security protocols the platform has in place to protect sensitive information and ensure a smooth event experience.
Special Considerations and Reminders
When investigating digital/hybrid meeting platforms, says Lindsay McGuire, the associate director of content and campaigns at Goldcast, look out for low maximum participant allowances, short meeting duration quotas, limited branding opportunities and pricey feature add-ons. She also recommends ascertaining the original purpose of the platform you are evaluating.
"If you find out a platform was initially built to host webinars, be sure they've really upped their game" beyond webinars, she says. Also, double-check the feature set to see what's included and better understand the required learning curve.
For hybrid events, Jake Potter, senior advisor of events for ENTENTE Network of Companies, notes that it's essential to ensure your audiovisual crew is equipped to handle the hybrid aspect, including integrating your platform of choice. "You need someone who can seamlessly link everything together and provide live support when technical issues arise," he says.
And don't forget to have someone dedicated to monitoring the chat to address issues or concerns as well.
EXPECTATIONS BECOME OPPORTUNITIES TO STEP UP YOUR DIGITAL OR HYBRID EVENT
Both heightened expectations and new features provide planners the opportunity to level up their digital or hybrid meeting experiences.
For instance, networking continues to be a major priority for attendees and McCullough says planners are reshaping their events to provide more opportunities for connection. In some cases, this is replacing content sessions.
"Planners are building agendas that allow for spontaneous networking and meeting opportunities, while also facilitating guided connection sessions," she says. "For digital and hybrid meetings and events, it's crucial to be intentional about providing ample opportunity for networking and casual interactions."
New technologies and features are upping the game on audience engagement by actually bringing audience members into the event content itself. This includes opportunities for audience members to "raise a hand" and be brought onto the event "stage" to give them "a real moment in time and have a huge impact on audience engagement," suggests McGuire.
Digital and hybrid event attendees also demand personalization. "The industry has undergone a massive technological leap recently, giving planners and marketers the ability to tailor experiences to make them hyper-relevant and engaging," according to McCullough.
"Attendees expect a personalized event experience, from the email promotion to the registration flows, agenda, networking and post-event follow-up," she says. "When planners focus on personalization, they can provide a tailored experience that delivers on attendee expectations, interests and goals."
Many platforms are leveraging artificial intelligence (AI) to help provide some level of personalization.
"One of the most notable trends is the integration of AI-powered tools for personalized attendee experiences and enhanced networking opportunities," Potter concurs. "This has become a major distinguishing factor for event platforms, helping to increase engagement and satisfaction."
Whether you're looking to provide ample networking opportunities, tailored personal touches or deep engagement, these professionals agree that event and meeting planners can no longer rely on PowerPoints and simple digital meeting tools to check the box for digital or hybrid event offerings.
"Digital events are a powerful tool to drive real, revenue-generating impact," according to McGuire. "But for organizations to achieve these results, they must meet the high expectations of today's audiences to deliver a high-quality, Netflix-like digital event experience."
McCullough adds that every interaction with your brand is an opportunity to engage and delight your attendees, no matter the format or structure of your event. She concludes, "People are busier than ever. In order to feel their time investment is well-spent, they are seeking immersive, personalized experiences that cater to their needs and interests."
Amanda Wegner is not only a freelance writer, but also a web designer and communications consultant based in McFarland, Wisconsin.
Variety — The Spice of Life
Kick your holiday party up a notch by adding spice, interaction, nutrition, sustainability and themed drinks to the menu.
BY KRISTINE HANSEN
Another year, another holiday party. Are you really going to serve the same menu you always do? Holiday parties are a double-edged sword. On the one hand, the stakes are high. On the other hand, guests might be open to being surprised and perhaps nudged out of their comfort zone. Because many offices are now remote or hybrid, this could be the year where the annual holiday party is the most anticipated. But it’s also something event planners struggle with.
“When people are working remotely, they need something that excites them to get them out of the house,” says Liv Boyd, a sales consultant for Blue Plate Catering in Chicago. “A lot of planners are struggling to find activation opportunities rather than ‘Here’s a place where you can eat and drink, and socialize.’”
This is why she suggests food stations, especially if they’re interactive, over plated meals. Now you have entertainment and grab-and-go options, all rolled into one. “People want to be social and celebrate with each other at the end of the year. They want to get up and walk around,” she says. Heavy passed appetizers are
The holidays are the perfect time to expand your imagination.
— Maria Bartolotta, The Bartolotta Restaurants
popular as of late, which lets guests work the room and not be locked in at their tables.
“Interactive pizza stations are fabulous,” suggests Jodi Curry, sales and event manager at Belvedere Events & Banquets in Elk Grove Village, Illinois. “Make your own wood-fired pizza, customized to what the guest likes. What’s great about wood-fired pizza is they cook quickly.”
To get away from chafing dishes, “we’re doing a lot of composed plates for guests to just go up to a table and grab, rather than standing there while someone makes a plate,” says Boyd. “People love an action station, like a tortellini station or Korean barbecue carving station … more of a fun twist than a traditional steak-carving station.”
“If you have to go with the warming trays, have some beautiful flowers or an ornament or fake snow,” says Shanisty Ireland, a food and lifestyle influencer in Ohio. “Make it more beautiful.”
But for smaller, more intimate gatherings where you really want to treat employees for their hard work, a sit-down dinner is best. “It’s very elegant and shows appreciation to the folks you may be working with. It adds that extra value,” says Ireland.
“We have done Disney-themed holiday events, anniversary milestones that incorporate vintage pieces and design, and food stations that encompass different ethnicities and countries, highlighting specialties from around the world. The holidays are the perfect time to expand your imagination,” urges Maria Bartolotta, the director of catering for The Bartolotta Restaurants.
Adding Spice, Nutrition and Sustainability to Your Menu
Another way to spice up the menu is literally — through flavors from exotic locations. By introducing them as passed appetizers or at food stations, it’s a low commitment for guests as opposed to a self-selected entrée.
Blue Plate Catering found success with folding gochujang (a Korean red pepper paste) into starches or proteins, such as for a Korean barbecue, as well as Calabrian chiles (a versatile red chili pepper), yuzu (a light, airy citrus flavor) and harissa (a North African hot chili pepper paste).
The goal is “to spice things up and show appreciation for other cuisines this time of year,” says Boyd, adding that you can achieve this with global food stations, like Bartolotta mentions, focusing on other countries’ holiday foods.
We’re highlighting our local farmers more than ever.
— Liv Boyd, Blue Plate Catering
Two other ingredients Boyd feels are trending are black sesame and passion fruit. “Passion fruit has been a more prevalent flavor in sweets,” she says, “while black sesame is popular in both savory and sweet options.”
Swapping out traditional grains for ancient grains is another trend. “People are exploring things such as quinoa and farro as opposed to just having rice,” says Ireland, who also suggests elevating sweets, which can double as décor. “They can serve as a beautiful centerpiece. You can have delicious desserts that also call out to you because they are gorgeous.”
Another ongoing trend — and a necessity — is providing meat-, dairy-, nut- and gluten-free alternatives. “I don’t think there’s any gathering where you’re not going to see that,” says Ireland.
But planners are increasingly seeking out how to satisfy dietary needs in a way that feels natural and healthy. “I don’t want to put fake meat on a table anymore,” says Boyd. “We’re really highlighting fun back-to-basics. A vegetable as a protein or a main dish is possible. The mushroom market is going crazy right now. A lot of people are exploring that. It feels real, not artificial.”
Sourcing from local farms and food producers whenever possible also continues to be expected. “We all know that Wisconsin is the Cheese State, so we love curating a diverse selection of local cheeses, or an over-the-top charcuterie board with cheese, meats, fruit, honey or fig jam, and crackers,” says Bartolotta. “Many people also don’t know that Wisconsin is the top producer of cranberries in the world. We love to add cranberries to spice up a holiday menu … or add a cranberry sauce to pork and turkey.”
“We’re highlighting our local farmers more than ever,” notes Boyd, including Four Star Mushrooms in Chicago.
“I think using local ingredients is a very important trend that has been on the scene, but needs to stay,” agrees Curry. “I like knowing where my ingredients come from, how they are grown and where.”
This taps into practicing sustainability, too — especially in reducing food waste and supporting local food producers where the products aren’t traveling thousands of miles to reach guests. “Food sustainability is something people still want to see,” says Ireland. “Finding those brands and those products … people appreciate that.”
Boyd offers another way to reduce food waste, saying, “We’ve been working with food rescue organizations. If we have any food that hasn’t gone out on the floor, and is still in the back of the house and regulated temperature-wise, we pack it up and the organization picks it up. Sustainability isn’t really an option anymore.”
Don’t Forget the Drink Menu
Beverages also deserve innovation. “Signature drinks are a great theme,” says Bartolotta. “Cocktails have been elevated to compete with the culinary aspects of an event. They are a fun way to leave a lasting impression and personalize your event, too. Cocktails can be tailored to the theme of the party. We love incorporating seasonal ingredients, such as spices and herbs for the holidays, or even smoking wood to create an inviting scent in the room.”
Planners would be remiss to not include nonalcoholic options.
“I haven’t done a holiday party in the last two years where we haven’t had a mocktail available,” says Boyd. “Not just a mocktail itself, but also non-alcoholic beer and wine at the bar.” Among her favorite brands is Lyre’s Spirit Co., whose alcohol-free liquors include a Prosecco alternative.
This sparkling wine could be a key ingredient in wintertime cocktails that everyone can enjoy.
Like finding meat-free alternatives, the idea is to keep the drink as natural as possible. “This new trend is not your typical juice mixes,” says Curry. “More people are incorporating different carbonated sodas, fresh fruits and herbs.”
Ireland agrees that non-alcoholic elements are important. “There’s a lot of people who are moving away from alcohol and they want delicious mocktails,” she says.
Still, there are many alcoholic products in the Midwest that she recommends, including Buckeye Vodka. “It’s very smooth. It’s versatile. It’s a staple for any after-work-hours party. The quality is really wonderful. It has a premium taste without a premium price,” she says.
Another idea is to make a cocktail that’s wellknown in the region for a classic, traditional touch. “We love a brandy Old Fashioned in Wisconsin, and these are always a hit at any event,” concludes Bartolotta. Cheers to that!
Kristine Hansen is a freelance writer based in Milwaukee. She writes about food, drink, design and travel for a mix of regional and national audiences. Her clients include ArchitecturalDigest.com, Fodors. com, Vogue.com, and Midwest Living and Milwaukee magazines. She recently also published “Wisconsin Cheese Cookbook,” which is available on Amazon.com.
Back to School with MPI Academy
Technology, advanced data analysis, neurodivergent meetings and artificial intelligence are keeping planners on their toes.
BY RONNIE WENDT
Behind every successful planner is a foundation of continuous professional development, according to Tim Luepke, the director of Meeting Professionals International (MPI) Academy. The roles of planners are constantly changing. Tech updates, advanced data analysis, neurodivergent meetings and artificial intelligence (AI) are entering the field, and keeping planners on their toes.
Keeping up with these changes is almost a full-time job in itself, according to Luepke. But the MPI Academy exists to aid planners on their professional development journeys. MPI’s main purpose is to cater to its community members’ continuing education needs. “Our certificate programs leverage insight we have from our strategic partners to educate the industry and help planners do their jobs better,” he explains.
“The fast pace of industry changes demands that we swiftly pivot and keep our educational delivery methods up to date. And things are changing so fast, we have to update our content every single time we deliver it, particularly with AI,” he says.
He cites MPI’s new AI-Enhanced Event Professional Certificate as an example. Reposite, an AI-powered meeting and event planning tool, collaborated with MPI Academy to deliver the new program. MPI now delivers this course approximately 10 times a year.
“Every time we’ve held the course, we’ve had to update it because things had already changed,” he observes.
“In the past, we’d develop a course and deliver the same content for two to three years. AI is changing so fast we have to update the content every single delivery.”
He advises planners to keep regular education on their professional development roadmaps because of the frequency of course updates. He highlights AI, data analysis and neuroscience as key educational destinations, and notes that MPI is wellsuited to drive knowledge in these areas.
CULTIVATE NEW SKILLS WITH COACHING
As a result of event planners’ already stacked schedules, MPI has worked to develop ways for event professionals to take education in smaller bites to fit their busier schedules. Another thing MPI is focusing on is more actively engaging members who are building their career paths. “We developed a coaching cohort to help event professionals with their professional development. We look at planners as individuals instead of saying, ‘Here are the skills you need to be a better planner,’” Luepke says.
MPI partnered with Visit Fort Worth to develop International Coaching Federation (ICF)-certified coaches with experience in the event industry to launch this effort. These coaches lead a group coaching effort that takes planners on a six-week journey to help them clarify their career vision.
“It’s an introspective effort that develops a vision that they can apply to their careers,” he says.
BOOST BRAIN SCIENCE
MPI also launched the Event Psychology Strategist program to help planners apply behavioral science, neuroscience and psychology to event planning.
“This program helps planners understand the neuroscience of the attendee, and the ways that the brain and the body takes in information at an event, whether it’s in person, digital or hybrid,” he says. “We look at the science and ask, what is neuroscience? How does science back up the decisions we make as event professionals?”
Another certification course, Event Welfare Champion, centers on the challenges of neurodivergent people, individuals whose brains develop or function differently, resulting in unique strengths and challenges compared
“ ”
The fast pace of industry changes demands that we swiftly pivot and keep our educational delivery methods up to date.
— Tim Luepke, Meeting Professionals International Academy
to those with more typical brain development. It is an event put on in partnership with Megan Henshall, who oversees global events strategy for Google and heads the Neu Project, a research effort exploring neurodiversity and how to create events that embrace all neurotypes. For these individuals, events can be very taxing, causing some people to avoid them altogether, according to Henshall. When planners understand this, they can develop better events that better meet the needs of all types of people, she adds.
Topics covered include helping planners differentiate between neurodivergent and common mental health conditions, and developing empathy for neurodivergent individuals within meeting and event environments. Additionally, it highlights early intervention skills that can help planners identify signs of distress, overwhelm, meltdown and shutdown. Planners learn practical strategies for welcoming neurodivergent individuals and those with mental health concerns for more inclusive events.
“This course helps planners be more acutely aware of how to navigate and guide events that make all attendees feel comfortable and safe,” Luepke adds.
DEVELOP DATA ANALYSIS SKILLS
MPI also offers a course that takes a deep dive into the role and significance of data analysis within the events industry. The three-module Event Data Analysis course examines the importance of data analysis, and the tools and techniques of data analysis that help planners visualize what’s really happening at their events. It also looks at the data to collect and how to use this data for actionable insights.
The course is taught by Kyle Jordan, the director of meetings at the Institute for Operations Research and the Management Sciences (INFORMS).
ACTIVATE AI
MPI launched its AI-Enhanced Event Professional Certificate in November 2023 to meet a growing need for AI education for meeting planners. Luepke explains that AI became a central focus of the organization’s annual Thought Leadership Summit in August of that year.
“People were asking, what is it really? How do we apply AI in our industry? How do we get planners comfortable using it?” he says.
As a first step, MPI developed a whitepaper on the topic of AI, then partnered with Reposite to develop a certificate program, which was launched in January. The program aims to equip event professionals with the essential knowledge and practical skills to harness AI to create meaningful and immersive event experiences.
“We have already had over 500 planners take this course,” he says. “It is a great course that sets the baseline for those who are not familiar with AI on how to use it in a practical way. We even dig into topics, such as the ethics of its use.”
AI, he says, presents opportunities to help planners make events more immersive. “AI has the power to help planners refine and call out the experiences that make sense,” he says. “It helps them be more thoughtful and better utilize their resources. And it’s only going to get more refined over time so that they can better understand the attendee so they can do their jobs better, and have better success with their clients and stakeholders.”
