Texas Meetings + Events Fall 2023

Elevate your expectations

Take your event to the next level by hosting it in The Woodlands. From the glistening Waterway, to stunning venues tailor fit for your group, see how our team can help you inspire and impress.

BETH BUEHLER

Dining along Fredericksburg’s picturesque

In Every Issue // 6 Editor’s Note

11 Meeting Notes

Take your next meeting from drab to fab with the help of these products, places, and inspiring ideas

16 Venue Report

Borrow the elegance and history of presidential libraries and museums to create a monumental event

22 Trend Report

Curate perfect collaborations with these innovative sponsorship tips

24 Destination

Meet in Midland/Odessa for Western hospitality and wide-open spaces

60 Industry Update

Discover the latest updates through our Meetings + Events infographic and Texas news

63 Snapshots

U.S. Travel Association’s IPW 2023 convenes in San Antonio

64 People Profile

Speaker and facilitator Thom Singer partners with planners Special Advertising Section //

CVB Showcase

PHOTO BY TRISH RAWLS

16 An event at Cafe 43 at the George W. Bush Presidential Center in Dallas

24 Midland’s Permian Basin Petroleum Museum

Perched on the edge of the prairie

Where it can never lose sight of its past

And can see the future forever...

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meetingsmags

Vintage Texas Reimagined

» PARENTS AND KIDS gathered for an end-of-summer party at my neighbor’s house recently. The home was built in the ’60s, so it has some old-school quirks. But the hosts are young and into tech, so there are smart features everywhere. “What do you think of the house?” the hostess asked one of the kids. “I like it,” he said. “It’s really old looking, but it’s also really new.”

That combination of vintage character and contemporary conveniences is exactly the mix we went for in this issue when we spotlighted some of Texas’ charming Main Streets. These stretches of historic shops, restaurants, artisans’ workshops, and honky-tonks tell stories about the surrounding communities that you won’t find elsewhere. From brick-paved roads to Victorian mansions, remnants of the past abound. But when it comes to hosting meetings and events, don’t let the old-timey facade fool you. High-speed internet, audiovisual capabilities, and the latest in vendor services are mixed right in to make meeting planners’ jobs easier and more fun.

Technology in this industry is blossoming, and it can be hard to keep up with the latest advancements. We examine cutting-edge tech intended to make meetings smoother and more connected, as well as ideas on apps and approaches for your next event. Tech can make sponsorships available to attendees in new ways, so we also look at building sponsorship relationships, marketing your event, and getting the most out of conferences and trade shows.

To highlight an area where you can book your next event, we’re making a stop in the Midland/Odessa area—what locals call “The Petroplex” because of the oil industry dominance there. You will see why so many people love hosting meetings in this region thanks to friendly smiles, Western culture, and small-town service in an urban setting. In this issue you will also find updated venues, the latest people news, and a primer on how to pack the Texas tuxedo for those formal occasions under the harvest moon.

Happy fall, y’all!

AMY DURHAM Editor adurham@greenspring.com

PHOTO Maggie Kirkland

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CEO STEFAN WANCZYK PRESIDENT JOHN BALARDO

Creative, strategic event decor presents striking photo

BY AMANDA CHRISTENSEN

media. Attendees uploading snapshots to their newsfeeds bring more attention to your brand or company online, making photo-worthy elements a valuable marketing investment.

Consider bold lighting with neon signs—an eye-catching adornment fully customizable for messaging, color, font, size, price point, and more. Websites like Custom Neon and Neon Signs Now take

logos, sketches, and artwork and turn them into vibrant LED signs that will double as perfect backdrops for photos—as well as add a bit of mood lighting in the sign color you choose whether it’s a hot pink or bright blue. Moreover, a coordinated color scheme plays into an event’s cohesiveness and can further draw attention, boost participation, and encourage attendees to flash a smile. Dazzling colors that catch the eye and coalesce make the overall feel of a gathering more exciting and provide guests the chance to dress to match the colorway. At its annual Spring Summit in Atlanta, Georgia, the Meeting Professionals International Georgia Chapter arranged a red couch in front of a colorful mural as a photo spot for attendees, and the International Live Events Association Seattle Chapter went with all the colors of the rainbow across its tablescapes and wall decor for its 2023 Pride Extravaganza.

customneon.com | ileahub.com

mpi.org | neonsignsnow.com

COMPILED BY AMY DURHAM

Clockwise from above: MPI Georgia event; Neon sign; ILEA Seattle event

A SKY-HIGH DALLAS VENUE

» FROM STATE-OF-THE-ART meetings to glamorous gatherings, The Crown Room presents many possibilities for planners. The new event space sits above Crown Block, the restaurant near the top of iconic Reunion Tower in downtown Dallas. Floor-to-ceiling windows give attendees a breathtaking 360-degree view of the Dallas and Fort Worth skylines. The Crown Room has an optional rotating floor, so the view changes throughout an event.

Planners can choose from four floor plan options, including semiprivate gathering spaces for 50 to 150 attendees, formal plated dinners for 230, or cocktail receptions for 250. James Beard Awardnominated duo Elizabeth Blau and Kim Canteenwalla curates the menu at Crown Block and The Crown Room. –Mitzuko Byres

crownblockdallas.com

Convene in Lively Shreveport-Bossier City

Sharing the Piney Woods with East Texas, Louisiana’s Shreveport-Bossier City is thriving with memorable activities, nightlife, and fusion cuisine for planners to incorporate into events. The metroplex is made up of two cities well known for gaming and entertainment that sit across from each other along the Red River. Meetings and events in the area can be held at the Shreveport Convention Center and adjacent Hilton Hotel Shreveport. Both are undergoing renovations and updates this year. The convention center has 350,000 square feet of meeting space, and the hotel houses 313 rooms for attendees.

To take advantage of gaming and nightlife, book rooms and meeting space at one of the local casinos. Margaritaville Resort Casino has 395 guest rooms and suites with views of the Red River and downtown. Attendees can dine at one of seven restaurants and enjoy the beach-inspired surroundings. Horseshoe Casino Bossier City boasts seven restaurants, 68 game tables, and 1,500 slot machines in the all-suite resort complex. Six meeting rooms can accommodate most events, including a theater-style space that holds 1,400 people.

Restaurants in the area are known for their Cajun, Creole, and Southern seafood. Attendees can unwind post-meeting with a river tour by boat or a hike in the Red River National Wildlife Refuge, which is home to numerous bird species, including bald eagles. shreveport-bossier.org –Mitzuko

(FROM LEFT) Tamytha Cameron, Visit Shreveport Bossier (3), Jim’s Formal Wear, Traci Zellmann (illustrations)

Byres

Shreveport Convention Center in Louisiana; Below, left to right: Horseshoe Bossier City; Bridge downtown to Hilton Hotel Shreveport

» No cowboy chic is complete without a hat. Make sure it’s felt fabric, not a summer straw, and choose either a black or silver belly (light greige).

» Black tuxedo jacket or cropped black suit jacket. Leave it unbuttoned.

» Crisp, white shirt. Options include pearl-snap Western,

THE TEXAS TUXEDO

Formal events in Texas range from opulent to outdoorsy. Whether attendees are headed to a ballroom or a ranch, there is one outfit that’s welcome just about everywhere: the Texas tuxedo. Also called Texas black tie, this version of men’s formalwear is easy to put together once you know how. For folks from out of state, share these Texas tuxedo tips and tricks with attendees.

–Amy Durham

» LADIES: If you call for Western-themed attire at an event, advise women to go for boots and bling or a full Western formal-wear design. If the event doesn’t have a Western theme, let them know standard formal wear is appropriate.

» Brand-new, well-fitting, starched jeans. Yes, really send the jeans to the dry cleaners and have them starched so they stay pressed all night.

» Belt with a not-too-flashy buckle. This isn’t the time to show off your bull-riding prize buckle, but a silverand-gold Western buckle is appropriate.

Boots, freshly polished and scuffed only on the bottom to keep from slipping on the venue’s marble floors.

» Bolo tie. Think turquoise, a longhorn cattle silhouette, or simple black for elegance.

Welcome

MEET CLOSE TO THE ACTION

vent attendees often seek out the convenience of restaurants, shopping, and even entertainment close to hotels. Planners can reserve rooms at Texas hotels where the action is right outside.

The Hotel Valencia Riverwalk sits along one bank of the San Antonio River, with patio seating overlooking the water. The Mediterranean-inspired hotel has luxury rooms and suites in a boutique setting. Enjoy on-site Argentine cuisine at Dorrego’s, or stop by the Naranja Tequila and Mezcal Bar, the only tequila bar on the River Walk. “With so many activities to enjoy on-site and within walking distance, the hotel is ideal for guests attending conferences or events where they may not have a rental car or transportation budget,” says Nancy Alonso, corporate director of sales for the Valencia Hotel Group.

For events in the Dallas-Fort Worth area, Texican Court is situated in a popular entertainment hub in Irving and has 3,500 square feet of indoor-outdoor

meet ing space. Within a block of the hotel is the Toyota Music Factory complex. At the complex, attendees will find multiple restaurant and bar options. Entertainment includes live local music and international touring acts. At the hotel, outdoor activities for attendees are right beyond the rooms. “The spacious courtyards offer a space for guests to gather around the fire pit or enjoy live music and connect outside of the office,” Alonso says.

Calvary Court in College Station’s Century Square puts event attendees right next to the youthful energy of Texas A&M University. The hotel is located on 4 acres of courtyards, so it also emphasizes outdoor events. Cookouts, lawn games, and live music events help attendees network after the sun sets. Canteen Bar & Grill offers an upscale casual menu that includes a classic burger and truffle macaroni and cheese.

–Mitzuko Byres

Clockwise from above left: Hotel Valencia in San Antonio; Texican Court in Irving; College Station’s Cavalry Court hotel

NOW ACCEPTING RESERVATIONS

REGENCY CONROE & CONVENTION CENTER

Natural Light Makes for Sunny Attendees

» AN INCREASING number of meeting organizers seek indoor venues that offer generous amounts of sunlight. Natural light can enhance productivity, mood, and connectivity among attendees who may be more likely to socialize when they are in a positive mood.

