Category Archives: Blog

Bring the Show Home: How to Benefit Even When You Cannot Attend

Major industry events create a powerful sense of momentum. New destinations are introduced, suppliers share their latest developments, speakers explore the challenges shaping the profession, and planners exchange ideas with colleagues from across the industry.

But not every planner can attend every show.

Budget limitations, client deadlines, travel schedules, staffing needs, or personal commitments may keep you away from an event you would otherwise like to experience. Missing the show floor, however, does not mean you have to miss every valuable idea and conversation coming out of it.

With a focused approach, planners can still use events such as IMEX America to discover new resources, follow emerging conversations, and strengthen their professional knowledge—even from a distance.

Decide What You Want to Learn

Trying to follow everything happening at a major industry event can quickly become overwhelming. Instead, choose one or two subjects that are especially relevant to your work.

You might focus on:

  • New destinations or venue openings
  • Event technology
  • Accessibility and inclusive design
  • Attendee engagement
  • Wellness and human-centered experiences
  • Budget management
  • Sustainability
  • International meetings
  • Career development

A defined focus makes it easier to identify the updates, sessions, and conversations that are worth your attention. It also turns passive scrolling into purposeful research.

Follow the Conversations, Not Just the Hashtag

Event hashtags can be useful, but they often contain a mix of announcements, photos, promotions, and rapid-fire observations.

Follow a smaller group of trusted sources instead. These might include the event organizer, speakers, destination organizations, industry publications, associations, suppliers, and planners whose perspectives you value.

Look for recurring questions and themes rather than trying to capture every update. When several people begin discussing the same challenge, technology, or planning approach, it may signal a topic worth exploring more closely.

Save useful posts, articles, videos, or session summaries in one place so you can revisit them after the event noise settles.

Master Planner Tip: Give an Attendee a Research Assignment

If someone in your professional network is attending the event, ask them to investigate one specific question on your behalf.

Instead of asking, “What are you seeing at the show?” try:

    • Are destinations offering more flexible concessions?
    • What are planners asking about accessibility?
    • Which technologies seem genuinely useful rather than simply new?
    • Are there international destinations that could work well for smaller groups?
    • What attendee-engagement ideas are generating the most interest?

A focused request is easier to remember and more likely to produce information you can actually use. You can return the favor at another event, creating an informal information-sharing network that benefits everyone involved.

Explore International Possibilities from Home

Large global industry events often provide planners with access to destinations and properties they may not encounter through their usual sourcing process.

Even when you are not attending, use the event as a prompt to expand your knowledge of international meetings.

Choose a region you know little about and explore a few basic questions:

  • How accessible is the destination from major U.S. gateways?
  • What types of meetings or incentives does it serve particularly well?
  • What cultural experiences could add value for attendees?
  • Are there seasonal or budget advantages?
  • What planning support is available locally?

You do not need an active international RFP to begin this research. Building familiarity now can help you respond more confidently when a client asks about taking a future meeting beyond familiar borders.

Create Your Own Learning Track

Most major industry events organize education around the subjects currently influencing planners and suppliers.

Use those themes to build your own professional-development track. Find recent articles, webinars, podcasts, research reports, or association resources connected to the topics that matter most to you.

Set aside a few short blocks of time during or after the event week to review what you find. You may not replicate the full conference experience, but you can still create a focused learning opportunity that fits your schedule.

This approach can be especially valuable for small teams and independent planners who need professional development to be flexible and cost-conscious.

Connect with Suppliers After the Event

The week after a major show can be an excellent time to reconnect with suppliers, destinations, or venues you have been meaning to research.

Ask what they introduced at the event, what planners were most interested in, or what developments they believe are most relevant for future programs.

These conversations may be more productive once the show has ended. Suppliers can give you their full attention, and you can ask questions based on the updates and trends you observed from afar.

A thoughtful post-show message also gives you a natural reason to begin or renew a professional relationship.

Build a Post-Show Exchange

Invite colleagues to share one or two useful discoveries from the event.

This could be a brief team discussion, a virtual coffee with industry contacts, or a simple email exchange asking:

  • What surprised you?
  • What trend felt most relevant?
  • Which destination or supplier should planners know more about?
  • What idea could be applied immediately?
  • What seemed overhyped?

That final question may be the most entertaining—and occasionally the most useful.

A short exchange can help separate meaningful developments from the flood of event-week promotion.

