Did I mention that I hate cold …?

As a card-carrying member of GRITS [Girls Raised in the South], that’s far more than an understatement. It’s the cold, hard truth. And now here I am just south of Santa’s Workshop and it’s time to buck up and make sure this program runs as smoothly as a glacier’s surface.

Due to a previous work commitment, I hadn’t been the one to do the site visit, so this was my first time in the Land of the Midnight Sun, but I’d prepared. Oh yeah, I had certainly prepared. I spent half the cost of a gilded ballroom overlooking the South Lawn on cold weather outerwear, including pieces with built-in heating elements, so I was ready for Mother Nature to give me her best shot.

Turns out I was overprepared. Yes, you read that right, overprepared. The weather was actually quite comfortable and one day it reached 45 degrees. And did I also mention I was so pleasantly surprised with the whole Icelandic experience that I’d go back in a heartbeat? This time a bit wiser, more open-minded, and traveling lighter [maybe].

Ideal Size for an Incentive

The five-day, four-night incentive program included a grueling inbound flight, a red-eye with one stop and a mid-morning arrival in Keflavik. Fortunately, 90% of our travelers were aboard the same flight, so coordinating ground transportation at the airport went smoothly.

We had 50 incentive winners and their guests for a total of 100 people; in my mind, the ideal size for an incentive there. Not too big, not too small. I would estimate each person had an average of three bags, counting checked and carry-ons. Since one full program day would be lost to travel, we were not going to waste time getting activities started.

While our guests were off to their first excursion directly from the airport, checked luggage was being delivered to the Hilton Parliament in downtown Reykjavík. There, it would be off-loaded and room-dropped which, of course, is a really nice, personal touch but one that comes with plenty of chaos and confusion if not managed correctly. Spoiler alert…We nailed it!

One hundred guests x two checked bags each = 200 opportunities to mess up. Because we had done extensive pre-planning with the hotel and mailed out luggage tags in advance, every piece of luggage was clearly identified. Not one item slept at the airport and not one item missed its room target. In my book, that’s a small miracle.

Back to our activities …

In our Know Before You Go packet that was mailed out weeks in advance, we clearly communicated all the super-important “stuff” you needed to be aware of to head off any issues or misunderstandings. One item was right there, front and center, in large bold red type:

PACK YOUR SWIMSUIT IN YOUR CARRY-ON BECAUSE WE ARE

GOING DIRECTLY TO SKY LAGOON FROM THE AIRPORT.

Much as I like to pull rabbits outta hats, I have not discovered a way to manifest a bunny with the cutest swimsuit in just your size if the one you brought is inside a room-dropped bag back at the hotel. We had a few of those, unfortunately. If your eyes don’t hit that page of the pre-mailer, well …

Sky vs. Blue

Blue Lagoon, with its milky-blue geothermal seawater in the middle of a lava field, is often called one of the “wonders of the world” and is the iconic lagoon most international travelers know. What they may not know is there are no private changing areas so it’s a bona fide “gang’s all here”, awkward ceremony before entering the waters. No, thank you.

Thus, we shuttled 45 minutes to Sky Lagoon where we’d reserved private changing rooms. On the edge of Reykjavík, Sky is a newer, oceanfront lagoon known for its dramatic infinity-edge pool over the North Atlantic and seven-step sauna/steam experience called The Skjol Ritual: lagoon, cold plunge, sauna, cold mist, body scrub, steam room, and a finishing drink made from local crowberries, a mild, slightly tart beverage apparently all the rage with crows everywhere. [A splash of Prosecco would’ve been interesting.]

We’d arrived at Sky Lagoon a band of completely drained travelers after the overnight, inbound flight but, truly, once you immerse yourself in the full experience of the lagoon, you are magically refreshed. The feeling of rejuvenation is extraordinary and suddenly our weary bunch was ready to take on Reykjavík.

As a side note, I was able to sample Sky Lagoon to indulge myself in five of the seven steps of the steam-sauna experience. [No surprise, I passed on the cold plunge and cold mister.] It was wonderful. I was also able to test the Blue Lagoon to do a good comparison and, honestly, I wouldn’t do Blue Lagoon again. It felt like a big, cloudy swimming pool. The only thing special was the Mask Bar, which offered multi-level, pricey mask treatments including silica mud, algae, lava scrub, and mineral masks. I was glad I’d experienced it, but I wouldn’t do it again. Is the water blue? Yes, it is. My vote goes to Sky Lagoon.

Parliament vs. Geysir

If I were to do another program in Reykjavík, I would absolutely return to the Hilton Parliament. The location simply can’t be beaten. It’s walkable to restaurants and shops along the waterfront, whale watching, and a large, inviting public park; the kind of city experience where you can browse a bookstore by day and enjoy a bar [or two] by night. [Pro tip: Find the bookstore that turns into a bar at night.] Downtown has a lot of nightlife and well-lit city streets, so it’s a safe location.

The hotel’s décor is classically Scandinavian — minimalist, neat, and clean but definitely elevated. Bathrooms are quite large and modern. Many of our guests said they slept with windows open at night to take in the refreshing air.

As a contrast, Hotel Geysir is out in the countryside where there’s virtually no light pollution. At the right time of year, this optimizes the viewing experience if you’re fortunate to catch the Aurora Borealis. April is typically not Northern Lights season, but I did see them on the two nights I cast eyes to the sky, once in each city. Hotel Geysir, too, is a genuinely nice, new property that broadens the incentive experience by offering a non-urban perspective on Iceland.

“Hot Dog!”

Along the way, our group experienced puffins, several whale species, a tasty dine-around, a popular glacier, and Icelandic hot dogs. Apparently, after traveling to the base of a glacier in a very cool vehicle with monster tires then snowmobiling to the top and back down again, it’s tradition to enjoy hot dogs. Now, my idea of F&B planning for a corporate group does not typically include this children’s menu item, vegetable soup, and meat soup, but our group absolutely loved it. And I must say the hot dogs were quite good.

The people of Iceland were very genuine and kind wherever we went, but when traveling be aware this is a non-tipping culture. Iceland is, for all practical purposes, a cashless society, and even the guys manning the hot dog stands along the street expect you to use a credit card or tap-to-pay. In a restaurant, your server may appreciate the extra cash, but tipping at the levels we do here in the States is frowned upon by locals who really don’t want to have to do the same. Tipping can be seen as a forced culture shift, an attempt to Americanize their European ways.

Don’t feel bad, you’ve already paid a handsome fee for your meal. Iceland is whatever the opposite of comfortably affordable is. It is incredibly expensive. One day, my lead meeting planner and I went out for a burger and a beer. Two burgers, two beers, $72. [See, you really don’t have to feel guilty about not tipping!] On another day, I ordered a burrito bowl, something that would’ve run about $8 back home. When I looked at my credit card statement, it was the equivalent of $46. Ouch!

After the program concluded, I had one big takeaway. There must be stars within the Northern Lights because they certainly aligned for us. Occasionally, I have days in this madness we call meeting and event planning when I think, “I don’t get paid enough to put up with this.” The glorious week I spent in Iceland was a week when I thought, “I can’t believe I get paid to do this!”

Everything ran as smoothly as a glacier’s surface, especially with the “snow boots on the ground” local knowledge and guidance shared by the amazing Sandra and Karolina of Iceland Travel … and this warm-weather girl had zero problems with the elements! Bottom line, my closet is fully stocked with cold-weather attire, and I’m ready to use it again!

