Author: Katharine Jordan

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Sustainability – how ‘green’ is your conference venue?

CSR is a hot topic at the moment and every day there’s something on the news about greater environmental responsibility. There’s a trend for sustainable venues to attract more business than those that haven’t incorporated new features and venues are now realising that the need to incorporate ‘green’ design in to their way of life, for example switching to LED lights, using water dispensers instead of bottles and cutting the plastic. For an event organiser, it is difficult to hold a sustainable event without the help of the venue and they are asking more questions about the venue’s recycling policy, disposal of food waste and sourcing of local products.

Check the standards

If you are looking for a venue that actively works toward sustainable practices, check whether it is LEED or ISO 20121 certified.

LEED, Leadership in Energy and Environmental Design, is the most frequently used organisation to certify the ecological sustainability of buildings.

ISO 20121 sets environmental guidelines and monitors compliance within the events industry.

Increasingly venues are taking the following steps to become more sustainable:

  • Using renewable energy to power buildings
  • Compensating for emissions with carbon offsetting
  • Using their roof to generate solar power
  • Installing a ‘green roof’ and install beehives
  • Harvesting rainwater and recycling grey water
  • New buildings sourcing local materials to reduce their carbon footprint

Transport

Transport accounts for a high percentage of an event’s CO2 emissions, but there are some steps you can take to reduce it.

  • See if electric or hydrogen-powered buses are available for moving delegates around
  • Use hotels and venues that are linked to public transport systems or are within walking distance of each other
  • There may be a discounted travel card which gives delegates use of the public transport system

Renewable energy

Solar power is one of the fastest growing forms of green energy and many venues have large roofs that can hold solar panels. As well as generating electricity, there are also systems for heating water by using solar systems.

A venue with ample natural daylight will use less power than one that needs lighting everywhere and is generally more pleasant for attendees.

Gardens and open spaces

Increasingly venues are using their rooftops and garden areas to grow their own produce for the kitchens. They can’t be completely self-sufficient but cultivating their own vegetables has started the process and more venues are now sourcing from local suppliers and reducing the environmental impact of food miles. Installing beehives gives the venue the option to supply local honey and encourage endangered bee populations.

Venues are also finding that planting a green roof can reduce the rooftop temperature and therefore reduce power used in air conditioning the building.

Reducing the use of water

Collecting rainwater collection and reusing waste water is frequently found in conference venues, whether that is for use on plants or to flush lavatories. Most venues now have sensors on taps to turn them off and limit the use of water.

Sustainable catering

You might have to use the venue’s caterer or may be able to use your own, but you can check the catering to avoid unnecessary waste and try to plan meals using seasonal local produce.

Fish and meat can be sourced from suppliers who use accreditation schemes, such as the Sustainable catering Marine Stewardship Council and Red Tractor Scheme in the UK. Fairtrade products, particularly drinks are also available.

Minimise individually packaged food and drink items – for example by providing milk or cream in jugs rather than individual plastic cartons, and use reusable crockery, glassware and cutlery. It is now possible to bottle water onsite and provide glasses, rather than using plastic bottles.

Many venues publish their environmental policies or are happy to make them available to event organisers. They will help clients, suppliers and partners to minimise the impact of their activities on the environment and follow sustainable practices.

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New technology we can expect from large event venues

The environment for an event can make or break it and we all want to select a venue with the ‘wow’ factor and technology to be able to create a unique environment for our attendees. Venues are now realising that large multi-use spaces need to be versatile to enable event organisers to deliver their own experience. Flexible layouts, dynamic intelligent light systems, bespoke sets, wrap-around and high-definition video walls allow us to create a virtual environment to set the tone and mood of the event. But at the same time, we need the set build and production to be as quick and easy as possible to keep the event costs down.