Continue Your Search with ConventionPlanit

You do not need a show badge to discover new meeting possibilities.

Use the ConventionPlanit online database to research major hotel brands, independent properties, international options, destinations, and meeting solutions.

When you have a program ready to source, complimentary RFP Valet® assistance can help identify potential venue matches, distribute your RFP, and organize responses for easier comparison.

No single conference contains every destination, venue, supplier, or solution a planner may need. You may not be in the room for every conversation, but you can still bring valuable ideas, connections, and possibilities back to your work.

Beyond the Booth: How to Find the Ideas You Didn’t Know You Needed

Industry events such as IMEX America bring destinations, venues, technology providers, and meeting professionals together in one place. Yet the value of attending a trade show or conference extends far beyond the appointments already on your calendar.

The most useful discovery may be a destination you had never considered, a new solution to a familiar challenge, or a conversation that changes how you approach an upcoming program. Whether you are heading to a major national show, a regional industry event, or a smaller supplier gathering, a little intention—and some room for curiosity—can help you return with ideas you can actually use.

Start with a Challenge, Not Just a Schedule

Before building your appointment calendar, identify one or two questions you would like the event to help answer.

Maybe you are looking for ways to manage rising costs without diminishing the attendee experience. Perhaps you need fresh ideas for increasing engagement, improving accessibility, encouraging attendance, or finding destinations that offer something different.

Starting with a real planning challenge gives your conversations more direction. Instead of simply gathering information, you can ask suppliers, speakers, and fellow planners how they are addressing the same issues.

Your goal does not have to be finding one perfect answer. A few different perspectives may be enough to help you see the challenge in a new way.

Plan Ahead for the Properties You Do Not Want to Miss

Large shows make a big impression, but they can also make it easy for valuable suppliers to get lost in the crowd.

International destinations and major exhibitors often create highly visible experiences on the show floor. That energy is part of what makes events such as IMEX America so valuable, but it can also mean that domestic properties and nearby suppliers receive less attention than planners intended to give them.

Before the event, make a shortlist of properties, destinations, and suppliers you want to meet. Search the ConventionPlanit online database in advance to identify potential fits, then add those suppliers to your appointment calendar or reserve time for a property visit.

This is especially helpful when an event is held in a destination with hotels and venues near the show site. A planned lunch, property tour, or go-see can give you a much clearer sense of the attendee experience than a brief booth conversation alone.

Nearby Property Spotlight: M Resort Spa Casino

For planners attending IMEX America in Las Vegas, M Resort Spa Casino offers an opportunity to step away from the show floor and experience a local meeting property firsthand.

Located a short walk from the IMEX show floor, M Resort’s sales team welcomes the opportunity to connect with planner attendees for lunch, a property tour, or a closer look at the resort’s meeting and event options.

Scheduling a visit in advance can help planners evaluate the full property experience, ask more detailed questions, and explore whether the resort may be a fit for a future Las Vegas program.

Check out M Resort Meetings and Events

Build in Room for Discovery

Appointments are an important part of any industry event, but a schedule packed from beginning to end can leave little opportunity for unexpected discoveries.

Set aside time to walk the show floor without a specific destination. Attend a session outside your normal area of focus. Stop at a booth that catches your attention, even if the supplier is not currently on your sourcing list.

Some of the most useful conversations happen between scheduled meetings. A brief exchange with another planner may lead to a venue recommendation, a new technology resource, or a practical solution that would never have appeared in your original agenda.

Think of open time as part of the plan—not as time you failed to fill.

Look Beyond the Familiar

Industry events provide an opportunity to reconnect with trusted partners, but they can also expand the range of destinations, properties, and resources you know are available.

Explore independent hotels, emerging markets, regional venues, specialized suppliers, and international properties—even when there is not an immediate program on the calendar.

A conversation with an international destination or property may introduce a new incentive idea, reveal unexpected value, or help you begin building knowledge for future opportunities. You do not need to be actively sourcing an overseas meeting to learn which destinations are accessible, what kinds of attendee experiences they offer, or how they support planners working across borders.

At the same time, do not overlook domestic properties located in or near the host destination. Some of the most relevant options for future programs may be close to the show but outside the busiest areas of the exhibit floor.

The goal is not to add every venue you encounter to your next RFP. It is to broaden the possibilities you can draw from when the right opportunity arises.