Skal!  [Cheers! in Icelandic.]

Julie Thompson-Whelan

The post I Learned Not to Turn a Cold Shoulder Toward Iceland … appeared first on dynami.

Just when you thought the coast was clear after a tumultuous several years driven by a pandemic and its fallout, there’s still no rest for the weary — those weary ones being meetings and events professionals and the clients they serve.

Securing preferred dates and ideal destinations, along with a fair room rate, value-added concessions, and minimal attrition penalties, have long been the bane of a planner’s [and ultimately their client’s] existence. And now in 2024, those potential landmines are more acute and challenging than ever with all indications the tougher trends are here to stay.

Specifically, the “gotchas” in contracts, soaring meeting & event costs, and personal safety concerns are more prevalent than ever along with the added encroachment of hot-button social issues that were seldom a thing in the past. The challenges [budget especially] can be monumental. Let’s take a closer look at some of these concerns …

WELCOME TO THE BRAVE NEW WORLD OF CONTRACTS

If you’ve long prided yourself on being a skilled contract negotiator, do not rest on your laurels because the current state of affairs is significantly different than it was just 2-3 years ago. Fees in particular have become more problematic than ever, especially resort fees, and “hidden” or “junk” fees that aren’t always disclosed unless you’re on your game and ask about them prior to ink hitting paper. The problem is magnified in the current seller’s market in which “wiggle room” in negotiation is tighter than ever.

Fees, fees and more fees

Resort fees have long been a hot-button with reports of some properties charging individual guests as much as $65-$90 per day. For a 4-day, 3-night program with 150 attendees, that’s a financial hit of $29,000-$40,500 to your budget. There are numerous legal cases challenging disclosure [or rather, non-disclosure] tactics currently being litigated. In California, Senate Bill 478, called the “Junk Fee Law”, went into effect July 1, stating that all pricing must be advertised.

To justify the high daily cost, resort fees now include line items that weren’t included previously, including daily housekeeping, internet access, porterage, “Employee Wellbeing Fees” [I don’t know either], use of gym and/or pool facilities, and mandatory gratuities.

Attrition just grew a second set of teeth!

In another instance, attrition fees which can already be hefty if not skillfully negotiated, are suddenly having service charges tacked onto the penalty itself. Same is true when paying program cancellation fees. You’re being penalized not once but twice.

To make matters worse, some properties are charging daily attrition fees, even food and beverage attrition, per day versus calculating cumulatively over the course of your program room block and F&B guarantees.

Conceding concessions …?

Properties have long been pulling back agreed-upon concessions if you fall short of your room block total. Again, you’re penalized twice. Given the number of more recent hidden fees or junk fees, this move stings more now than ever before.

The only way to avoid falling victim is to be doubly [if not triply] diligent and fully informed throughout the negotiation process. Ask questions. Request all promises and commitments be put in writing. Make sure anything numerical is clearly spelled out and that specific key dates are noted. Invite other sets of trained eyes to review your contract before signing anything.

Lock in service charges!

Make sure all conditions and clauses are clearly delineated in the contract language. For instance, if a hotel’s service charge is a flat 25%, do what you can to ensure the contract reads precisely that way. If you see “service charge of 25% [subject to change]” in the language, wave your red flag until a firm commitment is either put in writing with your program dates assigned, or introduce a ceiling on how much that flat rate can rise between now and the onset of your program.

“Can I get a little help, please …?”

Another thing to keep in mind is a Service Guarantee Clause, whereby the hotel agrees to adequately staff for all program segments. Labor issues continue to be an industry problem but it shouldn’t be your problem. It belongs to the property. Ask that specific staffing totals be assigned and delineated for each program segment – business sessions, meal functions, activities, etc.

Fair is fair …

Finally, what’s good for the goose is good for the gander. Many industry professionals are calling for “Cancellation by Hotel” clauses to have an equal amount of “bite” as clauses assigned to “Cancellation by Client”. Hotels cancelling programs in favor of a bigger, more lucrative fish on the line was seldom a thing in the past. These days, it’s becoming more and more prevalent. If the proverbial rug is yanked out from under you, make sure you’re being adequately compensated for the loss of dates.

“Thou doth protest …”

Finally, in an emotionally charged world with politics and social issues swirling about, make sure your Client’s Right to Cancel language is written in such a way that if a particularly vocal, potentially offensive and/or disruptive group is booked at the property at the same time as your program, so you have an “out”.

Also, demand the property inform you if such a group is booked after you’ve gone to contract so you can make a decision: stick with the property or bail? Do you really want your guests walking through common areas jammed with placard-carrying throngs with bullhorns protesting this social injustice or that overseas war? Make sure this pertains to both indoor and outdoor portions of the property. One solution is to book all event space onsite though that’s a pricey proposition.

Remember: A contract is a contract … until it is not. Protect yourself and your investment!

DOLLARS & SENSE

If it seems everything costs more, that’s because it does. A lot more! A recent survey of industry professionals across North America revealed:

• 39% of respondents indicated costs had significantly increased while only 16% [the lucky ones] felt costs had softened a bit.
• The majority of respondents indicated meeting/event-related costs have increased 10-30% across-the-board … in just one year [2023 to 2024].
• Meanwhile meeting and event budgets have risen 10-20% which, on one hand, sounds promising but not when you compare it to the escalating cost of goods and services. Bottom-line: The increases in available budget only allow you to keep pace with soaring costs versus allowing you to enhance your program design or offerings. Inflation affects us all.

The solution is to seek ways to trim costs whether that means reducing the number of annual programs; reducing duration of individual programs thereby saving on rooms, A-V, F&B and labor; offering more unstructured free time; or booking years in advance to lock in favorable pricing.

WELL, THERE IS SOME GOOD NEWS …

Another recent survey indicated program lead times seem to be improving. Though lead times are still on the shorter side compared to historical patterns, 43% say they typically have 4-9 months to plan a program while only 9% have 90 days or less. Meanwhile, 26% of respondents typically enjoy a 10-12-month lead time, which is a 15% improvement from 2023.

Our world is changing and it’s incumbent upon you to stay on top of these changes to avoid unnecessary headaches, financial or otherwise.

Remember, Proceed with Caution.

Happy Negotiating!

Julie Thompson-Whelan

The post Planners’ Dilemma: Proceed with Caution … Now More Than Ever appeared first on dynami.

True confessions, I sorta made up the phrase “pro-planning”. It’s a shortened version of “pro-active planning” which to me is the difference between thinking you might do something and knowing you will do something.

The cornerstone of “pro-planning” is deliberate intentionality, but not deliberate intentionality existing in a vacuum. Pro-planning is successful when it’s done on purpose with an established goal in mind, all based on the gathering of empirical data, F2F conversations, sharing perspectives and experiences with colleagues and attendees and, above all, having an open mind when it comes to candid feedback [whether it’s gushing and glowing, or it stings and hurts].

So where am I going with this?

Those of us who toil in the corporate meetings and events space – whether on the client side or vendor side – are well aware of the importance of collecting feedback from a program for the purpose of making the next program even more successful. But how many of us go to the seashore and collect seashells with all good intentions of doing amazing and creative things with them when we get home, only to discover a year later those same seashells in the same grocery store bag you brought home from the shore a year earlier.

