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I don’t just want to execute an event. I want to host the World’s Most Welcoming Events.
Events and conferences should be energizing, not exhausting, right? But feedback over the years has made it clear that many guests, especially those who WFH or engage in a hybrid work environment, find in-person events draining.
Last year, we took this feedback to a series of roundtables and asked some of our Hilton customers if they were seeing the same trends. The answer? A resounding yes. That’s why we launched The World’s Most Welcoming Events initiative to make events more inclusive, comfortable and engaging.
Months of research went into creating the aptly named program. The findings revealed that while nearly 9 in 10 attendees (88%) are likely to travel for a work or work-related event in the next 12 months, less than half (44%) of those with five or fewer years of work experience feel very comfortable attending in-person events. Our mission is to change that!
We believe that comfort can be increased through thoughtful planning. Nearly 60% of attendees say they would feel more at ease if they could attend a meet-and-greet designed for first-time event participants. Appearance also plays a significant role, particularly among Gen Zers—79% report feeling at least a little anxious about not having the right attire. In fact, nearly a third plan to buy new clothes or get a haircut before an event.
Sharing suggested attire guidelines, especially when supported with a little visual inspiration, helps 67% of attendees feel more comfortable as they prepare and pack.
Here are our takeaways.
Stickers with fun prompts like "Mountains or Beach?" or "Coffee or Tea?" help to encourage small talk, and get people moving around the room.
Event hosts introduce themselves, and offer a guided walkthrough to help attendees get to know the space and feel more at home.
Sending menus in advance allows attendees to pick options they feel comfortable eating in front of others. People want to know if there’s going to be messy food, finger food or slurpy-sloshy food ahead of time.
Helping attendees navigate the gray areas of business casual vs. business chic with straightforward style guides.
Create quiet rooms and office space available for introverts, neurodivergent attendees or anyone who just needs to take some time to themselves.
Starting later, ending earlier—giving people time to recharge instead of cramming the day.
Providing to-go boxes at lunch, so attendees don’t have to eat in a crowded space if they prefer not to.
Creating a dedicated session to help newcomers feel welcome and prepared.
Hosting classes that teach proper mingling, dining and table setting and cocktail-hour etiquette can make people feel more at ease in new environments.
Check these things off your planner's to-do list, and I think you, too, can pull off the world’s most welcoming events. The main takeaway of our study…people want to go to events! They want to make connections, meet people, visit exciting cities and wine and dine but, they also want to be PREPARED ahead of time. Preparation? Hey, we’re event planners. That’s our specialty!