Ask Questions That Go Beyond the Basics

Rates, dates, room counts, and square footage matter, but they rarely tell the whole story.

Use face-to-face conversations to ask questions that reveal how a venue, destination, or supplier approaches actual programs:

  • What types of groups are the best fit?
  • Where does the property offer planners the most flexibility?
  • How does the venue support accessibility and different attendee needs?
  • What recent group program best demonstrates what the team does well?
  • What can planners customize without significantly increasing costs?
  • What is changing at the property or destination over the next year?
  • Is there an opportunity to visit the property while you are in the destination?

These questions can uncover details that are difficult to find in a brochure or online listing. They also make it easier to distinguish between options that may look similar on paper.

Master Planner Tip: Create a Three-Part Capture System

After several days of appointments, sessions, tours, and networking, even the best ideas can begin to blur together.

Organize your notes into three simple categories:

Useful Now: Resources, contacts, or ideas connected to an active program.

Worth Exploring: Possibilities that may not fit a current need but deserve a closer look.

Share with the Team: Trends, examples, or solutions that could benefit colleagues or clients.

This can be as simple as three notes on your phone, labels in a digital notebook, or symbols added beside your written notes. The system matters less than making it easy to recognize what deserves attention once you return home.

Turn Inspiration into Action

The real value of an industry event is not measured by how many brochures you collect or how many business cards make it back in your suitcase. It is what happens next.

Within a few days of returning, identify a small number of discoveries to pursue. Schedule follow-up conversations, share relevant ideas with your team, and connect promising solutions to actual programs or client needs.

Not every conversation requires immediate action. Some relationships may become useful months—or even years—later. A brief follow-up and a clear note about why the contact stood out can help preserve that connection.

Keep Exploring with ConventionPlanit

The show floor may close, but your venue research does not have to stop.

Before an industry event, use the ConventionPlanit online database to create a shortlist of major brands, independent properties, domestic venues, international options, and destinations you want to include in your appointments or property visits.

When you are ready to move from research to sourcing, RFP Valet® provides complimentary, personalized assistance with identifying potential venues, distributing your RFP, and organizing responses for easier comparison.

As planners prepare for IMEX America and other industry events throughout the year, the goal does not have to be seeing everything. It is finding the people, properties, ideas, and possibilities that can make the next meeting stronger.

In Step with Carina Bauer, CEO of the IMEX Group

As the business events community prepares for IMEX America, held October 13–15, 2026, at Mandalay Bay in Las Vegas, we spoke with Carina Bauer, CEO of the IMEX Group, about this year’s programming, lessons from IMEX Frankfurt and the trends shaping the industry.

“The most successful events will be those that combine strong business impact with purposeful, human-centered design—creating experiences that help people connect in person, find common ground and feel a genuine sense of belonging.”

In the conversation below, Bauer shares how IMEX America is building on these priorities through personalized education, expanded networking opportunities and programming designed to support stronger human connections. She also offers a global perspective on the growing importance of well-being, community and purposeful event design.

IMEX America consistently offers fresh programming. What can we expect at this year’s show?

In a nutshell: relevance, challenge, support and masses of practical takeaways.

Building on improvements made last year, attendees will be able to create their own personalized learning journey based on their interests, career goals and on-site schedule.

Tracks include Advanced Event Logistics, Health and Well-Being, Marketing and Engagement, and Tech-Enabled Futures.

New tracks this year include Designing for Human Needs, Design Matters, Design for Spectacle and Regenerative Design. These are inspired by our Talking Point, Design Matters, which explores how thoughtful, human-centered design can elevate experiences and create stronger personal connections.

Following IMEX Frankfurt earlier this year, what were the biggest takeaways?

One of the clearest takeaways from IMEX Frankfurt 2026 was the renewed importance of meeting face to face.

In a world increasingly shaped by digital interactions, there remains no substitute for being in the same room, building trust through genuine conversations and creating the kind of human connections that spark ideas and boost business.

Attendees told us that networking with new and existing contacts, alongside sourcing new suppliers, were their main reasons for attending. In fact, 86% of attendees rated our networking opportunities as “good” or “excellent.”

The thousands of event professionals, buyers and suppliers who gathered at IMEX Frankfurt reinforced something many of us instinctively know: people do not travel from all over the world simply to exchange information. They come together to test ideas, build trust, read the room and understand what is really happening behind the headlines.

