Your organization may be ready to hold international meetings and incentives again after a long pandemic lull, but some attendees will need a little extra warning before packing their bags. For U.S. citizens who have let their passports expire, wait times for new ones are off the charts.

Before the pandemic, the State Department fulfilled routine passport applications in six to eight weeks and expedited others in three weeks. Today, the wait time can be more than three months: 10 to 13 weeks for routine processing and seven to nine weeks for expedited processing.

While the long wait times have been a factor since March, the State Department recently announced that service wouldn’t improve before the end of the year. According to this CNN article, demand for passports is 30 to 40 percent higher than last year, and, as with many other organizations, the State Department has seen challenges around hiring, training, and retaining staff.

Companies and associations planning events outside the U.S. in Q1 2024 should remind attendees to have their passport applications to the State Department no later than October 1. 

Despite the surge in passport applications, the State Department has launched a new program this summer aimed at helping people apply for passports. “Special Passport Acceptance Fairs” are scheduled for many locations in California and New Jersey as well as a limited number of places in Florida, Georgia, and Connecticut. The events are for new applicants only; renewals must apply by mail.

Miami International Airport is American Airlines’ primary Latin American and Caribbean hub, and its sprawling 50-gate Concourse D is a mile from one end to the other. To ease the transfer between gates, many travelers jump on the Skytrain, which runs most of the way through that concourse. However, that train won’t be an option for travelers in the months ahead.

MIA has shut down the Concourse D Skytrain because the structures that support the train's tracks show "accelerated deterioration of the concrete," according to this Miami Herald report. The 13-year-old track system is designed to move 9,000 people per hour.

The airport has not said when the train will reopen. Its Skytrain online-information pages suggests leaving 30 minutes for a walk from one end of the terminal to the other and “for assistance, look for the white golf-cart trolleys” that travelers can flag down for a ride. Keep in mind, though, that the terminal handles 80,000 people each day.

Efforts in Boston and Chicago to improve diversity and inclusion in the events industry set a positive tone for the start of Global Diversity Awareness Month.

Meet Boston will officially launch a supplier diversity initiative on October 5 to expand the CVB’s network of businesses owned by women, BIPOC (Black, Indigenous, and People of Color), veterans, and other underrepresented groups. The bureau announced it will also build a database of diverse suppliers, allowing groups to “act with more intentionality and purpose in their procurement processes.”

On the same day, Meet Boston is kicking off a Workforce Development Initiative to “empower individuals from all backgrounds with training opportunities designed to enhance their skill set and employability.”  Both programs will be guided by a task force that includes such organizations as The Black Economic Council of MA, Urban League, Amplify Latinx, and the Greater Boston Chamber of Commerce.

Learning Opportunity
In Chicago, a new apprentice program is now accepting applications. Tourism Diversity Matters, a group founded in 2021 to foster diversity and inclusion in the tourism and events industries, is partnering with Choose Chicago, as well as the Professional Convention Management Association and United Airlines on an events-track apprenticeship for 2023–2024.

The apprentice will gain 600 hours of experience working at Choose Chicago, PCMA, and United Airlines, receive a monthly stipend, paid travel expenses, and job placement upon successful completion of the program. The apprenticeship is open to BIPOC applicants, and information on applying can be found here.“At TDM, we are passionate about creating equitable opportunities for everyone to succeed in their chosen career,” said Greg DeShields, TDM executive director. “This program is an important step towards creating a more diverse and inclusive industry.”

In other news from Tourism Diversity Matters, on October 23-24, the group will hold The Collective Experience: 2023 Diversity, Equity & Inclusion Conference in Philadelphia. The conference is designed for CEOs, corporate leaders, chief diversity officers, government officials, and university-level educators and administrators looking for innovative diversity, equity, and inclusion strategies.

The U.S. Travel Association released new research this week that finds that people are avoiding travel because of airport irritations and flight delays.  

“On average, air travelers are avoiding two trips in the next year due to air travel hassles specifically. This equates to 27 million trips avoided and $71 billion in losses for the U.S. economy over the next year,” said U.S. Travel president and CEO Geoff Freeman during a Wednesday media briefing highlighting the survey findings and urging government action.

