1. Expect busier streets and more people using public transport systems

There are some reports which suggest 2024 will set new records for the number of visitors heading to Europe, with the Paris Olympics a major catalyst for travel to the continent. Record-breaking or not, one thing is guaranteed: the French capital will have to host an influx of visitors this summer and transport infrastructure will be stretched to its limits.

If you’re travelling for work in France during the event expect delays on the metro, buses, and trains, in Paris and its surrounding towns and cities, especially during peak hours and around competition venues. But it’s not only French streets that will be feeling the strain. Neighbouring countries like Spain and Germany could also see a rise in travellers and tourists as Olympic visitors extend their trips to other parts of Europe.

What can you do about it?

Consider flying into a less congested European city before travelling to Paris by train, making sure that you have all of the relevant identification and paperwork. Here are a few recommended destinations:

• London: Eurostar train (2 hours)
• Brussels: Thalys train (1 hour 50 mins)
• Geneva: TGV Lyria high-speed train (3 hours)
• Frankfurt: TGV INOUI high-speed train (3 hours 40mins)

3. Keep an eye on the French Parliamentary elections and what might change

France’s parliamentary elections take place on 30 June, with “run-off” elections lasting until 07 July. Not only could this herald the beginning of an entirely new government, it might also cause unrest and uncertainty which could have a detrimental impact on travel.

Besides a potential change in governmental policy surrounding the travel industry (any of which is unlikely to be enacted in the short time between the election and the start of the Games), a big political change could cause disruption in the capital, whether that be because of an increase in media attention or politically-motivated tensions.

What can you do about it?

Though Paris Mayor Anne Hidalgo says she has “difficulty understanding” President Macron’s decision to call an election so close to the Olympics, the president of the International Olympic Committee (IOC) Thomas Bach has assured fans that elections “will not disturb the Olympics”.

It would be wise to keep an eye on any political developments if you’re planning to travel to Paris on a work trip. That way you can prepare for any eventuality (or perhaps use the elections as an ice-breaker topic at your next business meeting!)

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Arrival Day

“I’ve been to the GBTA Convention fifteen times before, so I knew exactly what to expect!

“I arrived in Dallas early and met Warren, Suzanne, and Michel. We reviewed our strategy and approach for the next three days, who we would be meeting, what we wanted to learn, and how we wanted to express ourselves. The main objective was to talk about Gray Dawes’ expansion into the global market, particularly our new locations in the US.

“So, we spent some time exploring the floor, meeting industry experts and suppliers to find out what new and exciting initiatives were peeking over the horizon. It was a great opportunity to speak to people and get our word out there.”

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Hi Matt. It’s great to speak to you. Could you tell us a little bit more about the Client Innovation Hub Event?

Of course. We invited a range of our customers to the beautiful Marylebone Hotel to talk tech. What did they think of our existing technology? What did they want to see more of? What do they want technology to be able to do for them and their travel programmes?

It was all about finding out what innovation Gray Dawes could bring to the TMC market. Getting fantastic client insights to really drive our technology roadmap!

I was joined by a number of my colleagues across the IT and Account Management teams. Plus we had members of our Senior and Executive Leadership Teams there, too. 

We really wanted to get people together and talking openly. What was brilliant was that we had attendees from across the spectrum of our client base – from new customers to experienced industry heads – and a really varied collection of voices. That was exactly what we wanted.

As a company, we do communicate extensively with our clients, sharing news of what we’re doing and where we’re heading. And our Account Managers are great at talking to clients face to face on a one-to-one basis. But, as an IT team, we really wanted to engage personally with a passionate group, all together in the same room, to spark debate. Obviously, it’s been almost a year since we’ve been able to bring people face to face, so we were delighted to be able to do this in January.

The hub was a great experience. We knew there’d be fantastic input from our clients, but their commitment surpassed even our highest expectations. Everyone was extremely engaged, asking questions and firing ideas off of each other. It was brilliant to see how comfortable people were around the table.

We began by showing our audience some of our own tech innovations, to get the conversations rolling. They absolutely loved the refreshed look and feel of YourTrip[our online booking tool] ; there was a genuine excitement in the room when we unveiled the proposed design with its modern energy and slick, easy-to-use elements.

In fact, the group expressed a lot of positivity towards all of our core technology. They seemed impressed by how we package and deliver our products and, crucially, also by the nuts and bolts that make everything tick behind the scenes.

Then we opened up the floor and encouraged our clients to share with us the interesting tech they had seen, from AI inventions to imaginative online booking tools. Their feedback was eye-opening, and we left the event with our collective heads buzzing with new ideas. Without their input, I might have ended up getting carried away and investing in a load of technology that I thought looked cool but nobody else was interested in!

That’s great to hear! What were some of the top innovations mentioned?  

Coming Soon…

But what we must bear in mind is that a lot of people might say they want to travel green, but when they are presented with the option o, for example, travelling 7 hours by train to get to Edinburgh from London or hopping on a plane for an hour journey, are they always going to make the greener choice? We need to consider that too.

First and foremost, just how great it was to meet just some of our clients together in one place and face-to-face. They were really engaged and super knowledgeable – they had clearly booked lots of travel in the past and knew exactly what they were talking about.

It was such a great opportunity to have frank and honest conversations about our technology and we were able to showcase some of our new ideas first-hand.

The event also made me realise that we need to do it more often! Of course, our Account Management Team are always with our clients, but for us IT geeks, we rarely get out! The dream is to run the event for 50 or more people on a kind of “client board” that regularly meet to give us feedback. That way they can see how much X, Y and Z has changed since the last meeting, off the back of client recommendations. And, of course, given our development strategy, it’s our clients – and their ‘real life’ experiences – who drive this.