At IMEX America, we are building on these insights by creating opportunities for face-to-face connection both on and off the show floor. These include SITE NITE North America, our first-timers welcome, the early-morning IMEXrun and the MPI Foundation’s Rendezvous celebration.

From your global perspective, what trends are affecting the industry today?

The first is a growing focus on well-being and human connection.

Today’s attendees are looking for spaces where they can feel energized, supported and genuinely connected. The rise of wellness sessions, resilience spaces and peer-led communities reflects a wider desire for events to nourish people, not just inform them.

We are also seeing a stronger desire to “find your tribe.” People increasingly want to connect around shared interests and identities, not job titles. Informal, community-driven formats—from book club meet-ups and creator circles to specialist networking groups—reflect the fact that people are seeking belonging as much as business opportunities.

Overall, our industry is in robust health. The Events Industry Council’s latest Global Economic Significance of Business Events Study found that business events generated $1.3 trillion in direct spending worldwide in 2025 and attracted 1.65 billion participants globally.

The data also reinforces the importance of meeting in person. The study found that 70% of respondents viewed relationship-building through face-to-face interaction as the event outcome most difficult to replicate digitally, while 28% said they would lose revenue without hosting in-person events.

We are also seeing growing recognition of the role event design plays in creating belonging and connection. Event professionals are looking beyond agendas and speakers to shape environments that foster community and meaningful interactions.

Designing for Human Needs was the most popular education track at IMEX Frankfurt this year, highlighting the industry’s appetite for more people-centered approaches.

Taken together, these trends point to a clear opportunity. The most successful events will combine strong business impact with purposeful, human-centered design—creating experiences that help people connect in person, find common ground and feel a genuine sense of belonging.

IMEX America takes place October 13–15, 2026, at Mandalay Bay in Las Vegas.
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Don’t Forget Your Future. A Guide to Retirement Planning for Independent Meeting Planners.

Independent meeting planners spend their careers organizing timelines, balancing budgets, negotiating contracts, and preparing for every possible scenario. But amid client deadlines, busy event seasons, and growing businesses, one important plan often gets pushed aside—planning for retirement.

For independent professionals, retirement looks different than it does for employees with company-sponsored retirement plans. The good news? Being self-employed also provides opportunities to build long-term savings in ways that offer flexibility and potential tax advantages.

Your Income May Vary—Your Retirement Plan Can Too

One of the biggest challenges for independent planners is unpredictable income. One quarter may include several large conferences, while another may be noticeably quieter. That uncertainty often causes retirement savings to fall to the bottom of the priority list.

Fortunately, retirement planning doesn’t have to follow a one-size-fits-all approach. Many retirement savings options are designed with flexibility in mind, allowing you to contribute more during stronger business years while scaling back when business slows.

Know Your Options

Unlike employees with a traditional workplace retirement plan, independent professionals have several retirement savings vehicles available that may allow for significantly higher contribution limits.

Depending on your income, business structure, and long-term goals, options such as a SEP IRA, Solo 401(k), or Defined Benefit Plan may provide opportunities to save more while potentially reducing your current taxable income. Understanding which option best fits your business can make a meaningful difference over time.

Don’t Wait for the “Perfect Time”

Many independent professionals say they’ll begin saving once business settles down or after the next successful season. It’s an understandable mindset—but waiting can mean missing years of potential tax-advantaged growth.

Even modest, consistent contributions made today can have a significant long-term impact. Starting doesn’t require perfection; it simply requires taking the first step.

Make Your Financial Plan Part of Your Business Plan

As you invest time growing your business and serving your clients, it’s equally important to invest in your own future. Retirement planning isn’t separate from your business strategy—it’s an important part of it.

Working with a financial advisor can help you evaluate your retirement savings options, determine appropriate contribution levels, coordinate retirement planning with your broader financial goals, and identify strategies that support both your business today and your long-term financial future.

As a Financial Advisor with Edward Jones, I enjoy helping independent professionals and entrepreneurs build personalized retirement strategies designed around their unique businesses, goals, and lifestyles. My focus is on simplifying complex financial decisions so you can spend more time doing what you do best—creating exceptional meetings and events for your clients.

You’ve dedicated your career to planning successful events. Let’s make sure your retirement receives that same thoughtful planning and attention.

If you’d like to learn more about retirement planning strategies for independent professionals, I’d be happy to connect.

