Meeting agendas have a way of growing.

A general session is added. Then a reception. Another breakout appears. A sponsor activation gets squeezed in. Suddenly your attendees are scheduled from breakfast through an evening event with barely enough time to answer an email.

Every activity may sound worthwhile on its own.

But look at the program as a whole and ask:

Does each element earn its place?

Does it support an attendee need, a business objective or the experience you’re trying to create?

If the answer isn’t clear, it may be time to keep it, change it or cut it.

KEEP: What’s Working?

Start with the elements that consistently deliver value.

Maybe your opening keynote earns strong reviews. Perhaps a particular reception creates meaningful connections. An annual recognition program may be an important part of your organization’s culture.

Keep what works.

Purposeful planning doesn’t mean changing things simply to make the meeting feel new. It means understanding why something works and making sure it still serves the program.

CHANGE: What Could Work Better?

Some activities still have value but may need a different format.

Could a 75-minute presentation become a shorter talk followed by discussion?

Could a traditional panel become a facilitated conversation?

Could a reception include hosted introductions or smaller gathering areas to make networking easier for people who don’t already know the room?

Often, improving an experience doesn’t require a larger budget. It requires being more intentional about how you use the time and resources you already have.

CUT: What No Longer Serves the Meeting?

This can be harder—particularly when an agenda element has become a tradition.

Look for things such as:

• sessions with consistently low participation
• receptions squeezed between other functions
• printed materials that go unused
• giveaways included because you’ve always had one
• off-site activities that create more logistics than enjoyment
• content attendees have already received elsewhere

Cutting something doesn’t necessarily mean you’re offering less.

Removing lower-value activities can actually improve the overall experience by giving people more time and attention for the things that matter.

Protect Some White Space

One of the most overlooked elements of an agenda is non-meeting time.

Attendees need time to check email, make a call, process what they’ve learned, talk privately with a colleague—or simply recharge.

A schedule packed from morning to night can look productive on paper while creating diminishing returns in reality.

And if connection is one of your goals, some of the best conversations may happen in the spaces you didn’t formally program.

Experience the Meeting Like an Attendee

Step outside the logistics and walk through the day from their perspective.

Is registration easy? Do they know where they’re going? Do they have enough time to check in before the first function?

Are there meaningful breaks between long stretches of content? Is networking actually easy, or have you simply placed “Networking Reception” on the agenda?

Are they constantly walking from one end of the property to another?

Small friction points can have a surprisingly large impact on how the meeting feels.

Choose Experiences With Intention

Rooftop receptions, culinary events, local tours, entertainment and off-site experiences can all make a meeting memorable.

But bigger isn’t automatically better.

If your goal is conversation, an intimate local dinner could work better than a major attraction.

For recognition, an elevated evening experience may be exactly right.

And after two demanding days of sessions, an optional activity—or even a free evening—may be more valuable than another mandatory event.

Choose what fits the purpose rather than what simply sounds impressive.

Keep. Change. Cut.

Before you finalize the agenda, evaluate each major component:

KEEP it if attendees value it and it clearly supports the meeting.

CHANGE it if the purpose still matters but the format could be stronger.

CUT it if you have trouble explaining what it contributes.

Then take one final look at the complete experience.

Is there enough time to learn? Connect? Recharge?

If every major piece has a reason for being there, you’re doing more than filling an agenda. You’re designing the meeting with intention.

---

Master Planner Tip
Print your agenda—or look at it without all the operational notes—and review it entirely from the attendee’s perspective. For each major activity, ask, “What are they getting from this?”

If you can’t answer quickly, that element deserves another look.

---

Every meeting budget involves choices.

Sometimes you’re responding to rising costs or tighter resources. Other times, you simply need to decide where an additional investment will make the greatest difference.

Either way, thoughtful budgeting isn’t only about spending less. It’s about spending intentionally.

Instead of treating every line item equally, look at each expense through the lens of your meeting goals and attendee needs.

