Tag: External

You Can Only Spell Sustainable With US!

At onPeak and GES, our vision is to improve sustainable operations at events by leading the charge of the circular economy model. We endeavor to reduce resource consumption and emission at every event by providing a range of sustainable equipment including rentals that lower the demand to extract, produce and ship raw materials. We also reuse materials, offer a wide range of rental equipment, repurpose items wherever possible, and use recycled/upcycled materials to facilitate our event services with the least amount of virgin materials possible.

The second we think of brand activations, we think of Earth first. Sustainability inspires us—so we actively seek partnerships that will hop on the eco-friendly track with us. Less impact on the environment makes a significant impact on us. So, we want to create experiences and activations that steer clear of unnecessary waste while promoting environmentally sustainable global aspirations.

The time has come to take a stand and end the unnecessary waste events generate. This is why onPeak and GES continue to strive to create a legacy of sustainability for the entire events industry.

Learn more about our commitment to sustainability by viewing our ESG Report.

Sustainable Event Standards Silver Certification

The EIC Sustainable Event Standards are specific standards for environmental and social responsibility within the events industry. Created by the EIC Sustainability Committee in partnership with industry professionals and leading sustainability practitioners, the requirements provide event planners and suppliers with prescriptive actions for producing and delivering sustainable events. The standard specifies performance criteria in the areas of organizational management, marketing, communications and engagement, climate action, water management, materials and circularity, supply chain management, diversity, equity and inclusion, accessibility, and social impact. The Event Organizer standard is one of seven comprehensive standards for environmentally sustainable meetings. GES and onPeak currently hold a Silver Certification from the EIC Sustainable Event Standards.

Industry Commitment to Sustainable Initiatives

GES and thirteen other organizations in the B2B trade show industry collaborated for over two years to create an Environmental Impact Framework in U.S. and Canada to Support the Events Industry’s Sustainability Initiatives. The report, titled Finding the future, together: Towards a more sustainable B2B trade show industry in the U.S. and Canada, creates a foundation of data and knowledge for decision-making, knowledge-sharing, and action, highlighting the industry’s most significant environmental impacts. It also showcases steps the industry has already taken to address those impacts and identifies 30 near and long-term steps to secure a more sustainable future. Download the report and learn how your team can help in this effort.

When planning an upcoming business trip, travelers are often left with too few or too many options.  There are benefits to booking accommodation at either a hotel or an Airbnb.  Finding the best solution for you, or your group, can be tricky.  Let’s break down a few pros and cons when it comes to making this choice for your next tradeshow or conference.

Perception vs Reality

• Hotel photos and descriptions are not perfect, but are held to advertising regulations and business bureau reporting.
• Airbnb photos and descriptions are up to the individual owners and can be misleading or inaccurate.

Changes or Cancellations

• onPeak hotel choices have the flexibility for a guest to make changes to their reservation, including dedicated customer service from either the onPeak team or the hotel team.
• Airbnb policies should be reviewed, as they can vary with each reservation. Airbnb guests have reported hosts canceling their reservation without notice or on the day of check-in.

Impacts on the Wallet

• onPeak Hotel choices have no hidden fees. Your booking experience will clearly outline taxes and resort fees, which leads to no surprises hitting your wallet.
• Airbnb can initially appear as a less expensive option compared to staying at a hotel, however, before confirming your booking, look for their additional fees, also known as “drip pricing”.  These fees can really add up on your final bill!

Customer Service

• Lodging through onPeak provides you with dedicated customer service support, while managing your reservation in addition to onsite customer service from your chosen hotel.  This can include housekeeping, concierge services, and 24-hr check-in/check-out services.
• Airbnb customer service can be difficult to contact and is often left to the Airbnb host to manage. Check-in for your lodging can be difficult to navigate with lock boxes, keycodes, or off-premises key access.  Airbnb lodgings often do not include dedicated customer services unless booked through the Airbnb Luxe program.

Proximity to Venue

• For metropolitan venues, such as the Las Vegas Convention Center, housing proximity should be factored in.  Hotels are typically located within a radius that allows for an event-sponsored shuttle route, walking distance to the convention center, or a short and inexpensive ride-share option.
• With Airbnb, locations tend to be further away from the city center, main attractions, or the convention center.  This often leads to additional costs for ride share, car rentals, and parking at the convention center.