The elements to look for in a ‘smart’ venue include:

  • A large flexible space, with movable walls and no pillars
  • Good noise insulation, so there is no disturbance from outside sources
  • Enough space and ceiling height for customised set design
  • Immersive digital environments from wrap-around screens and high-definition screens
  • Intelligent lighting so that the mood of the room can be changed quickly
  • Secure charging stations for mobile devices
  • Secure and speedy wifi everywhere
  • Good supply of electrical sockets

Projection

The quickest and easiest way to transform event space with a LED video screen, if it wraps around the room this can create an immersive experience, which can be changed throughout the event. The more wall space you use, or by projecting on to a domed ceiling you’ll be able to transport attendees to a place of your choice.

Digital holographic technology can be used to create the illusion of a 3-dimensional object or person appearing at your event. This could be anything from a simple projection to real-time streaming. If your keynote speaker can’t attend, have him there as a hologram instead! This technology is particularly good for engaging the audience and launching new products.

Lighting

‘Intelligent lighting’ can create complex effects, with variations of colour and brightness, as well as having automated or mechanical abilities. Some systems have hundreds of colours and degrees of intensity and it can be used to create a change of atmosphere at different stages of the event. It’s particularly useful if the same space is being used in the day and evening, to change the environment.

Check for chandeliers, these are more likely to be found in a hotel rather than a large conference/exhibition venue. But if they need to be removed, is there a charge? Or can they be retracted in to the ceiling?

Event space

Venues with large pillar-free spaces and movable walls not only allow organisers to be more flexible with the layout of the space and use larger screens but can also allow movable walls to be used to change the layout on different days of the event. The type of movable wall needs to be checked to find out how long they take to install, how noise-proof they are, whether they are fixed in grooves or can be fitted in any position and whether they have a seal with the ceiling.

Structural changes

Some venues are able to change the structure of the room from a purpose-built theatre, with tiered seating to flat floor. Usually this works by raising the tiered seating in to the ceiling, leaving a flat floor below, which means that the space can be transformed from a conference room to a dinner venue quickly and easily. As long as there is enough time, this saves on the cost of hiring a second room for the evening.

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Social media: our guide to before, during and after your event

Which social media channels should you use? The best thing is to use all of the ones that you think will reach your target audience and tailor the messages to the audiences on different channels. You’ll quickly find out which ones work best for your event and after an initial campaign, you’ll know which ones to focus on. Don’t disregard Pintrest which has 250 million active users every month.

The objective is to make your event a great experience for attendees from beginning to end and to achieve that you’ll need to be creative.

Here are our tips for social media activity before, during and after the event.

Before the event

  • Create a unique #, or if it is a repeat event continue to use the previous one to maintain momentum and pick up previous attendees
  • Make your social media schedule available to everyone, so that they know what is going on and like, share etc, to get your message to as many people as possible
  • Consider if it would help to work with an influencer, who can endorse your event and bring it to a wider audience
  • Boost posts – look at what’s working and target that audience
  • Create a Facebook Event page
  • Share good content – a constant drip feed of information works well

Content

  • Tailor content to each platform
  • Tell everyone what’s new and why they should attend
  • Publish interviews with speakers
  • Become a guest on a relevant podcast
  • Use videos, particularly with speakers, particularly if they have controversial views
  • Do something different to attract attention

During the event

  • Run a social media contest to get everyone involved and active
  • Feature interviews with speakers
  • Use testimonials from attendees and quotes from speakers
  • Carry out live podcasting
  • Publish photos of the day
  • Post a video recap of the day

After the event

  • Publish testimonials from attendees
  • Use comments, responses and answers to questions from speakers
  • Post an event podcast
  • Circulate a video of the event and round up of photos

Throughout the process it’s a good idea to monitor Return on Investment. You’ll be able to see what has worked and what hasn’t ready for other events or if you are repeating this one at a later date. Eventbrite’s research has shown that 30% of people who watch a livestream of an event will attend the same event the following year, so it’s well worth incorporating some live streaming in your activity.

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A benefit to suit everyone at Marriott

Everyone likes something different, from late check out to Early Bird Discounts, Marriott is offering benefits to suit everyone when you book a meeting, residential event or group booking with 10 bedrooms or more before 31st December 2019.

