Tag: meetings

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Using gamification – education, fun or both?

One of the biggest challenges for event organisers at the moment is how to improve engagement at their conferences, meetings and events. Gamification is increasing being used, but what are the benefits, particularly in this hybrid world that we now find ourselves in?

As always, objectives need to be set and the programme designed accordingly, but why not make learning fun and different. The goals need to connect with the content and collect relevant data, as well as improving the user experience.

One organiser who tested their audience’s knowledge before the event and then afterwards, found that 97% of people who started the gamification session finished it, and 30 days later 90%+ of the knowledge was retained. This was far higher than when gamification hadn’t been used.

Particularly successful examples of the use of gamification are for sales training and product launches.

The gamification element can be played individually or in teams, so attendees connect and network with other people. It could be used to encourage attendance at future or recurring events as an ongoing competition or ‘re-match’ if scoring is used.

Planners who have introduced gamification say that there are many advantages to using a game format that is designed specifically for the audience:

  • Improved learning experience
  • Higher attendance
  • Different learning environment
  • Measurement of impact
  • Interaction, either face-to-face or via online comments and discussions
  • Instant feedback of data
  • It can be used as an incentive or booking discount tool

Measurements can be in place to assess the success of introducing gamification:

  • Any increase in participation
  • Knowledge on a specific topic
  • Response rates
  • Improved post-event assessments
  • To identify new opportunities

The data that gamification can provide:

  • Who participated
  • How they participated
  • Educational gaps
  • What they liked and disliked

And this can be used for:

  • Future programme design
  • Using profiles to target the right people appropriate marketing
  • Encouraging post-event feedback

Considerations

  • The presenter or moderator needs to be happy and confident to use gamification, which can be done by using a previous example, showing audience participation, their response and the data gained.
  • Different cultures may prefer individual or team exercises
  • Some groups will be happy with a competition, but others will not be comfortable with a public scoring system or leader board
  • Think about whether the results should be published at the time or afterwards, or whether individuals should just receive their own results

Introducing gaming strategies and techniques to conferences, meetings and events does have advantages, particularly data collection and insights in to delegate behaviour, but the key is that it has a well defined strategy behind it and it improves the user experience.

For more information about planning your conference, please call 01780 484051 or email enquiries@edgevenues.com

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Venue concessions: negotiating what’s best for your event

venue concessions

In this blog, we look at some venue concessions you can request to make a contract more attractive and possibly save you money, too.

An event planner knows exactly what they need to make it happen, but on low budgets, not everything is possible. Negotiating with your venue can help make the most out of your event while achieving a few discounts. 

Of course, the more attractive your business is to the venue, the more likely they will negotiate with you. And it can be reassuring to know that the attractiveness of your business is not necessarily because of its value, or the size of your group. It might be because it fits well with other bookings, is on a less popular day of the week, or time of the year. Or it’s an event type that can support the venue in attracting similar business.

A good venue procurement specialist such as Trinity Event Solutions will negotiate on your behalf. So let them know what’s important to you and they will help. The results can often be better by using an agent that negotiates directly.

It’s always worth asking for the important things and being brave, the venue can only say no, meet you halfway or agree! So, what venue concessions can you consider negotiating?

Venue concessions: The hotel or venue

  • Extend the bedroom rate three days before and three days after the meeting dates, in case attendees are travelling from afar and need to arrive early or stay late.
  • Hotels often offer a complimentary bedroom for a certain quantity of bedroom nights. Try to negotiate an additional free room.
  • Enquire about a complimentary or reduced rate accommodation for the event organisers and any individuals needed for set up.
  • Ask if there are any suite upgrades available last-minute free of charge.
  • Request complimentary room nights or dinner for a site visit and planning visits.
  • Ask for a proportion of early check-ins or late check-outs.
  • Request a private luggage storage or cloakroom for attendees to leave bags if the meeting doesn’t match the hotel’s check-out time.
  • Ensure your group has complimentary use of the health club, spa, pool, and any other leisure facilities.
  • Ask the venue if they can offer any free or discounted transfers from the airport or train station.
  • Ask the venue if they have any discounts on leisure facilities, spa treatments or golf for attendees. It is also worth asking whether they can offer discounts for local attractions.
  • If there is a resort fee, ask for it to be waived or discounted.
  • If there is a parking charge? The hotel should be willing to discount it or allocate several complimentary spaces.