Group Lodging

• The onPeak reservation system makes booking multiple rooms easy.  Our system allows for group booking so you’ll be all set to manage rooms for your whole team with more flexibility. Booking with hotels, allows your team members privacy and personal space.
• Airbnb can offer a better budget when traveling with a large group, however, this option does not cater to privacy for your group members.  Additionally, keep an eye out for fees associated with additional guests! You may find that a hotel will offer more privacy at a better rate.

Domestic Responsibilities

• Hotels will clean your room daily and hotel housekeeping will ensure you have access to fresh towels, linens, and a freshly made bed each day. Many hotels also offer a “green” option in which guests may opt-in for fewer linen and towel routines to help reduce water utilization.
• Airbnb offerings do not include regular cleaning services which lead to some light housework required during your stay.  Additionally, you may find yourself with a hefty cleaning bill if your lodging isn’t left the way you found it.

Length of Stay

• If your stay is only a few days, there could be financial benefits to staying at a hotel, especially when laundry service is not required for your duration.
• If your stay is longer than a few days, Airbnb has pros when booking a full home or condo. These amenities can include an onsite washer/dryer and a full kitchen. Cutting down additional costs associated with laundry service or having to eat out for each meal.

Helpful Hints for Managing Accommodations at Your Next Event or Conference

As we go back to what we do best – live events – we know that things have changed over the last few years. Events might look different, teams may have evolved, and it may feel like you are starting from scratch. We can help! We’ll walk you through the steps to get you back in the game. And know that we are always standing by to assist you with hotel accommodations so you can focus on your event details while we handle the room blocks.

Choose Your Hotels Carefully

When researching the best hotels for your event, there’s much to consider, including location, hotel quality, nightly rates, block size availability, and most importantly, the needs of the exhibitors and attendees. Start your planning by exploring hotels closest to the event location and work your way out from there. Also, consider how transportation will flow to and from the event. Are you providing shuttle services for guests, or are the hotels within walking distance? Do you intend to use a hotel for meetings? Is there a cocktail reception area or a networking space? These are all questions to discuss with your hotel partner.

When working with onPeak, we take the pressure off you by providing a dedicated Hotel Industry Relations Manager who provides consultative services and becomes an integral part of your team. Maximizing the hotel benefits your event receives through extensive hotel sourcing and high-value contract negotiations, your Hotel Industry Relations Manager strategically matches the right hotel product to your event demographic. We cultivate, build, and maintain relationships with hotels and CVBs while keeping attuned to destination trends.

Negotiate a Great Rate

Now it’s time to partner with each hotel to secure your required room block and negotiate the best rate possible.  Negotiating is not for the meek. It can be stressful and time consuming. Share the purpose of your event and expectations of success with your hotel partners. You may also want to divulge what those metrics are so that your event partners are clear on what is expected of them. Be honest and include any concerns or challenges you have experienced previously or know might be an issue this time. This is the time to finalize policies around the event for attendees, exhibitors, staff, VIPs, and international guests, due to differing restrictions and procedures. Clarify any non-negotiables up front, so there are no unpleasant surprises down the line. Most importantly, communicate! And then over-communicate.

When onPeak handles the details for you, we leverage our strong hotel relationships and bulk buying power. As an extremely visible and well-regarded player in the hospitality industry, we call on our 35+ years of expertise to propose or fine-tune your hotel set and negotiate the lowest rates in your host city. 

Fill Your Room Blocks

Now that you have your ideal location and your hotels contracted, it’s time to fill the room blocks with your excited participants. This ultimately results in the best experience possible for your attendees. You may want to incentivize guests to book their rooms early. For example, by offering early access to the hotel block or by providing a lower price on registration when guests book rooms early. Be sure to monitor the room blocks regularly to ensure that inventory is maintained. This can be difficult at the most popular hotels. You will need to adjust room blocks along the way, so keep those hotel contact details close at hand. Don’t forget that filling the room blocks benefits your company as well!

With onPeak, our Account Services team studies your event’s booking patterns, past and present, working to ensure the necessary rooms are available for your participants. Equipped with essential reporting tools and access to real-time inventory tracking, your Account Executive will make precise, informed decisions and craft creative solutions in managing your room blocks – contributing to the overall growth of your event.

