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Save the dateJuly 31, 202408:00 - 17:00 (EDT) Add to Calendar
Venue Location
Organizer
Organizer
Organizer: FLEX: Fairfax Loudoun Event Executives
Contact Person: Claire Marble / Phil Rappoport
Email: info@flex-planners.com
Event Details
Event Details
It's the 7th Annual FLEX SUMMER CAMP!
We return to Lansdowne Resort in Leesburg, VA for a full day of learning, sharing, and networking -- all taking place in a fun and casual environment! Presented by Visit Loudoun, there's nothing like Summer Camp in the DMV. Meeting professionals know where to come to engage in meaningful conversation, exchange best practices, sample delicious food, and take part in activities that free their minds.
We've got a dynamic lineup of topics with panelists who are excited to share their perspectives on the challenges and opportunities ahead.
Lunch Included: Enjoy salads and healthy seasonal specialties prepared by Lansdowne's acclaimed Chef Chris Ferrier.
Dress Code: Summer Casual (relax, be comfy, it's not business casual); prize for best summer outfit!
Complimentary Parking
Raffles: Planners, bring your business cards to increase your chances of winning.
Special Activities This Year, requested by campers!
- Start the day with Morning Yoga right outside the event space
- Headshot station: professional headshots in the morning (pack a blazer if you'd like)
- Group paint 'n sip activity led by Pinot's Palette. No artistic experience necessary, and hey, you're supposed to sip while you paint. FLEX campers will assemble some of their paintings into a large "wall puzzle" design which will be given to the Loudoun Free Clinic along with a monetary donation by FLEX. (Limited to 25 campers. FLEX will contact registrants in advance to sign up for the painting activity.)
- End the day with refreshments
Lansdowne Resort is conveniently located near Route 7 and just minutes from the Dulles Toll Road and Dulles International Airport. Get directions here.
What is FLEX? FLEX is an active, popular group of savvy meeting/event/hospitality professionals which originated in the 1990s! It's a true community that is supportive of each person's knowledge and experiences. Our comfortable, welcoming vibe is second to none. Four to five breakfast educational programs per year, complimentary to planners. Free membership – it's easy to join. Members receive the first invitations for all events. (Restrictions apply for certain events and space may be limited. Joining FLEX does not constitute a registration for this event.)
Summer Camp Photo Gallery
Summer Camp Photo Gallery
Agenda
Agenda
Tuesday, July 30 Golf Outing and Happy Hour
Planners play free - Separate registration required (not included in Camp registration). Limited slots.
Tee Off Starts 2:30 PM
Happy Hour 5:30 - 7:00 PM (non-golfing planners are welcome; advanced registration required)
Sign Up Here for Golf/Happy Hour or Happy Hour only.
Wednesday, July 31 Summer Camp At - a - Glance
7:30 AM - 8:30 AM Morning Yoga (Approximate time) led by Lansdowne staff. We'll meet on the terrace outside of the event space. Restroom nearby for changing or locker room access available in the Club.
8:00 AM - 11:30 AM Registration Desk Open (Foyer)
8:15 AM - 9:00 AM Coffee/Tea + Pastries (Foyer)
8:15 AM - 9:00 AM Headshot Station (Foyer)
9:00 AM - 9:25 AM General Session: "Morning Assembly" Icebreaker led by FLEX camp counselors (Ballroom AB)
9:30 AM - 10:30 AM General Session: State of the Industry (Ballroom AB)
Break
10:45 AM - 11:30 AM Breakout Sessions (Ballrooms AB, C, D)
Break
11:45 AM - 12:30 PM Breakout Sessions (Ballrooms AB, C, D)
12:30 PM - 1:30 PM Lunch on the Terrace
Break
1:45 PM - 2:20 PM General Session: "Campfire Roundtables" (Quick Deep Dive Conversations) (Ballroom AB)
Transition time
2:20 PM - 3:15 PM Breakout Sessions (Ballrooms AB, C, D)
3:15 PM - 5:30 PM Refreshments & Recreation, featuring our "Arts & Crafts" Paint 'N Sip Activity (Pavilion - front of Lansdowne property near tennis courts)
Agenda subject to change
Detailed Agenda
07:30 - 08:30
Morning Yoga
Morning Yoga
Let's Stretch!Led by Lansdowne staff. We'll meet on the terrace outside of the event space, weather permitting. (Indoor as backup if necessary.) Restroom nearby for changing or locker room access available in the Club. Namaste!08:00 - 08:15
Registration Desk Open / Exhibitor Setup
Registration Desk Open / Exhibitor Setup
Getting ReadyPre-function08:15 - 09:00
Coffee / Pastries
Coffee / Pastries
Getting ReadyPre-function - find a Camp Buddy for the day!08:00 - 11:45
Registration Desk Open
Registration Desk Open
RegistrationPick up your badge and lanyard, sponsored by Visit Reno/Tahoe.09:00 - 09:25
Icebreaker
Icebreaker
Welcome and IntroductionsBallroom AB "Here's What I Know, Here's What I Need" led by Kristin Shoop, and Michelle Coombs.09:25 - 09:45
Camp Roll Call!