That’s where the word “deliberate” enters the picture. [FYI: The word comes from the Latin deliberare which means “considered carefully”.] Are we truly doing something amazing and creative with the input/feedback we gather – considering it carefully when beginning the planning/design/budgeting phase of a meeting or event? Or do we discover this input and feedback in a well-intended but unused file somewhere a year later when it’s too late?

Anticipating and fully understanding your audience’s specific event expectations is crucial for ensuring a successful and engaging experience. Some of the tips below will be reminders, some you’ll be familiar with but haven’t yet acted upon, and others will be all-new, fresh ideas that can turbo-charge your upcoming meeting and event experience.

PRO-PLANNING Phase 1 [Pre-Event]

• Anticipate Questions and Concerns – Begin by putting yourself in the seat of an audience member and think about the questions and/or concerns they might have. Gather and notate these. But that’s not enough. Read on …

• For goodness sakes, do the obvious! – Carefully research and understand your audience by reaching out to them in advance, being mindful of the fact that, yes, there are common, overlapping expectations and learning priorities but each attendee also brings with them their own needs. Do everything you can to incorporate their input and stated desires into content, sessions, activities, etc. Know your audience’s age range and experience, including median age and years in the industry; gender breakdown; learning styles, etc. Be thorough in your research because the time and effort you put in up-front will make a world of difference on the back-end. Added bonus: Providing them the opportunity to offer you their personal perspectives will make invitees feel invested in the success of the upcoming program.

• Pre-Program Surveys and Polls – Send surveys or polls to invitees in advance of your event, and early enough in the planning cycle to be able to utilize the best-of-the-best input. Ask invitees about their personal expectations of the event, topics of interest, preferred session formats [i.e., large group, breakout, interactive, etc.], and encourage them to ask any questions – then follow up ASAP with responses. Use this feedback to design and shape your event content accordingly.

• Interactive Event Apps – Yes, they’ve been around for 15-20 years but have you checked out the robust features of today’s customized event apps versus the clunky earlier versions we thought at the time were revolutionary? Today’s event apps allow attendees to create highly detailed profiles, detail their personal interests and expectations of the program, and the ability to personalize their schedules. Other app features include live audience polling, interactive and live Q&A sessions, and networking opportunities based on attendee profiles. You can leverage these feature before, during, and after the event.

• “Just for Me” Content Tracks – When designing your program, seek to minimize your cattle-herding general sessions and spend only as much time in the Grand Ballroom as you truly need. Attendees tend to engage more [and glean more from] sessions that are less formal, include back-and-forth exchanges, the ability to collaborate in teams, and the chance to learn in hands-on fashion. A variety of pick-and-choose content tracks or sessions that cater to specific interests or knowledge needs [identified through pre-event attendee profiles or registration data] ensures each attendee is exposed to personally relevant content throughout the event.

• Build in Outta-Nowhere WOW! Moments – Incorporate unexpected elements or bring surprise guests onstage who are relevant and appeal to your audience. This will help to create memorable experiences and exceed attendee expectations.

PRO-PLANNING Phase 2 [Event / Post-Event]

• AI, VR, AR … Alphabet Soup! – To the extent you can since it’s still a new frontier we’re all exploring, incorporate Artificial Intelligence, as well as Virtual Reality and/or Augmented Reality. VR or AR experiences can simulate real-life scenarios related to your event theme. This tends to enhance engagement and provide attendees with immersive learning opportunities aligned with their specific interests. Also, leveraging AI can help you save time on some of the more mundane tasks but always be sure to double- and triple-check accuracy, balance and completeness of any content sourced from AI.

• Further, in Keeping with Today’s Technology … – Encourage attendees to participate actively on social media platforms using event-specific hashtags. Display live social media feeds or host real-time Q&A sessions where speakers or panelists address questions directly from social media. Also, incorporate gamification elements such as challenges, quizzes, or scavenger hunts related to event content. Offer rewards or recognition for participation and achievements, which motivates attendees to engage more actively and deeply with the event.

• Adapt Presenters’ Communication Style – Encourage your presenters to adapt and align their communication style/delivery to match the stated learning preferences and personality makeup of your audience. This includes tone, level of formality, use of technical jargon or simplified language, attire, etc.

• “Just the facts, please, just the facts.” – Curate and organize your content in a logical fashion and present it clearly and succinctly. Avoid unnecessary details and focus on delivering key messages effectively. Prioritize the have-to-know messaging and leave the nice-to-know stuff for another occasion. Encourage your presenters to engage with the audience and to ask for on-the-fly feedback with on-the-spot responses.

• Extend the Memorable Event Experience – After the event, send timely personalized follow-up emails or communications based on attendee interactions and preferences during the event. Provide additional resources, recordings of sessions, or exclusive content that aligns with their interests. Also, provide requested follow-up and support. This demonstrates your commitment to their satisfaction and success.

• Post-Event Data-Gathering – Implement a structured feedback mechanism immediately after the event to gather fresh and specific insights as to what worked well and areas for improvement in the future. Then remember to break out this treasure trove of information on Day 1 of the planning cycle for next year’s event. Be a pro-planner!

By being deliberate and intentional, you will have anticipated, researched and designed your meeting or event to best meet the general and specific needs of your audience members. This enhances the meeting and event experience, builds credibility, increases the effective ROI of your program, and helps positively impact your bottom-line.

Cheers,

Kenneth Jones

The post Do Your Event Outcomes Align with Your “Pro-Planning”? appeared first on dynami.

The oft-covered song Everybody’s Talking begins, “Everybody’s talkin’ at me. I don’t hear a word they’re saying … “

Sound familiar?

Or were you not completely tuned in to what was being said?

In a recent lengthy article in Harvard Business Review, co-authors Robin Abrahams, Research Associate at Harvard Business School, and Boris Groysberg, a professor of Business Administration in the university’s Organizational Behavior unit, write:

“Listening is a skill that’s vitally important, sadly undertaught, and physically and mentally taxing. In the aftermath of Covid-19, particularly with the shift to remote work and the red-hot job market, it’s never been more important — or more difficult — for leaders to be good listeners.”

So, here are nine things to keep in mind if you desire to become a more active listener …

REPEAT THE OTHER PERSON’S LAST FEW WORDS BACK TO THEM.

Doing this helps the other person feel they’re being listened to and believe what they have to say matters to you. It also helps keep both of you on track in the discourse while providing a momentary pause for each participant to gather thoughts or bounce back from an emotional reaction to something said or expressed.

RESIST THE TEMPTATION TO INSERT YOUR OWN WORDS … UNLESS NECESSARY.

Direct repetition works, even though it may feel unnatural. Rephrasing what the other person has said, however, can increase tension and mental load on both parties. No need to add your own “spin” to what was just shared with you [and we all do it]. Having said that, if clarity is lacking, it’s okay to say, “Just to be sure I fully understand what you said, I’m going to put this in my own words. Let me know if I’ve missed anything or if I misunderstood you.”

OFFER NONVERBAL CUES THAT SHOW YOU’RE LISTENING … IF IT COMES NATURALLY TO YOU.

Unspoken communication such as eye contact, attentive posture, nodding and other nonverbal cues are important. But paying attention to someone’s words is hard if you’re too busy reminding yourself to make regular eye contact. If these listening signals don’t come naturally to you, simply let the other party know at the outset of the conversation that you tend to be on the non-reactive side, ask for their patience and understanding, assure them you are indeed listening  … and advise them to never sit across from you at a poker table!

TUNE IN TO NONVERBAL CUES.