Spread the Good News

Get the word out! Communicate early, often, and strategically that the housing block for your event is open. Don’t miss this important step. If your attendees are unaware of the room blocks and all that they offer, you will have missed out on a crucial element to creating a successful event. Share the good news with your potential guests by actively marketing room blocks and exclusive offers available only to those who reserve within the block.

onPeak’s Marketing team strategically positions event hotels front and center to drive traffic to your reservation site. onPeak provides a seamless experience so participants can book their rooms quickly and easily. These services include email marketing, web content, and social media support.

Don’t wait, get started today! Click here to Talk to an Expert NOW, or call us at (312) 527-7270 or (800) 355-8093.

About onPeak

1. Check the Event Website

If your trip/event is coming up soon, be sure to keep an eye on and check the event website and your email regularly to make sure there haven’t been any updates or changes to the status of the event.

If all things are a go – next you could check government guidance to confirm eligibility of travel & hotel stays in your desired destination.

You can find the state health department links here:

https://www.cdc.gov/publichealthgateway/healthdirectories/healthdepartments.html

2. Book with Confidence

Once you’ve determined your event is happening as planned – head over to the onPeak reservation site (a link can be found on the event website) & review the exclusive hotel discounts offered exclusively to event participants. Once you’ve found your desired hotel choice, be sure and check the hotel policies for change and cancellation information.

onPeak negotiates change & cancellation policies to be as flexible as possible on all hotel agreements, and most hotels offered through onPeak will allow cancellations or changes anywhere from 7 days – 24 hours before your arrival, but policies can differ from hotel to hotel.

Now that you’ve located the specific policies for the hotel you’ve chosen, add a reminder for yourself before the cut-off date for changes at that hotel, so you can feel comfortable making your reservation ahead of time, knowing you’re covered to make worry-free cancellations or changes if necessary.

3. Pack Your Bags

There’s no doubt that attending events is going to look a little different, and its best to plan accordingly. Consider packing face masks, hand sanitizer, rubber gloves, a water bottle or travel mug etc. You can view a few more healthy travel tips here >>

Travel looks a little differently these days and everyone is adjusting to the new normal. As you plan for your next hotel stay, here are a few things you might experience that could differ from what you’re used to.

6-Feet Indicators

Many public places like grocery stores and restaurants have been implementing markers to indicate 6-foot separation and the same goes for hotels. Look for signage or floor markers to help you maintain a healthy social distance from other hotel guests – especially in places like check-in, elevator banks, and lobbies.

Required Face Coverings

Face coverings will most likely be required in all common areas. Always consider packing a few in your suitcase and be sure to keep one with you at all times just to ensure you’re never without one in a time of need.

​Limited Daily In-Room Housekeeping

As a form of social distancing, likely, housekeeping will no longer refresh your room daily but rather by request only. Be sure to check your hotel’s specific policies before arrival or ask the front desk team upon check-in.

​Limited Dining Options

State guidelines for restaurants vary by state but as things slowly and safely begin to re-open, hotel restaurants will likely have limited reservations if they have been able to open. Expect to see more grab-and-go options, take-out/pick-up, and increased room service options but packing a few snack items in your bag might not be a bad idea.

Contactless Experiences

There’s no better time to download your hotel’s app than now. You may have options for mobile-check-in and some may even allow you to use your phone as your room key. It’s safe to assume there will be fewer staff members around the hotel and more self-service options.

Hotels have your health and safety in mind and are taking all necessary precautions to help you feel confident and comfortable in your stay. View some hotels specific policies at www.onpeak.com/COVID-19, and be sure to check your hotel’s policies before you travel.

Here at onPeak, our top priority is the health and safety of our clients, event participants, partners, vendors, and employees. In our industry, travel is a part of our everyday lives and it’s especially important to take care of your health and well-being while you’re on the road. So, as you plan ahead for your upcoming travels, here a few helpful tips from onPeak to make sure you do so in the safest and healthiest of ways!

Tip 1: All (Clean) Hands on Deck

First thing’s first – wash your hands with soap and water for at least 20 seconds. You’ll especially want to do this every time you enter your hotel room to wash away any germs you may have picked up along your travels.

The World Health Organization explains it best here!