Start With What the Meeting Needs to Deliver

If education is the primary goal, speakers, technology and the learning environment may deserve protection.

If relationship-building matters most, shared meals, networking functions or experiences that encourage conversation could offer greater value.

If you’re focused on recognition and motivation, hospitality and memorable experiences may rise to the top.

This changes the budgeting question from simply “How much does this cost?” to “What does this contribute?”

You still need to consider cost—but now you’re evaluating it in context.

Protect What Matters Most

Identify the expenses that directly affect your ability to deliver a successful experience.

Depending on the meeting, that may include:

• reliable audiovisual support
• appropriate meeting space
• accessibility
• transportation
• food and beverage
• educational content
• staffing
• attendee-facing technology

Your priorities will be different for every program.

The important part is knowing what they are before you start making cuts. Saving money in the wrong place can quickly show up as attendee frustration, operational problems or a less effective meeting.

Invest Where It Will Be Felt

Not every enhancement is essential, but some investments can noticeably improve the experience.

Could one standout meal have more impact than slightly upgrading several functions?

Would better transportation reduce stress and give attendees more usable time?

Would investing more in your primary general session make a bigger impression than spreading production dollars across every session?

Rather than upgrading everything a little, identify the moments that matter most and concentrate your resources there.

Question the “We Always Do This” Expenses

Repeat meetings are especially prone to budget items that continue simply because they’ve always been there.

Review them with fresh eyes:

• Do attendees still value this?
• Is participation strong?
• Does it support one of our current objectives?
• Could this money have greater impact somewhere else?
• Is there a simpler way to achieve the same result?

Removing something doesn’t automatically diminish the meeting. Sometimes it creates room in the budget for something more relevant.

Look at Total Value, Not One Number

The lowest room rate doesn’t always result in the lowest overall meeting cost.

Transportation, WiFi, AV, resort fees, meeting-room rental, F&B requirements and concessions can significantly change the final picture.

A venue with a slightly higher rate may ultimately provide greater value if it eliminates transportation costs, includes services you’d otherwise pay for or offers concessions that align with your priorities.

Compare the complete package, not just the headline number.

Ask Where Flexibility Exists

When the budget gets tight, involve your venue and supplier partners in the conversation.

Rather than only asking for a lower price, explain what you’re trying to protect and ask where alternatives might exist.

Different dates, menus, room setups, event timing or package options may reduce costs without sacrificing what’s most important.

Protect. Consider. Question.

A simple three-part review can help:

PROTECT — Expenses directly tied to your objectives, attendee needs or successful execution.

CONSIDER — Enhancements that could meaningfully improve the experience if resources allow.

QUESTION — Expenses included mostly because of habit, tradition or assumption.

The goal isn’t necessarily to create the cheapest meeting. It’s to make sure the way you spend reflects what matters most.

---

Master Planner Tip
Before making across-the-board cuts, rank your three most important meeting investments. Protect those first. Then look for savings in areas that have less influence on your goals or attendee experience. A smaller budget doesn’t have to mean a lesser meeting when you’re intentional about where the money goes.

---

Planning a meeting often begins with a familiar list: dates, destination, sleeping rooms, meeting space, food and beverage, AV requirements and budget.

But before deciding where your meeting should happen, start with a more fundamental question:

What does this meeting actually need to accomplish?

A clear answer can shape almost every decision that follows—from your venue and agenda to your budget and attendee experience.

Start With the Outcome

Meetings serve different purposes. You may be educating attendees, building relationships, recognizing achievement, introducing a new strategy or bringing a distributed team together.

Most meetings have several objectives, but identifying the most important ones gives you a useful filter for everything that follows.

Ask yourself:

• What should attendees know when they leave?
• How should they feel?
• Is there something you want them to do differently afterward?
• Which relationships should be strengthened?
• What would make stakeholders consider the meeting successful?

You don’t need a complicated mission statement. Three or four clear priorities can provide plenty of direction.

Let Purpose Shape the Venue

Once you know what the meeting needs to accomplish, your venue requirements become easier to define.