Truly active listening means paying attention to both the explicit and implicit info being expressed by the speaker. Nonverbal cues such as tone, facial expressions and body language are typically where the motivation and emotion behind the words is emphasized – basically, it’s the added “oomph” to the words spoken. Which means it’s important to the person speaking. Take note!

ASK, ASK … AND ASK AGAIN.

Asking questions [even if you sense you’re asking too many] sends a signal to the other person that you’re engaged, and you’re truly listening to them. Doing this improves the other person’s experience of feeling heard and having their perspective validated; ensures you fully comprehend  their message; and can ensure no important details have been overlooked.

CLEAR YOUR MIND … AND YOUR DEVICES.

Take steps to minimize or eliminate potential noise, interruptions, and other external distractions, as well as any internal distractions such as a wandering mind, the urge to check your watch or gaze out a window, etc. If you find yourself preoccupied with something other than the conversation you’re having, do what’s necessary to reel it in and refocus. If you anticipate a conversation will be challenging, upsetting, or potentially confrontational, calm yourself as much as possible before going in.

OWN YOUR SHORTCOMINGS.

If you know before a conversation you may be a subpar listener — whether due to being fatigued by other intense conversations that day, being unfamiliar with the topic to be addressed, or some other reason — let the other person know right away. [i.e., “Bear with me, it’s been a challenging day today …” or “Help me better understand what we’re discussing. You know more about this than I do …”, etc.] If you drift off and believe you’ve missed something, apologize and ask the person to repeat themselves.

THE BIGGIE: NEVER REHEARSE YOUR RESPONSE WHILE THE OTHER PERSON IS TALKING!

Briefly pause after a person finishes speaking to send the signal you’ve been listening, you understand what they said, and you’re now beginning the process of formulating your response. This requires intentional effort.  Human brains think four times faster than people talk, so you may feel you’re ahead of them but resist the urge to respond too soon. It’s OK to pause, reflect and react … but only after they finish speaking.

KEEP YOUR PERSONAL EMOTIONS IN CHECK.

If you feel yourself reacting emotionally – strongly disagreeing, taking offense, or feeling the need to defend somebody or something – breathe. Slow the discussion down a bit, especially your end of things. Do more repetition and pay attention to your breathing. At all costs, avoid responding in a manner that will cause the other person to withdraw or disengage entirely. Having said that, this doesn’t give you permission to automatically [and self-righteously] tune out what you don’t want to hear, or rush to discount it or argue it away.

I quoted the co-authors of the study at the head of this post and I believe it’s worth restating: “Listening is a skill that’s vitally important, sadly undertaught, and physically and mentally taxing. … It’s never been more important — or more difficult — for leaders to be good listeners.” While many, if not all, of these tips may not come across as blockbuster insights for some of you, I’d be willing to bet 100% of us could use them as great reminders.

Cheers,

Kenneth Jones

The post 9 Ways to Use Active Listening to Become a Better Leader appeared first on dynami.

Last week, Apple unveiled its new Apple Intelligence system [a clever twist on the acronym AI, BTW] which promises to make life a little easier for conference planners and attendees. Through a deal with OpenAI, ChatGPT will now be available on Apple smart devices. While I believe the most immediate impacts will benefit association planners and attendees, those planning attending command-performance corporate meetings and events will benefit, too. In either case, there are some really cool features that promise to keep everyone involved up-to-date and well-informed on all conference related information.

Consider …

• A planner can now ask, “When is my CEO’s flight supposed to land?” and immediately flight details will be researched, aggregated and cross-referenced for accuracy within milliseconds.
• Another new feature is an event e-ticket design which includes an event guide, maps and floorplans, nearby restaurant recommendations, venue-related info, and more.
• For attendees listening to and reading in a non-native language, a new app uses AI for speech recognition and translation.
• And for those who dread writing event-related copy or correspondence, the new system includes Writing Tools which will proofread, rewrite and summarize tech text. This summarization is available on the Notes and Phone app and allows users to record, transcribe, and identify key information. Bingo, a ton of time saved!
• There is also a feature that prioritizes messages and notifications in iMessage; stacks them in order of importance; and consolidates longer messages into the most salient points.
• On a fundamental level, there will be live updates for third-party apps like Uber, as well as alerts for impending bad weather.

No doubt, these new features will pressure existing event companies to double-down on maximally leveraging AI for the optimal user experience. And for planners and attendees, the promise of mitigating some of the usual event-related stress and confusion can only be sweet music to everyone’s ears!

WOWdorf Astoria Costa Rica Punta Cacique

While traveling recently, I had the opportunity to do a hard hat tour of the soon-to-come Waldorf Astoria Costa Rica Punta Cacique in the gorgeous Guanacaste province of the Central American country.

Despite being in late-middle phase of construction, I was very impressed by the location, the exclusivity, focus on luxury, and the possibilities for corporate meetings and events, as well as incentives.

With a targeted opening this coming November, here’s a rundown of what promises to become one of the premier jewels in Hilton’s luxury portfolio:

• 10,000sf of indoor and outdoor meeting and event spaces perfect for hosting small to large groups
• 190 accommodations [standard, deluxe and suites], all ocean-facing
• A sprawling Holistic Wellness Center, consisting of a full-service Fitness Center featuring today’s leading-edge workout equipment; Movement Studio, Lap and Thermal Pools; and outdoor yoga spaces.
• A luxurious cenote-inspired spa with 11 planned treatment rooms — eight standard indoor rooms and three outdoor rooms reminiscent of a treehouse. [A cenote is a natural pit or sinkhole created when a limestone bedrock collapses, exposing groundwater. The term originated in the Yucatan Peninsula of Mexico and is in keeping with Costa Rica’s reputation as one of the world’s eco-gems.]
• A signature 3-meal restaurant and bar.
• A Beach Club with watersports, including swimming, paddleboarding and boating
• 41 planned private residences

Perhaps what struck me the most was the property’s location on a dramatic cliffside peninsula of Cacique canton in the increasingly popular Guanacaste Province. You’ll enjoy spectacular panoramic views of the Pacific Ocean and the Bay of Papagayo, creating a rich sense of elegance and exclusivity. Many eco-friendly specialties have been integrated, including special corridors to protect wildlife in the area and the exclusive use of electric cars to lessen environmental impact. Again, a typical Costa Rican touch.

Located approximately 10 miles [25 minutes] from Liberia International Airport [Code: LIR], Waldorf Astoria Costa Rica Punta Cacique is within an hour’s drive of many of the area’s most popular environmental destinations and activities. There are also nearly 150 restaurants within five miles.

Yes, you will pay for this level of luxury with group rates likely starting north of $1,200 per night++. But if you’re seeking a hot, new property that will have your attendees or incentive winners buzzing, you can’t do better. Truly, this property is a mix of Guanacaste’s aesthetic and natural beauty and the unparalleled luxury of the Waldorf brand. It is already a leading candidate for two programs dynami is currently planning.

Cheers and … Pura Vida!

Kenneth Jones

The post Heads Up! A Couple of Bright Lights on the Horizon! appeared first on dynami.

Let’s Start with the Real Story

Within moments of encountering John – whether in person, in an audience, or over the phone – certain things become quite obvious.

He is humble and sincere.

He is genuinely warm and friendly.

He’s easy to talk to and puts the other person at ease in a moment when fresh introductions often feel awkward.

John is not fond of being the center of attention [he saves that for his message].

He is whatever the opposite of self-aggrandizing is.