Contracting and invoicing

  • Agree with the hotel well in advance on which charges they will post to the master account and which charges attendees will pay. Communicate this to attendees too, so they are fully aware of any charges they may face.
  • Check the minimum delegate numbers with the venue and negotiate, if applicable to your event.
  • Check whether there is a food and beverage minimum spend. If there is, and you are wary your event might not reach it, ask if the venue can lower it.
  • Negotiate a percentage of guest room attrition on the original contracted block.
  • Negotiate on the rates and confirm whether they include service and tax.

The event/ meeting

  • Check the Wi-Fi will support the quantity of attendees. If it is unsuitable, ask the venue to upgrade it free of charge. It needs to cover all meeting rooms, registration areas and catering areas. The capacity of the Wi-Fi is important as many people have multiple devices.
  • If you need to use the venue’s AV equipment, ask if they can make a deal to incorporate it into your event package.
  • Find out what equipment is included and ask for anything else you need. If the venue has it in stock, it may be complimentary.
  • Consider if you need early access, late breakdown, or overnight hold of the meeting rooms. If so, check the venue can do this free of charge for you.
  • Check if the venue provides paper, pens, stationery, water and sweets in the meeting rooms. If not, ask for a discounted rate or complimentary stationery for your event.
  • One of the most popular requests is morning breakfast rolls on arrival. The venue may be willing to add these free of charge as they are not expensive to produce but are great for delegates, especially at early morning events.
  • Ask the venue to include a re-booking clause in the contract. The clause can mitigate the cost if you need to cancel and re-book.
  • Enquire if the venue will offer a multi-year deal at a set rate and/or hold dates for future years. If the event works at the venue and you want to re-book then the negotiation has already been done.

Venue concessions rules for negotiation

  • Only ask for items that are important to you. It’s better to focus on these than a long list.
  • Be fair and realistic. If the venue team understands why you are asking for something, it will be more likely to try and make it work.
  • Remember that the venue has costs too. Don’t negotiate on anything that will negatively affect your meeting, the service, or quality.
  • Think about where the venue makes its profit – that’s where they will most likely be able to reduce costs.
  • Negotiations will be much quicker if you can deal directly with the decision-maker.
  • Be kind. The venue staff will do their best to make your event perfect. But if they can’t offer exactly what you want, be kind and thank them for what they can do.
  • Make sure everything is put in the contract. Ask a colleague or legal adviser to check it before you sign. Trinity Event Solutions Your event specialists should be able to do this for you – you just need to ask!

Remember, you want to be on good terms with everyone to ensure they deliver a successful event. So all parties need to be happy with the venue concessions agreement.

If you would like any help with venue concessions, or more information or advice about booking a venue please call us on 01780 484051 or email enquiries@edgevenues.com

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Edwardian Hotels vision for a sustainable future

Edwardian Hotels have let us know how they promote and achieve sustainability at their hotels in London and their vision for the future.

It’s not an easy task, but they continuously review and evolve their practices, partnerships and behaviour with the aim of creating a better future. It’s also in the best interest of guests, conference delegates and staff. As a result, in 2018, all Edwardian Hotels London properties were certified Gold Standard by Green Tourism Award.

Their four key initiatives look at:

  • Reduction in the use of energy
  • Minimise the carbon footprint
  • Decrease the use of water
  • Lessen food wastage

Carbon Emissions

Edwardian Hotels’ targets in this area are:

  • Between 2009 and 2016 the group reduced carbon emissions by 26.7%, against a target of 20%
  • Between 2016 and 2018 that figure increased to 30.7%, an increase of 4%
  • The company has a partnership with Tesla, promoting electric cars. Electric charging points have been installed at the Heathrow and New Providence Wharf properties, offering complimentary charging to guests

Reducing Single-Use

  • Edwardian Hotels London was one of the first hotel groups to introduce refillable shampoo, conditioner and soap in bedrooms, public and staff areas to reduce single use plastic
  • They are looking at alternative products and packaging to reduce plastic further
  • Most items in the event areas are re-usable and any items which can be recycled are done so automatically
  • Any polystyrene is sent to recycling and used to create insulation

In the wake of COVID-19, products are being reviewed to ensure they are hygienic as well as environmentally friendly wherever possible.