It would be fantastic to get to the stage where clients are fighting to get a space in the meetings!

Thank you to all the staff at the Marylebone Hotel, who looked after us so well. We couldn’t have asked for a better venue for our first Innovation Hub. 

Get in touch about technology

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International Human Solidarity Day has been developed as part of the UN’s new Sustainable Development Goals (SDGs) agenda.

Find out more about the initiative on the UN website.

It’s strong evidence that building a diverse workforce not only makes for a better, fairer future for all, but can directly boost business success. Put simply, inclusivity is a win-win for all involved.

However you choose to celebrate, we’re with you!

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#1.  Hygiene

Number 1 is, of course, ensuring you maintain excellent hygiene standards for all in-person events. Despite the easing of lockdown restrictions, you must appreciate that your delegates may still be anxious about Covid and its lingering effect. Therefore, it’s essential that you:

• ensure there are sanitizers at entry points
• depending on your location, provide face masks at all your events, don’t rely on delegates bringing their own
• your venue must be cleaned at regular intervals
• and be careful of shared items, such as microphones – sanitise them between use

#2.  Food & Beverage

How to handle Food & Beverages is at number 2. Be sure that on-site staff at your event venue are trained with the appropriate food handling protocols.

And why not try serving boxed meals or insisting on a plated service?

#3.  Technology

Top tip number 3 is make the most of Technology at your events.

You can minimise physical contact between delegates with the use of such techniques as scanning QR codes for check-in and using mobile apps with all the event details and useful information on them.

#4.  Hybrid

At number four, why not consider the benefits of Hybrid events. Some attendees may prefer a digital experience to being in a room full of people.

Be sure to check out different platforms which can cater for your virtual audience. Find a venue with suitable technology to make this an engaging and interactive experience for both your virtual and in-person audience.

#5.  Be Prepared!

And finally, adopt a flexible strategy. Be prepared for any last minutes changes to your event and be sure to have a flexible and responsive strategy.

Always have a Plan B in place!

#5.  Singapore

In at number 5 is Singapore. This is the perfect destination for business events. It’s a foodie’s paradise, with cutting-edge facilities and a wide range of entertainment options. There are also several smart, efficient and cost-saving green venues in Singapore, which makes planning a sustainable event a walk in the park.

#4.  London

At number 4 is good old London town. Super easy to get to, rich in culture and boasting genuine cosmopolitan variety, London has long been a world-class business and leisure destination, offering exceptional value for money. Where else could you teach delegates the perfect royal curtsey at Kensington Palace before transporting them back in history to explore life within the Tudor Court of King Henry VIII at Hampton Court Palace.

#3.  Dubai

Number 3 on our list is Dubai, easily one of the leading destinations for meetings, incentives, conferences and events. With stunning venues, state of the art technology and a huge range of hotels to suit every budget, Dubai really does have it all to ensure your next big thing goes with a bang!

#2.  Liverpool

Our number 2 destination may surprise you… it’s Liverpool. This iconic city has recently been making waves with its potential to host outstanding business events. Since the opening of ACC Liverpool – the first purpose-built conference and exhibition centre in Europe – Liverpool has attracted corporate audiences from all over the world, who come here not just for the corporate possibilities, but for the undeniable culture this city is famous for.

#1.  Abu Dhabi

And taking the top spot on our list is fabulous Abu Dhabi. A diverse culture, incredible scenery and all year-round sunshine, Abu Dhabi is a place where anything is possible. A destination that encourages a thriving conference and events industry, Abu Dhabi boasts huge event spaces and wonderful accommodation that can be really flexible on price.

Strategic Meetings Management (or SMM) is the event planner’s smart way to co-ordinate meetings at key/preferred venues on a regular basis, often guaranteeing discounted rates, added extras, and having priority to meeting spaces over other companies who may not be quite as organised as you!

Before considering the benefits to having a Strategic Meetings Management programme in place, ask yourself the following:

• Do you spend time researching venues, asking the same questions to the venues, and always end up at the same 2 or 3 venues?
• Have you always paid the same rates or do the rates vary?
• Have you negotiated added values or extras?
• Do you always get your favourite meeting space?
• Do you worry the venue has got the detail right?

Using SMM can help with the all of the above saving you time and money!

First of all look at your previous meeting bookings for the last 12 months:

• How much did you spend
• How many people attended
• Where was the meeting held
• Reason for the meeting (ie Quarterly Executive Meeting)
• Any added values/benefits

Is there a pattern?  Do costs escalate at certain times of the year?  Are Junior Teams being charged more than your Executive Teams for the same service?  Have you always been offered the same benefits (ie free flipcharts) or is this on an ad hoc basis?

If costs are varied and you think there is a value to looking at developing a SMM programme, the carry on reading…

• Would we benefit from developing a meetings policy
• How many “venues” should we have (different levels for different groups?)
• Our budget per venue
• What added values would benefit us
• Approval process
• Booking process

Send Gray Dawes Events your previous meetings report and the findings from your team. We can then assist with the following:

• Contacting your preferred venues to negotiate discounted rates;
• Ensuring you have the correct layout, a/v, catering and other “regular” requirements without having to check each time;
• Making sure you have guaranteed extras and benefits;
• Negotiating flexible cancellation policies;
• Drafting your SMM Policy;
• Providing you and your team with a branded meetings request webpage, allowing you to log in, have a list of your preferred venues, and send us your meeting requests quickly and easily;
• Providing you with regular reports on venues booked, cost savings, added value so you can see where you’re saving money (and time);
• Make you look super efficient!