Becky Navarro, founder of Pearl Events Austin, prefers booking in rooms with natural light whenever possible. “Natural light makes everyone happy,” she says. “They look better in photos, and the decor pops.”

The luxurious Hotel ZaZa Austin Downtown offers meeting areas with floor-to-ceiling windows, showcasing expansive city views and flooding the spaces with an abundance of natural light. The windows are adjustable so planners can control the amount of light for each event’s specific requirements.

In the 3,664-square-foot Gold Standard Ballroom, windows line an entire wall and highlight cream and blue design elements under crystal chandeliers. –Mitzuko

Byres

hotelzaza.com/austin pearleventsaustin.com

Ballroom at Hotel ZaZa Austin Downtown

HYATT

Make a Presidential Plan

Three presidential libraries provide historic and elegant meeting environments BY

» TWO UNITED STATES PRESIDENTS were born in Texas: Dwight D. Eisenhower and Lyndon B. Johnson. Since the Presidential Libraries Act of 1955, the papers, records, and historical artifacts of most presidents’ terms have been gathered in a facility run by the National Archives and Records Administration. Eisenhower’s library is in Kansas, where he grew up. But Texas is still home to not one, but three of these institutions, thanks, in part, to the Bush family’s love for the state.

AMY DURHAM

A presidential library is, as you would expect, a space with gravitas. Meeting planners might think it’s too serious or too solemn a place for many events, but we invite you to think again. The libraries and presidential centers in Texas are informative, thought-provoking, and inspirational places for people to meet. You will find a surprising amount of sunlight and green spaces, too. The libraries are in or near cities large enough to offer plenty of hotel options, and transportation is easy to come by.

PHOTO Grant Miller/George W. Bush Presidential Center

Forum on Leadership event at the George W. Bush Presidential Center featuring former President George W. Bush

Planners will find presidential center staff who are ready to serve before, during, and after events, but professional planning is essential given the nature of the facilities.

“I was lucky enough to work at the George W. Bush Presidential Center for almost five years,” says Sarabeth Quattlebaum, CPCE, who served as catering and events manager of Culinaire International at the Bush Center and is now founder of Sarabeth Events in Dallas. “Hiring a professional planner to handle the logistical challenges of working at a federal property is critical.”

Because all three sites are on university campuses, event planners may have access to prominent speakers, including, for example, former ambassadors, CIA agents, and legislators. Take a closer look at these unique spaces for your next event.

GEORGE H.W. BUSH PRESIDENTIAL LIBRARY AND MUSEUM College Station

In May 1997, the George H.W. Bush Presidential Library complex was dedicated on the west campus of Texas A&M University. This expansive site spans 90 acres and includes the George H.W. Bush Presidential Library and Museum, the Walter and Leonore Annenberg Presidential Conference Center (APCC), and The Bush School of Government and Public Service.

The library and museum feature displays and artifacts that provide insight into the life of the president, his tenure as CIA director, and his time as vice president and then president of the U.S. Popular exhibits include a restored 1944 TBM Avenger, which is an exact replica of the aircraft President Bush piloted during his service in the U.S. Navy during World War II. Visitors to the museum can also see a segment of the Berlin Wall, as well as replicas of the Oval Office and the iconic White House Situation Room.

For events, the APCC houses two auditoriums. The larger of the two, the Frymire Auditorium, features 600 seats and a 1,165-square-foot stage, suitable for speakers, panel discussions, and awards ceremonies. Two flexible event spaces with audiovisual capabilities range from 1,600 to a combined 4,800 square feet and can accommodate banquet, lecture, and workshop setups. The 3,363-square-foot, light-filled lobby with a mural of an American flag is an elegant setting for receptions or registration areas.

For upscale ambience, the Rania and Jamal Daniel Presidential Dining Room boasts 1,500 square feet and is equipped with advanced audiovisual capabilities. This event space, with wood-paneled

GEORGE W. BUSH PRESIDENTIAL CENTER Dallas

The George W. Bush Presidential Center comprises three venues situated on a 15-acre park on the Southern Methodist University (SMU) campus in Dallas. In 2022, ownership of the George W. Bush Presidential Library and Museum was transferred to the George W. Bush Foundation, but it maintains NARA input and designated spaces.

The library and museum provides public access to papers, records, and artifacts from the historical time period during President Bush’s tenure. The George W. Bush Institute, a nonpartisan institution, serves as the public policy arm of

walls and historical artifacts in glass cases, provides a memorable environment for receptions and banquets. The APCC welcomes most external catering services, and facility staff can assist with vendor coordination, event management, audiovisual support, and marketing. They can also lead tours of the library complex for attendees and organize tours of the university at-large.

Event attendees can stay at the Texas A&M Hotel and Conference Center, conveniently located on campus, or book luxury accommodations nearby at The George or Calvary Court hotels.

the Bush Center. And Cafe 43, named in honor of Bush, the 43rd president of the U.S., serves brunch and lunch to the public, opening in the evenings for private events.

The center was dedicated in 2013, when it also earned the prestigious LEED Platinum green building certification, signifying the highest level of sustainable design and construction. Among the sustainable features, the center has a vegetative bioswale to manage stormwater and reduce flooding impact on the surrounding environment. The park where the center is located incorporates

“I was lucky enough to work at the George W. Bush Presidential Center for almost five years. Hiring a professional planner to handle the logistical challenges of working at a federal property is critical.”

–SARABETH QUATTLEBAUM , CPCE, founder, Sarabeth Events

more than 90 native Texas plant species— 900 native trees were planted to preserve the local ecosystem.

Rental opportunities at the George W. Bush Presidential Library and Museum include the museum’s main lobby with a large sculpture of the presidential seal, the impressive 67-foot-long Freedom Hall, and the outdoor tented Ceremonial Courtyard. The museum can accommodate up to 300 guests for a seated dinner or some 500 guests for a reception.

“The George W. Bush Presidential Center allows every guest to feel like a VIP, with a meeting package that includes access to the Presidential Museum and can also include photos of each guest in the Oval Office,” Quattlebaum says. “It also has one of the best auditoriums— with the highest-quality [audiovisual technology]—and team in Texas.”

The state-of-the-art auditorium is in the Bush Institute and can accommodate

up to 300 attendees. Also in the George W. Bush Institute, the Hall of State is an elegant space with floor-to-ceiling windows and White House-inspired design elements like airy walkways and high, paneled ceilings. The lower floor is closed to the general public, but these spaces are available for private events.

Culinaire International is the exclusive on-site caterer at the George W. Bush Presidential Center, led by Executive Chef John Maas. The menu changes seasonally with locally sourced, farm-to-table comfort cuisine based on Texas favorites. “Everyone always feels presidential after they experience the impeccable catering team at the Bush Center,” Quattlebaum says.

Maas creates the menu for Cafe 43, as well. With seating for 120, the restaurant offers indoor and outdoor space and boasts decor by local artists, including a painting by President George W. Bush himself. “Cafe 43 allows natural light from almost every angle and is perfect for an intimate corporate cocktail gathering or evening meeting,” Quattlebaum says.

Event attendees can take advantage of accommodations at the midcentury modern Lumen Hotel across the street from SMU or nearby at the chic and petfriendly Beeman Hotel.

Continued on page 20

“Everyone always feels presidential after they experience the impeccable catering team at the Bush Center.”

–SARABETH QUATTLEBAUM , CPCE, founder, Sarabeth Events

Event speaker at the George H.W. Bush Presidential Library and Museum

PHOTO Texas A&M University

From accommodations and meeting spaces to wine tastings and team building activities, Lubbock brings to life ordinary gatherings with its dynamic culture and West Texas hospitality. Plan

Continued from page 18

THE LYNDON BAINES JOHNSON LIBRARY AND MUSEUM Austin

Located within the University of Texas at Austin campus, the The Lyndon Baines Johnson Library and Museum has an extensive collection of 45 million pages of historical documents, 650,000 photographs, and 5,000 hours of recordings. The iconic 10-story building sits on a 30-acre site. The permanent exhibits chronicle the life and career of President Johnson. Popular attractions include an animatronic LBJ that tells some of the president’s favorite stories and jokes, a replica of the Oval Office, and an up-close look at the president’s limousine.

While the library itself is closed to the public for events, another building on the same site, the Joe C. Thompson Conference Center (TCC), offers three different venues to planners. The Lady Bird Johnson Auditorium can accommodate 967 attendees for award ceremonies, lectures, and keynote speeches, offering audiovisual services and two lobbies suitable for large receptions.

Under the Oaks Cafe, with its floor-to-ceiling windows shaded by the university’s century-old oak trees, is a picturesque setting for cocktail hours or seated dinners. This dining and event space can be rented alone or with other room reservations at TCC. The in-house caterer provides all services, including meeting refreshments, buffet setups, and seated meals for up to 150 attendees.

Event coordinators are available to help with reservations, programming, and staffing needs. The TCC also offers packages for both virtual and hybrid events with support staff. Event attendees will find rooms at the AT&T Hotel and Conference Center on campus or just blocks away at The Otis Hotel Austin, one of Marriott’s Autograph Collection properties.

All three presidential libraries offer opportunities to capture the grandeur and history of the setting and create memorable meetings and events in Texas.

The Lyndon Baines Johnson Library and Museum

PHOTO Jay Godwin

Enticing Ideas for Pursuing Sponsorships

Get creative and be persistent when seeking sponsors in an increasingly crowded marketplace

» MONTHS—AND OFTEN YEARS—before a trade show, convention, or workshop takes place, there is serious effort put into the work of approaching, convincing, and signing sponsors to be the “face” of the entire event. When you walk into a trade show and notice the signage, swag, and promotional materials of brands, it may seem like those logos and taglines appeared by magic. But anyone who has ever tried to pursue a sponsorship knows that it is not easy to land a plum agreement with a major brand.