Cally Orlando
Financial Advisor | Edward Jones
365 Hempstead Avenue
West Hempstead, NY 11552
(516) 620-0299

Email Cally Orlando

Fresh Venues, Fresh Ideas: Exploring the World of Independent Hotels

For many meeting planners, trusted hotel brands have earned their place on the shortlist. Familiarity, consistency, established standards, and proven service all make branded properties an important part of successful meetings and events.

But today’s meetings landscape offers more choices than ever before.

Alongside the industry’s leading brands, independent hotels continue to invest in exceptional meeting experiences, distinctive accommodations, and personalized service that can bring a fresh perspective to your next event. As more independent properties increase their visibility within the meetings industry, they are becoming an increasingly valuable option for planners to explore.

CONVENTIONPLANIT TIP
One of the easiest ways to expand your venue search is through ConventionPlanit.com. Free for meeting planners, ConventionPlanit allows you to search both major hotel brands and independent properties in one, transparent, platform. Compare venues, submit RFPs, and connect directly with hotels—with no hidden fees or templates to complete.

The best venue is defined by how well it supports your meeting goals, your attendees, and your client’s vision.

Discover Something Different

Independent hotels often embrace the character of their destination in ways that create memorable attendee experiences. From locally inspired design and regional cuisine to distinctive gathering spaces and authentic cultural touches, these properties can help transform a meeting into an experience attendees genuinely remember.

For planners looking to create programs that stand apart, those details can make a meaningful difference.

Personalized Service and Flexible Solutions

Many independent hotels are known for providing highly personalized service throughout the planning process. With smaller organizational structures, sales and operations teams may have greater flexibility to collaborate closely with planners, tailor solutions to individual programs, and respond quickly as needs evolve.

That flexibility can be especially valuable when planning meetings with unique objectives, specialized requirements, or an experience-driven agenda.

Building New Partnerships

Expanding your venue network is one of the best ways to stay ahead in a changing industry.

Exploring independent hotels introduces planners to new destinations, fresh ideas, and potential long-term partners who may become valuable resources for future programs. Building relationships across a diverse range of properties ultimately gives planners more options when matching clients with the right venue.

Every Property Brings Its Own Strengths

Branded hotels and independent hotels each offer valuable advantages.

Large brands may provide consistency, extensive loyalty programs, broad portfolios, and well-established systems. Independent hotels may offer distinctive experiences, personalized attention, local character, and greater flexibility.

The strongest venue search considers both.

By keeping an open mind and evaluating each property on its own merits, planners can uncover outstanding options that align with their meeting objectives, budget, attendee expectations, and client priorities.

Questions to Ask When Exploring an Independent Hotel

As with any venue under consideration, a little due diligence helps determine whether the property is the right fit. Ask about the hotel’s experience with programs similar to yours, meeting technology and support, transportation options, staffing, accessibility, recent planner references, and the local partners available to enhance the attendee experience.

The goal is not simply to find something different. It is to find the property that can confidently deliver the right experience.

Stay Curious

One of the greatest advantages experienced planners bring to their clients is the ability to continually discover new possibilities.

Whether your next event is hosted at a well-known brand or an exceptional independent property, remaining curious expands your options—and can lead to creative solutions that make meetings more memorable for everyone involved.

In Step with Kathy Cattoor, Vice President of Hotel Sales | Universal Orlando Resort

“Meetings here don’t feel like meetings; they feel like exclusive events your attendees will be excited about.”

Meetings may start with logistics and room blocks, but attendee excitement can shape the entire success of an event. We recently connected with Kathy Cattoor, Vice President of Hotel Sales for Universal Orlando Resort, to talk about the evolution of the meetings experience — from new hotel additions and flexible event space to the growing demand for destinations that blend business with memorable experiences.

What distinguishes Universal Orlando Resort hotels as premier venues for meetings?

What sets Universal Orlando Resort hotels apart is the seamless blend of high-energy entertainment and highly functional meeting infrastructure. Planners get more than just meeting space — they get immersive experiences that boost attendance and engagement.

Universal Orlando Resort is not just a meetings destination; it’s an experience-driven environment where events become unforgettable. The key takeaway: meetings here don’t feel like meetings; they feel like exclusive events your attendees will be excited about.

Any recent developments to share?

Universal continues expanding both its hotel portfolio and group offerings. We recently opened Universal Helios Grand Hotel, a Loews Hotel, featuring 500 guest rooms and 4,600 square feet of meeting space with breathtaking views of Universal Epic Universe.