These courses and others are available as in-person and virtual programs. To sign up, Luepke says planners can visit the MPI Academy at mpi.org/education/mpiacademy and register for the courses they are interested in.
FANTASTIC MEETINGS ARE FOUND IN EAGAN
The Dodge City Convention & Visitors Bureau can help you select post-conference attractions, restaurants, and entertainment that will make your next conference or meeting the stu of legends.
WE ARE THE HEART OF HOSPITALITY.
Compare it to similar venues in neighboring communities and you will soon realize that there is something very different about the Huron Event Center. Unlike the others, it is not the product of a large outside corporation. It is a collaboration, the product of an entire community working together to turn a dream into a reality.
It is because of this, you and your group can expect a level of hospitality that only a humble South Dakota community can provide.
THIS IS OUR HOME. MAKE IT YOURS.
Bridging together the Crossroads Hotel and Event Center with the Huron Arena and Exposition Center, the Huron Event Center connects these two facilities providing over 34,000 total square footage of meeting, banquet, and exposition space, available under one roof.
Whether you're planning a large convention, reunion, trade show, tournament or exhibition, you'll find the specific accommodations that you need at a price you can afford.
HURON EVENT CENTER
Your Destination Concierge
Convention and visitors bureaus work hard to help event planners.
BY MAURA KELLER
During the lengthy pandemic that upended daily life and events as we know it, the various convention and visitors bureaus (CVBs) dotting our country’s landscape dug deep to keep things running smoothly. Since that time, meetings and events of all sizes are back in full swing, and meeting planners are recognizing that CVBs have truly become partners, helping pave the way to make gatherings even more successful for attendees and planners alike.
Midwest Meetings connected with several meeting and event planners who have turned to CVBs across the Midwest to gather their insights on how to best leverage CVBs to help coordinate all aspects of an event or meeting, streamlining the planning process and enhancing the overall attendee experience.
Q: What can a CVB offer to you and your event? How did your partner CVB help with your event?
Denise Wallace, executive director of Future Productions: The CVB has an on-the-ground perspective about the community you are considering as an event location. They have insight and connections to venues and businesses. They can not only
recommend appropriate vendors, but they can also facilitate introductions.
These vendors are pre-vetted by the CVB and are already qualified as a potentially good lead for your event. Along with the local connections and partnerships, they can recommend destination experiences, event customization, marketing and public relations assistance.
The weekend of our event, the CVB provided event attendees with maps of the area, oftentimes providing a representative on site to answer questions about the community and local hotspots.
Future Productions was even able to work with the local CVB to also apply for a grant to help with the event production's cost.
Charlie Kludt, president of the South Dakota Firefighters Association: The South Dakota Firefighters Association hosts an annual statewide fire training school and membership meeting over a three-day period. Our event brings in about 500 adults each day.
We used to travel to different locations around the state, but we decided to choose a location for an extended period. After determining where we were going to stay, we immediately made contact with the local CVB group, Visit Watertown in South Dakota.
The CVB presented us with local business choices and contacts that could provide us with the services, products or space that we needed for our event. They provided and prepared registration bags with our event booklets and information, as well as local visitor and business flyers and trinkets. The South Dakota CVB even offered volunteers to assist with registration and other basic needs on site.
Kitty Pursley, director of Little Apple Splash: Visit Manhattan Kansas was absolutely instrumental in the beginning stages of planning Little Apple Splash, the world’s premier canine aquatics competition and a nonprofit for animal rescue set up through the Greater Manhattan Community Foundation.
The CVB’s knowledge of the procedures and venues were very valuable to me in helping make decisions on the event. They also helped identify possible sponsorships and were able to offer a limited financial sponsorship, decreasing each year for three years, so that the event could get a good footing.
In the planning stages, the CVB hosted meetings between the event organizer and city departments that would be a part of the process. They also helped with identifying venues that would be suitable for this event and the
community resources that could offer specific organizational skills.
Little Apple Splash was also fortunate to have a dedicated CVB partner that came to the event to make sure that things were going smoothly, and offer to help set up and provide items that the CVB made available for events.
One of the things that made the second event so successful was how attentive the entire Manhattan community was to all the Little Apple participants who came to the area for the first event. Attendees left feeling very appreciated and welcomed by all of Manhattan.
A lot of that came from the support given by the CVB and their staff. Little Apple Splash is now a must-do event and I am hopeful it will continue.
Jenni Wirkus, executive director of the South Dakota Amateur Hockey Association: Visit Watertown in South Dakota helped us with arranging lodging for our hockey tournament, and helped welcome our players and families to Watertown. The CVB worked with local hotels to set up blocks of rooms for our teams so that parents could easily call to make reservations.
When the players and coaches arrived, a goodie bag was given to each of them with information on things to do in the community, places to eat and even some coupons for local establishments.
Anonymous: For a professional conference of scientists from across the state, the CVB offered information on its location and what was available to do there. It even offered to sponsor the event to help with costs.
The CVB also helped with printing name tags and providing goodie bag products for our convention, which was very helpful and allowed us to give better resources to participants.
Bob King, national show coordinator for the National Fishing Lure Collectors Club: Working with a CVB gives me a single point of contact to evaluate the facilities available for my event. Visit Watertown in South Dakota was able to target the places our members might like to visit with online maps, visitor guides and a staffed information table. It also provided welcome and registration material.
Kludt: We introduced ourselves to the CVB at least two years prior to coming to the community.
They checked the community calendars and hotels for other possible events going on at the same time. Getting preliminary information out to hotels allowed for us to let our attendees know if there were possible challenges to reserving hotel rooms.
Weddings, conventions or sporting events in the same community can become an issue, but the CVB provided bed and breakfasts and campground locations as alternatives, too, if needed. They even suggested collaborating some of our social events with the local events, boosting both.
Pursley: Planners should reach out to CVBs during the first part of the planning process because of their knowledge of the area, and the key participants and city departments that might be involved. They can serve as a great liaison between the event organizer and community businesses, or city departments and officials.
Q: When should planners reach out to their partner CVBs when organizing an event?
Wallace: If you are considering bringing an event to a community, you should reach out right away to that local CVB. They can be so instrumental from the start to the finish — from considering the city as an option for an event location all the way through the planning process and actual event date.
Wirkus: I think that, as soon as you know the date of your event, you should reach out, so the CVB has it on the calendar. This is beneficial for them to begin helping you right away and also so that, when other groups are planning things in the community, they can see what else is going on when choosing a date for their event.
Anonymous: When planning this conference, I reached out to the CVB before deciding on where to host the event. The responsiveness of the Visit Watertown CVB with information and locations was ultimately what drew me to hosting the event there.
Reaching out at the very beginning of the process is ideal.
If you are considering bringing an event to a community, you should reach out right away to that local CVB. They can be so instrumental from the start to the finish — from considering the city as an option for an event location all the way through the planning process and actual event date.
”
— Denise Wallace, Future Productions
King: My experience has been that reaching out to a designated CVB at least two years in advance is good, but three is better.
Q: Is the CVB and meeting planner relationship changing or staying the same?
Wallace: For us, the relationship is the same and just as important as ever. The CVB was and still is a crucial component to successful event planning.
Kludt: Our recent location planning started post-pandemic. The CVB’s knowledge of some lodging locations that were limited occupancy was valuable information.
Pursley: I think everyone (the CVB and event planners) was so anxious to get back to business after the pandemic that everyone was thinking outside the box to make things work and safe for everyone. There is kind of a renewed enthusiasm.
Wirkus: I have worked for many years on many different events with the CVBs and have not noticed any major changes post-pandemic. I have always had a great experience working with them!
Anonymous: I did not plan events pre-pandemic, but had two cities I reached out to post-pandemic. Watertown gave me ideas on meeting locations and businesses to work with, and seriously helped through the whole process. The other CVB, however, gave me a link to their business page, which was difficult to go through.
Keeping up with the customer service aspect and wanting to bring conventions to town is key.
King: In my view, the CVB has become more proactive in their efforts to attract new business.
Q: What other changes in the event and meeting planning and destination management industries are you seeing, if any?
Wallace: I have not seen any changes recently, but continue to see the benefits of working with a CVB in preparation of an event.
Kludt: The willing workforce remains a challenge for all businesses. The CVB we partnered with was great
in letting us know if restaurants or businesses had changed hands or were no longer available.
Pursley: Working with Visit
Manhattan as a liaison between the community and their resources gave Little Apple Splash credibility since it was a new event being brought to the area and a type of event that had never been hosted in the area.
Things have gotten a bit more technical and the CVB plays a very important role in bringing tourism dollars to a community. Little Apple Splash was a three-day event and brought participants from several states, even from as far away as Florida and Arizona.
Anonymous: It is more personalized from my experience, and maintaining that contact is essential for a great event and experience with the town.
King: I'm seeing the necessity of starting to find a destination earlier. I find that hotels and restaurants are still trying to return to their prepandemic levels.
Q: What is the key to having a successful relationship with not only your destination, but also your partner CVB?
Wallace: Keep your CVB representative aware of your needs,
2 CONVENTION CENTERS
RIVER’S EDGE CONVENTION CENTER - Offers more than 150,000 sq. ft. overall, complete with flexible pre-function space + over 60,000 sq. ft. of continuous exhibit space
THE PARK EVENT CENTER - Offers 15,000 sq. ft. of ballroom space with 3,000 sq. ft. that can be used for pre-function space
1,800 HOTEL ROOMS YEAR-ROUND ACTIVITIES + ATTRACTIONS
COMPLIMENTARY SERVICES + SUPPORT FROM 7 TEAM MEMBERS DEDICATED TO YOUR EVENT’S SUCCESS
REACH OUT!
checking in throughout the course of planning, and finding ways to promote the community and include them in your event are great ways to support that relationship.
Kludt: CVB personnel can change. Having a good relationship with the office staff is essential so planning continuity can be maintained. We try to check in with each other mid-year and then a few weeks before arrival.
Coming back to the same community year after year makes for easy planning and adjustments to our event. Plus, the CVB and businesses know what we bring to town and what might be a new opportunity.
Pursley: The key to having a successful relationship for the destination and CVB is good, open communication. This is important to understand what can make a successful event and what problems might be encountered.
Being prepared and able to make changes as the event is happening makes all the difference between just having an event and having a great event. The CVB did this for Little Apple Splash from planning for the weather to cleaning up after the event was over.
Wirkus: The key is being organized and reaching out to the CVB as soon
as you schedule your event, and keeping open communication with them during the planning process. If you let them know what you are looking for, they will do their best to be able to accommodate you.
Anonymous: Stay in contact and reach out with any questions. I had a great experience as both parties were interested in hosting a good meeting.
I also made sure to invite the CVB to attend so they could see what type of conventions they were bringing to their area.
King: I think communication cannot be overstated. Changes can happen at your destination. No planner wants any surprises at the start of the event.
firefighters in town, just in a nonemergency capacity.
Pursley: Just by being involved with a CVB gives the event credibility, and provides the social media, word-ofmouth marketing and networking that is so necessary in today’s media efforts. In the past, it was radio and news print.
The Visit Manhattan CVB also hosts an after-event wrap-up meeting with all involved to see if there are any items that need to be addressed for the next event. Since Little Apple Splash is an annual event, it is important to identify what went right and what went wrong. Again, the CVB was very important in this process.
Q: How can the CVB help market the event before and after?
Wallace: The CVB can be a great help in the marketing of your event. They can list the event on the community calendar, help make connections with local press and more.
Kludt: Visit Watertown worked with local businesses, news and radio to let the community know there were going to be a large number of
Wirkus: The CVB adds your event to their community calendar so everyone knows what’s going on. Local restaurants often have welcome messages on their marquees for the events and I am sure knowing what’s going on in the community significantly helps them, along with hotels and tourist venues, to plan for staffing on busy weekends.
Anonymous: This was a privateinvitation event, but the CVB helped by getting us in contact with local media who may be interested in a short story. That is helpful, especially when bringing people together from across the state or country.
King: The CVB can help with news releases to local outlets prior to the start of your event and during the event. Afterward, they can help make known the success of the event.
Based in Minneapolis, Maura Keller is a seasoned writer, editor and author, with more than 24 years of experience. She has written about business, meetings, event planning and design, marketing and health care for dozens of publications, as well as Fortune 50 companies.
Midwest Becomes Political Convention Heavyweight
Milwaukee and Chicago thrust the Midwest into the national spotlight when hosting the 2024 Republican and Democratic National Conventions.
BY KRISTINE HANSEN
Not since 1972 have two major political-party conventions taken place so geographically close in the same year.
In July, Milwaukee hosted delegates, politicians and party nominees for the Republican National Convention (RNC). Then, in August, there was the Democratic National Convention (DNC ) in Chicago.
Because these cities are only 90 miles apart, viewers from around the country — and throughout the world — got to see the magic in what two metropolitan areas in the Midwest can host in terms of meetings and events.
THE VENUES
Ground central for the RNC was downtown Milwaukee at the Baird Center, which just wrapped up a $456 million expansion in the spring, doubling its convention center space to more than 1.3 million square feet (read more on Page 43) and Fiserv Forum (home to the Milwaukee Bucks and an entertainment venue for touring musicians and bands).
The RNC also used Potawatomi Casino Hotel’s new outdoor venue for its closing night, and Republican presidential nominee Donald Trump hosted an afternoon talk at the Miller High Life Theatre.
The UW-Milwaukee Panther Arena in downtown Milwaukee is where local vendors set up booths and activations as a place for attendees to go during breaks and do a little shopping. Multiple stages through the Wisconsin Center District hosted speakers throughout the week.
Events spilled over into smaller venues, too. “Convention attendees enjoyed that authentic Wisconsin experience at Lakefront Brewery,” says Leslie Johnson, the vice president of sales and event experience at Visit Milwaukee, alluding to the craft beer, fried cheese curds and fish fry, “and the Harley Davidson Museum was of interest to a number of groups.”
Attendees also utilized American Family Field, where the Milwaukee Brewers hold home games and there’s a retractable roof in case of rain, and The Brewery District,
where historic buildings once used by Pabst Brewing Company remain.
Chicago’s DNC events mostly took place at the United Center (on the near West Side) and the McCormick Place (south of downtown Chicago). The Chicago Bulls and Chicago Blackhawks play their home games at the United Center, while the McCormick Place is America’s largest convention center, with 2.6 million square feet of meeting space.
During the day, events were held at McCormick Place, whereas evening speeches dominated at the United Center. DNC organizers also hosted DemPalooza — a series of trainings, panels and briefings — one day at the McCormick Place, while various state delegates met at the Hyatt Regency Chicago and Sheraton Grand Chicago Riverwalk.
Chicago has hosted more major partynominating conventions than any other city in the U.S. One main reason is its central location. “We have two airports and multiple highways, so traveling is easy
whether you’re flying or driving,” says Larita Clark, CEO of the Metropolitan Pier and Exposition Authority, which includes McCormick Place. “We have an amazing hotel inventory. All of our hotels and the two major venues (the McCormick Place and United Center) are all within a 5-mile radius. It’s not too spread out.”
Eric Kincaid, vice president of sales at Choose Chicago, agrees. “One of the key factors to hosting was our hotel capabilities. All of our hotels are within the central business district,” he says. Another perk is that Chicago last hosted the DNC in 1996.
“There are many individuals who worked at the United Center then who still work there,” he says.
“Accessibility is another thing that made us stand out,” chimes in Clark. Four convention centers and five hotels — the Marriott Marquis Chicago, Hyatt Regency McCormick Place, Hilton Garden Inn Chicago McCormick Place, Hampton Inn Chicago McCormick Place and Home2 Suites by Hilton Chicago McCormick Place — are connected.