So then why do meeting planners and events professionals still hustle after those big deals? From the sponsor’s perspective, it can be an invaluable opportunity. “Yes, it’s a chance to build brand awareness, but more importantly, it’s a way to engage prospects and clients more extensively than advertising or social media allow,” says Don Roy, a professor of marketing who researches sponsorship strategy and effectiveness at Middle Tennessee State University.

“For meeting organizers, sponsorships are invaluable in offsetting operating expenses,” he says. “And when

BY JULIE KENDRICK

events secure those high-profile sponsors, the brand equity can indirectly elevate the equity of the event through shared associations.”

FINDING THE PERSON WITH THE PURSE STRINGS

With all those reasons to pursue brand sponsorships for your next event, what’s standing in your way? One of the biggest factors is time, some experts say. “Selling sponsorships is challenging, and it requires ample lead time,” says Michael Veley, Rhonda S. Falk endowed professor and chair of sport management, Syracuse University. “Corporations receive hundreds of proposals that must be reviewed and built into their budget planning, usually at least six to nine months in advance.”

You are also going to need to dig deeper and be persistent. “Stop offering logos and branding as if they have significant value on their own,” says Larry Weil, a sponsorship consultant and president and founder of The Sponsorship

To seal the deal, develop a value proposition for each sponsor.

Guy. “You need to know your value proposition for each sponsor, which is not the same as it is for attendees. And remember that your goal is to get them on the phone or in a meeting. No one buys from one email with a deck attached.”

As you are doing prospecting, Weil notes that you will most likely be hard-pressed to find a job title like “sponsorship buyer” on LinkedIn. Instead, he suggests looking for titles that include terms like the following: experiential marketing, integrated marketing, marketing communications, consumer engagement, marketing manager, marketing and activation, promotions, business development, field marketing, events, brand manager, product placement, sales, communications, and public relations. As for what to say when you finally reach someone, he suggests thinking of the

Planner, Know Thyself

Veley suggests doing your own internal review to get the following questions answered prior to reaching out to prospects:

1. What are your current goals, and what are you hoping to accomplish?

2. Who are your current stakeholders?

3. What’s the scope of your market?

4. How will attendees learn about the event?

5. Why would attendees choose this event over others?

6. How do you currently meet the needs of attendees?

7. How will the event be perceived by potential attendees?

event like a media organization. “Describe your audience, share insights about them, and provide data on your reach and frequency with them year-round, not just during the event,” he says.

WHAT DO SPONSORS WANT FROM YOU?

Discovering how you can be of service begins by listening to your prospect, says Peter Laatz, global managing director at Independent Evaluation Group, a sponsorship consulting firm. “You need to be collaborative and make their goals, your goals,” he says. “Make sure you customize sales materials to adequately connect the dots between their needs and the event’s offerings. Differentiate the event by articulating how it’s unique and better than any alternative.

And measure your own performance to optimize existing partnerships and demonstrate proof of impact to prospects.”

Your prospective sponsors’ marketing objectives should guide your proposal, says Justin Moore, sponsorship coach at Creator Wizard. “Often, they’ll be most interested in conversion, so they’ll want to walk away with a lead list of qualified sources to hand off to their inside sales reps,” he says, adding that there might be other objectives like repurposing the events to use as other forms of promotional content.

Whatever their objectives, Moore says, the next step after that initial meeting is to create a customized proposal that offers clear solutions. “It needs to be a document they can take right to their boss. And it needs to show them how you’ll be helping them accomplish their goals,” he says.

“Describe your audience, share insights about them, and provide data on your reach and frequency with them year-round, not just during the event.”

–LARRY WEIL , founder, The Sponsorship Guy

West Texas Warmth

Meetings in Midland/Odessa start with a smile

» HALFWAY BETWEEN Fort Worth and El Paso, two small cities have blended to make one West Texas destination: Midland/Odessa. Called “The Petroplex” by locals, thanks to its long history with the petroleum industry, this part of the semiarid Big Bend area of the state is on the edge of both the Texas Hill Country and the Panhandle Plains regions. Its central location in three counties of smaller towns makes Midland/ Odessa a go-to spot for meetings and events.

Planners will find travel convenient in and out of Midland International Airport. The two cities combined provide over 550,000 square feet of meeting space, a range of hotels, and reliable vendors. You will also discover the main thing people notice about this area: the locals’ willingness to help. The biggest draw for planners and the most memorable moments for attendees will be the smiles and welcomes they get before, during, and after the event.

BY AMY DURHAM

ODESSA: MORE THAN OIL

The West Texas region is best known for its oil production. “Most often, when visitors think of Odessa, images of packed football stadiums, oil derricks, and pump jacks come to mind,” says Ashley Flores, marketing and communication specialist for Discover Odessa. “While we are famously known for ‘Friday Night Lights’ and the oil and gas industry, Odessa has much more.”

With more than 300,000 square feet of meeting space, 50 hotel properties, and over 300 restaurants in Odessa, there is a place for everyone of all interests. The sleek and modern Odessa Marriott Hotel and Convention Center, with stone and wood accents throughout, provides 33,000 square feet of flexible indoor and outdoor meeting space. On-site dining, its downtown location, and a Starbucks in the lobby make logistics convenient for attendees.

Two food trucks-turned-restaurants are favorites for catering: Curbside Bistro and Brantley Creek Barbecue. “Curbside Bistro

Colorful mural in Odessa

Chef Alejandro Barrientos has been on ‘Beat Bobby Flay’ and ‘Chopped,’” Flores says. It serves American food with a kick, including pulled pork sliders and jalapeno corn fritters. Brantley Creek Barbecue has been featured in Texas Monthly magazine—ribs are stiff competition in this state.

“The Ector County Coliseum has over 63,000 square feet [of space], accommodating approximately 4,000 to 6,000 [people] with five additional venue buildings throughout the property and an outback arena,” Flores says. Driving attendees will appreciate its location on Interstate Highway 20. Nearby, the MCM Grandé Hotel and Fundome offers table tennis, miniature golf, and an indooroutdoor pool. The hotel can accommodate team-building excursions and has more than 17,000 square feet of flexible event space, including an outdoor pavilion. On-site catering and many bilingual staffers ensure all attendees are supported and feel included.

In between sessions, enjoy exploring Odessa’s thriving art scene. “Not only is

Odessa the manufacturing center of the Permian Basin [the oil and gas producing region of West Texas],” Flores says, “but we are also home to a continuous number of public art projects and murals, and a revitalizing downtown area.”

MIDLAND: FRIENDLY RIVALRY

The football rivalry that became the foundation of the “Friday Night Lights” book, movie, and television series started back in 1921, when the two towns met for an especially fierce game. While the high

school teams still play hard when they face off, residents of both cities have now joined to promote their combined region. With more than 250,000 square feet of meeting space, Midland offers options for meetings, seminars, and conferences.

The Barbara and George H.W. Bush Convention Center, located downtown, has 20,000 square feet of exhibit space, 6,000 square feet of flexible ballroom space, and three 1,000-square-foot meeting rooms. Planners will find a lengthy list of approved caterers and audiovisual setups in every space.

Across the street, the DoubleTree by Hilton Midland Plaza has an on-site restaurant and lounge. Attendees can unwind at the rooftop bar overlooking Centennial Plaza. Reserve a block of the hotel’s 262 guest rooms, and plan small and midsize events in the hotel’s 9,000 square feet of flexible meeting space, including an elegant ballroom and pre-function area.

Midland pays tribute to the region’s history with oil and gas through the Permian Basin Petroleum Museum. The museum features artifacts and information going back millions of years in geological history, and it has rentable space for 20 to 2,000 attendees.

The Barbara and George H.W. Bush Convention Center in Midland; Below: Rooftop at DoubleTree by Hilton Midland Plaza

THE GREAT OUTDOORS

Outdoor events in Midland/Odessa are opportunities to see the breathtaking sunsets across the plains and starry skies overhead. For a group wellness excursion in Midland, consider a hike on 49 acres of nature trails at Sibley Nature Center, or explore the 86-acre urban playa at the I-20 Wildlife Preserve, where you might see gophers, rabbits, lizards, and birds.

Hosting an event at a local ranch gives attendees a taste of Texas cowboy life. Rolling 7’s Ranch Event Center, established in 1928, is still a working ranch with chickens, horses, and cattle. It changed hands over the years, but in 2010, the current owners opened the barn and lawn for private events. Barn seating for 160, outdoor pavilion space for 200, and tables in front of

West Texas Swag Bags

Try local favorites for one-of-akind gift bags that attendees will enjoy long after the event is over. “We have worked with local businesses like Maribea Chocolates and Homemade Wines to create uniquely made, Odessa-themed wine and chocolate bags,” says Ashley Flores, marketing and communication specialist for Discover Odessa. In Midland, stop by Susie’s South Forty Confections Candy Factory for boxes of pecan toffee, or check out Wild Designs Boutique that accepts online and in-person orders for its exclusive statement tees, with sayings like “Wild like a West Texas tumbleweed.” homemadewineswtx.com; maribeacacao.com; shopwdb.com; susiessouthforty.com

the outdoor stage for 320—with room left over for a dance floor— give planners plenty of event options. “You can enjoy nature out here at the ranch,” says Manager Jessica Sanchez. “It’s quiet. You don’t share the venue with anyone else’s event. You get the whole ranch. Total privacy.”

Sanchez says what she loves about working events at the ranch and around Midland/Odessa is seeing attendees happy. “I love to see my clients smile, to be relaxed, and not stressed about their event,” she says.

