World's Most Welcoming Events

When people know what to expect, they’re more likely to feel confident and prepared. Receiving an agenda in advance (71%) and having an opportunity to ask pre-event questions (58%) would make respondents feel better about a meeting or event. 

Over two-thirds of respondents (67%) will only attend work events that support their career goals. They expect those events to hold up their side of the bargain with agendas and networking experiences that help them get the most out of every moment.

Unfortunately, most respondents (65%) find that meeting or event agendas do not always align with their career goals. The same percentage will leave events early if they don’t find the content valuable.

That’s why, when a speaker promotes a topic in advance, especially one that’s popular with attendees, it’s important that they deliver “as advertised.” Otherwise, attendees may feel misled or disappointed, particularly if they chose the session based on the original description.

Tip: Encourage speakers to stay true to the topics they agreed to present. Staying consistent builds their credibility as well as yours.

Sending menus to attendees before an event, so they know there will be selections to satisfy, or they can make other plans for mealtime, assures their meal preferences are addressed and eases anxiety.

Other tips: 

• Choose foods that are easy to eat and mess-free. 
• Local flavors are always well received. 84% agree that experiencing the local culture is a big perk of attending a work-related event..  
• Make your breaks as special as your menus. 80% of respondents say they look forward to enjoying specialty coffee or tea beverages during these breaks.

A note: 83% of people are highly conscious of looking productive during meetings or structured programming.  Also, 71% admit to mirroring the actions of leaders whose careers they aspire to.At Hilton, we have hosted webinars on both dining etiquette and networking with confidence.  These were well received by attendees, event senior leaders expressing appreciation for the reminder points such as "how to politely break away from a conversation."

Unclear dress codes, like the often-confusing “business casual” can create stress for attendees, not to mention multiple outfit changes during the meeting day. Well over half of study respondents (57%) say they would change outfits multiple times a day to ensure they’re dressed appropriately for each occasion. 

Providing clear attire guidance with visuals and practical resources helps planners reduce attendee angst. Respondents (67%) say that knowing the suggested attire in advance would help them feel more comfortable and ready to make the most of the event experience.

Hilton has provided a customizable slide deck for planners to adapt for their events, because a picture of what to wear tells a thousand words. 

Download our dress code mood board

Welcome hosts
From uplifting hellos to warm farewells, hosts make an introduction, provide venue tours, give programming overviews, and act as a familiar face in the crowd to answer attendee questions or provide assistance.

Conversation icebreakers
Cats or dogs? Beaches or mountain vacations? Colorful stickers that attach to event badges help attendees ease into conversations about personal interests and make approaching a stranger lighter and easier. 

Looking for an alternative to stickers, try name-badge pins. At Hilton, we’ve been testing using pins that relate to hobbies, brands and more for conversation icebreakers, as well as “ask-me-about” topic starters, like “ask me about my favorite … vacation spot, foods, books, etc.”  Pins are hot right now, collectible, and create FOMO on the event floor.

For those attending an in-person event for the first time—or for anyone who feels uneasy about them—calm fears with a virtual pre-event call. These informal, short calls offer an event overview, so attendees know what to expect and how to maximize their experience.

Also worth noting: To curate their professional image, 29% of attendees are likely to spend their free time at an event finding content-worthy moments to post on their social media. As a matter of fact, 67% agree they are more likely to attend an event if there are interesting opportunities to share on their social network.

As a planner, you can build in special moments like eye-catching vignettes, signature cocktails, and chef-inspired inspirations that feel special and share-worthy. When attendees share these moments on their social channels, they create buzz and expand your brand’s social presence. 

Creating both “quiet zones” and dedicated “office space” gives people the assurance that they can take a call, check emails (or just take a minute to themselves) and not feel like they’re disturbing others or the event.

Incorporating flexible schedules ensures personal well-being and enhances attendee engagement, making the overall event less harried for them.

• Rethink the sunup-to-sundown agenda. 64% of study respondents say that the best part of a work trip is simply catching up on sleep in a comfy hotel bed—a restorative perk that underscores the value of downtime. Solo time is especially valued by parents, 81% of whom agree that getting some alone time away from the pressures of parenting is an underrated benefit of work events.
• Avoid overpacking the agenda. 74% of respondents worried about having to rush between meetings. 55% skip sessions to decompress if there aren’t planned breaks.   
• Instead, build in clear, structured pauses to help attendees stay present during the day, so they can check emails, call home, and change clothes. Two-thirds of respondents (67%) say they feel less engaged during events if they don’t get downtime.

Offer grab-and-go meals for those who want a moment to themselves or need to eat on the run.  

Tip: Offer a space for attendees to enjoy their takeaway lunch in either a designated quiet space or office space for those that need a minute to themselves to decompress.

Inviting a Career Curious guest, like an older high school student or college student, inspires the next generation of professionals and provides attendees with the comfort and ease of a familiar companion. These experiences give young people valuable exposure to work-related settings with a respected adult and help them build professional connections.

Bringing a plus-one, like a colleague, friend, or family member, can offer a sense of comfort and connection to attendees. Even if the plus-one can’t attend every session due to the content, consider allowing plus-ones for lunch or other mealtimes.

Thoughtful gifting creates lasting memories and reinforces that you value and appreciate attendees’ choice to be part of your event.

Think beyond branded plastic cups and pens with thoughtful items that remind attendees of the special locale or event moments. Three-quarters (75%) of study respondents say they love getting event swag or gifts, but just as many enjoy the happiness that comes from sharing those treats with friends and family:

• 80% of parents normally bring home an event gift for their child 
• 73% of those who are married or living with their partner bring home a gift for their significant other 
• 65% get event swag or gifts for their coworkers who were unable to attend

The most rewarding takeaway isn’t always something attendees pack in a suitcase. Nearly seven in 10 (68%) respondents would participate in a give-back activity that benefits the local community rather than receive a physical gift.