It could be a sign of brighter skies ahead. After the final tally, the number of attendees for ASAE’s 2010 Annual Meeting rang in at 5,522, an increase of 700 association professionals and 100 exhibitors compared to last year. “We believe the positive growth is a good sign that associations and the entire nonprofit community are slowly rebounding from the down economy,” said ASAE President and CEO John H. Graham IV, CAE. ”This doesn’t mean the tough times are behind us, but it’s a promising indicator that we’re trending in the right direction.”

News of an increase in ASAE attendance numbers follows a few other promising meetings reports from earlier in the summer. The U.S. Travel Association, which recently launched a few initiatives in an effort to boost tourism, predicts a seven percent increase in meetings and convention spending by the end of 2010 after 2009′s 15 percent decline. In June, Meeting Professionals International conducted a survey that indicated that two-thirds of the meeting planners who responded said they’re experiencing a healthier market this year, with higher attendance numbers, slightly bigger budgets and an increase in the number of meetings. Hotels are also seeing increased group and meetings business, as recently reported by Rejuvenate.

I still enjoy meeting new hotels and being surprised by innovations, no matter how small, like the plasma screen with a fireplace video in the lobby of Houston’s sleek Hotel Derek or the rainforest showers in the Hotel ZaZa. Historic hotels have their own pleasures, especially the luxury of lush gardens and ornate buildings, like Pasadena’s Langham Hotel.

Nothing, however, matches the first time I saw Atlanta’s iconic (you can hardly write about it without using this word) Hyatt Regency. I fell in love. I became aware of architect John Portman and his 1967 hotel about the same time I read Ayn Rand’s “The Fountainhead.” It was all too much romance for a young, idealistic student. I moved to Atlanta from New York City, where I had seen slides and heard about the hotel in a class on modern architecture.

The building was the first hotel constructed around an atrium, and I remember stepping into the vast, cool, soaring space from the heat of a Georgia summer. There were birds in large cages, plants and trees — and noise. At the time, I couldn’t afford to eat in the revolving Polaris restaurant atop the building, but I did ride the elevator pod to the top to see the inside of the signature blue dome.

While the hotel has undergone many changes in 40-some odd years, during which it has gone from nouveau to retro, it’s about to get a major update. More than $60 million in renovations are scheduled between now and 2013. The main lobby closed this week for removal of its fan-shaped floor tile, which dates back to its opening, as well as the giant planters and the original 18,000-pound canopy over the elevators. A glass wall is planned that will open up the lobby, as well as a kiosk-like front desk that will replace the giant front desk. Plans for the Polaris — the blue dome is now dwarfed by newer towers but remains an Atlanta landmark — are being kept under wraps. I can’t wait for the surprise, and this time I’m definitely going up for dinner.

Q. Where can I find a schedule of events?
A. There will be a full schedule, including descriptions of all educational sessions in the Rejuvenate magazine you receive at Marketplace Registration. Until then check out the conference schedule to get an idea about the schedule of events for the three days.

Q. What are the host hotels?
A. The Louisville Marriott Downtown, Hyatt Downtown and Galt House

Q. When does the appointment selection process start?
A. The appointment process will begin approximately six weeks prior to Marketplace. You will receive an e-mail from RejuvenateMarketplace@CollinsonMedia.com with a Delegate ID and password along with instructions on how to make appointment requests.

Q. What if I don’t have an appointment with someone, but I would like one?
A. We can’t schedule an additional appointment for you, but we have provided the opportunity for you to meet with the people not on your schedule or with whom you need more time during Connecting Point. Connecting Point is located inside the main hall in the Kentucky International Convention Center and is divided by regions of the country. It can serve as a meeting place at any point during Marketplace, but the area has designated networking hours scheduled on Tuesday and Wednesday.

Q. How does the appointment process work?
A. Both planners and suppliers make requests in Passport. Mutual requests get priority, then planner requests, and then supplier requests. It is not a first come, first served process. As long as you complete your requests by the designated end date, your appointment selections will get the appropriate priority.

Q. How can I arrange transportation from the airport to my hotel (planners only)?
A. We do not provide transportation, but we’ve arranged a discounted transfer via Sandollar Limo.  The fee is $20, round trip. After filling in all the necessary information to reserve your shuttle, put “Round Trip Rejuvenate Marketplace” in the “Additional Comments” section and be sure to list your arrival information.

Q. What if I am driving to the conference (planners only)?
A. If you are driving to the conference, your Marketplace Coordinator (the person who contacted you about registration) has made a note of this. You will receive a pre-set transportation reimbursement when you check in at Marketplace registration. We also cover parking expenses.

Q. Why does the hotel confirmation I received via e-mail from my hotel have a rate on it (planners only)?
A. The e-mail hotel confirmation you received from your hotel may show a room rate, but you will not be responsible for this charge. However, you will be asked to put down a credit card for incidentals when you check into your hotel. We do not cover incidentals.