Updates that make it easier than ever to scale events while keeping them unique and engaging include:

  • New hotel additions expanding room inventory across value to premier tiers
  • Enhanced private event offerings within the parks
  • Upgraded meeting spaces with more flexible configurations and tech integration

There’s a continued focus on integrating meetings with immersive storytelling, plus expanded group access to new attractions and experiences tied to future park developments.

Why is event planning easier at Universal Orlando Resort?

In short, fewer moving parts and more built-in “wow” factor. Planners consistently highlight:

  • The all-in-one destination convenience of hotels, venues, dining and entertainment
  • A highly experienced on-site meetings and events team
  • Built-in attendee appeal that drives registration
  • Efficient logistics thanks to centralized transportation and proximity
What types of meetings are the best fit for your hotel properties?

Universal Orlando Resort is especially well-suited for:

  • Incentive trips and reward programs
  • Corporate meetings and sales kickoffs
  • Association conferences
  • Product launches and brand activations

Events that benefit most are those looking to combine business objectives with high-impact attendee experiences.

Universal frequently offers seasonal promotions for planners, which can be found at uomeetingsandevents.com.

Universal elements and all related indicia TM & © 2025 Universal Studios. All rights reserved.

When to Stay with a Proven Venue—and When to Explore New Options

Every planner has them: the venues that consistently deliver. The sales team knows your event, the staff understands your expectations, and attendees are familiar with the destination. There is tremendous value in that level of confidence.

Yet even the strongest venue relationships deserve occasional evaluation. Attendee expectations evolve, organizational priorities shift, and new opportunities emerge. The challenge isn’t choosing between loyalty and change—it’s knowing when each serves your event best.

The Value of a Proven Venue

Returning to a familiar property offers several advantages:

    • Established working relationships
    • Predictable service levels
    • Reduced planning risk
    • Historical performance data
    • Greater efficiency during the planning process
    • Increased stakeholder confidence

When a venue continues to support your objectives and attendee experience, there is no reason to change simply for the sake of change.

Signs It May Be Time to Explore New Options

While consistency has value, there are situations where a new venue deserves consideration.

Common indicators include:

    • Attendee feedback suggesting a desire for something different
    • Growing attendance that exceeds current space limitations
    • Budget challenges or rising costs
    • New meeting objectives
    • Changes in attendee demographics
    • Shifts in destination accessibility

A venue that was the perfect fit five years ago may not be the perfect fit today.

Ask the Right Questions

Before beginning a new venue search, consider:

    • What problem are we trying to solve?
    • What is driving the desire for change?
    • Will a new venue improve attendee outcomes?
    • What risks come with changing venues?
    • Are there alternatives that address our concerns without requiring a full move?

The answers often reveal whether a venue change is truly necessary.

Consider a Middle Ground

Venue decisions are rarely all-or-nothing.

Planners can often introduce fresh energy by:

    • Selecting a different property within the same destination
    • Rotating venues every few years
    • Reimagining event layouts and programming
    • Adding new off-site experiences
    • Incorporating local partnerships and activities

Sometimes small changes create the impact attendees are looking for.

Focus on Event Goals

Ultimately, venue selection should support the purpose of the meeting.

The best venue isn’t always the newest property or the one with the strongest relationship history. It’s the venue that best supports your event goals, attendee experience, and business objectives.

Final Thoughts

Venue decisions often involve balancing familiarity with opportunity. By evaluating your goals, listening to attendee feedback, and regularly assessing whether your venue continues to meet your needs, you’ll be better positioned to make decisions that support both your event and your attendees.

Master Planner Tip

Don’t change venues simply because attendees want something different—change venues when a different venue can better support your event goals.

Novelty alone rarely justifies the disruption. Strategic improvements do.

Finding Your Next Great Venue: A Practical Guide

Every planner has a list of trusted venues they know can deliver. Familiar properties offer confidence, established relationships, and fewer surprises. But sometimes the best solution for an event isn’t a venue you’ve used before.

Whether you’re searching for a fresh destination, responding to changing attendee expectations, or simply looking for the best fit for a particular program, evaluating new properties is an essential part of modern meeting planning.

The challenge isn’t finding options. The challenge is finding the right option.

Having a structured process can help planners move beyond marketing materials and make informed decisions that align with meeting objectives, budgets, and attendee needs.