He cares. He genuinely cares … about other people, including you.

You also quickly learn some things about John that might surprise you. Actually, they do surprise you.

John is introverted and innately shy.

He’s not fond of crowds.

And he doesn’t like bright light.

Wait, what …? Shy, uncomfortable in crowds, and averse to bright light. You know, all elements of a corporate meeting or event – a stage, large audience, and lumen-happy stage lighting.

Yet he’s making a living as a motivational speaker? Yes … and what a speaker he is!

The Back Story

As a young, curious and explorative boy, John did what most any nine-year-old would do … what the older guys on the block were doing. It’s a coming-of-age thing that all boys experience as they seek to find their way in a big, wide, often confusing world. At that tender age, fitting in matters.

He was in the family garage back in St. Louis. There was a can of gasoline, a pack of matches, a sense of wonder … and you already know this is a story that won’t turn out well. [You may be surprised.]

The blast sent young John hurtling across the garage and slammed him into a wall. The flames were so forceful, the garage was a total loss and nine-year-old John ended up with burns over 100% of his body.

He was given a 1% chance of survival … a 1% chance.

Think about that for a moment. A kid being told there’s a 99% chance he won’t live long enough to ride a bike again, play catch in the backyard, celebrate a double-digit birthday, chase his dreams, or kiss his first date. Let that sink in.

As he lay in his bed in the hospital, swathed in bandages and enveloped by intense pain, he heard his mother’s voice.

“Mom,” he asked, “am I going to be okay?”

Sensing the need for brutally pure truth at a moment when most of us would do what we thought was the kind thing and sugar-coat the horrific, seemingly hopeless situation, his mother rallied her courage and did something miraculous in itself.

“John,” she said, “do you want to die? It’s your choice, not mine.”

Young John thought for a moment and responded: “Mom, I don’t want to die. I want to live.”

That was 37 years ago. John is alive and more than well. And he is amazing.

Everybody’s Got Something

“If you think you can’t, you won’t,” John says matter-of-factly. “And if you think you can’t but still want to try, you’ll succeed. It’s that simple.” Says the man who spent five of his boyhood months lying in a hospital, enduring dozens and dozens of surgeries and, later, years of physical therapy.

“If you think you can’t but still want to try, you’ll succeed. It’s that simple …”

As we dash through our lives – rising and readying for work, getting kids off to school, running errands, doing all the things that need to be done – we’re often so consumed by our own pressing priorities that we’re oblivious to what’s going on with others.

Imagine standing in a long line at a corner Starbucks and there are thought bubbles floating over the heads of each person in front of you. They might read …

I just got divorced.

I lost my job.

My kid’s a mess.

A cancer diagnosis at 37 …?

How am I going to make rent this month?

The point is everybody’s got something. Nobody gets through life without a few scrapes and bruises. Okay, a lot of scrapes and bruises. And in one young man’s case, more than a few burns. But the challenges, the setbacks, the sometimes horrific occurrences can only define you if you let them.

“It’s how you deal with things that matter most. It takes perseverance, and perseverance starts with showing up,” John says. “We often make the guy on stage speaking to an audience the hero. The one who was so broken, or so badly burned, in such bad shape, and somehow managed to overcome. That was me. But the heroes were all the people behind me. My guardians, my siblings, my parents, the doctors and nurses, even the janitors cleaning the hospital every day.

“Those people changed the life of a little boy that wasn’t supposed to make it. And now that little boy, me, is trying to change the lives of others for the better. To help them understand, no matter what, if you want to succeed, if you want to overcome, if you want to find hope when there doesn’t seem to be hope anywhere, you will.

“It comes down to perseverance and ‘the breath’ – living and breathing in the moment, the now, and doing the very best you can with what you’ve got. Right now.”

Nearly four decades after that horrifying day in a St. Louis garage, John O’Leary is the living, breathing, walking, talking personification of that philosophy. He has taught millions around the globe how to live an inspired life, day in and day out.

Despite the crowds, his shy nature and bright stage lights, he has spoken in all but one of the 50 states, dozens of countries around the world, and authored two books – the curiously titled On Fire: The 7 Choices to Ignite a Radically Inspired Life [March 2016]and In Awe: Rediscover Your Childlike Wonder to Unleash Inspiration, Meaning and Joy [May 2020]. And this fall, a major motion picture will be released chronicling John’s life journey.

dynami booked John as a motivational speaker before an audience of several hundred in Las Vegas earlier this year. In keeping with his message of perseverance, he somehow managed to make it to Vegas in time for his keynote address despite weather-driven flight cancellations, a mad dash to alternative airports in Southern California, and finally a 275-mile drive from Los Angeles to Las Vegas.

When I tell you John was outstanding, I’m grossly understating matters. I don’t know if I’ve ever heard a more inspiring speaker.

A 1% chance to live. A 99% likelihood of dying … and 96.87%. That was his approval rating in our post-event survey of the audience.

Need I say more?

Cheers,

Kenneth

P.S. – Learn more about John O’Leary at www.johnolearyinspires.com

The post John O’Leary: A Bold Message of Tragedy, Perseverance, Triumph … And Selflessness appeared first on dynami.

Sphere of Big Influence

Rapidly becoming a Vegas icon just east of The Strip, Sphere is venturing from its music and entertainment roots and moving into corporate meetings and events for the first time with what promises to be a Wowza! experience when Hewlett-Packard Enterprise [HPE] uses the venue for its keynote address at HPE Discover this summer.

HPE CEO Antonio Neri will deliver his Welcome Speech June 18 on Day 2 of the four-day event intended to give attendees a glimpse of what’s to come in Artificial Intelligence [AI] on the not-too-distant horizon.

Opened in September 2023, Sphere has become quite the chatter-magnet for its unique design,  captivating visual effects, supreme acoustics, and truly immersive, 4-D live experiences. What makes this event truly noteworthy is the bold — and likely very costly — reimagining of corporate events that goes beyond mere good intentions to engage and inspire attendees, and truly delivers against that goal. [When I say costly, consider that advertising alone on the venue’s exterior runs an eye-popping $450,000 … per day!]

With seating for 17,600 and featuring a 160,000-square-foot LED screen that wraps up, over and around the audience, Sphere is a venue on a never-before-seen scale. Think otherworldly planetarium on steroids. In addition to the unlimited visual effects made possible by the enormity and flexibility of the projection surfaces, each seat is WiFi-equipped and includes Sphere Immersive Sound powered by HOLOPLOT, delivering precise, crystal-clear sound no matter where you’re sitting. Literally, every cubic inch of the attendee space is filled with perfectly equalized audio.

The exterior of Sphere, called the Exosphere – and basically a $450k-a-day digital billboard — is the largest LED screen on the planet, consisting of more than 1.2 million LED pucks that enable more than one billion color-hue options. Even the pickiest of planners and logo cops will find the perfect shade of whatever color anchors their branding. Operators of the venue have had fun with the Exosphere in its first six months of operation, turning the gigantic orb into a brilliant orange Jack O’ Lantern last October and a colossal, swirling snow globe during the December holidays.

Looking for a cool venue for your next major meeting or event? Book now … and open that wallet of yours really, really, really wide.

Speaking of Budgeting …

I suspect the first meeting or event ever booked carried with it budget constraints, budget concerns, and budget headaches. If there’s one constant in the life of a corporate planner, it involves dollars and cents/sense and a whole lotta pressure.