Take a look at the choice great complimentary benefits and choose the four that suit you:

  • Double Marriott Bonvoy Events Points
  • Early Bird confirmations (signed agreement minimum of 60 days prior to the arrival day of the event) receive an extra 4% off the master bill (applicable guest rooms, food & beverage and meeting room rental charges, excludes AV and 3rd party contracted services)
  • One complimentary late check out (18:00hrs) for every 10 rooms booked and paid
  • One complimentary upgrade for every 10 rooms booked and paid
  • Complimentary access to lounge & suite upgrade for VIP guests
  • Complimentary internet access
  • Upgraded coffee break items

Just hold your meeting before 30th April 2020 and quote code PUCR when booking.

Find your next meeting venue here

Timings

Booking Window: August 19th, 2019 – December 31st, 2019
Stay Window: August 19th, 2019 – April 30th, 2020
(Blackout Dates may apply. Offer is subject to availability)

Terms & Conditions

  • This offer is available for new bookings made at participating hotels in Europe between August 19, 2019 and December 31, 2019 for stays between August 19, 2019 and April 30, 2020.
  • Offer is available at all participating brands with the exception of Marriott Executive Apartments, Bulgari, Design Hotels and Moxy brands.
  • This offer cannot be used in conjunction with any other promotions or offers.
  • This promotion is available to meetings with or without guest rooms and applies per event. It is based upon request and availability.
  • This offer may not be available for customers with negotiated group or meeting rates.
  • Points for qualifying events can be earned on all eligible revenue with the exception of – taxes, gratuities, resort fees and service charges.
  • Offer is commissionable on groups and meetings booked through Agents.
  • This offer is also available to social events with a minimum of 10 rooms booked per night, but is subject to availability. Where an event has meeting room hire with contracted Food and Beverage, the offer would apply to the actualized per person food and beverage packages (non-alcoholic) only – not the room hire. Beverages contracted on a ‘consumption’ basis are excluded.
  • All conference charges including taxes must be settled upon check-out, unless credit facilities have been agreed
  • Subject to request and availability. Limited rooms and space available for promotion.
  • Double points: With this promotion you may earn double points based on eligible charges up to a maximum of 210,000 Marriott Bonvoy Events points per contract subject to member’s tier level.
  • Special Early Bird Offer: 4% off master bill applies to guest rooms, food & beverage and meeting room rental charges excl. AV & 3rd party contracted services)
  • Upgraded coffee breaks available for meeting bookings of 10 guests and more that include an F&B package – upgraded food items are at the discretion of the hotel and will vary by property
  • Complimentary internet access: is basic access
  • Complimentary room upgrade to next available room category (up to a maximum of 10% of reserved room inventory per day, upon availability, some hotels might not have a different room category)
  • Complimentary late check out: is based on 18:00hrs local time
  • Complimentary access to Lounge and suite upgrade for VIP guests: (up to a maximum of 10% of reserved room inventory per day); not all participating hotels have a lounge or suites
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NH Hotels are offering 15% commission on all bookings worldwide

Whether it’s a business meeting, product launch, or social gathering, NH have the perfect venue for you. With hotels around the world in key cities like Amsterdam, Bangkok, Buenos Aires, Bogota, Dubai, Frankfurt, Lisbon, Madrid, Mexico City, or Rome … your next memorable event is at your fingertips.

And there’s a gift for you and a gift for your clients!

Agents

  • 15% commission on all bookings worldwide

For your clients, choose between

  • Warm welcome package – Coffee, tea, pastries, fresh fruit to kick start of your event
  • or drinks in the bar – choice of soft drinks, wine or beer

Book before 31st October 2019 and enjoy your gift!

