Meeting Spotlight recently spoke with Rhanee Palma, CDME, CEO at Rhanee Palma & Co., as part of our “Buyer Q&A” series. Two themes that popped up several times were healthier travel experiences—such as stretching breaks, healthy menus and walking more than being transported—and intentional spending, where clients want to see there dollars going to BIPOC-, LGBTQ- or women-owned businesses. See more below.
What are some trends in the meeting and incentive industry that you have seen in recent months?
Some trends I’m seeing include:
- More in-person meetings for teambuilding and bonding, so as to get along better while everyone is remote
- Avoiding using traditional meeting spaces and incorporating more unique venues with distinct characters
- In big cities, companies are moving towards using hotels just for sleeping, while taking advantage of free F&B, meeting room rental and AV in their company's buildings across the world
- An increase in meetings at destinations with nature and outdoor activities
- Healthy menus
- Incorporating movement in their meeting agendas
- Intentional spending: Clients want to patronize small businesses—and bonus points if they are BIPOC-, LGBTQ+- or women-owned-and-operated
- Interest in more international destinations because international suppliers have more staffing and provide a better overall value
Do you think these trends will last? How are you adjusting to those trends?
Yes, these trends will last for at least the next two years. I am adjusting to these trends by pursuing continued meetings industry education to be able to incorporate tactics to get people to move during meetings, i.e., stretching breaks with healthy snacks; a meditation room; and booking less transportation and walking more.
How are you structuring your meeting strategy moving forward in terms of virtual events vs. in person events?
Since my clients are conducting much of their business virtually, there is more of a push to meet in person. Business meetings are operating much like incentive programs and are intentionally structured to be more intimate to create more in-person bonding opportunities. The agenda makes it difficult to participate virtually because it is filled with offsite teambuilding activities, group dining and immersion with the local culture. By reducing the number of attendees, it makes it easier to have everyone on the team attend. If there was a virtual component, it is usually reserved for a guest speaker.
Are hybrid events here to stay?
In general, yes, hybrid events are definitely here to stay; there is a time and place for it. For the sake of meetings, hybrid events provide the ability to capture and gain a wider audience. In addition, virtual event success is easily quantified through digital marketing metrics. There are innovative ways to keep your audience engaged by running polls and through gamification.
As the global hospitality industry bounces back, there are lasting impacts including hiring challenges, closures within destinations and service-level changes. Are these challenges still affecting your sourcing needs? If so, how are you handling this with your teams?
Service execution challenges include even more meticulous documentation because of constant unexpected staffing challenges and room service and housekeeping offerings are not consistent (which is especially important for women travelers; we will only go to hotels with room service, if possible).
These challenges still affect our team, and we end up bringing additional staff to compensate for the expected lack of attention we have come to expect from hotels
Do you foresee your event budget increasing or decreasing moving forward?
I foresee event budgeting increasing or staying the same; however, spending will be more intentional. My clients want an excellent value for their money. I am also seeing a directed approach to procure BIPOC-, LGBTQ+- and women-owned small businesses. They want to see their dollars go a lot further.
What are the top three most important elements you look for when securing a supplier or venue?
- There are many times where questions don’t go answered for a week. Even an acknowledgment of receiving the email would be greatly appreciated!
- Transparency with pricing: Providing all anticipated fees is essential, so that planners can make the most accurate decisions.
- Solutions forward flexibility: The entire world has gone through the pandemic and has been affected. Instead of hearing what cannot be done, I am looking for suppliers who enter negotiations with solutions vs. restrictions.
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