Meetings Return in Real Life.

Meetings IRL Return

We were inspired to see Associated Luxury Hotels International (ALHI) blazing the trail for the return of meetings in real life. More than 100 attendees gathered at the Omni Dallas Hotel for ALHI’s  “Back to Business Experiential Forum” in August, which was limited to 125 attendees per Dallas County regulations. Another 400 tuned in to the education programming virtually.

 Two distinct agendas were created for the two audience types, who each had access to the panels featuring a diversity of industry perspectives. Leaders from companies like Delta Airlines, Omni Hotels, STR, Freeman and Delos shared their expertise and insights—most were in person, but three participated virtually. Pre-assigned breakout sessions for in-person attendees highlighted hotel innovations, while the virtual attendees got a hotel tour.

 Communication was key to creating a safe environment. In advance of the forum, a pre-conference call was held to walk prospective attendees through the safety measures and event format to build confidence and manage expectations. Email campaigns and signage posted throughout the meeting space and hotel underscored the importance of social distancing, mask requirements and more. Attendees wore masks throughout the duration of the event any time they were not eating and drinking.

 In terms of the event set-up and flow, the General Session room was set for 144 ppl classroom style at 1 per 6 ft table and intentionally over set to allow extra spacing for attendees that preferred more distance. Registration was divided into three sections by alphabet and plexiglass added extra protection along with ample hand sanitizer stations. Attendees picked up their own reg packets and jars of sanitized pens were available to sign the Events Industry Council APEX Code of Conduct and Photography Release. The meeting room opened 30 minutes early to reduce crowding upon entry and to give attendees time to get situated.

 At each table, attendees were provided with all event materials, plus snacks, sanitizer, a tent card to write their name and “save” their space as well as their gift (instead of doing a room drop). The stage was strategically set with speakers’ chairs six feet apart and all surfaces were sanitized between speakers. For the breakouts, the speakers moved rooms in order allow the attendees to stay in their sanitized spot for the duration.

 To facilitate the virtual experience, ALHI partnered with Soliman Productions. The two attendee experiences were created as two separate attendee journeys with different dedicated run-of-shows and different teams managing the execution of each. A virtual host answered questions via an engaged chat feature and the production team filmed live breaks, breakout setups, tech checks, F&B and interviews to bring the virtual participants into the onsite experience.

 Lastly, food and beverage pivots kept contact to a minimum. The opening dinner featured 72” rounds set for four people with pre-assigned seating. Bar service was provided table side with a dedicated server. For breakfast, stations manned by servers each had protective plexiglass. The menu featured a combination of grab-and-go items and individually packaged and stationed hot items. Since lunch was a working lunch format, the service was kept to 15 minutes and the hotel modified a box lunch to be served on a tray in the general session room. Trays were placed on the individual six-foot tables, included pre-wrapped sandwiches, a mason jar salad, dessert and chips. 

 Check out ALHI’s Instagram for visuals of their recent events and more insightful and inspiring updates as meetings IRL resume.