Guess what …? Nothing has changed in 2024 except perhaps the tautness of the budgetary belt.

We all know we’ve been stuck in an inflationary rut for quite a while and we can expect to see especially elevated costs at hotels and other meeting venues as they scramble to backfill losses incurred during the pandemic, and cost run-ups due to supply chain snags, labor challenges, and difficulty in filling key staff positions with experienced, senior-level people.

A recent poll of 500 planners conducted by American Express Meetings & Events found an expectation of cost hikes ranging from 3.5-4% across all meeting types in 2024. That’s on top of escalating prices the last two years. Included in these higher hotel costs are food and beverage, labor, power, and insurance. Basically, planners are expected, more than ever, to do more with less. [So much for the glam life of a planner, right?]

What’s driving this is an overdemand for meeting space and hotel rooms as companies settle back into a rhythm of F2F meetings that had gone AWOL for a while, replaced by Zoom or Microsoft Teams calls, hybrid events, or outright event cancellations.

There’s always hope …

Nevertheless, there are ways to mitigate your monetary concerns and still deliver a first-class event. Let’s take a closer look …

First and foremost, get ahead of your challenges! If you get in front of a problem or a challenge, it’s much, much easier to negotiate better prices, more meaningful concessions, and added touches that cost you nothing. Now try to do that in arrears and you’ll end up with a big bill and an even bigger post-event reconciliation headache.

Be candid with your team, your vendors, your venue candidates and, of course, your client. Help them understand there are limitations to what you can promise and deliver upon, and creativity is the name of the game when budgets are tight.

Understanding there’s always a cost to do something, step back and take a broader look at your preferences. This where the “dollars and sense” thing kicks in.

Do you really need to be city-center … or would a venue a few miles away make better sense financially?

Does your program have to take place in the springtime … or would a date several months later yield more lucrative pricing?

Is everyone expecting to attend absolutely necessary … or can you whittle your invitee list down to mission-critical folks who can later cascade learnings to others when they return?

Florals and décor are a nice touch  … but do you really need those Birds-of-Paradise centerpieces flown in from Central America?

Is that activity-filled afternoon on your agenda — the one packed with Segway tours and shopping, golf and pickleball — really what everyone wants … or would attendees be just as happy striking out on their own for a few hours, catching a nap, or hanging out with colleagues at the patio bar for a round or two?

Give some extra thought to the length of your conference. Is everything in v.1 of your proposed agenda absolutely necessary … or could you pare that agenda back a bit to save a day of lodging, F&B, space rental, audio-visual gear, power-pull, staffing, etc.?

You get my point. Though it may conflict with your initial vision of the perfect meeting or event, there are always smart corners that can be cut in the interest of cost-savings without sacrificing the richness and quality of your gathering.

On that last point above about meeting length, I’m surprised any time I see a Closing General Session as the only item on the final-day agenda before departures. My question: Do you really need to hold onto that A-V gear and crew an extra day or could send-off remarks be delivered as part of the previous afternoon/evening activities? Even in instances where there’s a final round or two of breakouts on the last day of your program, go ahead and strike the General Session room and save yourself some money.

One more thing …

Designing a time-efficient, no-fat agenda can actually be a blessing in disguise. As most writers, painters, and project managers will tell you, deadline pressure tends to elicit their most efficient and creative work. There’s an old saying, “Need a project done well, give it to a busy man or woman.” It’s true.

Tighter time constraints force you into creating smarter, crisper event designs and tighter, more clearly thought-out presentations minus the fluff that tends to creep into all presenter scripts and PowerPoint decks. This is a great time to study or re-study the TED Talks model which emphasizes engaging, to-the-point presentations that max out at 18 minutes, and are oftentimes shorter. Basically, it’s “Get on stage, make your point, get off stage … and don’t suck!”

At dynami, we’re proud of the fact we’ve never once in our 20 years in business blown a budget. Yes, many [well, most] budgets change along the way but these amendments are delineated, approved, and signed-for in advance to ensure there are never any non-approved, incremental expenditures. As your partner, we proactively identify and target cost-savings early in the planning process and, along the way, never stop looking for creative and effective ways to stretch your dollar so you can deliver maximum impact.

Cheers,

Kenneth Jones

The post A Bold New Venture For Sphere… And A Reminder About Budgeting appeared first on dynami.

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We’re all well aware, as Baby Boomers slide into retirement, the current labor force is largely made up of Gen-Xers and Millennials with Gen Z and Alphas to come in the not-too-distant future. This shifting of cultural and societal plate tectonics brings with it lifestyles and learning styles that defy traditional methods of living and learning.

No doubt, you’ve read about how technology of all varieties has shaped Gen-Xers and Millennials. How they crave experiences, adventure and authenticity; how socially and environmentally focused they are; how chasing material things is a turnoff to them; how they’re more concerned with physical and mental health than previous generations … blah, blah, blah.

The key question is: Knowing all this, are you actually designing your program with all this in mind …? Are you? Or are you dusting off last year’s agenda and updating a few sessions and activities here and there and declaring it fresh?

Do NOT Leave Education to Chance

The reality is there are many professionals who are very, very good at identifying and executing the details and logistics of a corporate meeting or event but not that many who also understand the intricacies of learning, comprehension, and inspiration.

Imagine what it would be like to have a Core Planning Team that includes a Subject Matter Expert, Key Opinion Leader, a Learning Expert, and a Meeting Planner. The Subject Matter Expert would own the responsibility for identifying the right information to be communicated and verifying its factual accuracy. The Key Opinion Leader would be an additional person with topic-specific knowledge and a broad understanding of “the big picture” and how everything fits together. The Learning Expert would help design and shape each session [including appropriate media, presentation techniques, and activities]. And the Planner would keep everyone honest in terms of realistic timeframes, room sets and seating configurations, audio-visual, people movement, venue management, transportation-related considerations, food & beverage, entertainment, décor, social activities and events, and the million other logistical things required for a program to flow smoothly and successfully.

Here are six considerations for you to keep in mind …

Be Proactive and Create Session Design Tip Sheets

Nothing overly elaborate, just a simple 1-2 page document that offers advice related to Presentation Skills, Moderating Panels [including what makes a great panelist], Audience Interaction Opportunities, Reflection Intervals to allow for comprehension and/or clarification of info/data just delivered; and Best Practices for Various Media, especially PowerPoint. This gives each presenter a framework and will get them off of Square One if they’re unsure how or what they want their session to look like. It’s a helpful nudge, so to speak.

Schedule Session Planning Meetings or Calls

This is an opportunity for all to gather and bounce thoughts and ideas off their peers. It’s said, “Many hands make light work” and it’s also safe to say, putting heads together in a constructive and helpful way can really catalyze thinking. Just make sure these planning sessions are crisp, respectful of everyone’s busy schedules, and truly beneficial.

Training & Speaker Development

Bring in a Speech Coach or turn to members of your organization who are excellent speakers known for their lively, informative and interactive sessions. Becoming a great presenter does not involve a final destination, it’s an ongoing journey. Even the best of the best are constantly looking for ways to turbo-charge their presentations, keeping in mind shifting social attitudes and priorities, new media, stated goals and objectives, motivational messaging, strengthening audience bonds, etc. Coach ‘em up, as they say, and provide honest, helpful feedback. Presentation training is like weight training and cardio, the more you work at it, the better you become.