Please contact your local NH Representative or send your RFPs to: gso.hub@nh-hotels.com

Remember to mention the promo code: GLOBAL GIFTS

Take a look at more information about this offer here

Terms and conditions apply:

Only valid for new event bookings contracted between August 19, 2019 to October 31, 2019, that will take place before December 31, 2020. Event must include event space and hotel rooms for a minimum of 10 people. Promotion is applicable to all NH Hotel Group and Minor brands, subject to availability, not valid during blackout dates, or on any already contracted business, and can’t be combined with any other promotional offers. Management reserves all rights for this promotion. Conditions of Gifts: 15% on hotels rooms and meetings space and 10% on other revenues, excl services hired by third parties and will be calculated over the total invoice amount excl. VAT. Warm welcome package will be served upon arrival on the first event day / drink in the bar contains one drink per person with choice between a soft drink, draft beer and house wine.

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Sustainability is beyond “hang up your towel” at Scandic Hotels

Sustainability is becoming increasingly important to customers when choosing a hotel or venue destination. Having a few low-key green features is not enough as clients seek hotels that match their values and positions on environmental issues. When it comes to sustainability, Scandic Hotels, the chain that pioneered the “hang up your towel” initiative 25 years ago, continues to stand out for its award-winning approach.

Scandic Hotels is the largest hotel company in the Nordic countries with 280 hotels at 130 destinations and close to 18,000 team members who understand the value of thinking sustainably.

The company ranks high in the Sustainable Brand Index, the annual survey that ranks how the biggest brands in the Nordic countries manage environmental and corporate social responsibility. In 2018, Scandic was named best in the industry in Sweden for the eighth consecutive year.

“Awareness of responsible travel is growing and today, a hotel’s sustainability credentials come into play early on in the customer relationship,” says Vanessa Butani, Director of Sustainable Business at Scandic Hotels. “Creating great hotel experiences for people also means showing that we take responsibility for the planet and society.”

Scandic was one of the first hotels in the Nordic countries to start reporting its environmental data and today, each hotel closely monitors waste and emissions. Combined with a number of eco-measures, careful monitoring has helped the company reduce CO2 emissions substantially.

Scandic was also a forerunner in environmental certification for its hotels. Today, almost all Scandic hotels are environmentally certified with the Swan Ecolabel or EU Ecolabel/Green Globe and run on 100 percent fossil-free energy. Some hotels are even powered by the sun.

2018 saw an increase in momentum when Scandic held a sustainability hackathon to tap the creativity of its Team Members. The event generated more than 400 innovative ideas on how the company can operate even more sustainably, Scandic is now working to evaluate and implement them.

Other green measures that help Scandic make a difference include organic breakfasts, removing single-use plastic containers from hotel rooms as the company did in 1996, and serving local water in specially designed reusable water bottles, saving about 4 million bottles per year. Incidentally, the sleek bottles sport the handprint of Swedish swimming sensation Therese Alshammar.

Reducing food waste, which is a talking point in the industry, was also an area where Scandic made a huge impact during the year. This was mainly through initiatives including using smaller plates in restaurants and selling food on digital platforms in partnership with Karma and Too Good to Go. In fact, in 2018, 89 percent of leftover food, or more than 125,000 portions, was redistributed.

2018 was also the year that Scandic banned all plastic straws and cocktail sticks (which will lead to 1.3 million fewer straws and 120,000 fewer sticks used each year). Scandic also committed to phasing out eggs from caged hens at all hotels by 2022.

Scandic’s restaurants launched the meat-free Beyond Burger, selling more than 15,000 in Sweden alone during the first month, with the expectation of selling 12 tons of plant-based food instead of meat in a year.

The company also brought its best practice and know-how on sustainability to the table last year by collaborating with 13 other leading hotels as a member of the International Tourism Partnership (ITP).

Scandic knows well that having a strong sustainability profile is in its long-term interest, which is why the company has ambitious sustainability goals for 2020. These include being the hotel company with the lowest emissions and reducing waste. Thanks to initiatives such as selling leftover food, Scandic already reached its waste reduction target in 2018.

“Scandic has been working to operate more sustainably for more than 25 years. While we’re proud of our achievements, we strive to get better every day. With our 18,000 team members, we know that we can make an impact.”