“Together, those are almost 3,000 rooms just on our campus. They were very impressed that you can walk our entire campus without going outside. Our
campus is near restaurants, the South Loop and Bronzeville.”
“One of their biggest requests was flexibility,” says Clark about the DNC organizers. “We were able to prove to them we host groups of all sizes. We can facilitate small groups of 10 and large groups of 2,500 or more. Our entire campus can accommodate 100,000 people at one time if we use all of our convention center buildings. Being able to offer something to everyone has always put us ahead of our competitors.”
Also attached to McCormick Place is WinTrust Arena, a more than 10,000seat venue. “A lot of our trade shows and conventions will use the arena for private events,” says Clark. “Not having to go off campus is a draw for attendees.”
THE INSPIRATION
What makes the RNC and DNC different than conventions in most other industries is that the people planning them change every four years. It’s not just navigating a new destination or a new candidate, but also a new host committee. “You learn a lot as you go,” says Johnson. “It is a collective group of individuals putting together a convention, many for the first time ever.”
For that reason, local meeting and event planners like to observe the ways these conventions use venues as ideas for future events. “What it gives planners is a fresh insight into our destination (and how to) think a little bit more creatively,” says Johnson. “They learn more about our city. For example, ‘I never thought about using the Summerfest grounds as an opening reception. What does that look like?’
“They can see the blueprint of how the RNC utilized our city: How do you mobilize that many people and collaborate with transportation companies? Where does everyone stay? It really helped put us on the map with meeting planners
because they had the perception that a destination of our size could not host an event like this.”
While Milwaukee doesn’t rank among the top 10 U.S. cities in population, one reason the RNC chose to host its convention there is because of the pre-existing infrastructure from the 2020 DNC. With an already established security perimeter, and previous scouting trips that yielded solutions for hotels, venues and more, much of the work was already done.
And even beyond the recently expanded Baird Center, another new entertainment center — the Fiserv Forum — was a draw as well. “They really enjoyed all the suites,” says Johnson. “They could use them for different parties and receptions. It’s more of a relaxed environment.”
That the city hugs the Lake Michigan shoreline also inspired planners, especially as a summertime crowdpleaser. “When you fly into Milwaukee, you notice it, but when you’re at a convention or event, you don’t necessarily see it,” says Johnson. That is why the RNC hosted its opening reception at Henry Maier Festival Park, more colloquially known as the Summerfest grounds. Houston representatives were on site to witness the reception as they will be
hosting the 2028 RNC. Johnson recalls the representatives worrying about where they were going to host a reception at a destination as unique as this park.
Further south, by hosting the DNC, Chicago event venues could show off their efforts in sustainability and inclusion. The DNC relayed this information through 12 guides published by Choose Chicago, such as the DNC Guide: Accessible Chicago, DNC Guide: Black Culture and DNC Guide: LGBTQ+.
“They’ve been saying this will be the most sustainable and inclusive nominating convention in U.S. history,” says Rose Horcher, Choose Chicago’s vice president of client services, adding that the organization helped introduce DNC organizers to women- and minorityowned venues.
The DNC also hired both a sustainability expert and an accessibility expert to more deeply assess efforts and advise hotels on how to be more sustainable and accessible during the event. But those initiatives don’t just have to be for one convention: They can also be put into practice for future guests.
“They liked the fact that we produce a lot of the food we use on our campus,”
says Clark about McCormick Place. A rooftop garden grows 8,000 pounds of food and vegetables each year, and a third of the food purchased on campus is local, organic or environmentally preferred. And with 14 unique dining options, “there’s something for every palate, and we offer menus for every dietary need, including halal, kosher and gluten-free,” she stresses.
Just in time for the DNC, McCormick Place rolled out Oscar, an AI-empowered waste receptacle. “You just hold trash and food waste up to Oscar and Oscar will say, ‘That goes in the recycling bin,’” according to Clark.
What planners for the DNC strove to promote about Chicago are its many neighborhoods, cultural attractions and affordability as a traveler.
“Our cultural venues — the museums, the historical auditoriums — were of great interest, along with the variety of restaurants. We’ve got everything from Michelin-star and James Beard Awardwinning restaurants to Italian beef. From a Chicago hot dog to a gourmet meal, they can have it all here,” says Horcher. “They can see a Broadway play, or go to Navy Pier and experience the new Flyover attraction, or the Museum of Science
and Industry or Shedd Aquarium, or The Second City for comedy.”
“They also wanted it to be family friendly,” reveals Horcher. “Delegates pay their own way, but there are so many free things to do in Chicago. Family members and friends need something to do outside of the security perimeter.”
Clark of McCormick Place could not agree more: “We have this rich culture through our 77 different neighborhoods, our beautiful landscape and architecture.”
Organizers also look for a city’s tie-in to the topics that are of interest to speakers and attendees. “The history of labor unions in Chicago is one reason they chose Chicago for 2024,” says Horcher. “We have a rich history of labor activism here, so it aligned really well with the Democratic Party.”
THE LOGISTICS
What makes a destination ace it in terms of satisfaction for the DNC and the RNC are two items: transportation (not just public transportation, but short travel times between venues) and security. While much of this is handled by convention organizers, any city that wants to be considered needs to address these issues. In Milwaukee, everything
was downtown and, in Chicago, everything was within close proximity. Larger groups of DNC attendees and delegates had access to a busway (exclusive to buses) from downtown Chicago to McCormick Place that takes only seven minutes.
“There’s always a need for added levels of security for any major event,” says Clark. “Safety should always be the first priority, but it definitely takes time, commitment and resources.”
For mid-sized cities like Milwaukee, “You really own that city,” says Johnson. “Visitors are able to come in and have access to all of the amenities because they’re not up against another convention. In Milwaukee, attendees took over the hotel rooms and the venues. When you look at a Tier 1 city like Chicago, they don’t have the ability to own the city. From our standpoint, it was great.”
Another factor for hosting a political convention is establishing media headquarters. Outlets from all over the world send their reporters and editors. They need to have work stations and quick access to the events, too. In Milwaukee, a media center was established at the Baird Center and Fiserv Forum, where speeches and voting also took place each night. Members of the media enjoyed the suites.
With all the moving parts, keeping everyone involved on track — and in alignment with their goals — should be top of mind for any city that hosts. “There
Measuring National Political Conventions in Dollars
From nationally televised events to word of mouth to friends and family back home, not to mention the potential for attendees’ future visits, the economic impact of hosting national political conventions like these are huge.
There’s no doubt local businesses benefit.
In fact, even with a very scaled-down version due to the pandemic, Milwaukee reported $3 million in economic impact as a result of hosting the 2020 DNC. (Economic impact numbers for this year’s RNC are still being compiled, but was forecasted to be $205 million.) Choose Chicago reported the economic impact of the DNC to be $371.4 million.
“We heard so much fantastic feedback from attendees that they’d never been to Milwuakee before and loved it,” says Leslie Johnson, vice president of sales and event experience at Visit Milwaukee. Even if their time to explore these cities is limited, it’s about “giving them a taste of Chicago,” says Larita Clark, chief executive officer of the Metropolitan Pier and Exposition Authority in Chicago, one that’s so appetizing they want to plan a second trip to the Midwest.
has to be communication coordination,” says Kinkaid. “You have to coordinate with the hospitality community, which includes restaurants, venues and cultural sectors. You have to be really collaborative and create high standards across the board.” One thing is for sure: The 2024 RNC and
DNC thrust Milwaukee and Chicago, two Midwest heavyweights, into the limelight when hosting these big-name events.
After earning planners' trust that big things can be done in the Midwest, more will follow.
This new destination nearly doubled its size to become the state’s largest convention center.
BY KRISTINE HANSEN
When the Baird Center opened its doors in downtown Milwaukee, following a $456 million expansion and renovation, it qualified as Wisconsin’s largest convention and meetings center, spanning 1.3 million square feet. By folding in the former Wisconsin Center and taking over some parking lots, it now includes two buildings: the North Building and South Building.
By the time the new and improved venue debuted, many companies and organizations had already signed on to host meetings and events at the center, including the RNC in mid-July. “It’s the first group that’s taking every square foot of the building,” says Marty Brooks, president and CEO of the Wisconsin Center District, which also includes the University of Wisconsin (UW)-Milwaukee Panther Arena and Miller High Life Theatre.
Essentially, the center doubled in size by increasing the number of meeting rooms from 24 to 52, adding 112,000 square feet
of exhibit space to now total 300,000 square feet of contiguous exhibit space, tacking on six loading docks to create a total of 22 and finally adding a second ballroom. “We’ve got an incredible amount of public pre-function space,” says Brooks, which makes the center feel more like a destination than a building.
AN INNOVATIVE FOCUS ON INCLUSION
Throughout the Baird Center’s design, Eppstein Uhen Architects and TVS wanted to be inclusive, recognizing the opportunity to meet this desirable need for meeting and event planners choosing
a venue. “Inclusion has driven us to have a number of nursing mothers’ rooms and we acquired furnishings specifically designed for that function, to make it a very comforting experience for mothers,” for example, says Brooks.
Similarly, there are all-gender restrooms. Two sensory rooms were also added, “recognizing there are people who come to our events who may need such a place to go to,” according to Brooks, to counteract the buzzy stimulation of a convention center. The Baird Center relied upon expertise from KultureCity — a nonprofit
that advises sports arenas, theaters and museums — on how to best create the sensory spaces.
“They provided the blueprint for the ideal way to outfit these rooms — from the carpeting to the wall coverings, lighting and furniture — to help someone who has a sensory issue at that moment to get back into a better place. It could be someone who’s experiencing depression or going through withdrawal of narcotics. It’s for no specific age group or race. It’s something we’re very excited about.”
AUTHENTIC AESTHETICS
Another unique feature of the Baird Center is what’s called “collaborative stairs,” borne out of reclaimed ash. These span two levels, with enough space for up to 200 people to sit comfortably and talk one on one, or in small groups between sessions. Power outlets, phone chargers and natural light were instrumental for both function and inspiration.
Aesthetically, the new center also offers visual nods to its home state with an “incredible collection of art,” says Brooks, “the vast majority of which is created by Wisconsin artists.” One piece of artwork on the ballroom’s ceiling is influenced by the surface area of the Great Lakes, for instance, appropriate given that Lake Michigan is a short stroll east of the center.
The reinvented venue hosts more outdoor spaces than before, including the
16,500-square-foot Baird Sky View Terrace on the center’s roof, which is unlike any other rooftop in Milwaukee. Boasting fire pits, moveable trees in planter boxes and a glass drink-rail around the entire roof, this “garden in the sky” promises to woo planners. It can be used as a space for a social gathering or cocktail reception.
FLEXIBILITY MEETS FUNCTION
“The real motivation and opportunity for us isn’t as much in adding bigger events as it is adding more events that occur simultaneously, are overlapping or in connection,” says Brooks. For example, a big show takes five days to load, four days to host and three days to load out. Now, another group can hold its meeting during the non-hosting days as other space is allocated for setup and tear-down.
“We can literally cut the Baird Center in half,” he says, enabling more than one event to occur simultaneously.
Thoughtful decisions while building out the design include straddling requests for natural light and dim lighting. While there’s a lot of glass exterior walls, including the exhibition hall where one wall is all glass, some exhibitors don’t prefer it as they may have light-sensitive displays or find harsh lighting makes visibility difficult. Instead, they can utilize a drop-down screen for all of the windows.
“You want daylight, you got it,” says Brooks. “If not, we can make it nighttime.”
Another example of flexibility is, in the event of a meeting or event buyout, the ability to change restroom signage, as well as reconfigure restrooms, to meet an event’s gender-specific needs.
In addition, the ballroom can easily be divided into seven spaces (such as a center space for a meeting and six other breakout spaces), and there’s room for up to 158 10- by 10-foot booths, as well as enough square footage to host up to 2,000 people in a banquet-style setting.
When planners tour the center for a possible meeting or event, they can also get a glimpse — and literal taste — of the food that would be served. This is thanks to the new chef’s tasting room. “You can sample the food weeks and months before your event,” says Brooks. “You come in, watch the chef prepare the food, then taste it.” It can also be employed as a loyalty reward or private VIP perk during a conference where key leadership can be treated to an intimate meal.
ECO-FRIENDLY ASPECTS
Expanding the center, which is on track to earn LEED Silver Certification for its efforts, enabled opportunities to fold in sustainability, another growing consideration factor among meeting and event planners. This includes fritted, bird-friendly glass along projected flight patterns so birds’ lives are not lost, which is important given the proximity to Lake Michigan, and the many birds and seagulls downtown.
What’s really been exciting for us over the past two years as we’ve been going through the construction phase is seeing how far out people are booking.
— Marty Brooks, Wisconsin Center District
”
The building also has a stormwater trap that prevents the city’s sewer system from getting overwhelmed with a high volume of rainwater runoff over a short period of time. An ORCA food digester can divert up to 438 tons of food waste from landfills each year.
Attendees will also notice a nod to recycled materials in play, such as repurposed ash wood sourced from within 30 miles.
“About 90% of the steel in our building is recycled,” says Brooks, adding that the roof’s solar feature reflects light and heat to help with the building’s energy usage.
FUTURE CONVENTIONS
“What’s really been exciting for us over the past two years, as we’ve been going through the construction phase, is seeing how far out people are booking,” observes Brooks, adding that more than 184 events have been booked through 2031 and “over 300 events have holding dates over the next seven years. It’s a very healthy number for confirmed events and holding dates,” compared to previous years, before the convention center expansion.
“The expansion is really going to help us go after bigger conventions and bring more people to Milwaukee,” he concludes. This includes large groups who previously haven’t been able to consider Brew City as a destination to host their meetings due to a lack of capacity.
One example of such an event that the Baird Center has since hosted was Connect Marketplace, with 3,500 event planners, in August.
And some of those event planners in attendance could very well choose Milwaukee for their group’s next meeting or event, too.
Inclusivity is necessary to make every event comfortable and confident.
BY RONNIE WENDT
In the meetings and events industry, diversity, equity and inclusion (DEI) have become vital factors that drive innovation, improve brand reputation and create a sense of belonging among attendees.
Shari Weber, owner of Lake Country Event Planning in Wisconsin, says the demand for inclusive events has exploded. Today, she says 100% of her clients “want inclusivity to be considered to ensure
attendees feel comfortable and safe at their events.”
The pandemic prompted people to be more inclusive and mindful of others’ circumstances when organizing gatherings, says Kyra Canty, event coordinator at Paragon Events. She shares that her firm has seen an uptick in inclusivity queries from existing and new clients since the pandemic ended.
What can planners do to make a gathering feel more inclusive? According to both Weber and Canty, adding inclusive spaces, diverse content, networking opportunities,
accessibility accommodations and cultural elements can go a long way in making events more inclusive.
DRIVE INCLUSIVITY FROM THE START
To increase the likelihood of incorporating diverse perspectives and ideas, Weber suggests establishing a diverse planning committee to start.
“Define and set diversity goals to develop a diverse planning team,” she says. “Develop inclusive job descriptions, broaden your outreach and target candidates from underrepresented groups.”
Megan Henshall, who oversees the global events strategy for Google, says “Next, train the planning team.” She says Google employs training workshops to address topics like unconscious bias and inclusive language, with a focus on leading by example, showcasing inclusive behaviors and active listening.
“By prioritizing education, modeling inclusive behavior and fostering open communication, teams can work together to create a welcoming and inclusive event,” she says.
Weber recommends using pre-event surveys and registration forms to collect information on specialized needs. “These things help gather basic demographics, such as gender, race, age, education, cultural and religious backgrounds, and more,” she explains.