Camp Roll Call!
Welcome and IntroductionsBallroom AB Co-Organizers Claire Marble of Conference Direct and Phil Rappoport of Virlybird lay out today's agenda.
Presenting Sponsor Ann Hayes of Visit Loudoun showcases what makes Loudoun special.
Recreation and Activities Sponsor CVB Reps representative Carmella Guambo will welcome all.09:45 - 10:30
State of the Industry
State of the Industry
Opening General Session - Ballroom ABJoin our distinguished panel as they discuss the most pressing issues, concerns, and opportunities of the meeting and events industry. Moderated by Phil Rappoport of Virlybird and co-founder of FLEX.10:30 - 10:45
Morning Break, sponsored by New Orleans & Company.
Morning Break, sponsored by New Orleans & Company.
Break - FoyerGrab another coffee or tea, plus some special morning treats.10:45 - 11:30
Unleashing the Power of Event Intelligence: From Data to Action
Unleashing the Power of Event Intelligence: From Data to Action
Morning Breakout Session 1 - Ballroom ABBallroom AB Theme designed by Prestige AV & Creative Services Get ready for an engaging, interactive session where data meets actionable insights! We'll dive into the world of Event Intelligence (EI) and discover how you can turn data you're already collecting into exciting, decision-making insights. We'll use live polling to explore your current relationship with data and the effectiveness of your event data plan and help you pinpoint your collection, tracking, and analysis efforts. This session promises to be dynamic, hands-on, and, above all, FUN!
...Get ready for an engaging, interactive session where data meets actionable insights! We'll dive into the world of Event Intelligence (EI) and discover how you can turn data you're already collecting into exciting, decision-making insights. We'll use live polling to explore your current relationship with data and the effectiveness of your event data plan and help you pinpoint your collection, tracking, and analysis efforts. This session promises to be dynamic, hands-on, and, above all, FUN!view more
This breakout room is sponsored by Prestige AV and Creative Services.10:45 - 11:30
Navigating the Complex Interplay of Laws and Politics: Strategies for Event Planners
Navigating the Complex Interplay of Laws and Politics: Strategies for Event Planners
Morning Breakout Session 1 - Ballroom CJoin our panel of experts as they explore the critical legal and political considerations that shape event planning in today's dynamic landscape. Gain insights to make informed decisions on staying or relocating your events, ensuring success in any environment.
This breakout room is sponsored by Visit Anaheim.10:45 - 11:30
Innovations in Meeting Technology: What's New and What's Important?
Innovations in Meeting Technology: What's New and What's Important?
Morning Breakout Session 1 - Ballroom DOrganizers want to implement great technology, but are they taking advantage of the technology they purchase? Are they asking the right questions? We talk to some experts and open the discussion to the community.
This breakout room is sponsored by Visit Anaheim.11:30 - 11:45
Mid-Morning Break, sponsored by New Orleans & Company.
Mid-Morning Break, sponsored by New Orleans & Company.
Break - Foyer11:45 - 12:30
AI for Event Planners 101
AI for Event Planners 101
Morning Breakout Session 2 - Ballroom ABDiscover how AI can revolutionize your event planning. This session will equip you with a fundamental understanding of AI tools and their practical applications, empowering you to leverage cutting-edge technology for more efficient event management.
This session will cover the following topics:
> Base level knowledge of how AI works
> Connor will provide one platform as an example showcase
> Industry Examples of how to use AI - writing session descriptions, registration...Discover how AI can revolutionize your event planning. This session will equip you with a fundamental understanding of AI tools and their practical applications, empowering you to leverage cutting-edge technology for more efficient event management.view more
This session will cover the following topics:
> Base level knowledge of how AI works
> Connor will provide one platform as an example showcase
> Industry Examples of how to use AI - writing session descriptions, registration platforms
> Overview of some tools that we're using that have AI built into them - Cvent, Google, Amazon Reviews, etc.