Q. What if my questions were not answered here?
A. Suppliers, look at the Supplier’s Marketplace checklist for more information, or contact Destiny Justus. Planners can contact Emma Pitts. Send general questions to RejuvenateMarketplace@CollinsonMedia.com.

> Return to Marketplace information page

☐   Register for Rejuvenate Marketplace.

☐   Book your hotel room.

☐   Reserve transportation from the airport to the hotel through Sandollar Limo.

☐   Know what to expect by checking out the conference schedule.

☐   Select topics you want to learn about in the educational sessions. Don’t underestimate this prime opportunity for additional networking as you listen to fantastic speakers and learn alongside your supplier and planner colleagues.

☐   Lighten your load. Ours is a “reverse” trade show, so you will not be assigned a booth and will not be required to bring collateral; however, some suppliers choose to bring a small gift such as a pen or a brochure about their destination to hand out at appointments. Be aware that since you are circulating the trade show floor, you will have to carry with you whatever giveaway items you may choose to bring.

☐   Make appointment requests. Approximately five to six weeks prior to Marketplace you will receive an e-mail from RejuvenateMarketplace@CollinsonMedia.com with your Delegate ID and password with instructions on how to make your appointment requests. Make all of your 66 allowed requests. Requests are assigned using a three-tier system: first, mutual requests; second, planner requests; and third, supplier requests.

☐   Plan your free night. Send an invitation to planners with whom you would like to take out on the Free Night, Tuesday, October 19. Contact Cinnamon Jawor from the Louisville Convention and Visitors Bureau at 502-560-1485 for assistance with planning your evening.

☐   Map out your schedule. About 10 days before the show, you will receive an e-mail prompting you to view your final schedule of appointments. You can view this by logging back into the Passport appointment-requesting system and clicking “View Appointment Schedule.” Research planners with whom you have appointments so you can best prepare for your meeting.

☐   Start networking early. Connecting Point is yet another opportunity to network with planners. It’s the perfect place to find that planner you didn’t get on your appointment schedule or someone with whom you need more time. Contact planners beforehand to set up meetings during Connecting Point’s designated hours.

☐   Dress for Success. The dress code for the conference is business casual. Be sure to wear comfortable shoes during the Marketplace portion as there is only one minute between appointments for “travel time” to your next appointment.

☐   Familiarize yourself with the host city. Check out the Louisville Convention & Visitors Bureau website for information on attractions, restaurants and highlights to see while you are in town.

> Return to Marketplace information page.

Read more about conventions using service projects to engage attendees here.

DMAI President Michael Gehrisch (left) and a fellow attendee help at Feeding South Florida.

Social responsibility is one of the buzzwords floating around corporate America, and it has spread quickly throughout the meeting and convention world. Service projects, donation drives and volunteer days at conventions are ways for meetings to give back to cities in which they’re held (in addition to the innate economic impact).

Public relations efforts, websites and business plans of large corporations like Gap and Coca-Cola reflect the belief that social responsibility can attract business. Whether it’s a McDonald’s Happy Meal that gives a donation to the Ronald McDonald House or Ethos Water, the premium bottled water company that helps children around the world get clean water, companies not only feel the need to be responsible, but to allow customers to join in.

“How do you create business models that inspire people to engage with you?” Jonathan Greenblatt, co-founder of Ethos Water, asked attendees at the July Destination Marketing International Association (DMAI) annual convention. He suggests that you have to do it from the bottom up, in a tangible way.

“In a world where everything is discoverable,” he says, referring to the 24-hour news cycle, Internet and social media, “you have to be authentic.” Rather than just touting green efforts or charitable donations, many conferences are encouraging attendees to get involved.

More than 500 members of the international Jewish fraternity AEPi teamed up with B’nai B’rith International to clean up a New Orleans city park during the fraternity’s 97th Anniversary Convention in early August. “It is our responsibility to give back to the community,” AEPi Executive Director Andy Borans said before the event. “During our convention we are taking time out of our fraternal business to not only fulfill the duty of our fraternity, but of our faith as well.”

Harris Rosen, founder of Rosen Hotels and Resorts, is well known around the hospitality industry for his generosity through the Harris Rosen Foundation. In addition to its recent work in Haiti, the Rosen Foundation adopted the community of Tangelo Park in Orlando, where Rosen’s  hotels are located, 25 years ago. Meeting attendees using his hotels, Rosen Shingle Creek, Rosen Centre Hotel or Rosen Plaza Hotel, can volunteer in the community in which Rosen has created nine preschools, helped send hundreds of kids to college and improved the community through clean-up efforts and rebuilding projects.

“More and more groups are asking for charity initiatives to take part in,” Rosen says. “It is amazing the response we get from associations and businesses looking for ways to give back and they are so thankful that we provide something for them to do.”