Reducing Waste

  • General waste has been reduced by 20% compared with 2016 and each property is aiming to reduce water use by 4% against 2018 consumption
  • The target set by the Mayor of London is to recycle 75% by 2025 and card, paper, cans, plastic bottles, glass and mixed plastics are recycled. Food waste is collected separately
  • Edwardian Hotels use Globechain, a marketplace for unneeded items.
  • The group uses GSC certified paper

Food and Beverage

  • Produce and food waste is constantly reviewed
  • Local products are used where possible
  • Coffee beans are collected and Nespresso machine pods are recycled
  • Meetings, conferences and events
  • Delegates are encouraged to use public transport
  • Items in the meeting rooms are re-usable or recyclable
  • Menus use locally sourced ingredients where possible

Charities

Cancer Research UK is the group’s corporate charity. In addition, the bars and restaurants support Springboard and each hotel has local charity partnerships.

The Londoner

  • When this hotel opens in Leicester Square, it will have achieved:
  • 30% less carbon usage that the regulations demand
  • CHP and LED lighting
  • A £175m Green Loan from HSBC. This is the first loan in this sector to encourage and facilitate environmentally friendly activity
  • ‘Excellent’ Building Research Establishment Environmental Assessment Method rating, to sent high standards for the procurement, design, construction and operation of new developments
  • And it will have a liquid film that reduces evaporation and energy loss from the swimming pool

For more information about the individual Edwardian Hotels, search on www.edgevenues.com.

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What will we eat in 2021?

The expectation is that, more than ever, when they go to conferences, meetings and events, people will be looking for food that they haven’t been able to make at home. Travel is an opportunity to try new dishes and the whilst we’ve been locked down there has been a following for comfort food. Nostalgic dishes will still be popular, but with a twist, still comforting, but stimulating too.

This time last year we looked at what we can expect to eat at events. Overwhelmingly the trend was for healthy choices:

  • more plant-based choices
  • healthier snacks
  • alternative milks
  • brightly coloured food
  • simple and natural dishes
  • a focus on sustainability

So what can we expect for 2021?

The catering industry expects to see more of:

  • Yuzu – a sharp citrus flavour which that tastes like a mixture of grapefruit and mandarin.
  • Cherry Blossom – used in cocktails, cakes and puddings
  • Honeycomb Toffee – a mixture of two well known tastes
  • Smoked herbs and spices – the regular ingredients have been given an extra dimension
  • Chillies – more varieties with different levels of heat and flavour
  • Tempero Baiano seasoning – from Brazil. It’s a mixture of herbs and spices to use in casseroles and vegetables
  • Mexican Recados – a citrus paste to use in marinades for meat
  • Dukkah – North African toasted nuts and seeds to sprinkle over dips, meat and vegetable dishes
  • Izakaya – a mixture of small plates (like tapas) but from Japan
  • Pinoy with banana ketchup – meat kebabs from the Philippines, with sweet and savoury flavours

Intolerances and special diets

There has already been an increase in special diets over the last few years, but expect more use of alternative flours and milks, as well as seeds, grains, pulses and oils. The use of chickpeas has grown massively, but in the future, they will be used in more unusual ways including puddings.

Cocktails

Cocktails have also grown in popularity alongside specialist bars for specific spirits. When lockdown is over, expect people to indulge in exciting cocktails and unusual drinks.

Fermented food and plant-based options

Kimchi, kombucha, sauerkraut – all contain probiotics and are a popular choice for the healthy eater.

Alternatives to traditional protein will be on the menu as well as fresh vegetables. Food that is high offers health benefits and boosts immunity will be popular choices.

For example, fermented foods contribute to positive gut health, seafood is high in Omega 3 fatty acids which offer a wide range of health benefits, and plant-based menus obviously offer up a lot of nutrients and vitamins.