Sounds like that famous West Texas smile is contagious.

discoverodessa.org

visitmidland.com

PHOTOS (LEFT TO RIGHT) Mark Swindler, Susie’s South Forty Confections Candy Factory

Permian Basin Petroleum Museum in Midland

CVB

SHOWCASE

This handy guide to Texas’ convention and visitors bureaus will help you nd the perfect spot for your event

VISIT MCALLEN

956-682-2871 | visitmcallen.com

MCALLEN IS THE PREMIER DESTINATION for any meeting or event. The McAllen Convention Center makes for a worldclass event experience, impressing guests with amenities provided by the McAllen Convention Center District’s hospitality, dining, and recreation offerings.

The McAllen Convention Center is a multipurpose building created to host events including conventions, meetings, concerts, and weddings. The McAllen Convention Center hosts 500 events annually and features a 60,000-squarefoot column-free exhibit hall, a grand ballroom, two boardrooms, and 16 breakout rooms. The green spaces around the convention center feature a beautiful reflection pool, perfect for photos or a midday stroll.

McAllen welcomes visitors to experience events and attractions that can’t be found anywhere else. Event

attendees will be treated to the region’s retail and nightlife, in addition to a proud Tex-Mex culinary tradition. Experience Quinta Mazatlán, a historic adobe haciendaturned-sanctuary, with over 15 acres of natural beauty and birding habitat to explore. Celebrate cultural and holiday festivals year-round at an International Festivals & Events Association Destination City. See the world’s tallest digital Christmas tree over the holidays and the McAllen Holiday Parade, the largest illuminated holiday and helium balloon parade in Texas.

McAllen’s clear weather, convenient location, and affordable pricing make planning for success easier and more cost-effective. McAllen’s offerings at the Convention Center District make it easy to curate the perfect event schedule and bring event planners’ visions to life.

VISIT CORPUS CHRISTI

800-766-2322 visitcorpuschristi.com

CORPUS CHRISTI is a coastal gem and the perfect place to meet and stay awhile. Discover an array of quality meeting spaces, enjoy outdoor recreation, and find affordable attractions throughout the city, all while enjoying a scenic, coastal experience.

When planners bring an event to Corpus Christi, they not only get to choose from a variety of quality venues to host the event, but they also gain access to the Visit Corpus Christi Sales Booking Incentive. This provides qualifying bookings with a kickoff or wrapup party at a venue of choice that includes two hours of venue rental, hors d’oeuvres, a bar, and entertainment.

Choose from a variety of meeting and convention spaces that offer spectacular views of Corpus Christi Bay and are within walking distance of multiple dining options, entertainment, and attractions. Situated directly across the bay is the state-of-theart American Bank Center, with more than 400,000 square feet of fully customizable meeting and exhibition space. The Omni Corpus Christi, Emerald Beach, and Holiday Inn Downtown Marina hotels offer more than 40,000 square feet of flexible function space, competitive pricing, and numerous amenities to ensure a comfortable and memorable event for all.

With more than 220 days of sunshine year-round, meeting-goers can “Coast Like a Texan” and enjoy outdoor recreation at one of the nine sun-kissed beaches or take a stroll along the seawall and explore the lively Marina Arts District. Take advantage of exclusive deals to top attractions, including museums and art galleries, where attendees can learn about the destination’s rich heri tage, and numerous dining spots with the Coast Your Own Way Pass.

With the views, vibrant culture, accessibility, and convenient proximity to restaurants, entertainment, and unique attractions, Corpus Christi provides an exceptional value for meetings, events, and unforgettable memories.

IF LOOKING FOR a destination that meeting attendees and guests will rave about, look no further. Grapevine—centrally located between Dallas and Fort Worth—is not only easy to get to, but its Southern hospitality and charming atmosphere also will have attendees hoping to come back for future events.

Take a step back in time on historic Main Street, where vintage buildings are bustling with locally owned boutiques, chef-driven restaurants, and winery tasting rooms that will make attendees’ taste buds swoon. Enjoy the vibrant atmosphere when taking in the city’s history, which dates back to when Texas was still a republic.

Meeting and comfort needs will be fulfilled with more than 1 million square feet of convention and exhibit space. There are over 20 hotels to choose from, and Gaylord Texan Resort, Hilton DFW Lakes, and Great Wolf Lodge all recently underwent multimillion-dollar renovations.

There’s an endless number of options for team-building activities outside the convention space, too. Internationally known Meow Wolf recently opened at Grapevine Mills with a 29,000-square-foot immersive, interactive, psychedelic art wonderland that expands the mind and fuels imaginations. It is a unique networking space that can’t be found anywhere else.

Attendees will enjoy hands-on experiences, including a game of the fastestgrowing sport, pickleball, at Chicken N Pickle. Enjoy ax-throwing competitions and vintage arcade games, and choose from several escape rooms across the city. Charter an excursion on Lake Grapevine, hold a classic movie showing at the historic Palace Theatre, or plan a ride on the Grapevine Vintage Railroad and its authentic 1920s-era coaches. Host dinner events at one of Grapevine’s awardwinning fine-dining establishments, including nationally recognized steakhouses that provide the perfect setting for a memorable evening.

Connect with Grapevine’s friendly, professional sales team of individuals who will be with planners every step of the way.

CHOOSE ARLINGTON for meetings, group tours, or events, and experience the best of both worlds—a city built for successful events that’s also famous for fun!

Arlington offers adaptable meeting facilities and venue options to accommodate groups of all sizes and budgets. Best of all, go from Dallas-Fort Worth International Airport to the headquarters hotel in less than 15 minutes! Once there, attendees will appreciate the central, walkable location of Arlington’s convention campus and the world-class attractions such as AT&T Stadium, Globe Life Field, Texas Live!, and Six Flags Over Texas for after-hours entertainment (or breaks between meetings).

Coming in 2024, the highly anticipated Arlington Convention Center and Loews Arlington Hotel will bring another 888

ARLINGTON—CAN DO!

rooms and 266,000 square feet of event space to the city’s expansive convention campus. This is the next phase of a $4 billion development that began with the $250 million Texas Live! entertainment complex and the luxury Live! by Loews–Arlington hotel.

The $550 million, 888-room Loews Arlington Hotel is part of an $810 million expansion of Arlington’s convention campus, which, in addition to the hotel, will include:

» 200,000 square feet of indoor meeting space

» 66,000 square feet of outdoor space, including an oversized event lawn

» Five food and beverage outlets, including a three-meal indoor-outdoor restaurant featuring two wood-fired pizza ovens and homemade pasta made on-site, and a signature restaurant, Soy Cowboy

» 1,550-space parking garage

» Resort-style beach club with two swimming pools, a human-made beach, cabanas, fire pits, and a water slide

The $150 million flagship Live! by LoewsArlington will be connected to the Arlington Convention Center and Loews Arlington Hotel by sky bridge, offering attendees easy, convenient access to meetings, panels, dinners, and off-site activities. Arlington Convention & Visitors Bureau is also here to help coordinate rental cars, tours, coaches, or other transportation needs.

A convention that doesn’t feel so conventional?

NEW CONVENTION CENTER OPENING IN 2024

Imagine a world where “can’t” doesn’t exist. Imagine all you can do in Arlington, Texas. Located just 15 minutes from DFW International airport, Arlington o ers everything you need to make your next event memorable, from our diverse collection of flexible venues to our growing hotel inventory — and a CVB team that excels at turning Arlington’s unique assets into experiences that make attendees say, “Wow!”

Arlington is also growing by the day. Our new 888-room luxury hotel and Arlington Convention Center is opening in 2024. So whether you’re planning for an event in the next few months or next few years, Arlington is ready. Email us at sales@arlington.org, and let’s talk about what we CAN DO for you.

GET MORE OUT OF MEETINGS IN EL PASO

915-637-6032 visitelpaso.com/meetinep

EL PASO IS KNOWN for its friendliness, authentic Mexican food, historic missions, and for being one of the safest cities in the U.S., and the city is quickly becoming America’s next great meeting and event hub. In addition to El Paso being a great city, the Visit El Paso team knows how to make events exceptional. Need a mariachi greeting at the airport? Done. A tour of artisan bootmaker shops? Can do. Help with booking hotel rooms? Say no more. Anything else? Just ask. Visit El Paso’s free meeting planner services will make the job easier. Call today and see how El Paso helps planners get more out of Texas.

VISIT PLANO

800-817-5266 visitplano.com

PLANO IS TRULY THE LAND OF PLENTY. Blending historic charm with modern luxury, the city brims with attractions and amenities. With 56 hotels at various price levels, more than 1,000 restaurants, world-class shopping, a lively arts and nightlife scene, abundant natural beauty, and four walkable districts, Plano is the perfect city for a meeting of any size.

Conveniently located near Dallas-Fort Worth International Airport and Dallas Love Field Airport, Plano offers modern venues of every size, description, and budget. Whether it’s for a conference, trade show, or board meeting, there is more than 380,000 square feet of meeting space available.

Plano Event Center, the city’s convention venue, is undergoing a $3.2 million courtyard renovation to significantly expand upon programmable and rentable spaces for outdoor events. The new features will provide extensive shaded areas and expanded hardscape to accommodate receptions, impromptu meeting spaces, and live entertainment. Expected completion is summer 2024.

VISIT GEORGETOWN

512-930-3545 visitgeorgetown.com

A SHORT DRIVE FROM DOWNTOWN AUSTIN, the Sheraton Austin Georgetown Hotel & Conference Center has 222 stylish rooms featuring signature amenities and service befitting its AAA Four Diamond rating. In addition to superb service, the hotel offers a heated pool, fitness center, on-site dining, and complimentary covered parking.

As partners in planning, Georgetown’s team understands every meeting is different and each audience distinct. Therefore, the Sheraton’s state-of-the-art event space was designed with flexibility in mind. With 30,000 square feet of usable area, the facility can accommodate meetings as small as 10 to conferences as large as 1,200.

But meeting is only part of the Georgetown experience. After taking off the name badge, it’s time to explore all the city has to offer. From the great outdoors to the “Most Beautiful Town Square in Texas,” Georgetown is the perfect place to meet.