If collaboration is a priority, flexible breakout rooms and informal gathering areas may matter more.

If education is the focus, acoustics, sight lines, room configurations and technology rise on the list.

For an incentive program, destination appeal, service and shared experiences may carry more weight. An executive retreat may call for privacy and intimate spaces rather than a large meeting footprint.

The goal is to source based on fit, not simply availability.

A property can check every box on an RFP and still be the wrong environment for the meeting you want to create.

Define Your Non-Negotiables

Separate your wish list from the things that directly support success.

If networking matters, prioritize gathering spaces and opportunities for people to interact naturally.

If learning is essential, focus on room setup, technology and the ability to support different educational formats.

If convenience is important, consider accessibility, transportation, dining options and how easily attendees can move between guestrooms and meeting spaces.

Knowing your true priorities also makes it easier to compare properties without being distracted by features that are impressive but don’t meaningfully support your program.

Give Your RFP More Context

A strong RFP communicates more than specifications.

Instead of simply requesting space for a networking reception, explain that you want an informal environment where first-time attendees can meet colleagues easily.

Rather than listing four breakout rooms, share whether they’ll be used for presentations, roundtables or collaborative work.

That context gives a property the opportunity to recommend a room, setup or solution you may not have considered.

Use Purpose as Your Decision Filter

New ideas will appear throughout the planning process: another reception, an upgraded experience, a sponsor activation or a new agenda element.

Return to your original objectives and ask:

Does this help us accomplish what matters most?

If it does, explore it. If it doesn’t, you may not need it.

Clear priorities are equally useful when circumstances change. Budget shifts, availability issues and attendance fluctuations become easier to navigate when you already know where you can be flexible—and where you can’t.

Plan Backward From Success

Before searching destinations, comparing proposals or scheduling site visits, define the outcome you want your meeting to create.

Then work backward.

When purpose drives the process, your venue becomes more than the place where the meeting happens. It becomes part of how the meeting succeeds.

---

Master Planner Tip
Before beginning your venue search, write down the three outcomes that matter most. Keep them beside you as you build your RFP, compare proposals and make site-selection decisions. When a feature or option doesn’t support one of those priorities, ask whether it really needs to be part of the plan.

---

ConventionPlanit Tools: Put Your Priorities to Work

Once you’ve defined what your meeting needs, ConventionPlanit’s RFP Valet® can help simplify the sourcing process. Share your requirements with the RFP Valet® team, and they’ll distribute your RFP, gather responses and present qualified venue options in an easy-to-review comparison—at no cost to you.

Major industry events create a powerful sense of momentum. New destinations are introduced, suppliers share their latest developments, speakers explore the challenges shaping the profession, and planners exchange ideas with colleagues from across the industry.

But not every planner can attend every show.

Budget limitations, client deadlines, travel schedules, staffing needs, or personal commitments may keep you away from an event you would otherwise like to experience. Missing the show floor, however, does not mean you have to miss every valuable idea and conversation coming out of it.

With a focused approach, planners can still use events such as IMEX America to discover new resources, follow emerging conversations, and strengthen their professional knowledge—even from a distance.

Decide What You Want to Learn

Trying to follow everything happening at a major industry event can quickly become overwhelming. Instead, choose one or two subjects that are especially relevant to your work.

You might focus on:

• New destinations or venue openings
• Event technology
• Accessibility and inclusive design
• Attendee engagement
• Wellness and human-centered experiences
• Budget management
• Sustainability
• International meetings
• Career development

A defined focus makes it easier to identify the updates, sessions, and conversations that are worth your attention. It also turns passive scrolling into purposeful research.

Follow the Conversations, Not Just the Hashtag

Event hashtags can be useful, but they often contain a mix of announcements, photos, promotions, and rapid-fire observations.

Follow a smaller group of trusted sources instead. These might include the event organizer, speakers, destination organizations, industry publications, associations, suppliers, and planners whose perspectives you value.