Toast with different toppings

We’re all familiar with avocado toast and hummus on toast , but what about mashed squash or sweet potato, mushrooms, beetroot, tapenade or peppers to go with eggs or a salad topping?

Coffee

Coffee flavoured products are expected to increase, so you can expect to see it in snack bars, granola, smoothies, yogurt and many more dishes.

Our conclusion is that following from 2020, we will see more of the same trends – healthy choices, but also some reward for all the months that we haven’t been out.

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Travelling around the world – who’s holding events?

Globe with flight paths

Last week we looked at how our European neighbours are managing Covid-19, what restrictions there are on travellers and whether they can hold conferences, meetings and events. This week we’re looking at some popular destinations which require long-haul flights from the UK.

Travel corridors were suspended 4am this morning, 18 January 2021. This means that if you arrive in England from anywhere outside the UK, Ireland, the Channel Islands or the Isle of Man, you will need to self-isolate for 10 days.

Travellers must have proof of a negative coronavirus test to travel to England.

Mexico and Canada have closed their land borders with the United States until 21st February. Japan has brought in a state of emergency in Tokyo since Covid-19 cases have risen to record levels. But what’s happening elsewhere?

Australia

The regulations vary state by state and there are restrictions on moving between states. Before travelling to Australia, you need to have a negative Covid-19 test. On arrival all international travellers are escorted to a designated facility (hotel) and must quarantine for 14 days. State and Territory governments. The traveller must pay a fee to cover the cost ($3,000 for an adult in New South Wales).

However, once in Australia the rules have been relaxed with Melbourne allowing meetings for 150 people indoors and 300 outdoors, in New South Wales the limit is 20 people and 50 in Queensland.

Canada

From 7th January, all international arrivals to Canada must have received a negative Covid-19 test result before boarding the plane. Then there is a mandatory 14-day quarantine period.

The regulations do vary from state to state, but gatherings are banned where social distancing is not possible. There is a curfew or closure of bars and restaurants in some places. The limit on the amount of people allowed to meet inside and out varies according to tiers.

China

All direct flights between the UK and China have been suspended. There are restrictions on movement around the country and there are quarantine requirements for internal travellers. The rules vary depending on the risk level in that region.

Hong Kong

Hong Kong and Singapore have delayed a planned air-travel bubble for the time being. This would have allowed travellers between the cities to avoid a quarantine by presenting a negative Covid-19 prior to their journeys. Flights from the UK were suspended on 23 December.

Gatherings are limited to two people, who aren’t from the same household.

Japan

Tokyo currently has its highest level of Covid-19 since the pandemic started. It has declared a state of emergency and the measures will be in place until 7th February. Residents are advised to leave their homes only for essential reasons and must avoid gatherings. Restaurants have been ordered to close by 8 p.m.

Mexico

The US land border will be closed until 21st February. Some hotels and restaurants are open, depending on the area and quarantine is not required on arrival in the country.

New Zealand

New Zealand’s border has almost been completely closed to international travellers and as a result the country has light restrictions. The meeting regulations are governed by tiers. In Level 3 the rules are a maximum of 10 people, Level 2 a maximum of 100 people. In Level 1 there are few restrictions on businesses.

Singapore

Visitors to Singapore who have been in the UK for 14 days prior to travel are not permitted to enter or transit Singapore.

The country has a plan called Connect@Singapore which will allow a few business travellers at the end of January. They will need to apply in advance and take multiple Covid-19 tests prior to and during their visit.

Currently, business events of up to 250 people are allowed, with permission from the Singapore Tourism Board. Attendees must be distanced between five zones of 50 people.

South Korea

All direct flights between the UK and North Korea have been suspended. The current rules on gatherings are a maximum of 50 people indoors and 100 people outside.

United Arab Emirates

Each Emirates has different regulations and airlines are still flying between Dubai, Abu Dhabi and the UK. A negative Covid test is required prior to travelling. Quarantine for 14 days is required on arrival but can be carried out at a hotel or private residence.

Hotels, restaurants and tourist attractions are open. Conferences and meetings are permitted in Dubai.