In July, DMAI welcomed representatives from destination marketing organizations, which are often the connecting point for meeting planners looking for volunteer opportunities in a host city. The convention showed the benefit of providing such projects with a service day of its own. Attendees participated in a service project at Feeding South Florida, a food bank that serves daycare centers, homeless shelters, residential homes for the physically and mentally challenged, assisted-living facilities for the elderly, youth programs, soup kitchens and emergency food pantries. Watch the video below to see the response of some of the volunteers.

One way cities can raise additional revenue to help bridge budget shortfalls is to raise travel taxes for everything from hotel occupancy (or bed) taxes to rental car, airport, meal and other taxes. These taxes are assessed primarily on visitors, rather than residents.

Raising travel taxes can be an effective revenue generator and is usually popular with local citizens since the taxes are paid primarily by out-of-towners. But for cities that rely on tourism and conventions, raising taxes too much can hurt that all-important visitor business.

Politically Popular Strategy

Bonnie Wallsh, CMP, CMM, chief strategist with Bonnie Wallsh Associates meeting management consulting firm, says that she hasn’t heard of any cities that are decreasing travel taxes. “Cities and states are in dire need of money, so I’m seeing a growing trend toward increasing travel taxes. In effect, these are taxes on non-voters, and most politicians are very nervous right now.”

In Charlotte, N.C., city leaders didn’t want to require local citizens to foot the bill for the new NASCAR Hall of Fame, so they raised the hotel occupancy tax by one-half percent to finance it, says Wallsh.

Los Angeles is now planning an increase in hotel occupancy taxes. Hotel owners have proposed a 1.5 percent hike in the city’s current 14 percent occupancy tax to help finance more tourism and convention marketing and promotion for the city.

The fee would not affect small hotels; it would be levied only by hotels with more than 50 guest rooms, raising an estimated $10 to $11 million per year to be added to the $11.4 million Los Angeles currently spends on tourism marketing and promotion. This amount is far lower than comparable cities like Las Vegas and San Diego, hotel owners note, which spend $71 million and $24 million, respectively, on tourism promotion. The Los Angeles City Council will have to vote to approve the measure.

The state of New York also plans a 20 percent increase in hotel occupancy taxes assessed to third-party travel intermediaries (like travel agencies and online travel companies) of 20 percent as part of the currently proposed state budget. This would raise the occupancy tax in New York City for hotel rooms booked through a travel intermediary from 5.875 percent to 7.05 percent.

State officials say the increase intends to capture revenue that’s not being collected from travel intermediaries due to the fact that they pay taxes on the rates at which they purchase rooms, not the higher rates at which they resell them. (See Battle Over Internet Booking Tax Heats Up for more on this issue.) Intermediaries dispute this, claiming they earn revenue from service fees and commissions, not room markups, and that the tax hike would raise money to help promote tourism.

Remaining Competitive

Despite the need to raise funds during this tough economy, some cities are saying no to additional travel taxes. Carling Dinkler, president of Custom Conventions destination management company based in New Orleans, doesn’t see travel taxes going up in the cities where he primarily does business. “I don’t see anything on my radar indicating that any city that wants to be competitive has plans to raise travel taxes,” he says. “Tourism has been in a deep depression for the past couple of years, and it may be a while before it starts to come out of it.”

Nikki Nicholson, vice president, convention sales, with the New Orleans Convention and Visitors Bureau, says that the city’s 13 percent hotel occupancy tax is on the low end for cities of similar size. “This tax has held steady for at least 15 years,” she notes, “and I’m not aware of any plans to raise it.”

However, she understands the plight many cities face in the current economy. “While it’s certainly difficult to raise travel taxes, it’s the only way many cities can generate additional marketing dollars and remain competitive.”

This tax also provides a lot of bang for the buck, Nicholson points out: While a 1 percent bump in the hotel occupancy tax only raises a traveler’s bill about $5 on a typical three-night stay at $175 per night, it can generate an additional $1.75 million a year for a city with 1 million annual room nights.

In Las Vegas, the hotel occupancy tax recently rose from 9 to 12 percent after a voter-approved ballot initiative, with the increase helping fund education, according to Jeremy Handel, a spokesperson for the Las Vegas Convention and Visitors Authority. The CVA receives approximately 34 percent of the revenue the occupancy tax collects, he says, adding that no current plans are in place to increase the tax further. “Like most organizations, we have had to make adjustments to our operations due to declining revenue,” he says. “However, we continue to promote travel to our destination through advertising, marketing and public relations campaigns around the world.”