Look for recurring questions and themes rather than trying to capture every update. When several people begin discussing the same challenge, technology, or planning approach, it may signal a topic worth exploring more closely.

Save useful posts, articles, videos, or session summaries in one place so you can revisit them after the event noise settles.

Explore International Possibilities from Home

Large global industry events often provide planners with access to destinations and properties they may not encounter through their usual sourcing process.

Even when you are not attending, use the event as a prompt to expand your knowledge of international meetings.

Choose a region you know little about and explore a few basic questions:

• How accessible is the destination from major U.S. gateways?
• What types of meetings or incentives does it serve particularly well?
• What cultural experiences could add value for attendees?
• Are there seasonal or budget advantages?
• What planning support is available locally?

You do not need an active international RFP to begin this research. Building familiarity now can help you respond more confidently when a client asks about taking a future meeting beyond familiar borders.

Create Your Own Learning Track

Most major industry events organize education around the subjects currently influencing planners and suppliers.

Use those themes to build your own professional-development track. Find recent articles, webinars, podcasts, research reports, or association resources connected to the topics that matter most to you.

Set aside a few short blocks of time during or after the event week to review what you find. You may not replicate the full conference experience, but you can still create a focused learning opportunity that fits your schedule.

This approach can be especially valuable for small teams and independent planners who need professional development to be flexible and cost-conscious.

Connect with Suppliers After the Event

The week after a major show can be an excellent time to reconnect with suppliers, destinations, or venues you have been meaning to research.

Ask what they introduced at the event, what planners were most interested in, or what developments they believe are most relevant for future programs.

These conversations may be more productive once the show has ended. Suppliers can give you their full attention, and you can ask questions based on the updates and trends you observed from afar.

A thoughtful post-show message also gives you a natural reason to begin or renew a professional relationship.

Build a Post-Show Exchange

Invite colleagues to share one or two useful discoveries from the event.

This could be a brief team discussion, a virtual coffee with industry contacts, or a simple email exchange asking:

• What surprised you?
• What trend felt most relevant?
• Which destination or supplier should planners know more about?
• What idea could be applied immediately?
• What seemed overhyped?

That final question may be the most entertaining—and occasionally the most useful.

A short exchange can help separate meaningful developments from the flood of event-week promotion.

No single conference contains every destination, venue, supplier, or solution a planner may need. You may not be in the room for every conversation, but you can still bring valuable ideas, connections, and possibilities back to your work.

Industry events such as IMEX America bring destinations, venues, technology providers, and meeting professionals together in one place. Yet the value of attending a trade show or conference extends far beyond the appointments already on your calendar.

The most useful discovery may be a destination you had never considered, a new solution to a familiar challenge, or a conversation that changes how you approach an upcoming program. Whether you are heading to a major national show, a regional industry event, or a smaller supplier gathering, a little intention—and some room for curiosity—can help you return with ideas you can actually use.

Start with a Challenge, Not Just a Schedule

Before building your appointment calendar, identify one or two questions you would like the event to help answer.

Maybe you are looking for ways to manage rising costs without diminishing the attendee experience. Perhaps you need fresh ideas for increasing engagement, improving accessibility, encouraging attendance, or finding destinations that offer something different.

Starting with a real planning challenge gives your conversations more direction. Instead of simply gathering information, you can ask suppliers, speakers, and fellow planners how they are addressing the same issues.

Your goal does not have to be finding one perfect answer. A few different perspectives may be enough to help you see the challenge in a new way.

Plan Ahead for the Properties You Do Not Want to Miss

Large shows make a big impression, but they can also make it easy for valuable suppliers to get lost in the crowd.

International destinations and major exhibitors often create highly visible experiences on the show floor. That energy is part of what makes events such as IMEX America so valuable, but it can also mean that domestic properties and nearby suppliers receive less attention than planners intended to give them.

Before the event, make a shortlist of properties, destinations, and suppliers you want to meet. Search the ConventionPlanit online database in advance to identify potential fits, then add those suppliers to your appointment calendar or reserve time for a property visit.

