A COASTAL COMMUNICATIONS CORPORATION PUBLICATION MAY/JUNE 2017 VOL. 24 NO. 3 $10.00 Preparing for Worst-Case Scenarios Planners Face a Heightened Duty of Care Amid Growing Safety & Security Risks Page 44 Incentives at Sea All-Inclusive = Excellent Value Brenda Rivers, JD, President and CEO of Andavo Page 18 Meetings, Incentives and Consulting, and certified by the Institute of Crisis Management Communications, has firsthand experience with major meeting disruptors. Courtesy Andavo Speakers & Entertainment Page 26 Golf & Spa Resorts Page 32 Keeping Up With Tech Page 38 FIND A MEETINGS DESTINATION THAT DAZZLES Just minutes from a world-class airport and some of the world’s top hotels, restaurants and beaches, Miami offers a stunning array of meeting options, including the new Miami Beach Convention Center, coming in 2018. 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ISSN 1095-9726 ..............................................USPS 012-991 A COASTAL COMMUNICATIONS CORPORATION PUBLICATION MAY/JUNE 2017 Vol. 24 No. 3 Credit Oceania Cruises Oceania Credit Page 18 FEATURES An Oceania luxury cruise ship visits picturesque Portofino, Italy. 18 Incentives at Sea All-Inclusive = Excellent Value By David Swanson DEPARTMENTS 26 And Now, Presenting... 4 PUBLISHER’S MESSAGE Choosing the Right Speakers and Entertainers for Lasting Impact 6 INDUSTRY NEWS By Mark Rowh 11 SNAPSHOTS 32 Where Business & Pleasure Converge 12 DIVERSITY Golf & Spa Resorts Offer the Perfect Mix of Rewarding Uncovering Unconscious Bias in Today’s Workplace Amenities and First-Class Meeting Facilities By Annette Gregg, CMM, MBA By Christine Loomis 14 MARKETING 7 Tips for Using Social Media 38 Are You ‘On It’? to Engage Your Audience Meetings Are More Technology-Driven Than Ever — How Planners Can Keep Up By Melissa Harrison By Mark Rowh 50 CORPORATE LADDER 44 Preparing for the Worst-Case Scenario 50 READER SERVICES Planners Face a Heightened Duty of Care Amid Growing Safety & Security Risks By Sara Churchville Credit: Dick Durrance Credit: Page 32 The Broadmoor’s East Course, one of three award-winning golf Page 38 courses at the legendary Colorado Springs resort. INSURANCE & FINANCIAL MEETINGS MANAGEMENT MAY/JUNE 2017 3 Publisher’s Message A COASTAL COMMUNICATIONS CORPORATION PUBLICATION PUBLISHER/EDITOR-IN-CHIEF Harvey Grotsky [email protected] CREATIVE DIRECTOR When the Unthinkable Happens Mitch D. Miller The nation was rocked a year ago in June by the deadliest mass shooting in [email protected] America’s history at the Pulse nightclub in Orlando. An active shooter incident like MANAGING EDITOR Susan S. Gregg this is a worst-case crisis management scenario and a meeting planner’s worst [email protected] nightmare. Less horrific but still frightening are other “disruptors” such as severe CONTRIBUTING EDITORS Sophia Bennett weather events, as in hurricanes. Imagine being impacted by both of the above Ron Bernthal for the same meeting. John Buchanan Sara Churchville It happened to Brenda Rivers, JD, president Cynthia Dial and CEO of Andavo Meetings, Incentives and Maura Keller Christine Loomis Consulting (who graces our cover) in planning a Derek Reveron five-day annual summit in Orlando, set to take Mark Rowh Patrick Simms place in October 2016. With news of the city in a David Swanson panic over the shootings in June, registered at- PRESIDENT & CEO tendees for the October event were in a panic, Harvey Grotsky too. Rivers, who is certified by the Institute of VICE PRESIDENT OF OPERATIONS David Middlebrook Crisis Management Communications, and her [email protected] team employed their skills and expertise to avert ADVERTISING SALES OFFICES potential mass cancellations. As if that weren’t 2700 N. Military Trail, Suite 120 Boca Raton, FL 33431-6394 enough, when the meeting finally convened in 561-989-0600 Fax: 561-989-9509 October — with record turnout — Hurricane [email protected] Matthew roared up the Florida coast, putting Orlando in its sights. “The entire TX, OK, LA, AR, MO Kelli Nilsson group was on lockdown in the hotels for 24 hours, and the program agenda had 214-291-3652 • Fax: 972-985-8069 [email protected] to be restructured,” Rivers remembers. “The team learned that response training Brooke Smith for one type of crisis is transferable.” 