Establish a Presenter “Helpline”

Whether it’s a Zoom or Teams Call that can be quickly organized or an email group, provide opportunities for presenters to get a “temperature check” from the group to ensure they’re on the right messaging and session design paths, or to help them get around obstacles they’re encountering. This type of discussion and feedback often surfaces ways to create linkages between sessions and reinforce messaging delivered in others’ sessions. Sessions shouldn’t be designed in a vacuum, this is a team effort.

Double-Down on Outside Speakers, Facilitators, Discussion Moderators, and Panelists

I don’t know exactly what it is but people brought in from outside the organization to present, discuss or facilitate a session always seem to be awarded instant respect and credibility. Leverage this! Find an informed and unbiased industry expert, or someone who can reasonably identify and predict trends yet to come, or someone with a lot of sway and influence in a particular arena. An insightful, knowledgeable “peek under the tent” as to what’s happening or what lies ahead is always exciting for an audience.

Set up a session that mimics a TED Presentation. Or bring in someone who was once in the audience’s shoes and is now wildly successful. Allow them to share how they accelerated their career paths.

Assemble panels in which conversations are authentic and unscripted. And ensure your room set-up enhances a sense of closeness and eliminates any physical or perceived barriers between audience and presenter[s].

Put together a session involving multiple thought-leaders, assigning each a 15-20 timeslot to address a specific topic or issue. This can be a single topic or multiple topics. Challenge them to share something with the audience they’ve never shared before. Build in 5-10-minute discussion periods between speakers during which questions can be asked, points clarified, or suggestions offered.

Be Honest: Ask, “How’d I do?”

After each session or day or even after the program ends, incentivize your attendees and participants to provide honest, candid feedback as to what went well, what needs to be done differently, and what may have done a face-splat never to be incorporated again. Allow them to do this anonymously or openly and provide them something as a gesture of gratitude [i.e., an Amazon gift card, free music downloads, or some cool swag they’d be really proud to have]. Gather and analyze their feedback and draw conclusions that can help you be even better when the time comes to design and execute your next program.

The point is: Shake things up!

Strive to elevate the quality and level of the education and experiences your audience receives at your next meeting or event. Thoughtful and artful up-front decisions made on relevant messaging, session design, media, experiential activities, and outside knowledge will pay dividends long after your program has ended. Finally, remember it is everyone’s responsibility to seek and identify ways to elevate the level and style of conference education – C-Level execs, Marketing, Sales, Operations, the planner, and outside consultants and speakers.

Trust me, if you do this, your audience will love you and work harder to drive the organization forward.

dynami is delighted to offer you a complimentary learning tune-up in preparation for your next great meeting or event.

Cheers,

Kenneth Jones

The post Is it Time to Learn Something New About Learning? appeared first on dynami.

Maybe it’s a general itchiness for something different or simply a case of “been there, done that-itis” but many who host, research, select and plan incentive travel to destinations as a reward for high-achievers seem to be moving in a new direction the past few years.

Elegant travel that’s often out of reach for most household budgets but affordable for corporations equates to truly memorable, unique experiences in addition to allowing hard-charging sales professionals the opportunity to rest, relax and play for a while … on someone else’s dime.

During the pandemic, it was understandable that incentives quickly shifted from heavily populated areas and oft-crowded resorts or cruise ships. But once the “all clear” was sounded in early 2023, the trend towards lesser-known-but every-bit-as-lovely destinations endured.

Suddenly, countries such as Croatia, Iceland and Portugal were in play like never before while other off-the-beaten-path, multi-city stops also increased in popularity. Typically, incentive winners take direct flights to major cities, spend a few days then “spider off” to additional charming, smaller cities and villages for a more granular local experience.

Let’s take a look at four such options …

Munich, Germany — Salzburg, Austria

Tucked in the Bavarian region of lower Germany, Munich is the country’s third largest city and features numerous lakes for recreation, as well as stunning vistas. In the urban areas, there are great shops, cafés, castles, cathedrals and museums to explore, including one of three locations of the Deutsches Museum. Marienplatz is the 900-year-old heart of Old Town and is a great spot for strolling.

Without a doubt, traveling from Munich to Salzburg by train is the best way for those seeking an amazingly scenic journey through beautiful Austria. The 2.5-hour passage is full of mountain lakes, tiny villages, and beautiful, rolling countryside. Once in Salzburg, you’ll be captivated by Medieval, Romanesque and Baroque buildings that line the cobbled streets, as well as the stunning mountain scenery surrounding the city. Think The Sound of Music and, yes, you can also take guided tours to explore filming locations such as Mirabell Gardens, Nonnberg Abbey, and the von Trapp family home. Salzburg is also the birthplace of Wolfgang Amadeus Mozart, one of the most influential composers of classical music. His birthplace is now a museum called Mozart’s Geburtshaus and attracts music enthusiasts from around the world. The Mirabell Palace and its beautifully landscaped gardens are famous for their Baroque design and its gardens offer a picturesque setting with sculptures, fountains, and spectacular floral arrangements.

Paris, France — Luxembourg, Grand Duchy of Luxembourg

There’s likely not much I can tell you about the City of Lights that you don’t already know, what with all the movies and travel programs that have featured Paris, as well as the increasing hype before the 2024 Summer Olympic Games. But even the well-known, well-documented locations are worth a visit, a re-visit or, heck, a trip you want to take every few years. Le Tour Eiffel, Le Louvre, and L’Arc de Triomphe, as well as all the streetside café options, museums and galleries never grow old. There’s a reason why Paris is one of the world’s top destinations for vacationers, art aficionados, culinary types, and romantics.

After a few days, hop a Rail Europe train and travel 288 kilometers to Luxembourg, the capital of what’s formally known as the Grand Duchy of Luxembourg. Twice named the European Capital of Culture, Luxembourg is loaded with museums, including the National Museum of History and Art [NMHA], the Luxembourg City History Museum, and the new Grand Duke Jean Museum of Modern Art [Mudam]. The National Museum of Military History [MNHM] in Diekirch is especially known for its representations of the Battle of the Bulge. Luxembourg has been heavily influenced by the culture of its neighbors, retaining a diverse array of folk traditions after a long history as a profoundly rural country inspired by bordering countries Belgium, Germany and France.

Venice, Italy — Pula, Croatia

High in the northeast portion of the boot of Italy, Venice is a city comprised of 126 islands separated by expanses of open water and canals. There are 472 bridges, 125 piazzas and countless gondoliers to move you through the archipelago at a relaxing, leisurely pace. At one point in history, wealthy Venetian families aggressively tried to “one-up” their neighbors by having more gondolas or multiple drivers who used a single rowing/steering oar to propel the vessels. Hulls were lavishly and artistically painted and decorated before the government stepped in and mandated all hulls be painted a uniform, sleek black, symbolic of elegance in the city.

For something different, travel southwest by ferry across the Adriatic Sea [2.25 hours] to Pula, a lesser-known Croatian destination than Dubrovnik, Porec, or Rovinj. Pula’s surrounding natural environment, countryside, and turquoise waters of the Adriatic have made the city a popular summer holiday destination. The pearl nearby is Brioni Island or Brijuni National Park visited by numerous world leaders and once was the regal summer residence of Josip Broz Tito. Roman villas and temples still lie buried among farm fields and along the shoreline of the dozens of surrounding fishing and farming villages. The coastal waters offer beaches, fishing, wreck dives to ancient Roman galleys and World War I warships, cliff diving, and sailing to unspoiled coves and islands large and small.