This breakout room is sponsored by Prestige AV and Creative Services.11:45 - 12:30
Beyond Being Flexible – Solving Tough Planning Challenges
Beyond Being Flexible – Solving Tough Planning Challenges
Morning Breakout Session - Ballroom CYou’ve come to expect the unexpected and yet “old reliable” becomes more like old and unreliable! This meetings environment has everyone working to be flexible, but you can only bend so far. Hear from planners & partners tackling challenges from budgets, staffing, vendor management and more.
This breakout room is sponsored by Visit Anaheim.11:45 - 12:30
Branding You: Succeed in Raising Your Profile
Branding You: Succeed in Raising Your Profile
Morning Breakout Session 2 - Ballroom DThis breakout room is sponsored by Destination Cleveland.12:30 - 13:30
Lunch, sponsored by Experience Grand Rapids
Lunch, sponsored by Experience Grand Rapids
Lunch on the Terrace overlooking the golf courseWeather permitting. Indoor space will be used as a backup. Enjoy a healthy but sumptuous buffet prepared by renowned Chef Chris Ferrier and his staff.13:30 - 13:45
Afternoon Break
Afternoon Break
Break - Foyer13:45 - 14:20
"Campfire Roundtables": Quick Deep Dives
"Campfire Roundtables": Quick Deep Dives
Afternoon General Session - Ballroom ABPop into a 15-minute table discussion on a topic that's important to you, then rotate to another table.
Among our table leaders:
Claire Marble, Conference Direct: Navigating contracting challenges
Michael Hoffman, Gather Voices: Video for events in the age of AI
Beth Surmont, 360 Live Media: The Best Thing You Learned This Year (so far)
Connie Samuels, NAPEO: Multi-Generational Collaboration – Finding Strengths and Leveraging Technology
Brian Monahan, Prestige...Pop into a 15-minute table discussion on a topic that's important to you, then rotate to another table.view more
Among our table leaders:
Claire Marble, Conference Direct: Navigating contracting challenges
Michael Hoffman, Gather Voices: Video for events in the age of AI
Beth Surmont, 360 Live Media: The Best Thing You Learned This Year (so far)
Connie Samuels, NAPEO: Multi-Generational Collaboration – Finding Strengths and Leveraging Technology
Brian Monahan, Prestige AV & Creative Services: How to Win the AV Game
Karlyn Ankrom, Oh Snap!: Social media best practices before, during and after events
Renee Shipe, Nacha: Selling the C-Suite – Getting Your Boss to Yes
Kristie Chang: Turning Data into Action
Stephen Jackson, Visit Raleigh: Building Relationships with Clients14:30 - 15:15
Creating Welcoming Events: Initiatives, Activations and Environments that Delight and Engage Attendees
Creating Welcoming Events: Initiatives, Activations and Environments that Delight and Engage Attendees
Afternoon Breakout Session - Ballroom ABThis breakout room is sponsored by Prestige AV and Creative Services.14:30 - 15:15
AI for Event Planners 201
AI for Event Planners 201
Afternoon Breakout Session - Ballroom CUnravel the Mysteries of AI and unlock the power and pitfalls for event planners. Dive into the rapidly evolving world of AI from must-have tools to cautionary tales, this session explores the current capabilities and limitations of AI. This session will equip you with the insights to harness AI's potential while navigating its challenges.
This session will cover the following topics:
> Comparison of the top 2-3 platforms being used for AI
- Not only their benefits bu...Unravel the Mysteries of AI and unlock the power and pitfalls for event planners. Dive into the rapidly evolving world of AI from must-have tools to cautionary tales, this session explores the current capabilities and limitations of AI. This session will equip you with the insights to harness AI's potential while navigating its challenges.view more
This session will cover the following topics:
> Comparison of the top 2-3 platforms being used for AI
- Not only their benefits but their shortcomings
> Describe unsafe AI practices
> The future of AI and where it's going
> Industry Use Cases
This breakout room is sponsored by Visit Anaheim.14:30 - 15:15
Designing for Synthesis
Designing for Synthesis
Afternoon Breakout Session 1 - Ballroom DIn our current models, events are designed for consumption. We tend to squeeze as much content as we can into the schedule, leaving attendees feeling overwhelmed and exhausted. They are inspired with ideas but frustrated at how to connect the dots and bring them forward.