This is especially helpful when an event is held in a destination with hotels and venues near the show site. A planned lunch, property tour, or go-see can give you a much clearer sense of the attendee experience than a brief booth conversation alone.

Build in Room for Discovery

Appointments are an important part of any industry event, but a schedule packed from beginning to end can leave little opportunity for unexpected discoveries.

Set aside time to walk the show floor without a specific destination. Attend a session outside your normal area of focus. Stop at a booth that catches your attention, even if the supplier is not currently on your sourcing list.

Some of the most useful conversations happen between scheduled meetings. A brief exchange with another planner may lead to a venue recommendation, a new technology resource, or a practical solution that would never have appeared in your original agenda.

Think of open time as part of the plan—not as time you failed to fill.

Look Beyond the Familiar

Industry events provide an opportunity to reconnect with trusted partners, but they can also expand the range of destinations, properties, and resources you know are available.

Explore independent hotels, emerging markets, regional venues, specialized suppliers, and international properties—even when there is not an immediate program on the calendar.

A conversation with an international destination or property may introduce a new incentive idea, reveal unexpected value, or help you begin building knowledge for future opportunities. You do not need to be actively sourcing an overseas meeting to learn which destinations are accessible, what kinds of attendee experiences they offer, or how they support planners working across borders.

At the same time, do not overlook domestic properties located in or near the host destination. Some of the most relevant options for future programs may be close to the show but outside the busiest areas of the exhibit floor.

The goal is not to add every venue you encounter to your next RFP. It is to broaden the possibilities you can draw from when the right opportunity arises.

Ask Questions That Go Beyond the Basics

Rates, dates, room counts, and square footage matter, but they rarely tell the whole story.

Use face-to-face conversations to ask questions that reveal how a venue, destination, or supplier approaches actual programs:

• What types of groups are the best fit?
• Where does the property offer planners the most flexibility?
• How does the venue support accessibility and different attendee needs?
• What recent group program best demonstrates what the team does well?
• What can planners customize without significantly increasing costs?
• What is changing at the property or destination over the next year?
• Is there an opportunity to visit the property while you are in the destination?

These questions can uncover details that are difficult to find in a brochure or online listing. They also make it easier to distinguish between options that may look similar on paper.

Turn Inspiration into Action

The real value of an industry event is not measured by how many brochures you collect or how many business cards make it back in your suitcase. It is what happens next.

Within a few days of returning, identify a small number of discoveries to pursue. Schedule follow-up conversations, share relevant ideas with your team, and connect promising solutions to actual programs or client needs.

Not every conversation requires immediate action. Some relationships may become useful months—or even years—later. A brief follow-up and a clear note about why the contact stood out can help preserve that connection.

As planners prepare for IMEX America and other industry events throughout the year, the goal does not have to be seeing everything. It is finding the people, properties, ideas, and possibilities that can make the next meeting stronger.

Independent meeting planners spend their careers organizing timelines, balancing budgets, negotiating contracts, and preparing for every possible scenario. But amid client deadlines, busy event seasons, and growing businesses, one important plan often gets pushed aside—planning for retirement.

For independent professionals, retirement looks different than it does for employees with company-sponsored retirement plans. The good news? Being self-employed also provides opportunities to build long-term savings in ways that offer flexibility and potential tax advantages.

Your Income May Vary—Your Retirement Plan Can Too

One of the biggest challenges for independent planners is unpredictable income. One quarter may include several large conferences, while another may be noticeably quieter. That uncertainty often causes retirement savings to fall to the bottom of the priority list.

Fortunately, retirement planning doesn’t have to follow a one-size-fits-all approach. Many retirement savings options are designed with flexibility in mind, allowing you to contribute more during stronger business years while scaling back when business slows.

Know Your Options

Unlike employees with a traditional workplace retirement plan, independent professionals have several retirement savings vehicles available that may allow for significantly higher contribution limits.