Name tags optional

When you meet in Georgetown, name tags are optional and ice breakers aren’t needed. That’s because on the Most Beautiful Town Square in Texas, conversations come easy and work always leaves room for life.

WACO CONVENTION & VISITORS BUREAU

254-750-5810 wacoheartoftexas.com

“SHOPPING” FOR A CONVENTION SITE? Think Waco! Located 100 miles from both Dallas-Fort Worth and Austin, and accessible via American Airlines to Waco Regional Airport, Waco is a medium-size, walkable city perfect for conventions ranging in size from 400 to 1,500 attendees. The Waco Convention Center offers nearly 150,000 square feet of space, with hotels next door and 1,000 new rooms under construction.

More than 1.6 million people visit Waco annually thanks in part to the city’s one-of-a-kind attractions: Magnolia Market at the Silos—truly a shopper’s paradise; the Dr Pepper Museum, where visitors can build their own soft drink; Waco Surf, with the longest lazy river in the world; and the Waco Mammoth National Monument, where the world’s largest herd of Columbian mammoths once roamed. The Cameron Park Zoo, Texas Ranger Museum, Downtown Cultural District, and Mayborn Museum also offer attendees fun options after meetings are through.

Call today and see what makes Waco one of the most desirable meeting destinations in the nation.

WITH SO MUCH TO OFFER, EVERY MEETING IS A WIN. wacoheartoftexas.com

WACO IS MORE THAN JUST A PLACE TO MEET. IT’S A PLACE FOR GREAT HOSPITALITY, TOP AMENITIES THAT CREATE AN ENVIRONMENT FOR SUCCESS AND EXCITING OPPORTUNITIES THAT OFFER AMAZING EXPERIENCES AFTER THE DEALS ARE DONE. IT’S A WIN FOR YOUR BUSINESS AND A WIN FOR ALL YOUR EVENT GUESTS. SCAN THE CODE FOR A COMPLETE LIST OF VENUES, ACCOMMODATIONS AND SERVICES. | wacoheartoftexas.com/meetings

972-771-5733 visitrockwall.com

ROCKWALL IS A CHARMING and rapidly growing place with a mix of small-town charm and modern amenities. Its location on Lake Ray Hubbard and its proximity to Dallas-Fort Worth make Rockwall a desirable location for events. Attendees can enjoy a variety of recreational activities on or near the lake and explore the unique aspects of the town.

If attending an event in Rockwall, meeting-goers might find attractions in the beautiful, historic downtown; waterfront activities at the Harbor District; local events; and a mix of local and modern dining and shopping experiences. Known as the “Free Live Music Capital of North Texas,” Rockwall features two live music series: the Harbor Music Series and the San Jacinto Music Series. The combination of a rich history, scenic views, and its unique upscale lakeside vibe contributes to the appeal of Rockwall.

MORE THAN MEETINGS.

VISIT MCKINNEY

972-547-2058

PLANNERS SEEKING the perfect combination of venues, culinary delights, and enticing entertainment for after-hours events need look no further than McKinney, located just 30 miles north of Dallas. Offering both historic and modern settings, McKinney has the right venue to meet needs and exceed expectations. Choose the fullservice Sheraton Hotel and Conference Center with 187 rooms, a restaurant, and 20,000 square feet of meeting space. Or, if needing a more intimate venue space, consider downtown McKinney’s Grand Hotel ballroom or The Sanctuary Music & Events in Adriatica Croatian Village. After a day of sessions, attendees will be ready to unwind with live music, playtime at the vintage arcade, or a local craft beverage and bites at the soon-to-open, expanded Tupps Brewery.

Visit McKinney will help plan the most productive, memorable meeting possible. Whether accommodating eight people or 800, every event is a top priority for the Visit McKinney team. To learn more about planning a meeting in McKinney or to submit a request for proposal, check out the planning resources on the Visit McKinney website or call the team.

VISIT NACOGDOCHES

936-564-7351 visitnacogdoches.org

NACOGDOCHES, known as the “Oldest Town in Texas,” features brick streets and a photo-worthy backdrop of local businesses on the original streets of El Camino Real. Whether looking for a full-service hotel and convention center like the Fredonia Hotel or unique venues in the center of historic downtown, the Visit Nacogdoches team has a “Nac” for that. Let the staff help find the perfect location for any function. Visit Nacogdoches specializes in experiences not found anywhere else.

Meeting-goers will love Nacogdoches! Explore the historic roots of the town by taking a walking tour of the statues and historic sites. Shop till you drop at boutiques, antique stores, and art galleries. Eat and drink like a local at one of Nacogdoches’ many libation locations like Front Porch Distillery, Fredonia Brewery, Red House Winery, and Naca Valley Vineyard—all of which feature food trucks and live music weekly.

Host your next small meeting, event, or retreat in Pearland where personalized service is paired with exceptional planning support and unique Pearland amenities.

PEARLAND

AND VISITORS BUREAU

281-997-5970 visitpearland.com

THERE’S A PLACE for meeting planners in Pearland. Just a quick drive south of Houston, Pearland has a spirit entirely its own. Whether looking for a unique cultural arts experience, a delicious meal from a master chef, or simply wanting to shop till you drop, there’s something new to see, do, and taste in Pearland all year long.

VisitPearland.com

With hotel conference space, luxurious wedding venues, trendy brewery taprooms, and a variety of both indoor and outdoor locales, there’s a place for all events in Pearland.

VISIT BASTROP

512-332-8990 | visitbastrop.com

TEXAS HOSPITALITY was truly born here. Meet in Bastrop and change perspectives. If visiting for an event, whether a working conference, an outdoor wedding, or a special group retreat—the relaxed atmosphere of Bastrop will help meeting-goers get away. Attendees will be delighted by the small-town charm, front-porch access to the great outdoors, and vibrant history and culture. Easy access to the airport and entertainment, an array of food options, and a variety of accommodations, from cabins with rustic history to luxury resorts, mean every attendee can find something to love during meetings and events held in this neck of the woods.

Hold an elegant gathering for 15 or 1,500 at the world-class Hyatt Regency Lost Pines Resort and Spa with more than 300,000 square feet of flexible meeting space. Make meetings easy with unique spaces at the 26,400-square-foot Bastrop Convention Center in the heart of downtown Bastrop. This facility can accommodate up to 800 guests for a range of events. For an experience you can only have in smalltown Texas, book your event along the historic Main Street, and create a storybook moment punctuated with stars.

INSPIRE CONVERSATION AND COMMUNITY WITH AN EVENT NEAR A CHARMING TEXAS MAIN STREET

exas Main Streets are brimming with history and charm. Meetings and events held in these downtown districts have a historic feel that’s just right for sparking conversation and capturing the imagination of attendees. Planners can choose intimate spaces and boutique hotel accommodations in small towns or go from a historic Main Street daytime event to a luxury hotel experience in the heart of a city. Texas Downtown, an organization that helps towns to advocate, revitalize, and develop vibrant downtown districts, is on a mission to promote these vintage gems.

“Our historic Main Streets and downtowns evoke a sense of identity, preserving cultural heritage, and fostering community pride,” says Suzy Lawrence, executive director for Texas Downtown. “They offer a glimpse into the past, connect residents to their roots, and serve as vibrant hubs for localized business ecosystems that elevate economic impact for the district and community residents alike.”

Planning an event in a Main Street area gives a big boost to the local economy, and the friendly reception you will receive will show you just how much your presence means to the people who live there.

PHOTO Harvest Hall

Harvest Hall in Grapevine

Character & Connection

The downtown district of a town or city is often where you see and experience the personality of an area. These parts of town are usually the oldest, and they carry the history of the community in their streets and buildings. Locals enjoy seeing the legacy of founders and some of the values that defined the early town continue to live on in preservation efforts.

To find this kind of engaging charm, look to smaller towns like Bastrop, which is a short 30-minute drive from the AustinBergstrom International Airport. Bastrop’s Main Street, part of Historic Downtown Bastrop, was named a Distinctive Destination by the National Trust for Historic Preservation and is rich with 19th-century buildings and grand Victorian mansions.

“Small towns are the next big thing for meetings, and with the Austin airport just a short drive away, [Bastrop is] a comfortable place to host meetings big and small,” says Ashton LaFuente, director of marketing for Visit Bastrop. “With activities that promote bonding, you will learn more about your co-workers and leave feeling connected to it all.”

The Bastrop Opera House offers auditorium space, and boutique hotels like the Pecan Street Inn provide cozy accommodations. For outdoor events, visit Eden East Farms, a sustainable urban farm with seating for 120 surrounded by greenery and rows of pecan trees. Nearby, the Hampton Inn and Suites Bastrop has 89 rooms and a 2,684-square-foot meeting room. If you need extra space, the Bastrop Convention & Exhibit Center offers 26,000 square feet of space for 750 attendees.

Bastrop’s Main Street runs along the shore of the Colorado River. Stop at the Bastrop County Museum and Visitor Center for a map to guide attendees who want to enjoy art galleries, boutiques, and live

music at local pubs. Several downtown restaurants offer Texas comfort food: fried chicken and fried catfish.

If you’re looking for small-town charm far from the glaring lights of a city, stroll Main Street in the East Texas town of Nacogdoches, considered the oldest European-settled town in the state, since it was founded in 1779 by the Spanish. Red-brick streets from 1917 still pave the downtown square. “The town worked hard to keep the brick streets to retain the history and charm that Nacogdoches is known for,” says Ashley Morgan, interim director at Visit Nacogdoches. “We specialize in creativity, attractions, and Southern hospitality.”

The Fredonia Hotel & Convention Center in the walkable downtown area offers 109 rooms and 20,000 square feet of indoor meeting space. Overflow hotels and bedand-breakfasts are also available in the area. Nacogdoches holds onto its vintage character with plentiful antiquing at multiple shops, including the local favorite Fortney House, a whimsical store in a historic home just a few blocks from Main Street. Parks are available for outdoor events, and smaller venues at two local wineries, a brewery, and a distillery are available for a lively atmosphere.