Here are 5 ways to make your next event greener:

  • Ask the supplier you’re thinking about working with about their sustainability program.
  • Serve plant-based food as the default and let guests opt in for meat, chicken or fish.
  • One third of all food is thrown out. Remind guests to try to minimize food waste from the start.
  • Choose sustainable transport to and from your destination/venue.
  • Put sustainability on the agenda at your event. Go paperless, pay attention to details like reusable cutlery and crockery, water bottles and cloth napkins, choose locally-sourced food and products and recycle all waste.
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Tips for travelling in Europe post-Brexit

Flights

The EU is putting legislation in place and the UK has agreed to reciprocate, so as a result all airlines are confident that they will continue to fly as normal, even in the event of a no-deal Brexit. The European Commission has proposed extending the right to fly until October 2020 giving some reassurance that air travel will not be impacted. For more information on flights click here.

Eurostar and Eurotunnel

Eurostar expects to maintain services on the existing basis, timetable and terms and conditions following Brexit.

Eurotunnel has the protection of The Treaty of Canterbury and will continue to operate as normal in the event of a no-deal Brexit.

Travellers should leave additional time to accommodate potential traffic as congestion is expected due to delays at the border.

Border Controls

It is expected that there will be delays at border control, as passport and security queues designated for EU nationals might not be available to UK passport holders, and vice versa. It is advisable that travellers allow additional time to get through security.

Passports

The government has advised that passports will require at least six months’ validity to travel in the event of a no-deal Brexit.

If passport was renewed before it expired, extra months may have been added to the new passport’s expiry date. It is advisable to check whether they count towards the six months that should be remaining for travel to most countries in Europe.

This link enables you to check the validity of your passport.

However, some EU nationals currently travel on ID cards. If the UK leaves the EU without a deal, there is no guarantee that ID cards will be permitted for travel between the EU and UK. It is advisable for all travellers to have a valid passport.

Visas

The latest proposal from the European Commission states there will be visa-free travel to the EU for UK nationals in a no-deal scenario if the UK also grants reciprocal visa-free travel to all EU citizens. Therefore, British citizens should be able to travel for up to 90 days in any 180-day period in the Schengen area or elsewhere in the EU without needing a visa, so requirements for short-term business trips will remain the same. More information is available here.

Driving in Europe

British citizens may require an International Driving Permit to drive in the EU in the event of a no-deal Brexit. There are a number of different permits and are available from the Post Office. Check on the government website whether this is necessary.

If the UK leaves without a deal, UK citizens driving their vehicle within the EU would be required to obtain and carry a physical Green Card in order for their UK car insurance to be applicable in the EU. These cards are be issued by insurers and there may be a fee to cover the cost.

Speak with your insurer for more information on obtaining a Green Card for any trip on or after 31 October 2019.

Health Insurance

In the event of no-deal Brexit, the EHIC card, which allows access to state medical care, will no longer be valid. Check that you are fully covered under your travel insurance.

Data roaming

Under EU rules, the cost of making calls, sending messages or using the internet on your phone in the EU is the same in the UK. If the UK leaves without a deal these rules will no longer apply, but some UK companies have said they may continue to offer this benefit to their customers. Check with your mobile phone provider about the costs of using your phone in the EU.

This information is correct on 19 September 2019, but may change closer to Brexit. The UK government website guidelines should be checked in advance of travelling.

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Park Centraal Amsterdam opens, following refurbishment

This hotel was previously known as Park Hotel Amsterdam and has been redesigned using a blend of blend of classic and contemporary touches. It originates from a small tea room opened in 1840 and is a flatiron style building and is located closed to Vondelpark, opposite the Singelgracht canal.

On arrival, there is a striking three-dimensional ceiling sculpture to guide guests to a 1970s-inspired reception desk where special lighting, patterned oak floors and arched mirrors combine to create a sense of drama. The hotel’s art collection includes 16 porcelain heart-shaped pieces by FOS Studio Collection, a reference to its position at the heart of culture in Amsterdam.

