Business travel is back in a big way; in fact, it’s expected to return to pre-pandemic levels in 2024 as companies increasingly recognize the vital role of in-person meetings to foster collaboration and build relationships. In-person events and conventions will generate a sizable component of that resurgence, with more than half of travel managers saying they expect these types of industry events to spur travel growth, according to a report from Deloitte.  

Amy Domingo, National Strategic Account Manager for Hospitality and Conventions for FedEx Office, is finding that hotels eager to attract this business look to deploy innovative approaches, creating engaging events that will help organizations realize their unique vision. Here’s what you need to know about thinking outside the box to bring these events to life. 

Help your client embrace their vision for an event that resonates. 

While attendance is rising, Domingo has noticed that the timelines of many events have been compressed, yielding a more consolidated agenda than in the past. That means every moment must count even more than before, she says. “You have to make an impact from the minute a guest steps on the property.” In fact, that’s where hotel event staff and conference planners have found her team’s engagement to be most effective. “They’re sitting down with us from the start and calling on us to help unleash an ambitious experience that will really wow attendees.”

To help bring their vision to life, the first step is to be clear on the goal. As part of that discussion, her team helps the planners focus on the story they’re trying to tell, how they want attendees to feel, and details on what did or didn’t work with previous events.

“They come in with an idea of what they might need, but our consultative approach routinely helps us all arrive at new possibilities by exploring compelling offerings that accomplish shared goals,” she says. 

Map out your game plan. 

One of the first conundrums they sort out relates to space planning, especially with the current trend of using space flexibly to serve multiple needs throughout the event, such as converting a ballroom that held the morning keynote into smaller spaces for breakout sessions.

Domingo’s team starts with a site survey to suggest ways to leverage spaces, then helps design a robust wayfinding plan that first ensures attendees know where they’re going, then adds the spark that will help anchor the theme. For example, some planners might decide to rename meeting rooms to align with their culture, such as the names of key lines of business or products. Or they might simply prefer to be descriptive, labeling one room “dining” and another “ideating.”

“Our sweet spot is coming up with solutions that will transform a simple ballroom into an experience,” she says. To that end, they can help print vivid banners and overhead signage that reflects the theme or label stackable cubes with the room names and arrows. From lighted LED signs to flutter flags and floor graphics, the possibilities to brand the event while supporting easy navigation are endless. 

Commit to sustainability goals. 

Without a doubt, sustainability is a key focus for all audiences today, says Domingo. She regularly works with host properties to help them design events with a smaller carbon footprint. That might mean reusing existing props by reskinning them with new identities or using materials that are recycled and recyclable.  Her team often goes a step further to find organizations where they can donate banners and other excess material after the event. “We help them connect the dots on how they can make an impact at the local level.” 

Mind the details for an event that shines.

While the biggest parts of a conference are top of mind, Domingo acts as a resource to help hotels conceive of additional distinctive details that elevate the impact.  

For example, while most conference organizers have developed an app that helps inform attendees, last-minute agenda changes are usually inevitable. “We’re equipped to step in with on-demand printing services to help the planner seamlessly handle a room or speaker change,” Domingo says. “We know how stressful that can be so we’re there to help with a quick pivot to produce new handouts or signage on the fly.”

Crisp, clear printing for custom signage featuring conference or company branding helps amplify the key messages and contribute to the ambiance such as branded key cards to outfitting the pool with a special logo.   

“It’s our job to help the host hotel think through how they can elevate the experience for attendees and position the hotel as a property of choice,” Domingo says. “We love having a seat at the table from the start to help guide them to a standout event.”

Would you like to find out more about how FedEx Office can support your next event? Request your complimentary consultation today.