Texas meetings wouldn’t be complete without a taste of the Old West. Bandera, located an hour from the airport in San Antonio, is known as the Cowboy Capital of the World—and for good reason. “For starters, it is not uncommon to see horses along Bandera’s Main Street,” says Patricia Moore, executive director of Bandera County Convention and Visitors Bureau. “Our visitors often use the word ‘authentic’ to describe it. If you are looking for a small- to medium-[size] meeting or event where the connectivity of the participants is paramount to the meeting’s success, Bandera’s setting and culture are ideal.”

The Best Western Plus on Main Street is a 46-room hotel with meeting space for up to 60 people. Make memorable swag bags at Bandera General Store, where you can find leather goods, locally made whiskey vanilla, and a Texas delicacy: pickled quail eggs. Attendees can get custom-made boots at Leather Bank by Collins and wear them to a local watering hole like Arkey Blue’s Silver Dollar, the oldest continuously running honky-tonk in Texas.

“Bandera is known for its honky-tonks and live music,” Moore says. One event highly recommended by the locals is the 11th Street Cowboy Bar’s Steak Night on Wednesdays. “You bring your own steak, grill it yourself around Texassize barbecue pits,” Moore says. “The Cowboy Bar provides the sides and the music. Many a conversation have started around those pits.”

Modern Meets Vintage

Modern meetings sometimes need conveniences that aren’t found in smaller locations, so another option is to plan events on Main Streets in cities that offer both vintage charm and big-city services. “Historic Main Streets and downtowns offer unique ambience, blending modern amenities with cultural heritage,” Lawrence says.

Grapevine is a perfect example of this combination of new and old, bringing together luxury accommodations in the Dallas-Fort Worth Metroplex with vintage Main Street character. Known as the Christmas Capital of Texas because of the holiday festivities along Main Street each year, Grapevine was settled during the time of the Republic of Texas, before Texas became a state.

“You can expect to enjoy our Southern hospitality and small-town vintage Texas charm,” says Elizabeth Schrack, director of communications at the Grapevine

Convention & Visitors Bureau. “Grapevine’s Main Street District is so charming. You see these beautiful, historic buildings filled with locally owned boutiques and shops that you won’t find anywhere else.”

Dining options along Main Street range from Tex-Mex to French fare. “Harvest Hall, inside Grapevine Main Station, is a European-style food hall, event, and entertainment destination. It features seven chef-driven restaurants serving

scratch-made global cuisines,” Schrack says. For hotel rooms, the Gaylord Texan Resort & Convention Center is a five-minute drive away and recently completed renovations to meeting rooms in some 490,000 square feet of flexible meeting space. The nearby Hilton DFW Lakes Executive Conference Center will complete a multimilliondollar renovation to its 395 rooms late this year.

Another Main Street with big-city access, Granbury sits on either side of the Brazos River southwest of Fort Worth. Voted USA Today’s Best Historic Small Town in America for three consecutive years starting in 2019, Granbury used Pearl Street as the main route through town until the 1930s. So, while technically not named Main, Pearl Street serves the same function as the historic Main Streets in other Texas communities: anchoring the town’s historic square. Meetings in this quaint location can be outdoors at the Granbury Square Plaza, or, for a waterfront view, Lake Granbury Conference Center is just a few blocks away. “Lake Granbury Conference Center is an intimate setting able to meet the needs of 300 to 350 people right on the lake,” says Tammy Dooley, director of Granbury Convention & Visitors Bureau. “Participants can walk to the square, and there are multiple hotels near the convention center, where we have 20,000 square feet of meeting space.” For a smaller group experience, attendees can stay on the square at Hotel Lucy, a luxury hotel with meeting space for 50, or choose several bed-and-breakfasts in the district.

Historic Heritage

Of course, one of the biggest draws for meetings on Main Streets is the living history. Walk through storied squares, take a ride on wood trolleys, and see historic landmarks at every turn. Main Streets in Texas are monuments to the legacy of the state and its early settlers.

PHOTOS (CLOCKWISE FROM ABOVE) Visit Granbury, Rhiannon Taylor, Bandera County Convention & Visitors Bureau

Downtown Granbury; Below: Experience the Old West on Bandera’s Main Street

Step into the past north of Austin in Georgetown’s historic downtown with some of the most breathtaking Victorian architecture in the state. From the onion dome of the Old Masonic Lodge to the Georgetown Art Center, you will see stone-front buildings to honor the past and sustainable landscaping practices with native plants to care for the future.

Parties up to 80 can meet at City Post, a restored historic post office, and Sweet Lemon Kitchen can seat 40 guests across three intimate dining spaces to enjoy conversation and from-scratch menus. Just a mile north of Main Street, you will find the Georgetown Event Center

with space for 250 attendees. For larger events, the Sheraton Austin Georgetown Texas Hotel & Conference Center is a few minutes north on Interstate Highway 35 and offers 30,000 square feet of meeting space and 222 rooms.

Between Austin and San Antonio, one of the most popular Main Streets in the state has been around for 175 years. Fredericksburg, settled by German immigrants, retains its early heritage through German restaurants, gingerbread-style buildings, and Biergartens along Main. With more than 150 locally owned boutiques, shops, art galleries, restaurants, and tasting rooms, this long stretch of

road offers meeting attendees plenty of entertainment—and plenty of steps for their daily fitness goal.

“Fredericksburg has been very intentional about preserving the history and heritage of Main Street from sign and paint ordinances, to not allowing chain stores in the seven-block National Historic District, to continuing to offer free parking to visitors,” says McKenzie Moellering, communications manager, Fredericksburg Convention and Visitor Bureau.

Open-air pavilions and green space are available for gathering at Marktplatz in the center of downtown. Lost Draw Cellars is one of the wineries in the area and offers tastings, live music, and event space. Nearby, the Pontotoc Vineyard Weingarten sits in a stone-walled courtyard next to a historic cottage, creating a casual atmosphere for local food and wine.

“There are several hotels and boutique inns that are group friendly and are within a short walking distance to Main Street,” Moellering says. “The Visitor Information Center, located one block off Main Street, is a great location for groups to gather, park, or take a shuttle to an off-site activity.” If local bed-and-breakfasts are too small, attendees can stay in the 55-room Hampton Inn & Suites Fredericksburg, just a short walk along Main.

Turns out, a meeting on Main Street in Texas offers a lot more than charm.

banderacowboycapital.com

grapevinetexasusa.com

texasdowntown.org

visitbastrop.com

visitfredericksburgtx.com

visit.georgetown.org

visitgranbury.com

visitnacogdoches.org

Fredericksburg’s historic Main Street

TRADITION MEETS TOMORROW IN ABILENE

325-676-2556 | abilenevisitors.com

the heart of Texas, where the sprawling landscapes meet a vibrant skyline, lies Abilene— a city that honors its past while looking ahead to a brilliant future. It’s a place where meetings are more than just dates on a calendar; they are events that stand out.

Abilene offers an experience that few cities can rival. At its core is a historic downtown cultural district, where each brick tells tales of the city’s storied past. Yet, a few steps away, its commitment to innovation reverberates, promising a future filled with limitless possibilities.

The newest addition to Abilene’s skyline is the DoubleTree by Hilton

Abilene Downtown Convention Center. Opened in June, the fullservice hotel boasts 23,000 square feet of meeting space with 13 breakout rooms and 200 guest rooms. But this stylish space is more than just a venue—it’s where Western heritage meets world-class amenities. It’s a hub where ideas are exchanged, deals are struck, and memories are made. Its modern facilities, combined with a touch of West Texas hospitality, ensure each gathering is elevated beyond expectations.

When hosting in Abilene, planners are not just choosing a destination; they are choosing an experience. Picture attendees taking a break to

stroll through the historic downtown, absorbing the rich culture, or sampling local delicacies. These are the moments that transform typical gatherings into lasting memories.

Abilene’s charm extends far beyond its historic downtown, beckoning attendees with a variety of diverse attractions and activities perfect for unwinding after an eventful day. Dive deep into the region’s rich history at Frontier Texas, a world-class museum where the Wild West comes alive in captivating detail. For nature enthusiasts, the Abilene Zoo is a mustvisit, boasting more than 1,000 animals. Literature lovers are in for a treat as they stroll through the Storybook Capital of America. When a planner selects this Texan gem as an event destination, rest assured that beyond the boardrooms and ballrooms, a world of adventure and discovery awaits.

Abilene’s team of convention professionals is dedicated to ensuring that every event runs smoothly. Their expertise, combined with a genuine commitment to service, guarantees that while a planner focuses on the big picture, the details are meticulously taken care of. When a group arrives in town, Abilene makes it known; the entire city goes above and beyond to ensure attendees feel celebrated and welcomed.

Don’t just host a meeting. Make history in Abilene.

BENDING

THE THE

It’s a quandary meeting and event planners are facing now more than ever. Budgets have stayed mostly static as expenses have taken off at the speed of light and attendee expectations have reached a new stratosphere. We connected with planners, suppliers, destinations, and people holding major association leadership positions to get their take on the situation.

It frequently boils down to the purpose of the meeting or event. “If the focus is growing a client base, bending the budget can help create a fantastic environment for making strong connections,” suggests Amber Allen, CPCE, director of food and beverage for Hotel Valley Ho in Scottsdale, Arizona, and president of the National Association of Catering & Events board of directors.

“If the meeting is focused on training and professional development, it can be stripped down and less over the top, but it’s still important to look at the objectives. By bending the budget a little and creating an interactive break or team-building event, you can present information in a fun and fresh way that attendees will remember,” she says.

“When it comes to events, there are certain aspects that are worth bending the budget for in order to create memorable and impactful experiences. It’s harder than ever to compete for attendee attention, so spend money on things that will capture your audience’s attention and keep them truly engaged,” adds Mike Mahaffey, executive vice president of show and event services at Inspire, a Dallas-based company specializing in audiovisual, staging, and production.