214-291-3653 • Fax: 972-985-8069 She was prepared, but are you? “When a crisis strikes an event, it is the meeting [email protected] WESTERN STATES/HAWAII planner who is expected to know what to do,” says Rivers, adding, “Planners are Marshall Rubin increasingly anxious about their responsibility for crisis preparation, yet most lack 818-888-2407 • Fax: 818-888-4907 [email protected] anything more than security handbooks and checklists to guide them. Reading the security handbook is not preparation. If the organization’s response team does not know what to do in the first 10 minutes of a crisis, they are not prepared.” Insurance & Financial Meetings Management is published bi-month- ly by Coastal Communications Corporation, 2700 N. Military Trail, Ste. Unfortunately, in this day and age “duty of care” has extended way beyond 120, Boca Raton, FL 33431-6394; 561-989-0600. Single copies $10.00 U.S.A.; back copies $12. Yearly subscription price is $65.00 in the accidents, medical emergencies, fires, power outages and the like, and now en- U.S.A.; $135.00 in Canada. Distributed without charge to qualified personnel. Periodicals Postage Paid at Boca Raton, FL, and additional compasses other grim “disruptors” such as terrorist attacks, weather disasters, and mailing offices. POSTMASTER: Please send address changes to Insur- ance & Financial Meetings Management, 2700 N. Military Trail, Ste. cyber crime and data theft. 120, Boca Raton, FL 33431-6394. Nothing contained in this publica- tion shall constitute an endorsement by Coastal Communications Our cover story on page 44 “Preparing for the Worst-Case Scenario” is a wake- Corporation (Insurance & Financial Meetings Management), and the publication disclaims any liability with respect to the use of reliance up call for all organizations and meeting planners to the need for extensive train- on any such information. The information contained in this publica- ing and comprehensive duty-of-care policies and procedures to ensure the pro- tion is no way to be construed as a recommendation by I&FMM of any industry standard, or as a recommendation of any kind to be ad- tection of attendees and staff, should the unexpected and unthinkable happen. opted by or binding upon any corporate/incentive travel planner or The Only Thing We Overlook Is The Atlantic agent. Reproduction of any portion of this publication by any means is strictly forbidden. Editorial contributions must be accompanied by return postage and will be handled with reasonable care. However, the publisher assumes no responsibility for return of unsolicited With light-filled event spaces, exquisitely crafted cuisine and meeting enhancements photographs or manuscripts. Subscriber: Send subscription inqui- ries and address changes to: Circulation Dept., Insurance & Financial ranging from watersports to spa services to interactive teambuilding, Trump Meetings Management, 2700 N. Military Trail, Ste. 120, Boca Raton, FL 33431-6394. Give old and new addresses including zip codes. En- International Beach Resort reigns as Miami’s premier luxury meeting destination. close address label from most recent issue and allow five weeks for change to become effective. Printed in U.S.A. © 2017 Harvey Grotsky (877) 572 - 8923 18001 Collins Ave, Sunny Isles Beach, FL 33160 www.trumpmiami.com www.themeetingmagazines.com Trump International is a preferred lifestyle brand, and is independently owned and operated 4 MAY/JUNE 2017 INSURANCE & FINANCIAL MEETINGS MANAGEMENT The Only Thing We Overlook Is The Atlantic With light-filled event spaces, exquisitely crafted cuisine and meeting enhancements ranging from watersports to spa services to interactive teambuilding, Trump International Beach Resort reigns as Miami’s premier luxury meeting destination. (877) 572 - 8923 18001 Collins Ave, Sunny Isles Beach, FL 33160 www.trumpmiami.com Trump International is a preferred lifestyle brand, and is independently owned and operated For up-to-the-minute news, visit us Industry online at TheMeetingMagazines.com News Universal Orlando Announces Meeting Enhancements ORLANDO, FL — Univer- Minions to excite and en- sal Orlando Resort has gage attendees, reminding announced its newest them to have some fun. Meetings & Events offering Custom Character — Meeting Enhancements. Options offer customiz- Now, when planners host able character moments meetings at Universal — such as an adventure Orlando onsite hotels guide, sports broadcaster they can utilize Meeting or movie director — to help Enhancements to create deliver specific messages compelling experiences and reinforce your con- that connect attendees ference theming. to their organization’s Inspirational Atmo- message in impactful sphere. Add another ways that engage, inspire layer of enthusiasm with and entertain. atmospheric elements Options include char- taken right from Universal acter interruptions, cus- Orlando’s three theme tomizable performers and A contingent