The U.S. Travel and Ipsos survey of 1,408 adults (about 25 percent of whom were business travelers) had a general distaste for the air-travel experience. “We know that passengers are not happy since two thirds [of recent travelers] view the experience as the same or worse than going to the DMV,” said Freeman.

The unpredictability of flight delays and cancellations, inefficient security systems, and wait times for Global Entry membership and passports are among the air travel hassles driving the dissatisfaction, said Freeman.

“The government must take responsibility for these inefficiencies,” he said, noting two main areas of focus: improving the strategy and funding of the Federal Aviation Administration and improving air travel best practices by embracing new technologies and learning from other country’s experiences.

To the latter point, Freeman announced that U.S. Travel is working with Euromonitor, a London-based market research company, “on a global competitive analysis, benchmarking the U.S. against 17 major competitors.”

“We will also launch a new commission in response to the competitive analysis that will focus on seamless and secure travel and specific recommendations to improve the travel experience the United States,” he said. The Euromonitor report is expect in late October.

Amy Quigley recently began a new chapter in her events-focused career, joining the team at Unbridled, a full-service meeting and incentive planning company headquartered in Denver. As regional vice president, Quigley will be based in the company’s Boston office, with responsibility for client care, relationship building, and market growth.

We caught up with Quigley three weeks into her new role to get her thoughts on her professional experience and our changing industry.

Q: Looking back over your career, what have you learned about attendee behavior that you didn’t expect when you started in the business?
Amid countless enhancements to the events world over the years, attendee expectations are at an all-time high, in my opinion. This is especially true of folks who must attend several off-site meetings a year. Attendees show up excited for the latest and greatest, and they are prepared to be wowed at each meeting. When budgets are lower than needed for meeting those expectations, though, the creativity of the incredible humans who make up this industry kicks into high gear. Kudos to my friends in the biz—you just keep delivering!

Q: It’s not enough to just meet anymore. Meeting-planning companies are selling engagement and return on experience. What is the most challenging part about delivering those results?
As an almost 30-year vet in the industry, I love thinking about how to deliver strong return-on-meeting experiences. That means making sure the event is appealing, fun, and delivers an instant sense of value. Post pandemic, I find everyone is busier and a bit more stressed, so adding pre-meeting “asks” of attendees must be considered carefully. If we add to their workloads, the meeting results really need to deeply enhance their personal or professional lives.

Q: What would people be surprised to learn about you?
I started working at 11 years old folding T-shirts on Long Beach Island in New Jersey, and I haven’t stopped since! As the youngest child of eight, I grew up to follow in the service/hospitality footsteps of my older siblings. We owned and operated a thriving seasonal restaurant for decades, and most of us remain in the business either as chefs or in the planning arena. Hard work was instilled in us by our late parents, and I can safely say the eight of us are some of the hardest working people I know—and we wouldn’t want it any other way!

You may have innovative ideas for your events’ marketing, revenue model, or learning formats to achieve your organization’s goals. But to be known for strategy as well as execution, it’s critical to be able to communicate those ideas effectively.

So say Brenda Steinberg and Michael Watkins in a recent article in the Harvard Business Review, 10 Ways to Prove You’re a Strategic Thinker.  “You can’t just think strategically. You need to speak strategically, too,” they write.

In their short article, the authors pack in 10 practical ideas that can help people to be recognized as big-picture thinkers, specifically when they have an opportunity to speak with company leaders.

They recommend ways people can show they’re informed, forward looking, and thinking critically. They also suggest ways to translate jargon into everyday language, which not only shows that the speaker understands a topic but can communicate it in a relatable way. One of the 10 ideas is to use analogies and metaphors to communicate strategic ideas. A planner might, for example, cite how a regional distribution system helps a company to grow as she pitches the idea that creating regional meetings or birds-of-a-feather sessions could help attendance to grow.