As the director of destination services for Visit Frisco in Texas, Lisa Bethea absolutely sees clients splurging on items that enhance the event experience. “This could mean spending a little extra to include transportation, a unique off-site venue, local food and beverage options, or exposure to a once-in-alifetime opportunity,” she says.

BUDGET

THE BIG PICTURE

Budget was the main topic of discussion at Pure Arabia’s ninth annual Connection conference, held May 18-21 at Atlantis Palm Dubai in the United Arab Emirates and staged by Global DMC Partners. “Budgets have not changed for many companies since 2019, but airfare, food, and beverage have increased [in pricing] by 30-40%,” says Catherine Chaulet, CEO of Global DMC Partners.

Fortunately, people want more free time and are done with nonstop schedules. “A super busy agenda doesn’t work anymore, and it is cheaper on the budget,” she emphasizes. “For activities, it is important to be selective and choose what fits the budget.”

On the flip side of the budget coin, spending on luggage management and the presence of standby vehicles and staff at the airport can be extremely valuable. “This is not the sexy side, but it is critical to start an event on the right foot,” Chaulet stresses. “We also are seeing more investment in sustainability and caring for the community by supporting the local economy and people.”

Thinking from the perspective of attendees who are paying for registration and exhibitors, and of sponsors who are helping finance a gathering, is key to the budgeting balancing act, says Gary Schirmacher, CMP, immediate past chair of the MPI Foundation and senior consultant of talent acquisition for Maritz Global Events, an event experience design company.

For attendees, the days of constantly being shepherded out of the hallways and into sessions, luncheons, and dinners are indeed over. This can have financial benefits, like a reduced number of speakers to host, shorter receptions without extensive food offerings, and pay-to-play gatherings such as a president’s dinner. He notes, “As planners, we have to give white-space time … people pay for that right.”

Schirmacher says many meeting planners work with little to zero budgeting, resulting in a lack of choice other than to work with the same budget as the previous year when organizing an event—unless they’re able to make a good case to budget an

BY BETH BUEHLER

Where to splurge and make events shine, and when to pull back for good financial sense

increase in revenue. “Your deal in Seattle last year doesn’t mean you’ll get the same deal in Denver, and planners have to look at what it might cost in 2026 in Chicago.”

Schirmacher suggests looking at “shared economy” possibilities as a solution, meaning multiple groups may have programs at a large property at the same time, and can use the same menus, audiovisual services, and transportation providers to save money.

SUPPLIERS TIPS

Christopher Falvey, cofounder and group planning manager for Unique NOLA Tours, works with organizations hosting conferences and industry events in New Orleans, Louisiana. “A planned walking tour of the city is a fairly inexpensive way to get everyone together outside of the event itself to mingle, team build, and make connections in a much more relaxed atmosphere,” he says.

Falvey recommends making extracurricular activities optional to avoid overloading the schedule, but emphasizes the benefits of investing in knowledgeable providers. “With a tour and activity planner, you’re going to get the best of the city. Plus, you’ll still have your attendee audience together, which is the whole point of the event.”

On the production side of a gathering, it can be hard to know how far to go in terms of dollars spent, but few people would deny the impact, especially for larger gatherings. “Investing in show production and creative elements can truly transform an event. Whether it’s through stunning and over-the-top stage setups,

immersive lighting designs, or engaging multimedia presentations, these elements have the power to captivate attendee attention,” emphasizes Mahaffey from Inspire, which is the in-house technology partner for over 100 hotels and convention centers.

However, the importance of content quality should not be overshadowed. “Allocating a significant portion of the budget to visual and technical aspects while neglecting to invest in compelling speakers, relevant content, and well-crafted presentations can undermine the overall success of the event. Striking a balance between production values and content quality is crucial,” he says.

FOOD & BEVERAGE INSIGHTS

When it comes to bending the bar budget, there are a few items worth prioritizing, says Catarina Tucker, owner of Barnastics Mobile Bartending in Morristown, New Jersey. “Investing in skilled bartenders who can create signature cocktails and engage with guests is essential. Their expertise and charisma can elevate the overall bar experience, leaving a lasting impression on attendees,” she says. “When it comes to drink ingredients, we recommend simple cocktails that utilize only one type of liquor.”

In terms of add-ons, she recommends making use of the firm’s staff package or booking Barnastics’ Ripples machine to add special touches to top off coffee, beer, and cocktails. “This innovative technology allows us to create customized designs and messages on the foam of each drink, adding a touch of personalization and excitement.”

Clockwise: Unique drink art by Barnastics Mobile Bartending; MPI golf event; An event by RMC; Camel riding at Pure Arabia’s Connection conference in the United Arab Emirates

PHOTOS (CLOCKWISE FROM ABOVE LEFT) Barnastics, MPI/Luis Marti Photography, RMC, Pure Arabia/Global DMC Partners

In terms of elevated food service, it can be as simple as one spectacular item. A seafood tower in the center of the room, a mobile guacamole cart, or an interactive dessert display done tableside are impactful options, suggests Allen.

She also provided a short list of additional considerations, such as spending more on lighting and audiovisual, making linen and chair upgrades, and hiring an experienced planner to facilitate all aspects of a program. “The risk can be going way outside of the budget and the [return on investment] not showing from the event,” she says. “The reward is [that] the client is so blown away by the event that you have gained a client for life.”

ADVICE FROM PLANNERS

U.S. Air Conditioning Distributors has hosted several distributor meetings at Pechanga Resort Casino in Temecula, California. While fixed costs like hotel rooms and food are easier to keep in check, it’s line items like entertainment that can go over budget, says Desiree Navarro, commercial sales administrative assistant.

“This year, I’m considering hiring a big band—1930s-40s era—for our nighttime dinner entertainment. This is not inexpensive, but the experience it gives attendees is second to none,” Navarro says.

The company budgets money for thoughtful touches. “Attendees love the little and the big extras we provide. Whether that’s cabanas at the pool at Pechanga or meals for their families,

this all lends itself to the camaraderie among our engineers, as well as to their retention in the company,” she says.

Colorado-based RMC has offices around the U.S. and specializes in full-service, high-end destination management services in over 30 locations. When a client is faced with budget cuts, Tiffany Lucca, senior operations manager for RMC Coastal Carolina and Georgia, prioritizes elements for the overall program and each individual event.

One solution involves using inventory in RMC’s warehouse that is cost-effective versus larger decor items that can still go a long way in terms of look. “Some examples are a pop of color with pillows, chargers, napkin rings and blankets, which soften the event and bring in an element of design that is better for a budget cut,” says Lucca.

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hotelvalleyho.com

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pechanga.com

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Immersive activities that plug into local culture also are worth the extra spend. For example, if an event is taking place in a coastal location, planners can book activities like oyster shucking or foraging for sea urchins, says Kalyn Bean, vice president of operations for RMC. “In mountain destinations, including a wolf or birds of prey [viewing] from a local nonprofit organization—even at the same time—can leave attendees speechless.”

visitfrisco.com

“It’s harder than ever to compete for attendee attention, so spend money on things that will capture your audience’s attention and keep them truly engaged.”

—MIKE MAHAFFEY

, executive vice

president

of show and event services, Inspire

GAUGING THE MINDSET OF TRAVELERS

Expedia Group released its 2023 Traveler Value Index, which highlights permanent, temporary, and fluctuating traveler values. Last summer, Wakefield Research conducted consumer surveys of 11,000 adults across 11 countries, including the United States. The firm also surveyed 100-plus industry professionals (in each of the same countries), including hotel and vacation rental owners, airline revenue managers, destination marketers, and travel loyalty program managers. Getting an idea of what your potential attendees might value when traveling will offer insight into how to best incentivize your event and itinerary—making the most of every minute.

The top reasons consumers cite for traveling include:

49% Good for physical and mental health

46% To reunite with friends or family

43% To experience new things

15% To use up travel credits accumulated in the last three years

What is the No. 1 deciding factor consumers cite when booking travel?

Of those who plan to travel in the next 12 months:

32%

The research concludes consumers prefer to book with companies that align with personal values, including:

I NCLUSIO N

70% of consumers will choose a travel option that is more inclusive, even if it is more expensive.

78% of consumers say they have made a travel decision based on marketing they feel represents them.

SUSTA I NAB I L I TY

76% plan to extend a work trip for leisure

90% of consumers value sustainable travel options.

50% of consumers are willing to pay more for sustainable travel options.

Sickies Garage Opens Two Texas Locations

After a long day of meetings, attendees might want to wind down with some good food. The new Sickies Garage Burgers & Brews locations in Irving and Fort Worth are now open and offer a laidback, automotive-themed atmosphere for meeting-goers to enjoy. Each restaurant seats 200 and is rentable for private events. The menu lists 50 burgers—like the Twin Cam, made with bacon and nacho cheese, and the Glazed Doughnut Burger, made with bacon and American cheese on a glazed doughnut bun. Hungry attendees can also order shakes and malts, and choose from 25 flavors of chicken wings. The brand originated in Fargo, North Dakota, and has nine other locations throughout the country. –Mitzuko

Byres

sickiesburgers.com

BIG BEND MUSEUM EXPANDS EVENT SPACE

» HOSTING A MEETING among the vistas of the Davis Mountains in West Texas would surely be inspiring. To that end, the Museum of the Big Bend recently completed an expansion that doubled the museum’s square footage and created spaces for private events. The museum, on the Sul Ross State University campus in Alpine one hour north of Big Bend National Park, showcases exhibits that highlight the history, people, and landscape of West Texas.

“The Museum of the Big Bend is looking to educate about the history and art of the Big Bend, while providing a captivating space showcasing the natural beauty of the region,” says Rebekah Antrosio, the museum’s activities coordinator.