Depending on your income, business structure, and long-term goals, options such as a SEP IRA, Solo 401(k), or Defined Benefit Plan may provide opportunities to save more while potentially reducing your current taxable income. Understanding which option best fits your business can make a meaningful difference over time.

Don’t Wait for the “Perfect Time”

Many independent professionals say they’ll begin saving once business settles down or after the next successful season. It’s an understandable mindset—but waiting can mean missing years of potential tax-advantaged growth.

Even modest, consistent contributions made today can have a significant long-term impact. Starting doesn’t require perfection; it simply requires taking the first step.

Make Your Financial Plan Part of Your Business Plan

As you invest time growing your business and serving your clients, it’s equally important to invest in your own future. Retirement planning isn’t separate from your business strategy—it’s an important part of it.

Working with a financial advisor can help you evaluate your retirement savings options, determine appropriate contribution levels, coordinate retirement planning with your broader financial goals, and identify strategies that support both your business today and your long-term financial future.

---

As a Financial Advisor with Edward Jones, I enjoy helping independent professionals and entrepreneurs build personalized retirement strategies designed around their unique businesses, goals, and lifestyles. My focus is on simplifying complex financial decisions so you can spend more time doing what you do best—creating exceptional meetings and events for your clients.

You’ve dedicated your career to planning successful events. Let’s make sure your retirement receives that same thoughtful planning and attention.

If you’d like to learn more about retirement planning strategies for independent professionals, I’d be happy to connect.

Cally Orlando
Financial Advisor | Edward Jones
365 Hempstead Avenue
West Hempstead, NY 11552
(516) 620-0299

Email Cally Orlando

“Meetings here don’t feel like meetings; they feel like exclusive events your attendees will be excited about.”

Meetings may start with logistics and room blocks, but attendee excitement can shape the entire success of an event. We recently connected with Kathy Cattoor, Vice President of Hotel Sales for Universal Orlando Resort, to talk about the evolution of the meetings experience — from new hotel additions and flexible event space to the growing demand for destinations that blend business with memorable experiences.

What distinguishes Universal Orlando Resort hotels as premier venues for meetings?

What sets Universal Orlando Resort hotels apart is the seamless blend of high-energy entertainment and highly functional meeting infrastructure. Planners get more than just meeting space — they get immersive experiences that boost attendance and engagement.

Universal Orlando Resort is not just a meetings destination; it’s an experience-driven environment where events become unforgettable. The key takeaway: meetings here don’t feel like meetings; they feel like exclusive events your attendees will be excited about.

Any recent developments to share?

Universal continues expanding both its hotel portfolio and group offerings. We recently opened Universal Helios Grand Hotel, a Loews Hotel, featuring 500 guest rooms and 4,600 square feet of meeting space with breathtaking views of Universal Epic Universe.

Updates that make it easier than ever to scale events while keeping them unique and engaging include:

• New hotel additions expanding room inventory across value to premier tiers
• Enhanced private event offerings within the parks
• Upgraded meeting spaces with more flexible configurations and tech integration

There’s a continued focus on integrating meetings with immersive storytelling, plus expanded group access to new attractions and experiences tied to future park developments.

Why is event planning easier at Universal Orlando Resort?

In short, fewer moving parts and more built-in “wow” factor. Planners consistently highlight:

• The all-in-one destination convenience of hotels, venues, dining and entertainment
• A highly experienced on-site meetings and events team
• Built-in attendee appeal that drives registration
• Efficient logistics thanks to centralized transportation and proximity

What types of meetings are the best fit for your hotel properties?

Universal Orlando Resort is especially well-suited for:

• Incentive trips and reward programs
• Corporate meetings and sales kickoffs
• Association conferences
• Product launches and brand activations

Events that benefit most are those looking to combine business objectives with high-impact attendee experiences.

Universal frequently offers seasonal promotions for planners, which can be found at uomeetingsandevents.com.

---

Universal elements and all related indicia TM & © 2025 Universal Studios. All rights reserved.