The bottom line from Steinberg and Michael Watkins is that to move up the ladder, people can’t simply be strategic thinkers. For meeting professionals to grab and hold that proverbial “seat at the table,” they must be strong communicators who can share their ideas clearly and effectively. Read all 10 of their suggestions here.

Coming to Austin, Texas, from February 12 to 15, Catersource + The Special Event will be bringing its educational sessions, networking events, and a full trade show to the Austin Convention Center.

Once again, MeetingsNet is partnering with its sister media brands at Informa to deliver an educational track at the show aimed at meeting and incentive professionals.

A few highlights from the meetings-related content include:

• How to Create a Good Sponsorship Deck: Steve Clayton, president of Soundskilz, will discuss a step-by-step model for a sponsorship deck that answers partners’ questions and helps to generate sales.

• Five Speaker Trends to Watch in 2024: Jennifer Best, vice president of marketing at AAE Speakers Bureau, will cover the speaking topics expected to surge in the coming year, how to budget for speakers in today’s market, and more

• Closing the Gap—Using Event Design to Close Physical, Operational, and Affinity Distance in Organizations: Melissa Van Dyke, senior vice president, integrated marketing and innovation at Creative Group, will discuss research into operational and social distance that can help planners improve the impact of events.

• Transform Your Meetings & Events with A.I. Tools You Need Now: Vario Productions CEO Tim Altbaum, CMP, CMM, will lead a session on how A.I. can improve planning and resource management, help with event marketing and promotion, change post-event analytics, and more.

View the MeetingsNet track here, or the full educational agenda for Catersource + The Special Event, where tracks include sustainability, marketing, event planning, design, and more.

All educational sessions are approved by the Events Industry Council for continuing education credit toward the Certified Meeting Professional designation.

Most meeting professionals are outstanding business travelers. Experience has taught them to pack like a Tetris master, use TSA PreCheck security lines, memorize the lounge locations of their airline-loyalty programs, and always have a portable charger at the ready.

However, even veteran road warriors sometimes have to check a piece of luggage, especially during the holidays when packing gifts and traveling with family. That’s when things are out of their control: U.S. airlines lose about 2 million bags a year. While it’s less than one percent of all the bags handled, that’s cold comfort if the luggage carousel stops and you’re empty handed

Here’s what to do to prepare for lost or delayed luggage, and what your rights are. You might also want to include this in pre-meeting communications with your attendees.

Before you go:
• When packing, take a minute to take pictures of the luggage you’ll check and what’s inside. Of course, medicines, jewelry, money, and other valuables are safer in a carry-on bag, and typically airlines do not assume liability for them.

• In addition to the required exterior luggage tag, it’s a good idea to include some identification details inside your checked bag.

• If you have a tracking device like an Apple AirTag or a Tile Pro, put it in the checked bag for peace of mind.

• Check if the credit card used to book the flight offers baggage-delay coverage. A recent article on The Points Guy website includes a chart of cards and their coverage, which can supplement the airline’s reimbursement for expenses incurred if bags are delayed.

If your luggage doesn’t arrive:
• Report the missing bag at the airline’s service desk or through its website immediately. Hang onto the file-reference number you receive; it’s critical to the rest of the process.

• Start saving receipts for any expenses incurred because of the delayed or lost bags, including the cost of replacement clothes and toiletries. According to U.S. Department of Transportation information on lost, delayed, and damaged baggage, “airlines are not allowed to set an arbitrary daily amount for interim expenses. For example, an airline cannot have a policy that they will reimburse a passenger up to only $50 for each day that a passenger’s bag is delayed.”

• Typically, major airlines have moved the reimbursement process online, both for interim expenses and for a lost-bag claim. Here’s an example of the interim-expenses reimbursement site from United Airlines.

• Luggage isn’t officially lost until after at least five days and sometimes up to two weeks, depending on the airline and the itinerary.

• Once a bag is declared lost, travelers can get reimbursed for the contents, subject to depreciation. According to the DOT, airlines may require receipts or other proof regarding valuable items in the bag. This is where photos of your luggage contents may prove helpful.

• Airlines are also required to refund the baggage fees they charged.