Dallas has created the Dallas Arts District, now the biggest such district in the nation at 68 acres, which has museums, performing arts centers, churches and an arts school. Pritzker Prize-winning architects designed four of the buildings, and the district fits neatly into the larger downtown landscape near dozens of hotels and thousands of square feet of convention space. In North Carolina, Charlotte’s Wells Fargo Cultural Campus brings museums and green space to a city known for banking and car racing. And Kansas City, which is home to internationally known museums including the Nelson-Atkins Museum of Art, unveils a $413 million Kauffman Center for the Performing Arts next fall. The center will be near the new Kansas City Power & Light District, popular for dining and nightlife, and the Crossroads Arts District.

Art associations, which represent everything from architecture and painting to literature and conceptual art, have a number of meetings and events nationwide every year. Many of the planners of those events want destinations for their conferences that appeal to the interests of their members. Pamela Meister is the executive director of the Southeastern Museums Conference. She helps select the site for the group’s annual meeting each year, which brings about 200 museum professionals together from 12 Southeastern states, as well as Puerto Rico and the Virgin Islands. “We are a little unusual because the most important thing for us is the local museum community,” says Meister. “A really important goal of our annual meeting is to visit the local museums. Beyond that, we’re much more like a regular association and we’re looking at good meeting space, headquarter hotel and so on.”

“When we’re selecting a site we insist that we’re invited by the museum community,” she says. In 2009, Meister took the conference to Charleston, W.Va., where she organized events at the newly renovated West Virginia State Museum, the governor’s mansion and the Clay Center for the Arts and Sciences, which includes an art museum, science center and performing arts center. Next month, the SEMC Conference takes place in Baton Rouge, La., where attendees will have a private tour of the Louisiana State University Museum of Art and will work on a project at a local historic house museum. A number of events will be held at local museums. “Museums are fabulous event spaces and all of our members will certainly tell you that,” says Meister.

Leaders of Destination Marketing Association International (DMAI) addressed the importance of the arts for destinations at its annual convention earlier this summer in Hollywood, Fla. “One of the most important tasks of a destination marketing organization is to thoroughly understand, market, and nurture the programs, activities and events that give their community a true sense of place,” says Michael Gehrisch, DMAI president and CEO. At the annual convention, Gehrisch announced a new partnership between DMAI and Americans for the Arts (AFTA). The goal of the partnership is to improve the relationship between DMOs and cultural institutions within their cities.

Dan Fenton, former DMAI board chair and Team San Jose CEO, says, “Having all partners of a community working together on behalf of the visitor, to create ease and a valuable experience, is a shared goal for all of us.” At next year’s DMAI convention in New Orleans, one DMO will be honored as the Arts Destination of the Year, recognizing that city for effectively and innovatively using the arts to market its community.

“One of the strongest ways to reinforce a destination’s brand is by weaving a community’s cultural-heritage story into its overall community message, effectively developing a truly distinctive locale,” said Gehrisch. Eligibility requirements and application information for DMOs will be available later this year on the DMAI website.

Organization: Aldersgate Renewal Ministries

Event: ARM’s annual Aldersgate National Conference on Spirit-filled Living has taken place for more than 30 years. The family conference educates attendees through concurrent programming for children, youth and adults. “Attendees have the opportunity to be refreshed, encouraged, inspired and equipped to minister to the world in the power of the Holy Spirit,” says Pamela Dow.

Assignment: Jonathan coordinates a team of approximately 18 conference staff who oversee the event, which had almost 1,400 attendees in Charleston, W.Va., July 14-18. Programming includes worship celebrations, workshops and a community impact outreach, and meal functions must be coordinated for staff, clergy, donors and intercessors. Pamela is responsible for a team that serves in registration and helps with the needs of attendees, exhibitors, volunteers and leadership throughout the conference.

Special Challenges: “Attendance was up 26 percent from the previous year, so we are faced with great opportunities for creativity in usage of space,” says Pamela. “Concurrent programming for multiple age groups also requires significant care in scheduling and safety considerations.” Keeping the conference new and different after more than 30 years is an additional challenge for the team.

Solutions: In order to keep the conference fresh, the excuse that it’s never been done that way before is not used by the planners. They also “bring younger voices with fresh eyes to the table in planning,” says Pamela.

Advice for fellow planners: “Communicate your timeline early,” advises Pamela. Other events likely are being held in the city where you are meeting, so getting the information to the CVB will help your planning process run more timely and be more thorough. 

The new VisitFrisco iPhone app allows users to search local events, hotels, restaurants and shopping information. “We continue to look to technology to help increase awareness of the great attributes Frisco has,” says CVB Executive Director Marla Roe, citing the app as the latest tool that does that.

Fifteen destinations along the Mississippi River where it separates Iowa and Illinois have created a joint website, travelmississippiriver.org, to make planning a trip to the Mississippi River Valley region easier. From Dubuque, Iowa, south to Quincy, Illinois, convention and visitor bureaus and chambers of commerce offer itineraries and themed trip ideas for groups coming to the area.