Start with the Meeting, Not the Venue

Before researching properties, clearly define what success looks like for the event. Consider the basic requirements, but also think about the attendee experience you’re trying to create and the operational support your program will need.

Consider:

    • Guest room requirements
    • Meeting and event space needs
    • Budget parameters
    • Accessibility considerations
    • Destination preferences
    • Transportation and airlift
    • Attendee demographics
    • Program goals
Build a Short List Worth Exploring

A broad search can quickly become overwhelming. Instead of reviewing dozens of possibilities, focus on creating a manageable shortlist of venues that appear to align with your most important criteria.

Useful sources include:

    • Industry peers and referrals
    • Past attendee feedback
    • Professional networks
    • Industry publications
    • Destination marketing organizations
    • Trusted planning resources
Beyond Search Results: The Value of Industry Connections

While websites, directories, and online research are valuable starting points, some of the best venue discoveries happen through conversations.

Industry peers, destination representatives, hotel partners, and fellow planners can often provide insights that aren’t visible in a brochure or property website. They can share firsthand experiences, recommend emerging destinations, and introduce you to venues that may not have appeared on your initial shortlist.

Building and maintaining industry relationships can expand your options and help you make more informed decisions. Networking events, educational programs, and curated industry gatherings often create opportunities to discover new properties while gaining valuable context about the people and teams behind them.

The more connected you are within the industry, the more likely you are to uncover venue opportunities that align with your meeting goals.

Partner Spotlight
Discover New Venues Through Meaningful Connections

Sometimes the best venue recommendations come from conversations, not search results.

CONFAB For Planners brings together qualified meeting planners and hospitality partners in a focused, relationship-driven environment designed to make networking productive and efficient. Through curated appointments and meaningful conversations, planners can discover new venues, destinations, and industry partners while building valuable professional connections.

Whether you’re searching for your next great venue or simply expanding your network, CONFAB offers a fresh approach to industry engagement.


View Upcoming CONFAB For Planners Events →

Look Beyond the Photos

Beautiful images and polished websites can create a strong first impression, but experienced planners know there’s much more to evaluate. The factors that shape the actual attendee experience are often found beyond the homepage.

As you review properties, consider:

    • Meeting space flexibility
    • Guest room quality and consistency
    • Service reputation
    • Accessibility and ADA considerations
    • Walkability and surrounding amenities
    • Technology capabilities
    • Sustainability initiatives
    • Recent renovations or upgrades
Ask Better Questions

The most valuable information often comes from conversations rather than brochures. Ask about the types of groups the property hosts most often, planned renovations during your dates, contract flexibility, staffing, and how the team handles unique meeting requirements.

Strong questions can reveal details that marketing materials leave out – including potential challenges, service strengths, and whether the venue team is truly prepared to support your group.

Compare Properties Side by Side

One of the biggest mistakes planners can make is evaluating each venue independently. A side-by-side comparison helps keep the process objective and makes it easier to explain recommendations to stakeholders.

Create a simple scoring framework based on the criteria that matter most to your meeting. Categories might include cost, location, meeting space, guest rooms, service responsiveness, accessibility, attendee experience, and overall fit.

Planner Tool Kit: A Faster Way to Compare Venue Options

Researching venues is only the beginning. Once responses start arriving, comparing options can quickly become one of the most time-consuming parts of the process.

ConventionPlanit’s RFP Valet® helps planners streamline venue sourcing by distributing RFPs, gathering responses, and presenting qualified options in an easy-to-review format – saving time while helping you make more informed decisions.

Don’t Underestimate Responsiveness

A property’s responsiveness during the sales process often provides a preview of the working relationship to come. Pay attention to response times, quality of communication, accuracy of information, willingness to problem-solve, and overall professionalism.

The venue itself matters – but so does the team behind it.

Master Planner Tip

Create a venue evaluation scorecard before you begin your search – not after you’ve narrowed your options.

Establishing your criteria upfront helps prevent shiny-object syndrome and keeps decisions focused on what matters most to your event. When every property is measured against the same standards, comparing options becomes faster, more objective, and easier to communicate to stakeholders.

Final Thoughts

Exploring new properties can feel risky, but it can also lead to stronger attendee experiences, fresh destination opportunities, and valuable new partnerships.

The key is approaching the process with a clear framework. When planners know what they’re looking for, ask the right questions, and evaluate options consistently, discovering a new venue becomes less about taking a chance – and more about making an informed decision.