This information is subject to change and we advise you to check the regulations before booking, check your insurance cover before booking.

18 January 2021

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Value of 2020 meetings sector to be uncovered by UKCAMS survey

UK conference and meeting venues are being urged to take part in the 2020 UK Conference and Meeting Survey (UKCAMS). This will help determine the value of 2020 meetings for the industry.

Though designed to be answered by venues, the survey will help event planners determine levels of investment made by venues in their product. It will give an indication of what percentage of event management is outsourced to a PCO or event management agencies and collect data on average rates achieved by venues and average durations of meetings and conferences.

Scheduled for publication in June, the UKCAMS 2020 report is hoping to achieve a minimum of 300 survey responses from UK venues.

Tony Rogers of Tony Rogers Conference & Event Services said: “We work on there being a universe of circa 3,500 primary conference and meeting venues across the UK. In 2019 we achieved 340 responses, approx. 10 per cent. We are also asking some new questions this year, alongside our traditional questions.”

“These cover factors that may impact levels of business, such as labour shortages, Brexit, competition, climate change, the economy, and also factors that are important to buyers in selecting venues, such as non-traditional seating and modular spaces, facilities for hybrid meetings, security and privacy.”

Value of 2020 meetings survey focus on venues’ conference and meeting business during 2019

Questions include:

  • how many events were hosted
  • rates achieved
  • event duration and size
  • client type
  • levels of residential and non-residential business
  • origins of the business
  • and capital investment undertaken.

The results aim to provide a definitive insight into the conference and meetings sector. They are widely used to inform investment, advocacy and marketing activities.

Last year’s research found that the conference and meetings sector was worth an estimated £18.3 billion to the UK economy. 1.48 million meetings taking place in 2018.

UKCAMS 2020 also includes a section on the targeting and securing of international events by UK venues. There will also be a question on factors likely to affect venues’ level of business over the next few years.

Venues that participate in the survey will receive a complimentary, personalised summer report. This will enable them to benchmark their performance in 2019 against other comparable venues.

The survey is accessible here.

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Food trends for 2020 by BMA House catering partner CH&CO

At the start of a new decade, many organisers and event professionals are considering the food trends of 2020. CH&CO, catering partner for sustainable venue BMA House, is helping predict what will be popular for 2020 and beyond.

With over 10 years of experience working at CH&CO, Gary McKechnie, director of food, said: “Over the past five years restaurants have been inspired by street food open-style kitchens. Social eating is going from strength to strength and street food-style stalls are set to move inside. This will make destination dining more accessible by bringing top food and drink concepts together under one roof.”

Delegates are becoming increasingly more educated and environmentally conscious, this is naturally having an impact on food trends.

McKechnie’s predictions for 2020
  • Plant-based menus. The popularity of plant-based menus will keep growing. People will continue to recognise the health and sustainability benefits of plant-based food.
  • More gluten-free options. Using almond flour, rice flour and guargum (guar bean extract) especially in dishes with pasta or breads.
  • Fermented foods. Gut-healthy probiotics will continue to grow in popularity, such as tempeh, pickled vegetables, infused vinegars and fermented dairy products.
  • Levantine cuisine. (Eastern Mediterranean) is predicted to be an influential style for 2020, including Israeli, Turkish and Lebanese.
  • Cross-cultural fusion dishes. Mexican and Southeast Asian cuisine, French with Scandinavian flavours, Cantonese Chinese and Peruvian (or Chifa) and South American with Japanese.
  • Sour flavours: Rhubarb, tamarind and vinegar.
  • The Farm to Fork movement. With the general public becoming more eco conscious, this is set to become even more prevalent this year. From roof top allotment style gardens to supporting local farmers, people want to encourage a food production and consumption process that enhance environmental, economic, social and nutritional health.
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Global warming top travel risk for 2020

The impact of climate change and the potential final year of the Trump administration will be the two most important sources of travel risk in the year ahead, according to travel risk intelligence company Riskline.

The company’s analysts compiled a list of the top 10 travel risks to watch out for in 2020, and climate change topped the board for its potential to cause abnormal weather patterns and natural disasters such as hurricanes, heat waves and floods.