• Airlines’ maximum liability for lost baggage on domestic flights in $3,800 per passenger. For international flights, the maximum is $1,700.

On February 23, United Airlines announced an increase in baggage fees, following similar announcements from American Airlines on February 20, JetBlue on February 1, and Alaska Airlines on January 2.

Citing steeper fuel and labor costs and other inflationary pressures, the airlines are looking at raising more revenue through ancillary fees. U.S. airlines made $6.8 billion from bag fees in 2022, the last year that the Bureau of Transportation Statistics has full data to report. Those number are likely to go up with strong passenger demand and the new round of fee increases:

United: Passengers now pay $40 for the first checked bag, or $35 if they prepay online at least 24 hours before their flight. A second checked bag will cost $50 at the airport, or $45 in advance. Each of the options increased by $5 as of February 24.

American: Checking a bag on a domestic flight is now $35 if purchased in advance and $40 at the airport. Both fees were previously $30. A second checked bag has gone from $40 to $45.

JetBue: The airline raised its baggage fee by $10 for passengers who check in within 24 hours of departure, now charging $45 for a first checked bag, and $60 for the second. Fees if you check bags more than 24 hours in advance remain the same, $35 and $50 respectively.

Alaska: Baggage fees went up $5 for 2024 and are now $35 for the first bag and $45 for the second bag.

Of course, some travelers will continue to check bags for free. While it depends on the airline, frequent flyers at certain status levels, holders of certain credit cards, active members of the military, and travelers flying in upper-tier seats are typically still rewarded with free checked bags.

While most meeting planners don’t include attendees’ baggage fees in their budget, an incentive program might. Could it add up? Let’s say you’re planning an incentive program with 100 winners. If each brings a guest, and both check a bag, that extra $5 each way for both travelers would come to $2,000. That amount might be peanuts in the overall budget but is still an unbudgeted increase.

Even if you’re not picking up your attendees’ baggage fees, they may welcome some advice in the registration materials about how to minimize baggage costs if they can’t pack light enough for a carry-on:
• Pay for your checked bags at least 24 hours before your flight.
• Check to see if the credit card you’re paying with includes free checked bags as a benefit. (Here’s an article that runs down the various cards that offer that perk.)
• Align flight choices with your airline-loyalty program, which may include free checked baggage, depending on status level.
• Consider Southwest Airlines, which continues its free checked-luggage policy.

It’s no secret that business-event planning means managing multiple tasks on tight deadlines, while unforeseen challenges are par for the course along with long hours on site. On top of that, expectations are high, budgets are often tight, technologies are constantly changing, and the results of the work—the quality of the meeting—are on display for everyone to critique.

Bottom line: Burnout among meeting professionals is a significant concern. It can negatively impact health, job satisfaction, and the success of events.

There are many well-known strategies for tackling burnout, from time-management tools and more-effective communication to better delegation of tasks and mindfulness exercises. However, an article in the Harvard Business Review provides an interesting perspective on the problem: Not all burnout is the same. According to research, there are three types of burnout, and the way to tackle each is unique.

As meeting professionals work to effectively address their own stress or that of their team, it’s helpful to understand the differences between the three types: overload burnout, under-challenged burnout, and neglect burnout. The HBR article provides signs to watch for and suggestions for addressing each type. For example, this piece of advice from the authors for tackling overload burnout: “Strive to diversify your identity—to create self-complexity—by investing in different areas of your life beyond work.”

Another recent study related to workplace burnout was conducted by MyBioSource and reported in Forbes. It turns out that taking time off from work is not a quick fix. “When employees get overloaded with work, they think PTO or a vacation will remedy the problem. But that’s a mistake,” according to the authors, reporting on the study of 1,007 American employees. “Instead of feeling renewed after a vacation, 50 percent of employees report that time off often leaves them feeling drained for at least a week upon return.” Those people complain of low energy levels (65 percent), motivation loss (63 percent), fatigue (58 percent), and feeling sad (29 percent) after vacation.

The takeaway: While vacations are essential, taking steps to address the root causes of the burnout—and the specific kind of burnout you’re experiencing—may be the most effective path to mental health.