The 10,000-square-foot Emmett and Miriam McCoy Building was dedicated at a reception in late June and includes three galleries and an events center with indoor-outdoor space that can host up to 300 people. Larry Speck at Page architecture firm designed the contemporary structure—the exterior of the building is clad in Corten weathered steel so the patina it develops over time will match the rust color of the original stone from 1937. “We have an on-site caterer available for events, as well as a catering kitchen,” Antrosio says. “We have a state-of-the-art [audiovisual] system with capabilities for presentations, movie screenings, music, and more.” Meeting-goers will also be treated to a breathtaking panoramic view of the Davis Mountains. –Mitzuko

museumofthebigbend.com

Byres

AUSTIN CONVENTION CENTER TO EXPAND

The Austin Convention Center is taking a crucial step in an ambitious redevelopment and expansion plan. In May, the convention center put out a call for a professional design and engineering firm through a request for qualifications solicitation. The goal is to transform the convention center into a world-class facility that caters to the growing demand from larger conventions and meeting groups seeking to gather in the vibrant city of Austin. The aim is to nearly double the rentable space from the current 376,000 square feet to ensure the convention center remains competitive in the marketplace.

With a larger convention center, the estimated annual economic impact is expected to soar to more than $750 million, a significant increase from the current $468 million. This growth

People News

will ideally attract more meetings and events to Austin, contributing to job opportunities within the thriving hospitality industry. Building closure, demolition, and construction activities are slated to commence in 2025, with the grand reopening of the expanded facility scheduled for 2029. The estimated project cost of $1.6 billion is fully funded by the Austin Convention

The Austin Convention Center Department has named Rolando Fernandez Jr. as deputy director. Fernandez will play a pivotal role in the redevelopment and expansion project team. A U.S. Air Force veteran and local government professional with more than 26 years of service experience, Fernandez recently served as capital contracting officer at the City of Austin’s Central Procurement group. He also held roles with the city as interim capital contracting officer, assistant director, and assistant to the city manager. Fernandez served as an aerospace physiologist in the U.S. Air Force during deployments in the Middle East and South Korea.

Jon Ramirez is the new executive food and beverage director at Margaritaville Lake Resort, Lake Conroe–Houston. Ramirez will oversee the resort’s six Margaritaville-inspired dining establishments and bars on-site. He recently held the role of managing partner of Lupe Tortilla of Houston. His background also includes working for the Choctaw Nation of Oklahoma, where he served as the senior director of food and beverage, and Saltgrass Steakhouse (with locations throughout Texas and the Southeast), where he worked as general manager, specializing in orchestrating restaurant openings. Ramirez holds a degree from the Walt Disney Leadership Training Program.

Center’s allocation from the municipal Hotel Occupancy Tax and Austin Convention Center revenue.

Maintaining the iconic nature of the Austin Convention Center is paramount in this redevelopment, so the project will integrate the exterior of the building seamlessly into the surrounding Palm District. austinconventioncenter.com

–Mitzuko Byres

Austin-based Whim Hospitality named Jeanette Spain the director of marketing and public relations. Whim encompasses the Texas Hill Country retreat Camp Lucy, its onsite restaurant, Tillie’s, and Whim Services, which delivers budget-friendly opulence to clients through tent and rental services, floral arrangements, and venue management. Spain was previously the public affairs and marketing director for the U.S. Air Force, where she led brand awareness campaigns and served in Afghanistan as news desk correspondent and spokesperson to media outlets. More recently, Spain was a consultant in marketing and business operations.

Chris Stanley is the newly appointed executive chef for San Antonio Marriott Rivercenter on the River Walk and its affiliated property, San Antonio Marriott Riverwalk. Stanley will oversee all culinary and beverage operations across the hotels’ five dining establishments, including the renowned Tributary. Prior to this position, Stanley served as the executive chef at the Westin Dallas Downtown Hotel. He has also made significant contributions at the W Chicago City, the Sheraton Grand in Chicago, and the Sheraton Dallas. –Mitzuko Byres

UNDERGROUND EVENTS

he title of the popular song “Deep in the Heart of Texas” takes on a whole new meaning at Natural Bridge Caverns in San Antonio, where planners can book events in the Hidden Wonders Ballroom—150 feet below ground. “The ballroom has a dramatic look with a soaring dome ceiling and sweeping views into ancient formations, all of which combine to create a sense of wonder,” says Brad Wuest, president and CEO of Natural Bridge Caverns. “It can be dressed up through table linens and adjustable lighting to complement the natural setting, including themes from a casual Western vibe to elegant dining.” On-site catering and support are available, and the 5,000-squarefoot ballroom accommodates up to 400 attendees. “It’s a wonder to see all on its own,” Wuest says. “When combined with a delightful event plan, it becomes even more memorable for guests.”

naturalbridgecaverns.com –Amy Durham

Construction Starts on Convention Center

» THE FIRST PHASE of the $701 million Fort Worth Convention Center expansion began in August. The initial upgrades will address back-ofhouse facilities, including the introduction of refreshed food-and-beverage areas. As construction alters the existing structure’s footprint, the now-curved Commerce Street will be straightened, adding three additional blocks to the area. The new space will host a yetto-be-announced hotel and additional loading docks. Completion of the first phase is expected in December 2024.

The second phase of the expansion project is set to modernize the customer-facing facilities. The annex building currently on-site will be removed, and existing spaces will be refreshed. Construction will add 97,000 square feet of exhibit

space, 48,000 square feet of new meeting room space, and a spacious 50,000-square-foot ballroom.

Opposite the convention center, the Omni Fort Worth Hotel is undertaking a $200 million expansion project of

its own. The updates will bring the guest room total to 1,018 and add an extra 50,000 square feet of meeting space. Both expansion projects are set to be completed in 2026. fortworth.com

–Amy Durham

San Antonio Hosts IPW 2023

U.S. Travel Association’s IPW took place in San Antonio at the Henry B. González Convention Center in late May. Nearly 5,000 delegates from more than 60 countries attended the conference and expo. Every year, IPW brings together travel professionals, buyers, and wholesalers for learning and networking. “IPW 2023 was an epic experience for all who attended and a testament to the return of global travel,” says Marc Anderson, president and CEO of Visit San Antonio. This was the first time in 24 years that IPW was held in a Texas city. –Mitzuko Byres

1. The Lasso Rope and Dance Team from San Antonio’s Thomas Jefferson High School perform at the Alamo 2. Bull riding practice at the closing celebration at the Alamo

3. Attendees snap photos of the light display on closing night at the Alamo. 4. Renee Eichelberger, Alicia Stellhorn, Jenny Wilson

5. Emily Johnston 6. Parade through downtown on horseback on the final day 7. Festival del Rio 8. Musicians Azul Barrientos and Mateo Lopez, and Marc Anderson, president and CEO of Visit San Antonio

To have your meeting or event photos featured, contact adurham@greenspring.com

SNAPSHOTS U.S. Travel Association’s IPW 2023

Planning Partner

BY AMY DURHAM

The right facilitator or master of ceremonies can keep things rolling smoothly at an event when something goes awry.

“A good emcee always has a plan B to help the meeting planner in a crisis,” says Thom Singer, CSP.

Singer has a background in business development working primarily for law firms, banks, and consulting firms. With those gigs, he was frequently sent out to speak at company events, and eventually he went all-in as a professional speaker, emcee, and facilitator in 2009. When the pandemic reduced the frequency of live events, he launched the Austin Technology Council and now serves as CEO. The council is a voice for technology companies in Central Texas.

Singer says speakers and facilitators have a lot more to offer than planners might realize. “Since working speakers can [appear at] dozens to hundreds of meetings per year, the best ones want to help the planners create memorable experiences beyond just their speaking role,” he says. “More communication between speaker and planner in the months leading up to the event and viewing the speaker as a partner—and not a vendor—will lead to a great experience.”

Singer recommends choosing speakers with at least five years in the business with more than 250 paid talks completed and, preferably, a Certified Meeting Professional (CMP) designation. “A great speaker [not only] provides actionable content but also has a compelling speaking style that engages the audience.”

For small meetings with a desired outcome, a facilitator can elevate results. “Often people think they are saving money by not paying for an emcee or a facilitator,” Singer says. “This is not a place to save money or give an honor to a board member. … A seasoned facilitator keeps the meeting on task and lets everyone be heard.”

Heading into next year, Singer sees networking taking center stage. “People are coming to events again to make connections, but many are out of practice,” he says. “If the networking is not good, people will not come back.” That being said, the right facilitator or emcee can weave in fun ways to get people talking and returning year after year.

PHOTO Cesar Enriquez

Speaker, facilitator, and emcee Thom Singer is an asset on and off stage

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The Austin Skyline is About to Change

The Austin Convention Center is preparing to make its mark on the ever-changing Austin skyline with a vertical approach to expansion and redevelopment, beginning in April 2025, that will nearly double the amount of rentable space by 2029.

Vertical Approach

In using a vertical approach to deliver a larger, more efficient facility, the goal of the Austin Convention Center expansion and redevelopment is to transform the southeast corner of downtown Austin into a community-centric destination for attendees and the community.

Signature Design

Along with providing more rentable space, the Austin Convention Center expansion and redevelopment will provide a signature design, featuring state-of-the-art technologies and an industry-leading facility that is ready to exceed future clients’ needs.

Community Support

“We’re so pleased to support the Austin Convention Center and the City of Austin as they move forward with the redesign project.”

Michele Flores SXSW Chief Logistics Officer

“This announcement is an exciting one for the Austin hotel community. Not only will a new and redeveloped convention center bring more meetings and events business to Austin, but create more jobs for our industry and further positively impact the Austin hospitality community at large. This project has long been in the works and we are happy to finally see this come to fruition.”

Nenad Praporski General Manager of Fairmont Austin and Chairman of the Austin Hotel Lodging Association

“To give the community, visitors, and attendees the true authentic Austin experience, we want the new Austin Convention Center to be an iconic, innovative, and symbolic meeting location.”

Trisha Tatro Austin Convention Center Department Director

For more information: www.austinconventioncenter.com