Scientists predict an 80% chance of an El Niño weather pattern occurring in 2020, bringing disastrous heavy rainfall and long droughts to countries around the Pacific Ocean and paving the way for mosquito-borne diseases.

Political, social and economic unrest caused by the US 2020 elections, Brexit and the US-China trade war could also cause travel disruption, according to Riskline’s experts.

Other major travel threats include Islamic terrorism, far-right terrorism, and the outbreak of infectious diseases amid on-going migration and a highly mobile world population.

Riskline also pointed to major sporting events like the Summer Olympics in Japan, the UEFA Euro, the Copa América in Argentina and Colombia and the three cycling Grand Tours as likely to pose risks to travellers in 2020 due to overcrowding, terrorism or potential labour strikes.

Internet blackouts could also cause problems to travellers, as well as civil protests and water shortages in regions such as India and Pakistan, and in Middle Eastern countries such as Iran, Iraq and Lebanon.

Riskline’s Director of Operations, Adam Schrader, says: “All of the predicted risks we’ve shared are equally important, but two of them in particular will underpin the most dangerous security threats in 2020: the ongoing effects of climate change and the potential final year of the Trump administration.

“In the case of the former, it will be the mostly unseen, long-term effects that are the greater danger, as droughts or floods destroy land and livelihoods and become the catalysts for new violent conflicts and forced migration.

“Meanwhile the prospect that 2020 could be the final year of the Trump presidency bodes ill for international peace. Both allies and antagonists of the United States may feel that the level of impunity they have enjoyed in foreign affairs since 2016 may be coming to an end.”

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Tips for Greener Meetings

Sustainability is getting more and more important when planning an event or a meeting. Every little change can make a big difference in the carbon footprint of events.

Aranka Sarkozi, Event Consultant from Trinity Event Solutions, shares her 4 top tips for greener meetings:

  1. Pick a Green Venue:  Choosing an eco-friendly venue or hotel, with modern systems and technology will improve your event’s carbon footprint. CSR policies are getting really important, when it comes to making the decision.
  2. Locally sourced food: Logistic is one of the biggest contributors to air pollution. By choosing local food and drinks can reduce this. Also, locally sourced foods are tastier and fresher.
  3. Leftover food: We all know that there is always some leftover food after buffet lunches and refreshment breaks. Choose a venue, which has partnership with local charities. Donate the leftover food to them.
  4. Sustainable activities:  Take your team out for an outdoor activity. Organise planting trees or cleaning beaches. It can give an extra boost to event sustainability.
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Luxembourg Convention Bureau sets sights high for international meetings

The newly created Luxembourg Convention Bureau is aiming to secure a spot in the top 50 business meetings and events destinations in the ICCA ranking.

“Our main goals are to enter the top 50 of the business events destinations worldwide and to double the number of international congresses,” said Francois Lafont, CEO of business events Luxembourg.

“Luxembourg  has the quality of being one out of three capitals of the European Union, its excellent connectivity, its location in the heart of Europe and its innovative economic sectors will definitely secure Luxembourg on the agenda of international congress organisers.”

The Luxembourg Convention Bureau was set up to optimise the country’s meetings and events offering with strong support from the government.

The convention bureau aims to build upon Luxembourg’s economic and scientific strengths, with an emphasis on securing association meetings from its key economic and research sectors, as well as regional and European corporate and incentive events.

The main sectors that Luxembourg has identified are automotive, cleantech, finance, IT, life sciences, logistics, manufacturing, maritime and space.

“We are working on putting together an ambassador programme at the moment and we want to ensure we pick the right people from the main sectors we have identified,” Lafont added.

Luxembourg has also announced strategic partnerships with key industry players such as Luxinnovation, its national innovation agency and Luxembourg Institute of Science and Technology (LIST) which aim to further highlight the local knowledge expertise.

Luxembourg has ambitions to become a country where industry professionals chose to meet, exchange and connect. With more than 170 different nationalities, Luxembourg is a crossroad road for people coming from all over the world. The new convention bureau is dedicated to connecting the right people outside Luxembourg to the right people inside the county.