There are six meeting rooms and two of these can be divided into smaller sections, making eight meeting spaces in total. The largest suite has capacity for 130 people in theatre-style and one room is set in boardroom style. Most of the meeting rooms have natural daylight.

There are 189 bedrooms, blending comfort with Dutch influences. Guests have two options for food and beverage, Bar Claes and MOMO Restaurant which serves Asian influenced food. Private dining is available.

Schipol Airport is a 20-minute transfer by car, or the Central Station is 15-minutes by bus.

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Choosing a safe destination for your event

When we’re organising an event abroad, we need our attendees to be as safe as they can be while they are travelling, when they are there and when they go out to see the city. The Economist Intelligence Unit has published the 2019 Safe Cities Index, which ranks 60 cities across 57 indicators covering digital security, health security, infrastructure security and personal security.

Cities in the Asia-Pacific region make up six of the top ten destination, although the region does not have any bearing on the results. The top twenty cities are as follows:

  1. Tokyo
  2. Singapore
  3. Osaka
  4. Amsterdam
  5. Sydney
  6. Toronto
  7. Washington DC
  8. = Copenhagen
  9. = Seoul
  10. Melbourne
  11. Chicago
  12. Stockholm
  13. San Francisco
  14. London
  15. New York
  16. Frankfurt
  17. Los Angeles
  18. = Wellington
  19. = Zurich
  20. Hong Kong

Paris is ranked at 23, with Brussels 24, Madrid 25, Barcelona 26 and Rome at 30. Abu Dhabi and Dubai are 27 and 28.

Health Security

The top cities in this sector are Osaka, Tokyo, Seoul, Amsterdam and Stockholm, which have good access to high-quality healthcare, safe food, water and air, and speed of emergency services.

Infrastructure Security

The top cities in this sector are Singapore, Osaka, Barcelona, Tokyo and Madrid. These cities have good continuity management plans, pedestrian friendliness, institutional capacity and disaster-risk informed development.

Personal Security

The top cities in this sector are Singapore, Copenhagen, Hong Kong, Tokyo and Wellington, which have strong personal security policies, community-based patrolling and low levels of violent and petty crime, illegal drug use, corruption and organised crime.

Digital Security

The top cities in this sector are Tokyo, Singapore, Chicago, Washington DC, Los Angeles and San Francisco. They have low levels of infection by computer viruses and malware and a high level of knowledge about privacy policies, awareness of cybersecurity and dedicated cyber-security teams.

Crime, a natural disaster or terrorism can happen anywhere, but if a destination is prepared to deal with it efficiently and has a good emergency service, then that makes it a safer city for a conference or meeting. The recent riots in Hong Kong have had a significant impact on the attractiveness of the destination for business travellers, who are switching to Singapore and other Asian destinations to avoid disruption.

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Marriott to open the W Toronto in 2020

Due to open next Summer the W Toronto is a 9-story, 255-bedroom property located at 90 Bloor Street East in Toronto’s fashionable Yorkville neighbourhood. It will be surrounded by high-end boutiques, galleries and design studios as well as cafes, bars and fine-dining restaurants. The $40 million transformation, which began in July 2019, will redesign the property’s guest rooms, restaurants and amenities.

Upon entering the hotel, guests will interact with nature in a laboratory style experience, which includes indoor/outdoor spaces, perfect for soaking in spectacular sunsets and sounds. A key feature of the hotel will be an indoor/outdoor lobby bar and lounge equipped with a DJ booth/recording studio.

When it opens, W Toronto is expected to feature multiple food and beverage outlets, with a specialty restaurant and a 9th floor roof top restaurant, accessible from street level with a glass exterior elevator and a coffee and cocktail bar.

There will be 4,800 square feet of meeting space for social and corporate events, the number of meeting rooms and capacities are to be confirmed nearer the launch date.

W Toronto will also feature a 3,300 square foot fitness facility, with a weekly workout programme.