During the registration process, gather extensive information on dietary needs, hotel room accommodations, hearing and sight limitations, and transportation requirements to fully understand everyone’s needs.
Henshall suggests directly asking potential attendees about hidden needs, too. “Ask questions like, ‘Do you need
any accommodations associated with neurodiversity or mental health?’” she advises. “That way, people can tell you things like ‘I need at least an hour break in a full day of meetings.’ Or, ‘I need a quiet place where I can regroup.’”
Also inquire about their reasons for attending. Henshall recommends asking questions such as: Is there something you’d really like to see at this event? Is there something you’d really want to accomplish here?
“These questions can tell you a lot about why they are coming,” she says.
“It’s a wonderful way to curate and personalize what you offer to meet those needs. When you check those boxes for them, they come back again and again,” continues Henshall.
SET THE TONE WITH DIVERSE PROGRAM CONTENT
Inclusivity starts with creating diverse programming that caters to a variety of audiences, according to Weber. “This sets the tone before anyone arrives for the event,” she says.
Canty recommends partnering with a web developer specializing in Americans
with Disabilities Act (ADA) compliance to develop an inclusive event website as well.
“We try to supply as much information as possible up front, so attendees can make the best decisions for their best experience,” she says. “For example, when we select activities, our team personally completes each activity from start to finish so we can add details regarding the physical activity level to the site.”
Since the team has completed all the planned activities, they can classify each activity as low, medium or high physical activity, she says. Detailing this on the site helps guests choose activities suited to their preferences and needs. “We also include options at each level for inclusiveness,” Canty adds.
Weber says she favors inclusive ice breakers over physical activities that may be uncomfortable for some people. “Activities that are always a hit include sharing fun facts about attendees, virtual scavenger hunts or short storytelling sessions,” she continues.
“Small group discussions are popular as well,” according to Canty. “And while interactive workshops can cater to diverse interests and learning styles, they should
also be led by diverse facilitators.”
Canty suggests posting agendas early to inform attendees about what to expect, especially including available accommodations. Provide attendees with information about the dress code, code of conduct, accessibility, session details, activities, and hotel or transportation options. Create detailed guides for each event, including descriptions and pictures of sessions and activities.
“We also leave comment boxes for attendees to fill out if they have any specific needs for their experience, such as listening devices, ADA accommodations, transportation needs or dietary considerations,” she says.
INTENTIONALLY OPT FOR PRESENTERS WITH DIVERSE BACKGROUNDS
Diversity also encompasses selecting presenters and speakers from diverse backgrounds. Weber explains, “You want to ensure you are not heavily weighted with one gender and one race.”
Intentional planning is necessary to organize a diverse range of both presenters and content.
“Set diversity goals for your speaker lineup, ensuring representations across various dimensions,” she suggests. “Then call for proposals, and encourage submissions from a wide range of voices and perspectives.”
Weber suggests creating criteria that recognizes diverse experiences and expertise. “This could include not just credentialed speakers, but those who have lived experiences and have unique viewpoints, too,” she adds.
Paragon collaborates with clients to establish specific diversity objectives for speakers and presenters. The company then leans on the diversity of its planning team and the client’s team to develop varied experiences.
Even font selection should be considered with digital and print guides, she adds.
“There are a lot of fonts that are easier for those with dyslexia or dyscalculia to read,” she explains. “Color is also important. Stark white backgrounds are not good for anyone’s eyes or brains, but are incredibly challenging for dyslexic communities. Choose a soft cream or pastel yellow background for print and digital content.”
Share presentation materials with attendees after the event. “It’s very easy to get distracted in a shared physical space,” Henshall says. “It can also be hard for some people to retain information in the
By prioritizing education, modeling inclusive behavior and fostering open communication, teams can work together to create a welcoming and inclusive event. “ ”
— Megan Henshall, Google
moment. Providing the content presented lets attendees reflect on it post-event.”
Remember to provide multiple ways to engage as well. “This helps people comfortably speak in ways that suit their preferences,” Canty stresses. “Different communication channels like email, phone, video calls and in-person meetings cater to varied comfort levels.”
OFFER A RANGE OF CATERING OPTIONS & EXPERIENCES
Plan to capture attendee dietary needs up front. “This helps accommodate unique needs and ensure full inclusiveness for everyone,” Canty says.
She recalls a recent event that offered a cooking class. “We had an attendee who was gluten-free who wanted to experience the cooking class,” she says.
“We worked with the chef to review the menu details and share specifics with this guest, so she was fully aware of the ingredients being used. We then worked with the chef to find replacement items to ensure this attendee had a great personalized experience.”
Canty advises offering a range of food to accommodate attendees with different dietary needs, including vegetarian, vegan and gluten-free options. Clearly labeled ingredients help those with food allergies or sensitivities train staff to understand the potential allergens and risks.
Including dishes from a range of backgrounds can emphasize cultural diversity on the menu and reinforce inclusivity throughout the event.
“Celebrating culinary traditions and getting feedback from every event lets us continuously improve the food experience, and ensure food inclusivity for all attendees regardless of dietary restrictions or preferences,” according to Canty.
Weber recommends sourcing food locally, sustainably, and ethically to address attendees who value environmental and social responsibility. She also advises considering the timing of food-related events, including cultural or religious fasting periods, and offering food options that fit fasting schedules.
For example, during Ramadan, provide pre-dawn or post-sunset meals, she says.
SET UP SAFE SPACES
Accommodating disabilities is key for every event, according to Weber. “A successful event makes sure all attendees, regardless of their physical abilities, can fully participate and engage,” she says.
Weber cites three things to keep in mind while considering accessibility:
• Physical accessibility. Consider accessibility in all facets of planning, from venue selection to seating arrangements, signage and parking.
• Communication accessibility. Meet the needs of the hearing and sight impaired by offering listening devices, sign language interpreters, captioning, large print and braille.
• Staff training. Train event staff and volunteers on accessibility issues and how to assist attendees with diverse needs respectfully and effectively. Make sure all emergency procedures consider the needs of individuals with disabilities.
By integrating accessibility into all aspects of event planning, planners not only
5 Tips for Authentic Cultural Experiences
When planning incentive trips, which can be held in exclusive travel destinations, such as Costa Rica or Saint Lucia, or many destinations throughout the Midwest, Kyra Canty, event coordinator at Paragon Events, likes to include a cultural night.
“At our cultural nights, we work with local artisan vendors to bring a local marketplace to the hotel for attendees to enjoy,” she says. “We also work with local vendors to provide an authentic experience. Year after year, it is most attendees’ favorite party.”
To ensure the success of cultural events, Shari Weber, owner of Lake Country Event Planning, highlights the significance of sensitivity and avoidance of stereotypes. “It requires sensitivity, respect and a genuine understanding of the cultures being represented,” she says.
Weber presents a few ideas to assist planners in organizing a culturally authentic event without being offensive.
1. Collaborate and Engage. Cultivate relationships with individuals and groups from the cultures that will be included. Partner with them to craft an authentic event based on mutual respect.
2. Emphasize Education. Offer workshops, talks and panels that dive into the history of the culture and the meaning of their cultural practices.
3. Gather Diverse Ideas. Make sure multiple voices from the same culture are part of the planning and represented at the event to avoid monolithic portrayals.
4. Cultivate Cultural Sensitivity. Make sure event staff and volunteers understand the importance of respectful representation and how to avoid cultural appropriation.
5. Show Respect. Avoid using cultural symbols, attire, or practices out of context or as mere decoration. Ensure that all cultural elements are presented with their proper significance and respect.
comply with legal requirements, but also show a genuine commitment to inclusivity. “This ensures all participants, regardless of their abilities, can fully engage and have a positive experience,” Weber says.
When planning for disabilities, Henshall encourages meeting and event planners not to overlook maladies that are not visible, such as neurodiversity, mental health needs or dyslexia.
She also highlights the need to account for individuals who require spaces to regroup and gather their thoughts.
“We call these areas resilient spaces,” she says. “They don’t have to look a particular way or be overly fancy. They are spaces that are purposefully built, and only used for moments of restoration and regulation for anyone who needs it.”
Some examples may be a lounge space, a conference room with lowered lighting or a quiet room. “Every time we deploy these spaces, anywhere from leadership conferences to trade shows, they are
always heavily used,” she notes. “People are so grateful and appreciative of having a space to go to.”
Paragon Events also establishes safe spaces where attendees can seek support or discuss sensitive topics.
“By forging partnerships with local community organizations, we are able to broaden outreach and ensure representation,” Canty adds.
“When we integrate these approaches, events can become not only more inclusive and equitable, but also reflective of the diverse experiences of all attendees.”
GATHER POST-EVENT FEEDBACK
Creating safe mechanisms for providing feedback is an essential element of advocacy, inclusive design, and developing a deeper understanding of opportunities or gaps, according to Henshall.
Post-event surveys, suggestion boxes, help desks or event apps are tools that you can utilize to gather feedback after the fact. Ask questions like:
• How was your overall experience?
• What changes or accommodations would you like to see at the next event?
• What are some key opportunities for improvement?
• How could we have been more supportive of your needs during the event?
Asking these questions enables feedback to become a collaborative learning experience for everyone involved and expedites the journey to diverse solutions that meet everyone’s needs.
Henshall notes that Google’s Neu Project has found that hosting virtual focus groups and live feedback sessions with neurodivergent communities is incredibly helpful and insightful.
“We learn something new in every conversation,” she concludes.
After all, inclusivity isn’t just a trend — it’s a necessity for making every event attendee feel comfortable and confident.
Betting Big on Casinos
Casinos often provide a turnkey solution for planners because they have everything you need in one location.
BY MAURA KELLER
A longtime favorite among meeting and event attendees, casinos are ideal destinations for groups across all industries.
And for good reason. These turnkey venues are teeming with fun-filled entertainment, captivating casinos, awardwinning cuisine, wonderful shopping destinations and rejuvenating spas that make visitors want to stay longer.
“Professional event planners who do not plan many events at casinos will find themselves pleasantly surprised with all of the in-house amenities that a casino property offers,” says Patricia Baxter, senior event specialist at Vanair, who recently planned an event at Blue Chip Casino Hotel Spa.
“Some of these include gaming entertainment, as well as multiple choices of dining and bar options (which can include VIP experiences with exclusive access for groups), new or recently renovated hotel rooms, banquet space and so much more. As a planner, I do not have to plan off-site activities to meet the needs of my group when I use a casino property.”
BLUE CHIP CASINO HOTEL SPA IN MICHIGAN CITY, INDIANA
The number one purpose of holding an event is for education and networking, according to Meeting Professionals International (MPI), so keeping a group on site is beneficial for everyone.
“Choosing a 24/7 entertainment venue caters to all,” explains Angela Gaghan, the director of sales and catering at Blue Chip Casino Hotel Spa.
“Casinos can provide a wide range of food and beverage options, spacious and creative event spaces, live entertainment and fun casino-themed group games, such as blackjack or slot tournaments. Not to mention you can actually save on
costs for not having to plan and schedule group transportation,” she says.
“Casinos have much more to offer than non-gaming hotel venues, especially in the areas of entertainment, more restaurant and lounge choices, and other amenities, such as full-service spas and valet parking,” adds Gaghan.
Blue Chip offers four ballrooms and two executive conference rooms that total over 45,000 total square feet of convention, meeting and banquet space. Within a 5-mile radius of the casino, attendees can visit Indiana Dunes National Park, or Washington Park and the North Pointe Pavilion, which provide beautiful sunrise and sunset views of Lake Michigan and the Chicago skyline; go outlet shopping in Michigan City; or visit one of many craft breweries, wineries or hiking trails.
“One of the major benefits of working with Blue Chip is our experienced and professional sales team. Right from the start, a sales manager will meet and discuss your goals, expectations and budget for the event,” Gaghan says.
“Even before the contract is finalized, the sales manager will also introduce
our event manager. Both managers work with the client to make sure every detail is covered and ensure the flow, which should align with the purpose of the event,” she notes.
ISLAND RESORT & CASINO IN HARRIS, MICHIGAN
Island Resort & Casino is located in an area that meets in the middle of northern Wisconsin and lower Michigan, only a few hours from the
Mackinac Bridge. “Our location is key for meetings and conventions within this shared territory,” says Robin Bourdeau, player services and marketing manager at the casino.
“Holding an event at a casino offers a wealth of benefits tailored to create a seamless experience.”
To ensure a smooth arrival, Island Resort & Casino provides shuttle service from the local airport. From
Professional event planners who do not plan many events at casinos will find themselves pleasantly surprised with all of the in-house amenities that a casino property offers.
— Patricia Baxter, Vanair
there, the convention center spans 13,000 square feet, comfortably accommodating up to 650 guests, making it ideal for both intimate gatherings and large-scale conventions or events. The venue also offers six flexible indoor spaces, equipped with state-of-the-art technology, that can accommodate groups from two to 600.
In 2025, the casino will add another 16,900 square feet of new convention space, increasing capacity by an additional 750 guests for dinner, or up to 1,200 guests for larger expos and events. Customizing the layout and setup of each space ensures that an event is tailored to each client’s vision.
Meeting and event attendees also have the advantage of utilizing the full resort during their stay. For accommodations, the Island Resort & Casino hotel features over 450 guest rooms and suites.
When business winds down and the evening begins, attendees can enjoy the Splash Island pool, complete with waterpark features for children, while adults relax at Splash Island’s
adult-only saltwater pool and its accompanying whirlpool. Golf enthusiasts can additionally take advantage of the 18-hole championship golf courses, Sweetgrass and Sage Run, which are consistently ranked among Michigan’s best courses to play.
“For attendees of a business convention at Island Resort & Casino, the array of amenities we offer transforms the event from a mere meeting into a comprehensive experience that balances professional and personal enrichment,” Bourdeau says.
In addition, the casino’s expansive meeting spaces foster inclusivity and teamwork because its setup allows for breakout sessions and group activities, which can enhance both engagement and collaboration.
In an effort to continue to meet the ongoing needs of meeting and event planners, many gaming resorts throughout the Midwest are expanding upon and improving their meeting and convention offerings. Whether attendees want to drink a martini while listening to live music,
attend a Broadway-style show, indulge in a spa treatment or dance the night away, gaming resorts have them covered.
“By integrating business with leisure, event planners can boost team morale and create a well-rounded experience,” Bourdeau says. “On-site amenities, such as dining options, spa services and entertainment, coupled with opportunities for golf, provide ample opportunities for networking and relaxation.”
Additionally, Island Resort & Casino’s location offers access to local attractions like fishing charters, whitewater rafting, and visits to wineries or historical sites. Incorporating these experiences into an agenda can enhance team bonding and provide memorable experiences for attendees as well.
RIVERS CASINO IN DES PLAINES, ILLINOIS
Patricia Olvera, the brand manager at Rivers Casino, warns that it’s important to be mindful when planning an event at a gaming facility that you allow enough breaks for attendees. People may be curious enough to venture out on the gaming floor. For some, it may be their first visit. Allow them moments to explore.
“Also take advantage of all the meeting spaces available. Sometimes people like to get up to move. Rivers Casino has several options for breakout areas. Giving people a change of scenery can often generate engagement,” according to Olvera.
With more than 10,000 square feet, the Event Center at Rivers Casino can accommodate groups from 80 to 1,000, with plenty of room to mill about. More intimate spaces are also available, and are perfect for breakout sessions or smaller meetings.
The casino is also home to seven restaurants. “Serving food is always a hit because it gives attendees a chance to relax. With a variety of menus featuring snacks, full buffets, plated meals and more, options are available for all meeting sizes,” Olvera says. “If food isn’t in the budget, casinos have a variety of dining options available for those guests needing to grab and go, or more formal lunches and dinners, too.”