Keeping Meetings Fresh: How to Surprise and Delight Returning Attendees

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Many meetings have a loyal audience. Attendees return because they value the education, networking opportunities, and connections your event provides. But returning attendees also bring expectations.

They’ve experienced your registration process. They’ve attended your sessions. They’ve walked the exhibit hall and visited the destination. The challenge isn’t simply delivering another successful event—it’s creating an experience that feels fresh and memorable.

Fortunately, keeping meetings fresh doesn’t always require a new venue, larger budget, or complete redesign.

Focus on What Attendees Remember

Attendees rarely remember every session they attended or every logistical detail.

What they do remember are:

    • Meaningful conversations
    • Unique experiences
    • Unexpected surprises
    • Personal touches
    • Moments that made them feel valued

The most memorable events focus on creating experiences, not just managing logistics.

Refresh the Arrival Experience

First impressions set the tone for the entire event.

Consider:

    • Personalized welcome messages
    • Local gifts or amenities
    • Interactive check-in experiences
    • Thoughtful arrival-day programming

Small enhancements can create excitement before the event even begins.

Rethink Networking Opportunities

Traditional networking receptions still have value, but today’s attendees often seek more meaningful connections.

Consider:

    • Facilitated introductions
    • Small-group discussions
    • Interest-based networking
    • Interactive activities

Helping attendees connect in authentic ways can significantly improve their overall experience.

Bring the Destination Into the Event

One of the easiest ways to refresh a repeat event is by incorporating more of the destination itself.

Ideas include:

    • Local culinary experiences
    • Cultural activities
    • Community partnerships
    • Off-site excursions
    • Regional entertainment

Attendees often remember these experiences long after the event concludes.

Create One Signature Moment

Every event should have at least one memorable experience attendees talk about afterward.

It doesn’t need to be expensive or elaborate. It simply needs to be meaningful, unique, and aligned with your audience.

The moments people remember often become the moments they share.

Don’t Overlook Small Improvements

Sometimes the most appreciated enhancements are also the simplest.

Examples include:

    • Better signage
    • Charging stations
    • Wellness spaces
    • Flexible seating
    • Improved attendee communications

Small details can have a surprisingly large impact on attendee satisfaction.

Final Thoughts

Attendees don’t necessarily need a completely different event each year. They simply need new reasons to be excited about returning.

By focusing on meaningful experiences, thoughtful enhancements, and memorable moments, planners can keep meetings fresh while continuing to build on the success of past events.

Master Planner Tip

Ask attendees what they remember—not just what they liked.

Post-event surveys often focus on satisfaction ratings. To uncover opportunities for future improvement, ask attendees what stood out, what surprised them, and what they’ll remember six months from now. Those responses often reveal the experiences that create lasting impact.

Your Future Is Bright: Be the Planner with a Plan

Planners spend their days thinking ahead. Timelines, contingencies, and outcomes are all part of the process.

But when it comes to their own careers, many planners shift into reaction mode—taking on the next project, responding to immediate needs, and moving from one busy season to the next.

Over time, that can lead to progress that feels unclear or unintentional.

You Already Have the Skillset

The good news is that planning your future does not require a new set of tools. It simply requires applying the same skills you use every day to your own path.

Vision, timelines, priorities, and reflection are all familiar concepts. The difference is using them for yourself.

Start with What You Want More Of

Instead of focusing on long-term, abstract goals, start with a simpler question: What do you want more of in the next year?

It might be more creative work, stronger client relationships, better work-life balance, or new types of events. Defining that direction is the first step.

Planner Perspective
Build Your Roadmap
    • Review your calendar. It reflects your current priorities.
    • Identify one shift. Choose a single change that moves you forward.
      • Set a short timeline. Focus on progress within the next 3–6 months.
    • Take one action. Small steps build meaningful direction.
Progress Happens in Small Steps

Planning your future does not require a complete overhaul. It is built through small, consistent decisions that align with what you want.

Over time, those decisions shape a career that feels more intentional and more fulfilling.

Why It Matters

Without a plan, it is easy to stay busy without moving forward. With even a simple roadmap, your work starts to connect to a larger direction.

Your future will not build itself. But with the right mindset and a few intentional steps, you can shape it in a way that reflects your goals and your strengths.

CPLANIT Tip

Think like a planner: define your goal, map your next step, and take action within a set timeframe. Even one intentional move can shift your direction.