Tip 2: Second Time’s the Charm

Although every hotel has a responsibility to maintain a certain level of hygiene, the second round of cleaning won’t hurt. Consider packing some disinfecting wipes to sanitize high-touch surfaces and objects throughout the room.

Some of the surfaces you might consider giving a wipe down would be remote controls, door handles, faucets, light switches, alarm clocks, and anything else that might get used frequently by guests.

Tip 3: Catch ZZZ’s, Not Germs

Sleep easy knowing that you have taken precautions to keep the bed(s) in your room clean. Bringing your own pillowcases won’t take up much room in your bag and it’ll make you feel like you’re right at home during your stay.  While your hotel linens should always be fresh and clean, consider packing warm pajamas so that you can ditch the provided comforter, which may not be as frequently washed as the sheets and blankets provided.

You can also take extra precautions by avoiding putting things like your suitcase or shoes on top of your bed.

Tip 4: BYOB (Bring Your Own Bottle)

Bring your own water bottle, cups, or mugs.  Provided dishware and amenities like ice buckets or mini-refrigerators may carry germs, plus you’ll promote sustainability by reducing waste when you use (and reuse) a coffee mug or water bottle from your personal collection.

Side note – you can save some $$ at the airport by filling up at a refillable water station with your own water bottle rather than buying one at the gift shop!

Tip 5: Wipe Your Baggage

Your luggage is likely to be handled by quite a few people throughout your transportation before you set it up in your hotel room, give it a wipe down with some sort of disinfectant – like those travel wipes you packed to wipe down your hotel room.

Other helpful Travel Information From onPeak

We know businesses and companies are going the extra mile to keep things germ-free, but additional precautions won’t hurt.  Think about using some of these tips and apply them when you are at restaurants, events, or when on public transportation. While the CDC reports that human-to-human contact is more likely to spread diseases such as the flu or the COVID-19 virus than a contaminated surface, these safety measures can ensure that your home away from home is clean and that you can have a happy and healthy stay.

And lastly, no matter when or where you are planning to travel, we strongly encourage you to monitor and follow the advice of the CDC and WHO. Here are a few other helpful travel links to assist with your plans:

CDC: How COVID-19 Spreads

CDC: COVID & Traveling Q&A

CDC: Travelers’ Health

Since 1976, Black History Month has been recognized nationally as a time to honor the bravery and contributions of African Americans throughout history as well as recognize those who are continuing the fight for equality today. This month we not only want to celebrate the undeniable impact that African American individuals have had on the events industry but also highlight three of the amazing black employees here at onPeak who’s contributions to our company have made a positive lasting impact.

Kim Beauplan

Born and raised in Brooklyn, Kim has been a valued team member in our New York office for the past 4 years, but her career started back in 2004 when she was a Dorm Associate at the University of Georgia. While there, she was passing through a job fair when a man from the Holiday Inn encouraged her to apply for a job with them. She interviewed and was hired all in the next day as a PBX Officer, eventually climbing the ladder to an Area Sales Coordinator.

In 2011, she returned to New York where she continued her work in the hotel industry but looking for a new challenge, she started browsing LinkedIn where she found onPeak. Having worked with third-party accommodations companies in the past she applied to onPeak and was hired as an Account Executive in 2016.

Kim is of Haitian and Cuban decent and recently made two very exciting additions to her family with the adoption of two kittens in January 2020.

Kim’s Advice: “Don’t ever doubt yourself. Just do it. Failing does not make you a failure. It just means you have not succeeded… YET”

Paige Morton

Paige has had a passion for the events industry throughout her life, both inside and outside of her career. While studying Hospitality & Event Management at the University of Florida she worked at a local adoption clinic helping with special events while also working in sports marketing. She continued to wear multiple hats after graduation when she was hired as an Executive Meeting Specialist for The Westin Peachtree Plaza and also working as a Suite Supervisor at the Georgia Dome in Atlanta.

The hotel where Paige was working is located near AmericasMart, a popular space for events onPeak works with, so she became familiar with the company where she would later be hired as an Account Executive. “On a whim,” almost three years ago she moved to New York City and began her adventure at onPeak. She is currently working toward becoming a Certified Meeting Professional (CMP).