Zurich, Switzerland to Vaduz, Liechtenstein

The largest city in Switzerland, Zurich features a multitude of options for tourists, including exploring the historic Old Town with its narrow cobblestone streets, medieval buildings, and charming squares. Learn about the country’s cultural history at the Swiss National Museum through a diverse collection of artifacts, art, and exhibits, or shop on one of the world’s most exclusive shopping streets, Bahnhofstrasse, home to high-end boutiques, luxury brands, and department stores. Art enthusiasts can visit the Kunsthaus Zurich, a museum housing an impressive collection of Swiss and international art. For panoramic views of Zurich and the surrounding Alps, take a hike or a train ride up to Uetliberg Mountain and enjoy the fresh air and stunning overlooks. Hungry and perhaps having a sweet tooth …? Indulge in Swiss culinary delights, including world-famous Swiss chocolates and cheeses.

Once again, a comfortable 1.5-2-hour train ride can whisk you off to Vaduz, the capital of Liechtenstein and a charming town in the Alpine region. While relatively small, there is much to see and do, including a visit to Vaduz Castle, the official residence of the Prince of Liechtenstein. While the castle itself is not open to the public, the surrounding area offers panoramic views of Vaduz and the Rhine Valley. Visit Vaduz Cathedral, a neo-Gothic church that dates back to the 19th century and is dedicated to St. Florin, Liechtenstein’s patron saint of protection from fires, floods and other natural disasters. Explore Städtle, Vaduz’s charming old town and filled with shops, cafes, and restaurants, making it a pleasant place to stroll and soak in the atmosphere. If you enjoy outdoor activities, consider hiking in the nearby Alps where many trails offer stunning views of the landscapes.

More than ever, hard-charging, high-achieving sales professionals [especially as Millennials and Gen-Zers make up a larger percentage of the workforce] are hungry for meaningful recognition, memorable experiences and awesome adventures. So give it to them! [As an example, dynami produced one incentive in which attendees enjoyed breakfast in Italy, lunch in Monaco, and dinner in France – all in the same day. And I guarantee you, 40 years from now, each one of them will still be sharing that unique experience with friends and family.]

One final point …

The more you dangle unique, artfully curated incentive experiences, the harder your superstars will want to work to qualify for your program. And don’t be surprised when a significant number of them elect to arrive a few days early and/or extend a few days after the program ends on their own dime, creating even more great memories!

Cheers,

Kenneth Jones

The post For Incentive Travel, Get Off the Beaten Path! appeared first on dynami.

In a nutshell, the festival was conceived and “organized” by entrepreneur-turned-huckster Billy MacFarland and rapper Ja Rule to help promote the Fyre music-booking app. It was scheduled to be held in two waves over a nine-day period in the spring of 2017 in The Bahamas. Promoted by high-profile models and other social-media influencers, the event experienced major problems related to weather, transportation, accommodations, food, security, onsite medical staff, running water, toilet facilities, long lines and headliner artist cancellations.

Instead of “luxury villas” and “gourmet meals” festival-goers paid thousands for, they were housed in dome-like FEMA tents and served pre-packaged, cold sandwiches in Styrofoam containers. Instead of acts the caliber of Blink-182, they briefly got a rag-tag local band. The festival ended before it ever began and MacFarland was extended a six-year stay courtesy of the U.S. Federal Prison System and a forfeiture of $26 million.

In the ash and rubble of Fyre lie many, many lessons, large and small.

Aside from the chief organizer’s audacity, outright lying and the stunning corruption that permeated the event, there are several other thoughts that came to mind as I watched the documentary and I’d like to share them with you.

Keep It Real When It Comes to Feasibility, Time and Budget

Always root your expectations in reality, even when it disappoints. Every undertaking includes elements of feasibility, time and budget. There’s an old saying: Good, fast, cheap. Pick any two of the three. You can get something good and fast but it won’t be cheap. You can get something good and cheap but it won’t be fast. And you can get something fast and cheap and you can bet the end-product will suck.

Trust Your Gut, Allow your Experience and Knowledge to Guide You

There are times when an outrageously wonderful idea emerges, the planning team gets excited and scatters to quickly turn the vision into reality … only to discover various barriers and roadblocks to success. Like the old adage: If it seems too good to be true, it probably is. If your gut says something ain’t right, don’t do it. Lean on your immensely valuable knowledge and experience – no matter how sexy the initial idea seemed.

Explore the “Next Best Thing” as an Option

Say you do have the greatest brainstorm ever but you discover it’s not do-able. Don’t automatically toss it on the trash heap, take a second look and see if “the next best thing” is an option. There are always alternatives and options, don’t overlook them. When you shoot for the stars, you may not reach them but you’ll assuredly end up with something else that’s, well, outta this world.

Heed Warning Signs Along the Way

If you decide to take the proverbial leap and “go for it”, keep your eyes wide open, very wide open. Look for any possible red flags, early warning signs, things that aren’t adding up, etc. Better to pull the plug midstream and course-correct than power through and discover your worst fears were realized. Remember the movie The Perfect Storm? I rest my case.

Just Say “Yes” … or Just Say “No”

As meeting and event professionals – whether you’re on the client side or vendor side — we live for the adrenaline rush of pulling something off that the Average Joe simply couldn’t. By nature, we’re inclined to be Can Do! and Yes, We Can! type people. Reality is, saying “No” is often just as distasteful as hearing it. But there’s a time to say “Yes” and a time to say “No”. The contract between an event professional and the client is more than ink on paper, it’s a trusted partnership. Any event pro worthy of the business feels deeply invested in his or her client’s successful outcome. And the wise client understands, you’re not just off-loading a long and laborious to-do list, detailed budget, and onsite execution, you’re paying for the wisdom and insight that event planner has earned over many years.

A  Lot of People Simply Don’t Understand the Cost of Things

“Sticker shock” is a day-to-day challenge for all involved in corporate meetings and events. We’ve written previously how a single gallon of coffee can end up costing $125 at a hotel or other event facility which, at first blush, seems understandably outrageous. But when you look past the basic cost of coffee grounds, filter and water, there’s the electricity, table, linens, set-up staff, accompanying accoutrements like cups, saucers, take-out cups, cup collars, lids, spoons, napkins, half & half cream, milk, low-fat milk, processed sugar, native sugar, artificial sweetener, stir sticks, various and sundry vessels to hold the items and, of course, the shiny pot itself. The same dynamic holds true for rigging, onsite labor, audio-visual gear, lighting, etc. There’s always more going on than meets the eye (or seems evident as a line-item in a budget). Whenever possible, educate yourself when it comes to event-related costs. It will always help you better manage expectations.

Choose Partners Wisely

Surround yourself with the best professionals your budget can afford. There is simply no substitute for exceptionalism. Tossing your organization’s upcoming event to an already overloaded staff member will not yield the level of success, imagination and professionalism that can be delivered by those who live in the details of event planning on a daily and nightly basis and fully understand the art and science involved in pulling off a great event.

Bottom line: Events are serious undertakings with myriad landmines to avoid and obstacles to overcome. They’re more than just planning, budgeting and execution, they involve creativity, ingenuity and the ability to right the wrong on-the-fly without a single attendee ever knowing.

Remember, when your guests depart, you want them to be fired up … not Fyred up.

CONCLUSION

Surround yourself with the best meeting and event professionals your budget can afford. There is simply no substitute for exceptionalism.

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