Business Travel: Planning for that Next Convention

While online business meetings have largely replaced corporate travel during the pandemic, they can’t replicate all of advantages for networking that come with in-person encounters.

That’s one of the reasons Arnie Weissmann, editor in chief of Travel Weekly, believes conferences and conventions will lead the way when business travel returns. They offer a chance to meet a large number of colleagues and clients face-to-face in a bigger group setting.

Weissmann spoke on a panel as part of Travel Leaders Network’s Bridge to the Future virtual conference. The three-day event held in October drew nearly 4,000 travel industry professionals, who attended online educational workshops and professional development sessions designed to help them better serve their clients.

While those large meetings may be a year or two away, here are some tips to keep in mind whenever your company is ready to pick a venue.

If attendees will be coming from far away, whether that’s across the country or around the world, transportation will be a key consideration. Make sure the location of your conference or convention is easy to reach by plane, train or car. Try to be near an airport with lots of options for direct national and international flights. For attendees who’ll be driving, look for ample parking at the hotel or meeting site.

When choosing a venue, whether it’s a hotel or convention center, it’s important that the space be aligned with the image that your company is trying to project. Ask whether there’ll be other events going on at the same time that might clash with your message.

Technical requirements are also an important consideration. Whichever venue you choose should provide a strong Wi-Fi signal for attendees. You want to make sure all of the conference participants can connect to their electronic devices and get quality reception. If presenters or speakers will need equipment, such as projectors or special wiring, be clear with the venue representatives about who is responsible for providing it. Ask about the level of staffing and concierge support that can help your event run smoothly.

If the conference or convention isn’t taking place in a hotel, you want to offer options for lodging that are within walking distance, or make sure the hotel has a shuttle service. If you are meeting in a hotel, determine whether it’s peak visitor season in the area, when there’ll be high traffic in common areas. A busy hotel may make it difficult for participants to meet up away from the business sessions.

Of course, the people who attend your conference won’t be working around the clock. At the end of the day, they’ll need an opportunity to unwind. When choosing a hotel for your meeting, look for an area with lots of activities that attendees can take advantage of during their down time. You want a place where it’s easy to find a restaurant, do some shopping, take in a cultural event or go sightseeing.

For help navigating any travel plans, contact our Business Travel Team.

The following two tabs change content below.
Our mission is to continuously grow through innovation and dedication to excellence-one relationship, one destination, one reservation at a time.