ESSENTIAL PLANNING
When considering partnering with a casino for a meeting or event, planners should still do their research and compare costs.
“Banquet facilities and pricing are more negotiable at a casino due to the purchasing power of that venue, as well as the flexibility for which food can be sourced. I think you will find that, not only are casinos more cost-effective, but they offer a lot more offerings than a non-gaming venue can provide as well. But don’t let the perception of gaming interfere with the goal of your event. Most casinos offer the gaming floor away from the event or banquet space,” advises Gaghan.
When planning an event at Island Resort & Casino, it’s important to strike a balance between structured activities and leisure time, according to Bourdeau. Planners should divide the time evenly between meetings and free time, as attendees want to be able to explore their surroundings without feeling rushed. Consider grouping all of the meetings in the morning or on one day to offer participants the option to scout their surroundings.
“To accommodate this, consider incorporating flexible scheduling into your event agenda,” Bourdeau suggests. “Allow for downtime so participants can take advantage of our spa or golf courses, or simply unwind by the pool.”
Island Resort & Casino’s full-service convention specialists can help event planners customize the schedule to fit each group’s needs, including coordinating spa bookings and golf packages. Additionally, the facilities are family-friendly, making it possible to include family members in the event.
“This inclusivity can enhance the overall experience and satisfaction of all attendees,” Bourdeau says. “And remember, when planning an event, personalized attention is key. Professional event coordinators are dedicated to helping craft an event that meets a group’s specific needs.”
The value that casino resorts brings to meetings and events is paramount for many companies and organizations. Casinos typically have peak times,
For attendees of a business convention at Island Resort & Casino, the array of amenities we offer transforms the event from a mere meeting into a comprehensive experience that balances professional and personal enrichment. “ ”
— Patricia Baxter, Vanair
in which casino guests compress the hotel. This is where the most revenue is made for any casino resort. These peak times, not surprisingly, are during the weekends, however. This is why room rates tend to increase dramatically on Fridays and Saturdays.
Meeting planners benefit from this, as most conventions occur mid-week. In contrast to corporate hotels in non-gaming destinations where room rates are highest midweek, holding meetings at casino destinations offers the benefit of lower costs, which can improve the bottom line of today’s meetings and conventions.
From fun adventures and memorable gaming experiences to invigorating spa treatments, meeting and event attendees enjoy gathering at gaming resorts. The only downside is that it can be hard to get them to attend every meeting or keep their attention. This is where the content of programming is very important. Offering incentives for attending all meetings, such as solid content and continuing education credits, will help keep their attention until it’s time for fun.
“Casinos are not your ordinary meeting space at a hotel or conference center. The energy of a casino is felt the moment guests arrive. Hosting an event at a casino will always elevate the excitement among those invited,” Olvera says. “The excitement of the venue, paired with the energy of the casino floor, are sure to increase your attendance. Casinos as meeting venues hold the promise of a unique meeting or celebration.”
Use this comprehensive guide to increase and maximize your event marketing successes.
BY RONNIE WENDT
In the fast-paced world of meeting and event planning, creating hype is only half the battle — keeping the excitement alive is what transforms an event from good to unforgettable.
With the right strategies in place, planners can transform an event spark into a lasting glow.
However, there is an art and science to marketing that helps planners stage a successful event, according to Brett Adams, president and chief marketing officer at Trilix, a full-service marketing agency in Des Moines.
Successful event marketing spans preevent outreach that sparks interest and drives registrations to live-event tactics that amplify engagement to post-event strategies that keep the conversation going long after the curtain closes. However, Adams stresses there is no one-size-fits-
all formula to marketing. He says planners must conduct audience research and create thorough plans to market well.
“Without detailed planning, you risk an unorganized event,” he says. “And if you don’t market the event properly, so that your intended audience attends and engages, your planning won’t be worth the time and resources invested.”
Understanding each event stage (before, during and after) is crucial for success, he stresses.
Before an event, marketing centers on generating interest through targeted email campaigns, leveraging social media
for teasers and announcements, and optimizing the event website with search engine optimization (SEO).
During the event, the focus shifts to elevating the attendee experience with real-time updates via mobile apps, live social media coverage and contests to encourage on-site social sharing. After the event, the mission moves to sustaining momentum, keeping the audience engaged through follow-up communications and post-event content.
By integrating digital tools and staying in constant communication, planners can maximize an event's visibility and impact, he concludes.
KNOW THE WHY
Before an event even happens, planners must consider the event’s audience and intended purpose, Adams explains. When Trilix plans an event, Adams starts by asking the following questions to zero in on the goals of the event:
• What are the organization’s core goals for the event? Is it to create brand awareness, gather contact information, sell a specific number of units, or generate inquiries about a product or service?
• Do you want to engage internal audiences (like staff and salespeople) or external audiences (such as customers, industry partners and peer organizations) or a combination?
• What do you want the event to look, feel and sound like? What is the overall experience you want attendees to take away from the event?
• Do you need to have an in-person, remote or hybrid approach to interaction?
• How might technology play a role in the attendee experience — from video and interactive displays or kiosks to virtual reality and more?
• What do you want to send attendees away with, such as a branded product, business card or simple call to action?
“From there, marketers can develop a strategic plan that enlists a multichannel approach to encourage RSVPs, drive leads and provide a great experience for those in attendance, so they are more receptive to your calls or outreach after the event,” he says.
BUILD BUZZ BEFOREHAND
Prior to launching other campaigns, Adams advises planners to evaluate their websites to ensure they deliver an excellent user experience and can be easily optimized for search engines. “A website,” he says, “is a great place to house information about an annual event.”
Incorporating essential event details and reasons to attend enhance the website's SEO, too. A good search engine marketing strategy can supplement immediate needs for people searching for the event.
Get Social
“Social media is a great tool that lets you engage an online audience before, during and after an event,” says Brett Adams, president and chief marketing officer at Trilix, a full-service marketing agency in Des Moines. “An audience that is regularly engaged online is easier to activate in person.”
According to Adams, understanding your audience and platforms is key for effective social media use. When planners realize this, they can devise a tailored plan to capitalize on the format of each particular platform.
CiCi Rindy, the social media manager at Nei-Turner Media Group in Lake Geneva, Wisconsin, expands on this sentiment and offers platform-specific advice:
For a broad reach, Rindy recommends Facebook , which targets ages 30-65. But she warns, “It helps to stay a little more conservative in your wording and more formal in your presentation.”
The emphasis on Instagram is primarily on visuals rather than written content, as people prioritize pictures over captions.
“Keep the captions short and to the point,” Rindy recommends.
LinkedIn is the ideal platform for promoting professional events. “Professionals check LinkedIn nearly every day,” she says. “Use a photo to grab their attention, but also use longer form wording that explains what the event is about and tag as many people as you can.”
Rindy cites content oversaturation as the reason she no longer uses TikTok for event promotion. Despite this, she says there are event professionals tapping into TikTok and its influencers to promote events.
Adams explains, “Both strategies provide a great deal of reporting and trackability to ensure effectiveness and results.”
CiCi Rindy is a social media manager at Nei-Turner Media Group in Lake Geneva, Wisconsin, where one of her main responsibilities is promoting events for the company. She believes that frequent social media marketing efforts before an event are crucial.
“Frequency is the main thing,” she says. “You need to give people ample opportunities to see what your event is about and get its name out there.” For events scheduled in 45 days, Rindy insists on heavy promotion through social media. To maximize post visibility, she advises sharing different news about the event seven times or more.
“But,” she warns, “if you post too far out, say 60 to 90 days, you may not get a good response. People often have no
idea what they will be doing in two to three months. I have found the sweet spot to be a month and a half.”
Rindy advises mixing up the information provided. For example, one post could reveal the event's date, another could highlight the event's agenda and a third could feature a keynote speaker. “Different angles are important,” she says. “Attendees might be interested in the same event, but for different reasons.”
For effective posts, Ryan Hanser, the president of Hanser & Associates, a Des Moines public relations firm, suggests incorporating various voices along with different angles. “It should be a chorus, not just one person,” he says. “I like to have a peer voice or chorus of peer voices describing the event’s value and the experience it will offer.”
Rindy suggests using multiple social media platforms to generate event buzz. “Use each platform to your advantage, using different wording and different images that will speak better to the platform’s target audience,” she suggests.
Finally, Rindy recommends putting some money behind the posts, especially on Meta/Facebook. “You’d be surprised by how much spending just $10 to $20 can increase your audience,” she says.
Hanser also advises leveraging Reddit for event promotion. “Reddit is a bigger traffic builder than Meta,” he says. “But wherever the content is placed, it’s incumbent upon event marketers to aggregate, boost and amplify that content. Anything that can create enthusiasm for your event, that’s where I’d put my dollar every day.”
Adams recommends expanding outreach beyond social media for better connection with potential attendees as well.
“Before an event, a company might use a radio ad to broadcast a message within a specific region to encourage attendance,” he explains. “You could also turn to targeted digital/programmatic advertising, including streaming video, audio and display ads. You could even send an email blast to potential attendees with event details and instructions.”
Regardless of the platform, Hanser insists on maintaining high-quality posts, ads and email campaigns.
“If the content is poorly produced with crappy audio or looks terrible, it will diminish trust in the event,” he says.
Tap into channels that will boost RSVPs and gather contact information, advises Adams. These include an event website, social media and emails. “These tools provide you with a sense of who is coming to the event and can serve as a lead for follow-up afterward,” he says.
DON’T OVERLOOK THE DURING
It’s also critical to keep excitement going during the event, says Eventbrite, which recommends creating an event hashtag, asking for photos and even livestreaming portions of the event.
Trilix helps clients with trade shows and annual conferences. In that capacity, the firm ensures momentum is maintained during events by placing advertisements and branding in hotels around the convention center and throughout the meeting space.
The firm also organizes cocktail receptions and dinner parties, and brands them appropriately. “Having on-site branding, interactive activities for attendees, an organized schedule and on-site support are extremely important to an event’s success,” Adams says.
Trilix also relies on digital channels to engage audiences during an event, he adds. “Brands can share their location through social media posts or offer incentives through an event app to encourage people to visit their booth,” he says. “Brands can even geofence a conference center to serve digital ads to attendees during event hours.”
Adams endorses event apps for sharing exclusive promotions with attendees. “By
Without detailed planning, you risk an unorganized event. And if you don’t market the event properly, so that your intended audience attends and engages, your planning won’t be worth the time and resources invested. “
— Brett Adams, Trilix ”
using a code or monitoring specific URL analytics, brands can determine how many clicks or inquiries about a product or service they received were tied to an event,” he says.
For those hesitant to jump on the app bandwagon, Hanser suggests event apps are easier and less expensive to produce than ever before, but planners still need a why for using them. Perhaps event sponsors want to make offers to attendees that he says “sweeten the why behind the app.”
Rindy suggests organizing fun activities and motivating attendees to share pictures of themselves enjoying them on social media. For children's events, set up a face-painting station and create a hashtag for them to share pictures of their painted faces. Promote the posting of selfies with new connections at social networking events.
“Give attendees a hashtag to post to,” she says. “These things provide a glimpse of what the event was like and generate a fear of missing out for non-attendees, encouraging them to mark the event on their calendar for next year.”
Social media managers can also post event clips, like a brief Instagram clip of the keynote speaker or a livestream presentation on Facebook. “Post a few things that people can see within 24 hours of the event happening,” she says. “These things hype the event and give people a feel for what it was like.”
Hanser agrees that video is a fantastic tool for generating excitement.
“It’s hard not to overstate the power of video,” he says. “But it needs to be authentic. It shouldn’t be so over-scripted or overproduced that it loses authenticity.”
THE IMPORTANCE OF POST-EVENT PROMOTIONS
In the planning process, Adams advises planners set strategies for sustaining momentum after the event. Some could involve collecting feedback from participants or pursuing warm leads.
“A good strategy is to organize the contact information from the event to send out a post-event survey to gauge attendee experiences,” he says. “Another is to follow
up with a phone call or email to the leads to thank them for attending.”
Adams emphasizes the importance of prompt follow-up, as many organizations delay this process. “If too much time passes, you may lose momentum from the event or interest from the attendee to engage with your products or services,” he says.
To create anticipation for the next event, Hanser advises stretching out event content over the course of the year. “I like to spread out the content I got from the event instead of posting it all within 24 hours,” he says.
For example, for a charity event, one post might be a video from the event where he tags and thanks sponsors. Another post might share how much money the event raised. He then shares event photos throughout the year.
“Part of being a social media manager is taking nothing and turning it into something,” he adds. “You might use a group photo from the event to say something like, ‘It sure feels great to be surrounded
by friends.’ You could do a mood going into Friday post and use an image of people cheering at the event.
“These posts do not say, ‘Look how great our event was,’ but they keep the event in front of attendees. Social media algorithms love photos with good lighting, so why not use those professional photos throughout the year?”
Adams also recommends using an e-newsletter to regularly share information and engage with attendees. He suggests targeting individuals within a specific geographic range for the distribution list. “Email campaigns are another great way to re-engage contacts who provided their email address during an event,” he adds.
Whether before, during or after an event, the goal is to “always keep people interested and, when you can do that, you keep the excitement going for your next event,” Rindy concludes.
Ronnie Wendt is a freelance writer based in Minocqua, Wisconsin.
How to Create an Event that Moves
The inaugural SheMoves conference was designed with the lofty goal of unleashing the potential inside each woman.
BY MARYBETH MATZEK
The idea for SheMoves began with a membership survey finding that 74% of Associations North members were women.
“For us, that highlighted the need for a dedicated platform to empower and elevate women within the association committee,” according to Angela Kisskeys, president of Associations North, known as the “association for associations” for Minnesota, North Dakota and South Dakota.
The conference emerged as the answer for that need, offering an experience designed to foster growth, collaboration and excellence. The inaugural SheMoves was held March 12, 2024, at the Minneapolis Marriott West with the lofty goal of unleashing the potential inside each woman.
While the event was a success — 100% of attendees rated the conference good or excellent — and plans for the 2025 gathering are underway, SheMoves took both time and careful planning to pull it all together.
Associations North empowers and elevates women through a variety of opportunities, including, but not limited to, those focused on leadership, such as serving on the board of directors, leading specific committees or organizing events. The association also encourages and provides professional development, including workshops, seminars and training programs in areas such as negotiation, public speaking and strategic planning.
But the association was ready and willing to push the initiative a bit further this year.
To start the conference, organizers connected SheMoves with the community by urging attendees to donate new or slightly used business-appropriate clothing and accessories to Dress for Success. It is an organization that is dedicated to empowering women through employment.
SheMoves serves as a platform for women in the association industry to come together and share their experiences while building networks. Kisskeys says the donation event created a sense of belonging among attendees right away as they connected with
like-minded individuals and formed supportive relationships.
Thereafter, the conference featured keynote speakers, panel discussions and workshops led by successful women. In choosing its programming, SheMoves focused on themes and topics designed to provide strategies on leadership, career development and personal empowerment, Kisskeys says.
A planning team comprised of members selected the speakers and themes, which covered women leading associations, navigating a path to authentic leadership, building high-performing
teams, association business trends impacting women, personal branding opportunities and challenges, and tools to overcome imposter syndrome.
“The themes addressed the pressing issues and challenges faced by women in the association industry, sparking meaningful conversations and insights among participants,” Kisskeys says. “By delving into these topics, SheMoves provided a platform for attendees to gain valuable knowledge, skills, and perspectives essential for growth.”
The conference further featured a SheOwns Market, which was added to
the event to provide a vibrant space for women-owned businesses to showcase their products and services. Kisskeys says the market was a big success with items selling out quickly.
