Katie Risher, MS, CMP, says there are many logistical challenges and risks that come along with a first-time event, from budgeting to understanding goals to contract specifics. But the benefits of an event like the inaugural AI^2 Summit, held in February at the Hilton Lake Buena Vista Resort in Orlando, far exceed any risks.
"The AI^2 Summit, hosted by the University of Florida (UF) in collaboration with the Office of the President, attracted over 450 attendees from 40 U.S. states and six countries—including university leaders, faculty, researchers and industry experts—fostering a rich exchange of ideas and best practices in artificial intelligence (AI)," says Risher, assistant director of the UF Conference Department and immediate past president of the MPI North Florida Chapter.
With three days of keynote speaker talks, hands-on workshop sessions, poster viewing and networking, the summit highlighted AI in teaching, research and business practices in higher education. Representatives from leading AI and tech companies such as IBM, NVIDIA and Mark III Systems helped attendees gain insights into the latest AI developments and applications.
Risher says that because UF is a leader in AI research and technology and the first university to incorporate AI across its entire curriculum (2020), it was important to facilitate this in-person event to "explore AI fundamentals, ethical considerations and practical applications of AI in the classroom and beyond; hands-on workshops where actionable tools and techniques to integrate AI into the curriculum were provided; and collaborative networking among attendees who wish to be equipped with the knowledge and skills to stay ahead in a rapidly changing educational landscape."
A highlight for many summit attendees was the ease and instant accessibility of CVENT’s Event-in-a-Box for onsite check-in and name badge printing.
"Being new users of a CVENT license, it was awesome to see all the prep and learning of the system to be enjoyed by attendees as a memorable and seamless registration experience onsite at the event," Risher says.
The success of the AI^2 Summit is demonstrated by several factors, according to Risher, from convening a diverse/global group at a firsttime event to showcasing comprehensive and practical programming to highlighting a strategic location with exclusive attendee benefits.
"Orlando was chosen as the host destination for warmer winter weather in February, access to two major airports and many different attractions and theme parks for families to enjoy vacationing during the event," she says. "The goal was to be able to provide a personalized and curated experience with excitement and engagement before the event. We also wanted to select a Disney Resort with discounted tickets and accessibility to Disney Springs, which has many dining and shopping outlets and is directly connected to the Hilton Lake Buena Vista Resort."
IMMERSION IN LOCAL CULTURE, ATTRACTIONS
With wellness becoming a greater focus for meetings, Cheryl Schreiner, CMM, CMP, MBA, HMCC (MPI North Florida Chapter), has prioritized activities that support mind, body and spirit, including during some recent gatherings in Daytona Beach, Fla.
"A standout moment was seeing our associates participate in beach yoga and morning walks before sessions began," says Schreiner, a Helms-Briscoe managing director based in Jacksonville, Fla. "Incorporating wellness into our agenda not only energized attendees but also fostered a stronger sense of community among them."
A key attribute for many meetings in Daytona Beach: the world-renowned Daytona International Speedway.
"Daytona Beach is known for its world-famous beaches and the iconic Daytona 500," Schreiner says. "One group required a budget-friendly yet spacious venue, and Daytona delivered on both counts. We embraced a race-themed event, which resonated well with our attendees. Around 200 participants gathered to engage with shareholder goals and aspirations for the upcoming year. Educational sessions allowed attendees to earn CEUs while enjoying the stunning Atlantic Ocean views, making for an inspiring and productive experience."
Immersion in local culture and attractions helps attendees gain a deeper appreciation for both the event and host city, Schreiner says, citing a standout speedway experience where attendees walked pit row, explored VIP suites and utilized the venue’s dedicated meeting space.
"This hands-on experience not only enriched their visit but also showcased Daytona’s unique offerings for meeting planners," she says, noting that it can be challenging to secure dates because Daytona Beach has become a top-tier destination. "Booking early is essential! The destination offers a range of hotel rates, great airlift options and, of course, beautiful beaches, with everything from rock-and-roll-inspired venues to luxury accommodations."
While her Daytona Beach events provide countless opportunities for memorable moments—such as a February polar plunge that combined team building, corporate social responsibility and an unforgettable experience—Schreiner says ultimately, success is measured not just in numbers, but in impact.
"Post-event surveys are critical in evaluating whether we achieved our meeting objectives, however, the best feedback comes from attendees who leave feeling inspired, educated and excited about the destination," she says. "When participants continue to talk about their experience long after the event, we know we’ve done our job right."
The Daytona Beach Area CVB went above and beyond to support and elevate her recent events, Schreiner says, ensuring seamless experiences from start to finish.
"From personalized welcome bags to VIP services and even exhilarating laps around the Daytona 500 track, their team provided top-tier service," she says.