On top of planning her upcoming wedding, Paige devotes her time out of work to the Big Brothers Big Sisters program, helping with the African American division to help build up young kids to become healthy, happy and successful adults. She also recently overcame an injury to her achilles, allowing her to continue something she is also passionate about: running. At her core, Paige emphasizes that what she really wants to do is create memorable experiences for people.

Paige’s Advice: “Have goals, but don’t get so caught up in where you want to be that you forget to appreciate and see the value in where you are. In life, there are opportunities to learn and grow from both the good and the bad. Sometimes the journey to your goal is the most rewarding part.”

Anila Singh

As a first-generation American born to an African American mother and a Guyanese father, Anila was always taught the value of hard work and knowing your worth – even when struggles come your way. At 15, she was diagnosed with ulcerative colitis which led to her being ill throughout high school and would be something she struggled with in the future. She attended Emory University with the intention of going to medical school, but had reservations about how such a stressful path would affect her health . She had been working as a PBX operator at the St. Regis in Atlanta, while studying to take the MCAT and eventually advanced her role to the Overnight Manager & Auditor.

She admits, she liked the job that she intended to only be temporary much more than she expected and made the decision to switch her focus from medicine to hospitality and events. She earned a promotion within Starwood in 2012 as a Group Sales Coordinator for the Atlanta Metro Market cluster sales team;  where she had impactful workplace mentors who guided her on her growth and knowledge of the industry. She also gained experience in off-premise catering and meeting planning as a Sales Account Manager at Proof of the Pudding, one of Atlanta’s oldest event companies. Eventually, her love of events led her to an organization she heard about called onPeak, where she has worked as an Account Executive for almost 5 years.

Anila’s twin sister, Nadiya, is a Group Sales Associate here at onPeak and Anila makes it one of her top priorities to set a good example for Nadiya’s 3-year-old daughter, Natalia. For her, that means reinstating some of the lessons that her parents instilled in her at a young age – to always work hard to achieve your goals, even if you have to work harder than the person next to you.

As event accommodations experts – we spend our days focused on capturing the attention of event participants and filling contracted room blocks on behalf of our clients. But what happens when event hotel room blocks are filled or contracted hotel cut-off dates have passed? Typically, this means event participants must go elsewhere to find a hotel. At onPeak, however, we believe that event participants should always have options.

Earlier this summer, we integrated our award-winning Compass Direct feature with Expedia Partner Solutions (EPS) to offer competitive rates and availability via Expedia Group’s vast network of accommodations. Providing event participants with options post-cut-off or offering supplemental inventory options during the event cycle, produces additional revenue and keeps last-minute attendees happy. Since the update, Compass Direct bookings have increased 60% year over year.

More options, more bookings

By collaborating with Expedia Partner Solutions, onPeak users now have access to special rate types and more flexible payment options, including the option to pay at the time of booking or at the hotel. The flexibility of the Compass Reservation System allows these hotel options to be added either as additional inventory options alongside event hotels or allow for event hotels to be sold via Compass Direct once sold out or cut off.

The Compass Direct user experience was also updated as part of this project and now reflects a more simplified process. Users are presented with all of the relevant information necessary to select a room and easily complete their booking. Our approach to product design continues to focus on driving conversions and simplifying the user experience.

Case Study: Event A

In the case of this event, the city and contracted hotel set remain the same year over year. Compass Direct was utilized to sell all contracted hotels at their best available rates from cut-off through the start of the event. Utilizing our upgraded Compass Direct product, in 2019 reservations booked in the final two weeks post-cut-off doubled from what we sold in 2018.

Case Study: Event B

For many events, Compass Direct isn’t just a post-cut-off solution. Additional availability and rates can be sold via Compass Direct at any time – including when contracted accommodations become limited. In this example, the location and hotel options remain the same each year and Compass Direct was used in both years to capture bookings post-cut off. In 2019, the enhanced Compass Direct functionality was used to provide hotel options once contracted blocks had limited availability – as early as ten weeks before the event. Twice as many rooms were sold using Compass Direct in 2019 than were sold in 2018.  Overall more than five times as many rooms were sold for this event via Compass Direct in 2019.

What’s next?

As part of our collaboration with Expedia Group – we’re excited to introduce the option to sell alternate accommodations/vacation rentals through Vrbo. Reach out to your onPeak sales contact if you’re interested in learning more about this option for your events.