“The marketplace not only celebrated entrepreneurship, but also offered a platform for networking and flourishing within a supportive community environment,” she says.
The event wanted to do more than inspire the women leaders of today. The conference organizers also reached out to the “little leaders of the future” by inviting Girl Scouts to show and share their own entrepreneurial spirit by selling their famous cookies.
Organizers also put together an inspirational Spotify playlist featuring a range
of artists from Beyoncé and Taylor Swift to Dolly Parton and Kelly Clarkson. The music was played at the event and then shared to help attendees keep their groove going once the event wrapped up.
A SHORT RUNWAY
Planning for the inaugural SheMoves conference began in earnest in December, only giving organizers a few months to pull everything together. The goal was to hold the event in March, which is when Women’s International Day is held.
The condensed planning schedule kept things hopping at Associations North, which relied on its key event partners, including the Minneapolis Marriott West, Event Lab, an event planner in Eden Prairie, Allegra Marketing Print
Mail and the planning task force. Organizers chose the location based on its accessibility, parking and different space options.
With the event’s menu, Associations North’s events and marketing manager Alyssa Frank turned to the experts — the catering team at Minneapolis Marriott West. She wanted a flexible menu that allowed people with special dietary needs, whether gluten- or dairy-free, different options. A well-thought-out buffet turned out to be the ideal choice for lunch.
To promote the SheMoves conference, Association North relied heavily not only on organic social media opportunities, but it was also consistently promoted in Associations North’s messages to its membership.
Type of Event: One-day conference dedicated to unleashing the potential within every female
Location: Minneapolis Marriott West
Number of Attendees: 111
Goal: Help to move female professionals forward while advancing the association profession
Standout Experiences:
• Asking attendees to bring gently used or new business attire to support Dress for Success.
• The SheOwns Market where women business owners could sell their products. It was such a big success that more vendors are being added for 2025.
• Involving Girl Scouts, who demonstrated their own entrepreneurial skills by selling their cookies.
• Inspiring presentations from Tammy Krings on “The Conversations that Matter,” Tina VanSteenber gen on “The Story Matters” and Dana Weaver of Weaver Solutions LLC.
Planning for year two is well underway with the planning committee already meeting and making decisions for the 2025 event, which will be held on March 4, 2025, again at the Minneapolis Marriott West. “They did such a great job, we decided to return,” explains Frank.
MORE THAN AN EVENT
While SheMoves launched with a conference, it is so much more than that, according to Kisskeys. There is a book club and other activities to keep the energy created by the conference going.
The EmpowerHER Book Club is an initiative aimed at helping professionals foster community, development and the continuous advancement of women through lifelong learning.
Kisskeys says SheMoves was such a success that Associations North is looking for even more ways to extend its momentum throughout the year with workshops, webinars or networking events. The association is additionally exploring the thought of partnering with other organizations to reach a broader audience.
Some ideas the organization is considering include mentoring programs pairing experienced women leaders with emerging professionals; leadership development initiatives featuring workshops and resources focused on building essential skills to help women thrive in leadership roles; networking opportunities; and recognition programs celebrating women leaders’ achievements and contributions.
“SheMoves 2024 exceeded our expectations in creating a dynamic and inclusive space for women within Midwest associations to personally grow and professionally gain,” Kisskeys says.
“The overwhelming support and participation from the community solidified SheMoves as a transformative force, inspiring women to make a lasting impact on their industries and communities,” she concludes.
to its awe-inspiring landscapes, from the expansive plains of Nebraska to the valleys and rivers of Minnesota, the Midwest offers ample destinations for unique meeting options. Teeming with historic sites, quaint towns and mighty metropolis experiences, the Midwest appeals to many planners because of its unique venues, distinct Midwest charm and natural beauty. And thanks to the cultural offerings throughout cities such as Dubuque, Omaha, St. Cloud and Manhattan, the Midwest truly has something for everyone.
ILLINOIS
I f you're a meeting or event planner looking to create an unforgettable experience, Illinois should be at the top of your list. From the lively cityscape of Chicago to the charming towns that stretch across the state, Illinois offers a wealth of venues and vibrant culture that make it an ideal setting for gatherings of all sizes.
Chicago, the crown jewel of Illinois, is a world-class city that blends big-city energy with Midwestern warmth. Its central location makes it easily accessible from anywhere in the country, and the meeting and event spaces are as diverse as they are plentiful. In fact, it’s home to the Hyatt Regency Chicago, the self-proclaimed largest hotel in downtown Chicago and a landmark property celebrating its 50th anniversary this year.
This iconic hotel recently completed renovations of all 2,032 guest rooms, and the Crystal and Regency Ballrooms. With updates to the Grand Ballroom and several smaller meeting rooms scheduled for 2025, the Hyatt Regency continues to elevate the guest experience. It boasts a staggering 240,000 square feet of function space, allowing planners to host events of any size in a setting that exudes sophistication.
Another historic treasure is the Palmer House, a Hilton Hotel, which completed an exciting addition in April — Potter’s Bar —a throwback to the Prohibition-era speakeasy, paying homage to the notorious period in Chicago’s history. Here, guests can enjoy cocktails like the Aviation, Chicago Fizz or Whiskey Smash, perfect for networking or unwinding after a day of meetings. With more than 130,000 square feet of meeting space, the Palmer House combines modern amenities with Chicago’s storied past.
Another of the city’s prime event venues is the Renaissance Chicago O’Hare Suites, which Maverick Hotels & Restaurants’ recently added to its portfolio. This property boasts 362 spacious suites, each with separate living areas, perfect for accommodating attendees comfortably. And for event planners, this hotel has more than 15,000 square feet of meeting space across 16 versatile event rooms, ready to host anything from intimate gatherings to large corporate meetings. Plus, the hotel provides a complimentary shuttle to and from Chicago O’Hare International Airport, making travel a breeze.
While the Chicago area steals a lot of the state’s limelight as the Midwest’s largest metropolis, do not be afraid to explore beyond the city limits. Illinois has so much more to offer. The state’s scenic landscapes, hospitable small towns and cities, and vibrant arts communities provide endless opportunities for unique, memorable events.
VISIT EFFINGHAM — A MIDWESTERN GETAWAY Effingham Convention
& Visitors Bureau
201 E. Jefferson Ave. Effingham, IL 62401
800.772.0750 visiteffinghamil.com
Meet in Effingham, and discover what makes our vibrant, Midwestern community so irresistible to travelers, near and far.
Located in Central Illinois, where Interstates 57 and 70 meet, Effingham offers the perfect centralized location to connect with others. With 16 hotels and more than 65 restaurants, our tourism destinations provide the very best in service and hospitality. We invite you to come see for yourself…
If space is what you’re craving, check out the sprawling conference rooms at the Thelma Keller Convention Center. With its convenient connection to the Holiday Inn and its in-house restaurant, TK Grille, this space is ideal for meetings and conventions.
If your appetite for collaboration is as strong as it is for haute cuisine, we encourage you to plan a lunch meeting at our farm-to-table restaurant, Firefly Grill, where creativity abounds, and the menu is as fresh as the atmosphere is inspiring.
If your definition of happy hour involves a historic downtown location and handcrafted cocktails, enjoy the elevated vibes at Wheat Penny Bar. This speakeasyinspired space is warm and inviting, and sits beneath a co-working space and Airbnb rentals. Make plans to ‘escape’ without ever having to leave the building…
For more information about our meeting spaces, both conventional and otherwise, visit visiteffinghamil.com or call 800.772.0750 to speak with a representative or request a guide.
Astrid Johana Photography
ALWAYS LEGENDARY SPRINGFIELD
Always Legendary Springfield, located on iconic, historic Route 66, is the history-filled capital of Illinois! Your attendees are in for an experience that’s one for the history books. With charming and walkable streets, plenty of Abraham Lincoln legend and lore, and exciting special events, this is a destination that will help you fully maximize your convention attendance and have them asking for more.
Imagine Lincoln himself stopping by your convention or special event to welcome your group to his hometown, and provide photo opportunities for your guests to enjoy. Groups meeting in Springfield find world-class sites that explore the life and legend of Lincoln, including:
• The award-winning Abraham Lincoln Presidential Library and Museum and event venue
• The Lincoln Home National Historic Site, the only home he ever owned
• The Old State Capitol, where Lincoln delivered his famous “House Divided” speech
• The Lincoln Tomb, the second most visited cemetery in the U.S.
Springfield is ready and able to assist planners with a successful, stressfree experience that will leave their attendees thanking them for years to come!
INDIANA
I ndiana shines as a versatile and welcoming choice for hosting meetings and events. From the bustling heart of Indianapolis to its smaller cities, the state offers a variety of venues, amenities and atmospheres.
In Indianapolis, the Indiana Convention Center and Lucas Oil Stadium dominate the scene, with 7,100 hotel rooms downtown; 4,700 rooms connected to the convention center via skywalks, so your attendees enjoy seamless transitions between accommodations and events; 200 downtown restaurants within walking distance; and a 15-minute drive to the Indianapolis International Airport, so getting here couldn’t be simpler.
The Indiana Convention Center has expanded five times since opening in 1972 and now it’s on expansion six, which is planning its debut in 2026 and adding about 143,500 square feet of usable space. To be built just east of the convention center and connected by a climate-controlled skybridge, the expansion will include the largest ballroom in the state at 50,000 square feet, as well as additional meeting rooms and event space so the venue has the capacity to host two citywide conventions at once.
The expansion will also be attached to an 800-room new convention center hotel — the Signia Hilton — a skyline-changing glass structure with spectacular views of Indianapolis, and amenities that include a rooftop bar and sky lounge. The Signia will bring the number of hotel rooms with direct access to the Indiana Convention Center to more than 5,500. When construction is complete, the total available space at the Indiana Convention Center and Lucas Oil Stadium complex will add up to more than 1.1 million square feet.
Fort Wayne, Indiana’s second largest city, is another excellent option for events. The Grand Wayne Convention Center offers 225,000 square feet of event space, with a range of meeting rooms and ballrooms that can be tailored to any event. Attendees can stay at nearby hotels, dine at local restaurants and enjoy adjacent attractions, such as the Fort Wayne Museum of Art. Evansville, located along the scenic Ohio River, is another gem. The Old National Events Plaza offers 95,000 square feet of meeting space, including an impressive ballroom and a 2,500-seat auditorium. Evansville’s downtown has a historic charm, and is home to unique venues, riverfront dining and local breweries.
Consider the Hoosier State for your next meeting, where convenience, culture and hospitality create the perfect setting for memorable experiences. The growth and accessibility of Indiana, especially with the expansion of the Indiana Convention Center and new Signia Hilton hotel in Indianapolis, create an even more compelling picture for meeting and event planners in Indiana.
30,000 SQ. FT. OF MEETING SPACE UNDER ONE ROOF WITH HOTEL
25 MINUTES FROM DOWNTOWN INDIANAPOLIS
5,000+
30 MINUTES FROM THE INDIANAPOLIS INTERNATIONAL AIRPORT
SMALL MEETINGS. BIG OUTCOMES.
In Hamilton County, Indiana, we know small meetings need big outcomes.
Whether it’s a conference, trade show or any other type of meeting, we can comfortably accommodate all of your organization’s needs.
With a diverse array of gathering places — from barns to boardrooms to ballrooms — more than 5,000 hotel rooms, and 30,000 square feet of contiguous event space for larger meetings and events, you can rest easy when you select Hamilton County in Indiana.
Located just north of Indianapolis, the cities of Carmel, Fishers, Noblesville, and Westfield are closer than you think, and ready to host your next small meeting or conference.
You will find unique venues, arts districts, elevated dining and shopping, as well as personalized visitor experience welcome services.
Advantages of meeting in suburban locations include a low hotel tax rate, free parking, a central location and ease of access.
Your meeting needs come easy with:
• 30,000 square feet of meeting space under one roof with a hotel
• 5,000+ hotel rooms
• 30 minutes from the Indianapolis International Airport
• Less than a one day drive for half the U.S. population
• 25 minutes from downtown Indianapolis
Start planning your next meeting at meetinhamiltoncounty.com
From planning to execution, Terre Haute Convention Center is your partner for unforgettable events.
12,000 sq. ft. ballroom
On-site catering
Audio visual services
Professional event staff
Attached hotel & parking garage
SEE YOU IN TERRE HAUTE, INDIANA
All-in-One Downtown Venue
Located in the heart of downtown Terre Haute, Indiana, the Terre Haute Convention Center offers a dynamic and flexible 22,000-square-foot space that can be tailored to accommodate any event. Whether you’re planning a large conference, a banquet, a trade show or an intimate meeting, we have the capabilities to meet your needs.
The 12,500-square-foot grand ballroom can be subdivided into as many as six large meeting rooms for hosting smaller events. It offers sufficient room for dining, dancing and mingling. For more intimate gatherings, the Terre Haute Convention Center provides a selection of different meeting rooms that are ideal for corporate meetings, seminars and breakout sessions.
Equipped with audiovisual equipment and customized seating arrangements, the meeting rooms offer flexibility and convenience, allowing you to create the ideal environment for productivity and collaboration.
Indulge in Culinary Excellence with Exceptional Catering Services
The Terre Haute Convention Center can service any meal. Our on-site chef specializes in creating menus to suit every taste and dietary requirement. A professional in-
house culinary team has the background and experience to manage events of any size or complexity. Planners can order from our standard menu or customized menus to fit your event theme or dietary needs.
Experienced Team of Event Professionals
Planning an event can be complicated, but with our experienced team of event professionals by your side, the process becomes seamless and stress-free. From the initial concept to the final execution, our dedicated event planners will guide you through every step, ensuring your event is a success.
Conveniently located in downtown Terre Haute, the Terre Haute Convention Center is within walking distance to museums, restaurants, nightlife and more. The Terre Haute Convention Center is also connected to a hotel, and there is an attached parking garage that provides easy access for both organizers and attendees.
Free high-speed Wi-Fi is available throughout our venue, ensuring that you can stay connected and productive throughout your event.
Meet in Terre Haute, Indiana, for your next event.
Connect with us at terrehautecc.com.
FOR PLANNERS:
» Full in-house Sales, Event, AV Technology, F&B, and Host services
» 225,000 sf of beautifully appointed space
» 18 versatile event spaces and intuitive floor plans
» 4 downtown full service hotels with garage and valet parking
» Boutique shopping; live entertainment; vibrant arts & attractions
» Riverfront parks, trails, and activities for all ages
» Easy drive-to destination; Easy by air via FWA
Meagan Drabik Sales Manager
GO BEYOND CONVENTION, BEYOND EXPECTATION
Downtown Fort Wayne, Indiana, is frequently an unexpectedly happy surprise for most visitors. With its burgeoning creative arts scene, expanding business base, and emerging culinary and wellness vibe, this welcoming city is earning recognition as one of the most desirable destinations in the U.S. There’s an energy here that blends work and play, old and new, and fun and function into a singular good-memory experience.
Here’s what event planners need to know:
Conventions & Meetings Are Easier by Design
Grand Wayne Convention Center (GWCC) is an award-winning event venue with all the features and solutions to simplify a planner’s job without sacrificing quality or consistency. By design, GWCC provides built-in physical essentials:
• 225,000 square feet of sleek, versatile, creative spaces with intuitive floor plans
• Fully carpeted and technologically equipped conference and event rooms
• Two easy-access loading docks with eight bays and no drayage fees
• Advanced in-house audiovisual technology
• Free high-performance WiFi for 5,000 users
• In-house catering for up to 3,100 guests
• Three adjacent hotels with garage parking and skywalk connectivity
But beyond the amazing architectural design of the convention center is the acclaimed GWCC service that most planners notice, including:
• Complimentary in-house sales and event managers
• In-house professional audiovisual technicians
• In-house, fully staffed food and beverage service
• Free on-site security, ushers and guest experiences
There’s More Dining & More Doing
Perhaps the most pleasant surprise is what guests discover within downtown Fort Wayne’s walkable blocks: more than 60 restaurants, pubs and coffee houses; delightful boutique shopping and entertainment options; lighted pedestrian walkways and parks; and an amazing outdoor gallery of public art beckoning visitors to explore. Live music, pop-ups and festivals fill the calendar; foodies are welcome at every table; and, just beyond, guests are invited to relax along the lazy riverfront or enjoy any of the many on-thewater experiences at Promenade or Headwaters parks.
Fort Wayne, for Sure
The very essence of Hoosier Hospitality lives in the heart of Fort Wayne, and for comparison, event planners often save up to 15% over comparable cities and venues. All of this could explain why GWCC boasts an 80% rebooking rate, and why Fort Wayne, Indiana, is listed among the top cities to visit (better.net). For a virtual introduction to this amazing experience, visit grandwayne.com.
We’re Southeast Indiana’s Dearborn County the perfect place to meet! Located along the Ohio River Scenic Byway, we’re home to historic small towns and fun attractions that attract thousands of visitors each year — including Hollywood Casino and Perfect North Slopes. We’re also known for our wide variety of festivals and events, plus customizable tours and trip experiences of all types.
Experience top-notch meeting amenities at the Lawrenceburg Event Center and on-site DoubleTree by Hilton. Step back in time on a historic tour, visit a scenic winery or sample our outdoor recreation. Then enjoy our walkable Main Street communities offering casino gaming, destination dining, live entertainment and more.
Located along the Ohio River directly adjacent to Ohio and Kentucky, our proximity to Cincinnati means we’re close to big-city amenities with all of the meeting customization and service a smaller location can provide.
Home to Hollywood Casino and the Lawrenceburg Event Center, we’re ideal for small and mid-size meetings and conventions of all types, offering:
✦ Large, customizable meeting and event space
✦ 15 miles to the Cincinnati International Airport ✦ 468 hotel rooms ✦ Walkable Main Street offering casino gaming, destination dining, entertainment options, historic tours, riverfront access, outdoor recreation, trails, winery properties, and more
Ready to get started? Scan the QR code to the right!
From the energy of Detroit to the serene landscapes of Clarkston, Michigan is a dynamic destination for meetings and events, blending urban sophistication with natural beauty. For event planners looking to impress attendees and create memorable experiences, Michigan has it all.
In the heart of Detroit, Huntington Place is a convention center known for its eco-conscious design as it was recently recertified as a LEED Gold facility. This commitment to sustainability makes it an ideal choice for planners who value environmentally responsible spaces. The center is additionally preparing for an exciting renovation and expansion, including the construction of a 600- to 800room hotel directly connected to the convention center, offering attendees both convenience and comfort.
Huntington Place is also looking to expand its meeting space, with discussions underway about adding a second ballroom to meet growing demand. This expansion will further position Detroit as a leading hub for large conventions and events, though the timeline for the project is yet to be determined.
For another unique event setting in Detroit, consider the upcoming Shinola Hotel. Scheduled to open in 2027, this 13-story boutique hotel will feature 170 rooms, a 4,000seat indoor theater, a restaurant and a retail space, combining luxury accommodations with entertainment options for an unforgettable stay.
Just a short drive from Detroit, Shepherd's Hollow Golf Club in Clarkston offers a more intimate and exclusive setting. The private owner's lounge, overlooking the stunning golf course and pine forest, is perfect for a day of business and relaxation. With comfortable seating, lockers, a shower facility and a private balcony, it’s a refined choice for hosting clients or team-building gatherings in a peaceful environment.
Whether you’re drawn to Detroit’s vibrant cityscape or the tranquil charm of its smaller cities, the state offers the perfect mix of venues, amenities and natural beauty. Make Michigan your next destination for an experience attendees won’t forget!
Nestled midway between Detroit and Chicago on the stunning shores of Lake Michigan, Downtown Holland is the perfect place to host your next corporate event. Within a four-block radius, you’ll find 244 luxury hotel rooms, 10 meeting venues, and 1 unique destination.
Planners can select lodging at the Tulyp Hotel with its floorto-ceiling windows, the Haworth with its blend of Italian design and local history, or the Courtyard with its wrought iron balconies overlooking our downtown’s main street. Or combine all three for a larger event.
Each houses a variety of intriguing meeting spaces right on site. At the top of the Tulyp, Piek Events offers a rooftop patio and stunning views of Holland’s scenic downtown, Lake Macatawa, and a hundreds-year-old windmill. On the campus of Hope College, the Haworth Hotel has 13 meeting spaces, each an inviting gathering place that can accommodate various set-ups and styles. For a smaller group, the 477-squarefoot Courtyard Boardroom features an oval high-top table for 15 along with tasty catering.
Beyond the hotels themselves, downtown Holland hosts an additional 7 venues all within an easy walk. Meeting
attendees can stroll along the waterfront to the Celebration Pavilion at Windmill Island Gardens. On 8th Street, the historic Knickerbocker Theatre anchors one end of downtown, and the 55,000 square foot state-of-the-art Holland Civic Center Place the other. Plus, with over 100 bistros, boutiques, and breweries, downtown has many smaller venues in such interesting locales as the Cellar at Butch’s and Warehouse 6 inside Cento Anni’s woodworking shop.
The Holland Area Convention and Visitors Bureau knows our amazing town inside and out. Let us create a tailored itinerary that captures the essence of our vibrant community. We can work with you to secure venue sites, competitive lodging proposals, and entertainment. We’re also happy to provide registration assistance, itineraries, and welcome packets. All at no cost to you!
Contact meetings@holland.org to discover all the possibilities when you Meet Downtown.
78 E. 8th Street Holland, MI 49423 616.394.0000 holland.org
MEET IN DOWNTOWN HOLLAND
Great Gathering Places
Unique Dutch Attractions • 70,000 Sq. Ft. of Meeting Space • 244 Hotel Rooms
From the historic downtown to the white sand beaches, you’ll fall in love with Holland’s small-town charm and big-city amenities.
Grand Rapids, Michigan, is a city crafted for meetings, where all the elements come together to offer a one-of-a-kind experience.
Conveniently located halfway between Chicago and Detroit, Grand Rapids combines big-city meeting amenities with small-town service. The city’s compact downtown convention neighborhood is anchored by a state-of-the-art convention center featuring a 162,000-square-foot exhibit hall, 40,000-square-foot ballroom, and 26 breakout rooms that can be customized for any event size and setup.
The convention center is connected to three first-class hotels (with 1,200+ guest rooms) by a climate-controlled skywalk. Eleven additional hotels (with 1,300+ rooms) are within a 10-minute walk. The downtown convention neighborhood also offers great off-site meeting venues, including five museums, 10 craft breweries, 30+ entertainment venues and 140+ restaurants.
Easy to Get to
Downtown is just 20 minutes from Gerald R. Ford International Airport (GRR), which Airports Council International named the best airport of its size in North America. GRR offers 140 daily non-stop flights on seven carriers to 30+ markets, along with quick and easy passage through check-in, security and baggage handling.
Grand Rapids is also within a day’s drive of half the U.S. population and is served by Amtrak, with train connections throughout the Midwest.
Personalized Service
Experience Grand Rapids, a gold medal winner for Best Midwest CVB/DMO in the 2024 Stella Awards, provides personal assistance at every step of the meeting planning and implementation process. A dedicated convention services team connects planners with local resources, arranges for volunteer ambassadors and more. The GR Attendee Exclusives program also offers special deals and discounts at restaurants and attractions.
A Grand Place to Visit
CNN named Grand Rapids one of America’s 10 Best Towns to Visit in 2024, citing the city’s vibrant art scene, thriving beer culture, familyfriendly recreation and creative energy.
There are endless opportunities for meeting attendees to relax and have fun, from excellent dining and lively nightlife to four-season outdoor activities to Frederik Meijer Gardens & Sculpture Park, one of the world’s 100 most visited art museums.
Getting Grander All the Time
A new riverfront amphitheater is opening in downtown Grand Rapids in 2026, to be followed by a professional soccer stadium in 2027. Work is underway to restore the city’s namesake rapids to downtown’s Grand River and create new watercentered recreation spaces. The airport is in the midst of a $600 million enhancement project to accommodate passenger growth.
These and many other ongoing investments are making an already-great place to meet even better!
IN SOUTHWEST MICHIGAN
When planning a business meeting, training, small convention or family reunion, exceed your group’s expectations in Southwest Michigan. Choose from rooms with water views, private breakout spaces, historic theaters, banquet facilities and beach pavilions. Pair them with unique team-building experiences from sailing and kayaking, to wine tasting and playing championship golf courses. As a vacation destination, we specialize in hospitality. Give us the details of your event and we will connect you with top-rated hotels, restaurants and attractions to ensure a seamless experience that will enhance your plans and fit your budget.
SARAH STEFFENS
Marketing and Group Sales Coordinator ssteffens@swmichigan.org 269-925-6301
SWMICHIGAN.ORG/MEETINGS
Ignite their enthusiasm. Recharge and reconnect amidst stunning landscapes, delicious local cuisine, craft beverages and endless outdoor adventures. From paddleboarding on Lake Michigan to exploring charming towns, teams, trainees or anyone seeking a fresh perspective will feel inspired here. Meet with us in Southwest Michigan.
CHECK IN
CHECK OUT
MEETING DESTINATION — CHECK.
Check in to one of our 10 uniquely spirited hotels — each offering a different vibe, style, flavor, and focus. Meetings for 8 or 800, the Hotel District is equipped to fit all your meeting needs, wants, and gotta-have-its.
Check out the area and you’ll be amazed by the sheer number of ways to enjoy the city. Take your meeting after hours and discover museums, music, art, theater, a proper cocktail, fine-dining, or fun dining. Your meeting destination mystery, solved. Call us, let’s plan.
hoteldistrictgr.com
@hoteldistrictgr
616.776.6400
JW MARRIOTT GRAND RAPIDS
MONROE STREET
500 E. Michigan Ave., Suite 180
Lansing, MI 48912
800.648.6630
lansing.org
CHOOSE LANSING, MICHIGAN
From the amenities you need to all the extras attendees demand, plan on something greater when you choose Lansing, Michigan.
We know it’s challenging being a professional meeting planner. Expectations are high. You need to find the best choice of venues, dates, engaging and relevant speakers, a convenient location and all the other items on your long and comprehensive checklist — all while keeping things within your budget. Choose Lansing can help to ensure that you put on a successful and memorable meeting or conference.
Greater Lansing has an array of venues to choose from whether you’re looking for large arenas and convention halls or small intimate settings. Find affordable accommodations with over 5,100 hotel rooms and venues conveniently located near attractions and restaurants, which can act as a separate unique meeting space. Our walkable downtowns of Lansing and East Lansing make it easy for attendees to find lunch, dinner or a coffee shop. And access to expert presenters and panelists is easy with Michigan State University scholars nearby.
Last and certainly not the least, our expert team of Certified Meeting Professionals will support you with complimentary services and ensure you have everything you need for a memorable event.
The choice is easy. We’ll help you shine, make your job easier and help you host your best event yet. Choose Greater Lansing and plan on something Greater.
The expert team of Certified Meeting Professionals at Choose Lansing™ will ensure you have everything you need for a memorable event. They will help you shine, make your job easier and help you host your best event yet. The choice is easy. Choose Lansing and plan on something Greater.
MISSOURI
Missouri offers a unique blend of bustling cities, rich cultural attractions and innovative meeting spaces, making it an ideal location for planners looking to create memorable events. From the buzz of St. Louis to the cultural richness of Kansas City and the scenic allure of Branson, the state's cities provide diverse options to suit any gathering.
In St. Louis, the America’s Center is in the midst of an exciting expansion, designed to offer event planners even more flexibility, that will last through next year. The expansion will add Hall 4X, a brand-new, 72,000-square-foot exhibit space that brings the center’s total exhibit space up to 574,000 square feet. This addition includes 23 new covered and enclosed loading docks, making logistics easier than ever.
One of the highlights of the expansion is the 88,000-square-foot outdoor green space set to debut next summer. This flexible outdoor area is designed to support events of all kinds, from receptions and concerts to open-air exhibits, providing an innovative alternative to indoor settings.
Over in Kansas City, the hotel scene is booming with two new openings that pair modern amenities and historical charm. The AC Hotel Kansas City Downtown, which opened in October, offers over 4,000 square feet of meeting space, 238 rooms, a cocktail and tapas lounge, and a fitness center. The Origin Hotel Kansas City, which also opened in October along the scenic Berkley Riverfront, features 118 rooms and nearly 5,000 square feet of event space. Both hotels are conveniently located near popular venues, including the AC Hotel near the T-Mobile Center and Kansas City Convention Center, and the Origin near Canadian Pacific Kansas City Stadium.
Missouri’s cities have something for everyone, blending modern facilities with cultural charm and natural beauty. Plan your next meeting in Missouri and discover the unique advantages for yourself.
E s c ape t o t he Oz ark Moun t ain s and Table Ro c k
La k e f or a group ga t hering your t eam will ne v er f orge t! E njoy spec t a c ular mee t ing spa c e s overlooking t he lake , one-o f -a- k ind t eam building ac t ivi t ies li k e world- c lass gol f, c us t omi z ed f ood and be v erage even t s , f ishing , and ou t door explora t ion . P lus , our invi t ing a c commoda t ion s surrounded by t he grea t ou t doors are s ure t o ma k e your ge t away a memorable e x perien c e . Call t oday t o book your nex t group ge t awa y !
PLANNING SOMETHING?
We have a wide variety of contemporary and historical faciliees that give any tradieonal meeeng, conveneon, banquet, or get-together something worth remembering.
MISSOURI
Experience the old-fashioned hospitality of the Midwest!
You don’t always remember meetings or conferences long after they’re over, but you do remember the impression the destination left on you. St. Joseph, MO, is frequently talked about among groups that have visited as being as hospitable a place you can find in the Midwest. With the amenities of a large city, and the personality of a small town, St. Joseph will leave you with a sense of trailblazing energy and memories to match.
What Is St. Joseph, MO, Known for?
It’s widely recognized as being the start of the Pony Express and the end of Jesse James, as you can see the original headquarters and stable grounds of the first Pony Express riders, as well as stand inside the home Jesse James was shot and killed in. Pair that with being a crucial part of the Oregon/California Trail and the adventurous route of Lewis and Clark, and you can see how St. Joseph’s trailblazing identity appeals to both a national and international scale. If that isn’t enough, St. Joseph has also hosted the Kansas City Chiefs every summer of the last decade as the home of Chiefs Training Camp.
Where Can You Meet?
St. Joseph has dozens of venue options to meet whichever needs and accommodations best match your group, but where St. Joseph really sets itself apart is the ability to pick places you can’t find anywhere else.
Whether it be inside the Pony Express National Museum, overlooking the Missouri River at the Remington Nature Center, inside a historic mansion turned art museum, or numerous irreplaceable spaces listed on the National Register of Historic Places, you can find a stand-out spot to suit your needs here, turning your meeting or gathering into a memorable experience for everyone.
What Are the Next Steps to Get a Plan Together?
Contact the St. Joseph Convention & Visitors Bureau to speak with a team of well-connected professionals to walk you through options for your group’s needs and budget when it comes to overnight stays, catering, venue spaces, group experiences, customized welcome bags or anything else to make the most of your trip.
Ohio’s vibrant cities, like Cleveland and Cincinnati, offer meeting and event planners exceptional venues, updated amenities and a friendly Midwest welcome. With recent investments in infrastructure and accommodations, these cities are ready to host events of all sizes, providing memorable experiences for attendees.
The newly renovated Hotel Cleveland, Autograph Collection is significantly enhancing Cleveland’s hospitality scene. This iconic hotel, which completed its $90 million renovation in May, offers an updated lobby and two new dining options. With 491 rooms and 33 conference spaces covering 59,000 square feet, including Ohio’s largest Marriott ballroom, Hotel Cleveland is ready to host a variety of events in style.
Just a short distance away, the Huntington Convention Center of Cleveland unveiled its $51 million expansion. The LEED Gold-certified facility now offers an additional 78,000 square feet, bringing its total to about 553,000 square feet. New and updated features include 60 breakout rooms, a rooftop terrace and a significantly expanded junior ballroom. Unique to the center are three rentable suites that allow event hosts to engage with attendees without leaving the event premises, adding an exclusive experience for sponsors.
In Cincinnati, the Duke Energy Convention Center is undergoing a $240 million transformation, slated for completion in late 2025. Planned upgrades include a sleek new façade, sustainable technology to reduce its environmental impact and a stunning rooftop terrace overlooking the city. The project will also introduce the Elm Street Plaza, a versatile outdoor space connected to the exhibition hall for expanded event options.
With these dynamic improvements, Ohio’s cities are well-prepared to offer unforgettable meetings and events, inviting planners to make Cleveland, Cincinnati and beyond their next destination.
F or event planners seeking a vibrant and versatile destination, Wisconsin offers an array of attractive cities like Milwaukee, Madison and Green Bay. Each region brings its own charm, ample amenities and state-of-the-art facilities designed for unforgettable events.
Milwaukee, the largest city in Wisconsin, is buzzing with excitement thanks to the recent $456 million renovation of one its main convention facilities, the Baird Center (read more on Page 43). This expansion, completed just in time to host the 2024 RNC, has transformed the center into a 1.3 million-square-foot venue, boasting a 300,000-squarefoot exhibition hall and 400 indoor parking spaces. Planners will appreciate the Baird Ballroom and Sky View Terrace, which offer breathtaking views, and create the perfect ambiance for evening receptions and special gatherings.
The Baird Center’s commitment to inclusivity and sustainability sets it apart as a modern meeting venue. With features like sensory rooms, nursing mothers’ rooms, all-gender restrooms, bird-friendly glass and a solar roof, the center provides a welcoming and eco-conscious environment. Additionally, with the district applying for LEED Silver certification, planners can be confident that their events will contribute to a greener, more sustainable community.
Beyond Milwaukee, Madison and Green Bay also offer fantastic venues and attractions for gatherings of all sizes. Madison, Wisconsin’s capital city, is known for its lively arts scene, beautiful lakes and historic landmarks. The Monona Terrace, overlooking Lake Monona, is an architectural gem designed by Frank Lloyd Wright and provides a memorable setting for meetings and conventions. Green Bay, home of the Green Bay Packers, offers unique event spaces like the Lambeau Field Atrium, combining sports history with modern facilities that are sure to impress attendees.
With cutting-edge facilities, vibrant cityscapes and a warm Midwestern welcome, Wisconsin’s cities have everything planners need to create exceptional events. Whether you're drawn to the innovative Baird Center in Milwaukee, Madison’s lakeside charm or the iconic allure of Green Bay, Wisconsin promises to elevate each and every meeting or event experience.
Securing better rates is just one of the advantages.
Winter in Wisconsin is amazing. Yes, you heard us right! From holiday events and festivals to fireside drinks and hearty meals, the chill in the air doesn’t freeze the fun here in the Fox Cities. In addition to being a great time for leisure travel, winter can also be an ideal time to host your next event in the Fox Cities.
Fist time considering it? Here are a few reasons to get the wheels turning:
1. No matter the weather, there’s plenty of fantastic group activities available in the Fox Cities to keep your attendees engaged. For those who want a breath of fresh air, take a group to Bubolz Nature Preserve for cross-country skiing or to The Plaza at Gateway Park for ice skating. Both facilities have equipment rentals and plenty of space for happy hour or hors d’oeuvres.
2. If your event is at the Best Western Premier Bridgewood Resort Hotel, reserve some time on the all-season platform tennis court and watch the competitive spirit heat up. Speaking of competition, Appleton Axe can provide hours of entertainment all under one roof with 12 throwing lanes, shuffleboard, indoor yard games, an escape room, and a fully stocked bar.
3. Hosting an event in the winter can provide economic benefits to planners with a constrained budget. Room blocks can typically be acquired at more favorable rates and venues may be willing to negotiate as business slows during the off-season. As you begin to research and plan, reach out to our group sales experts here at the Fox Cities CVB and we’re happy to provide recommendations for other cost-saving options. You’ll have our support every step of the way in addition to a robust list of free services offered to visiting groups.
4. The holiday season is a time for giving and there are many non-profit organizations in the Fox Cities that could use an extra hand. Whether it’s serving a meal at a shelter or packing food bags at Feeding America, volunteer opportunities provide a memorable team-building experience while leaving a lasting impact on your host community. If you’re interested in coordinating a volunteering activity, the Fox Cities CVB can help match you with a cause that best aligns with your values.
If we’ve successfully convinced you that a winter event in the Fox Cities is worth another thought, contact us today to start the conversation. We can’t wait to welcome you!
BEGIN YOUR JOURNEY HERE
The Hilton Appleton Paper Valley is a newly remodeled hotel located in the heart of vibrant downtown Appleton with 40+ restaurants, Performing Arts Center and Lawrence University at your doorstep. The hotel offers 388 guest rooms and is connected to the Fox Cities Exhibition Center.
Meeting Spaces
Hilton Appleton Paper Valley has 38,000 square feet of newly remodeled event space, perfect for conferences, meeting, and social events. Choose from 27 unique and flexible options that can accommodate 5-1,000 people.
Fox Cities Exhibition Center
Event space that is designed to host conventions, trade shows, banquets, meetings, and entertainment. Includes 38,000+ square feet of flexible indoor space and a 17,000 square foot outdoor plaza with a skywalk that directly connects to Hilton Appleton Paper Valley.
333 W College Ave Appleton, WI 54911
(920)733-8000
Scan to take a virtual trip
LET’S MAKE MEMORIES TOGETHER
Hilton Appleton Paper Valley is a newly remodeled, pet-friendly hotel located in the heart of vibrant downtown Appleton with 40+ nearby restaurants, the Performing Arts Center and Lawrence University at your doorstep.
The hotel offers 388 guest rooms and is connected to the Fox Cities Exhibition Center.
The Fox Cities Exhibition Center is designed to host conventions, trade shows, banquets, meetings and entertainment. It includes 38,000+ square feet of flexible indoor space and a 17,000-square-foot outdoor plaza with a skywalk that directly connects to Hilton Appleton Paper Valley.
The Hilton Appleton Paper Valley has 38,000 square feet of newly remodeled event space, perfect for conferences, meetings and social events.
Choose from 27 unique and flexible options that can accommodate anywhere from five to 1,000 people.
The hotel includes four on-site restaurants that welcome in-house and local customers.
Harvest Kitchen and Pantry offers a variety of upscale American-style dishes, and a unique soup and salad bar.
Clubhouse Kitchen and Bar offers a fun and sports-like atmosphere, and includes a new golf simulator and a distinctive menu that will blow you away.
Vince Lombardi’s Steakhouse is an awardwinning fine dinning establishment that offers an unforgettable experience with over 400 pieces of Vince Lombardi’s memorabilia, extraordinary menu items, and an extensive wine list.
Starbucks is a new addition to the hotel and brings a delightful array of coffee and refreshments to enhance your stay.
We ensure you will experience hospitality like no other at the Hilton Appleton Paper Valley, from our amazing and friendly staff to a variety of restaurant options to choose from, and a catering menu that individually fits your every need.
With our purpose-driven culture we are recognized for making your memories worth the tell. Let us be a part of your journey!
Janesville AwaitsPerfect Meetings in a Perfect Place!
Discover why Janesville is the ideal spot for your next conference, trade show or business meeting
Variety of Venues: From unique historic sites to spacious modern facilities, including the new Woodman’s Sports & Convention Center.
Affordable Accommodations: With our selection of quality hotels and venues capable of hosting up to 2,000 attendees, we ensure a comfortable stay for everyone.
Prime Location: Conveniently located on I-39/90 and major highways, Janesville is easily accessible from all directions.
Exciting Activities: Enjoy Janesville’s miles of scenic trails, public art, golf courses, botanical garden, and vibrant downtown.
Expert Support: Our team is here to assist with hospitality and personalized event coordination, ensuring a seamless experience.
For details, contact Lori Johnson, Director of Meeting & Group Sales, at (800) 487-2757 or meetings@janesvillecvb.com.
Pictured: Holiday Inn Express & Janesville Conference Center
JANESVILLE AREA CONVENTION & VISITORS BUREAU
In Janesville, unlimited access to nature, an ideal central location, unique and historic venues, exceptional hospitality, and affordability seamlessly come together to provide meeting attendees with a source of inspiration, enrichment and escape.
Janesville offers venues ranging from a conference center to a former carriage house to a church or botanical garden, and the selection is expanding in an exciting way, with construction underway on a new convention center. This much anticipated project will repurpose a former retail space in a local mall into three distinct venues with spaces for large events. The new spaces include a 20,000-square-foot convention center, a dedicated ice rink, and an area with ice part of the year that can be used for meetings or other sports the rest of the time.
The Woodman’s Sports & Convention Center is located just off I-39/90, with free parking and easy access to nearby dining, entertainment and hotels.
Janesville is less than an hour from Madison or Milwaukee, and less than two hours from Chicago. Its direct interstate access to I-39/90 makes Janesville accessible from anywhere
in the Midwest, and top-notch ground transportation services make travel troublefree for national meetings as well. Around the community, you’ll find ample free parking.
We take pride in providing you and your attendees with the best experience possible. Expect Midwestern hospitality, easy travel, low accommodation costs and free parking.
From assistance locating the ideal venue or overnight accommodations to welcome packets and nametags for your guests, the Janesville Area Convention & Visitors Bureau is here to assist you. We are a full-service CVB and we’re happy to help you with all the details. Our services are provided at no cost.
Ask about our “Get Money Back” promotion — meeting planners could qualify for cash. Meeting planners who hold a meeting in Janesville, Wisconsin’s Great Outside, between November 1, 2024, and April 30, 2025, or November 1, 2025, and April 30, 2026, could qualify for a rebate of $250.
Contact Lori Johnson, Director of Meeting & Group Sales at 800.487.2757 or meetings@ janesvillecvb.com.
Woodman’s Sports & Convention Center
Glen Erin Celtic House
The Venue
A WATERPARK
Yes, it’s true. Kalahari is home to America’s Largest Indoor Waterparks. But what’s also true is that we have more than 200,000 sq. ft. of flexible event space, customizable audiovisual options, and exceptional service and support to create moments that go way beyond conventional.
FOCUS ON WELLNESS TO ENHANCE YOUR NEXT EVENT
As businesses navigate the complexities of a fast-paced, always-on work environment, the significance of employee wellness is being recognized now more than ever. Kalahari Resorts & Conventions actively recognizes the pivotal role wellness plays in elevating event experiences.
Being intentional about incorporating wellness into an event can lead to numerous benefits for both employees and the organization. Integrating wellness into corporate events should include a holistic experience that nourishes and revitalizes each attendee. At Kalahari, your dedicated Convention Services Manager is ready to help plan activities and menu selections that will work best for your group’s goals. You can add yoga sessions, guided meditation, extended breaks with healthy food options, nutritional workshops, and even relaxing spa services.
Kalahari recognizes the power of a wellnessfocused environment to inspire selfreflection, positivity and personal growth, and can help you bring that experience to your team. We believe wellness is essential in both events and the workplace, which is why we offer our associates the Kalahari Be Well program. This includes weekly wellness activities and extra time off to recharge. As a result, our staff collaborates more effectively, and since incorporating the program, we’ve
seen enhanced performance across the board.
Corporate events that prioritize health and wellness encourage social interaction among employees, strengthening relationships, communication and overall team bonding. This increased sense of belonging can significantly reduce workplace stress, improve morale and enhance job satisfaction.
Integrating wellness into events can be as easy as moving your meeting to an outdoor space or building in a walk around the property. Our on-site, full-service Spa Kalahari features a variety of treatments and experiences focused on relaxation and destressing, including massages, a Halotherapy room to detoxify the body, body treatments, facials and much more.
At Kalahari Resorts, we believe that prioritizing wellness not only elevates the event experience, but also increases productivity. By creating environments that support both physical and mental well-being, we help teams thrive — whether they’re collaborating at a corporate event or working together every day. When wellness becomes part of the foundation, the benefits are longlasting, leading to stronger connections, increased performance and greater overall satisfaction, both at your next event and beyond.
MEET IN MIDDLETON Plan
the perfect meeting.
Middleton, Wisconsin, with a mix of historic charm and new development, is the perfect meeting place for everything from board meetings to conventions.
Home to the county’s largest convention center hotel, as well as eight other well-established hotel properties, Middleton can host most any group.
The city not only boasts more than 80 restaurants and cafes, two shopping districts, a beautiful golf course, on-the-lake boat rentals, and gorgeous trails and conservancy land, but also easy access to downtown Madison.
Enjoy what you can only find in Middleton — the National Mustard Museum for the quirky and delicious gifts; Capital Brewery & Bier Garten for award-winning beer and casual fun; stunning views and easy trails at Pheasant Branch Conservancy; and so much more.
Let us help you plan your next meeting right here and find out why it’s the middle things that make us special.
Host Your Next Meeting At LAKE LAWN RESORT Where Business Meets Natural Beauty
Featuring over 32,000 square feet of adaptable and flexible meeting space across multiple indoor and outdoor event locations, Lake Lawn Resort is your home to both memorable and impactful group collaborations from 10 up to 1,000. No matter which space you choose to use, our lakefront will provide the perfect backdrop for productivity and relaxation.
Treat your attendees to an evening on the lake aboard the Lake Lawn Queen and take in the natural beauty of vibrant foliage that surrounds the resort.
Lake Lawn Resort is nestled along over two miles of shoreline and over 250 wooded acres on beautiful Delavan Lake. Founded in 1878, the award-winning Lake Lawn Resort has been recognized as one of the most popular lakeside destinations for both leisure and business travelers throughout the United States. The resort provides a virtually endless array of fun and exciting activities where memories are made, and stories are relived.
FOND DU LAC, WISCONSIN THE LAKE WINNEBAGO REGION
The fact is, there’s no more convenient and affordable meeting location in Wisconsin than Fond du Lac — within an hour of 70% of the state’s major population centers. That means less time on the road, and more time for work and play (or is it play and work?).
With over 24,000 square feet of total event space, 900 guest rooms to offer, and picturesque venues, Fond du Lac is the perfect setting for a meeting that will let your attendees experience a true hometown feel. Let the natural beauty of the Kettle Moraine Forest and the Horicon Marsh give them that warm and cozy hug!
Allow me the opportunity to plan the perfect FAM tour of the Lake Winnebago Region for you. C’mon in!
Edith Ferguson Director of Sales & Service
Nestled between the towering bluffs and the mighty Mississippi, the La Crosse Region offers a setting as inspiring as the people you’re bringing together. From colorful arts and culture to endless outdoor adventures, the area combines natural beauty with world-class amenities. Whether you're exploring historic downtown, cruising on the Mississippi River or scaling new heights, elevate your next rendezvous in the La Crosse Region.