What would it mean to design for synthesis? To shift from the all-you-can-eat buffet to a meaningful and intentional menu of content that includes hands-on application, collaborative conversations, and time to absorb ...In our current models, events are designed for consumption. We tend to squeeze as much content as we can into the schedule, leaving attendees feeling overwhelmed and exhausted. They are inspired with ideas but frustrated at how to connect the dots and bring them forward.view more
What would it mean to design for synthesis? To shift from the all-you-can-eat buffet to a meaningful and intentional menu of content that includes hands-on application, collaborative conversations, and time to absorb and reflect. With small shifts to our approach, we can create space for our audiences to translate ideas into knowledge and wish lists into action plans.
This session will be rooted in the foundational principles of adult learning, and bring the concepts to life through a scenario activity where you will redesign a schedule as well as explore formats for stickier and more engaging events.
This breakout room is sponsored by Destination Cleveland.15:15 - 17:00
Paint 'n Sip, Lawn Games, Music, and Refreshments, sponsored by CVBReps; optional Lansdowne site tours
Paint 'n Sip, Lawn Games, Music, and Refreshments, sponsored by CVBReps; optional Lansdowne site tours
Painting, Playing & Partying - Pavilion (front of property)Painting fun returns! Channel your inner artist during a fun painting activity led by Robyn McClure and artists from Pinot's Palette. We'll assemble a wall puzzle and donate it to Loudoun Free Clinic.
Refreshments will be served on the Terrace outside the conference space. (Weather permitting; indoor space will be reserved as a backup.)
Speakers/Panelists (Partial List)
Speakers/Panelists (Partial List)
Beth Surmont
Vice President of Business Event Strategy & Design at 360 Live Media
William F. Reed, FASAE, CAE
Chief Event Strategy Officer at The American Society of Hematology
Conor Sibley
Chief Technology Officer at Higher Logic
Johnnie White
CEO of American Association of Clinical Endocrinology (AACE)
Rebecca Ramsey
Director of Business Development at Projection
Michael Hoffman
CEO of Gather Voices
Sandy Yi-Davis, MBA CMP DES
Founder/Chief Meeting Strategist of Strategic Meeting International
Diane Ramos, CMP, DES
Principal at DMR Event Strategy & Management
Tony Scurry
Chief Events Officer | Event Curator at 7 Pointe Planning Incorporated
Marshall Nayer
Deputy Director of Meetings at The American Society of Hematology
Tiffany Melton
Vice President, Strategic Meetings Management at SPARGO, Inc.
John Boyle
Director of Conferences and Events at International Association of Fire Chiefs
Robin Troutman
Deputy Director of National Association of Councils on Developmental Disabilities
Zach Gossin
Vice President of Revenue and Sales at Resiada (Streampoint)
Karlyn Ankrom
Founder & Lead Strategist of Oh Snap! Social
Brian Monahan
VP of Sales and Business Development at Prestige AV & Creative Services
Mary Gallagher
VP, Convention Sales at Los Angeles Tourism
Duane Gibson
Owner | Social Media Awareness Officer at Spelled With U
Kristin Shoop
Events & Professional Development Manager at ACES: The Society for Editing
Kim Lysik Di Santi
Marketing Manager at SpeedPro Northern Virginia
Jennifer Andos
Owner/Creative Director of Paperfish Creative LLC
Robyn McClure
Chief Fun Officer at Pinot's Palette
Connie Samuels
Director, Events & Education of National Association of Professional Employer Organizations (NAPEO)
Robert Smith
Director of Meetings at American Educational Research Association
Sponsors and Partners
Sponsors and Partners
Organizer
Presenting Sponsor
Recreation and Activities Sponsor
Lunch Sponsor
Venue Host
Audio Visual Provider
Signage Sponsor
Event Furnishings Sponsor
Breakout Room Sponsors
Complimentary Parking Sponsor
Coffee Break Sponsor
Strategic Partners
Exhibitors
Exhibitors
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Exhibitors
ALHI
CSI DMC
CVBReps
Destination Toronto
Experience Grand Rapids
Freeman
Los Angeles Tourism & Convention Board
Loudoun Free Clinic
New York City Tourism + Conventions
Pinot’s Palette
San Francisco Travel
The San Francisco Peninsula
SpeedPro Northern Virginia
Visit Anaheim
Visit Baltimore
Visit Fairfax
Visit Greenville
Visit KC
Visit Lauderdale
Visit Loudoun
Visit Norfolk
Visit Seattle
Visit Salt Lake
Destination DC
Community
Community
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Tickets
Tickets
Planner Registration
Registration for entire day's program, including education, lunch and activities. For meeting planners employed by associations, nonprofits, and corporations as well as independent meeting planners. Excludes suppliers: individuals and companies who provide services for purchase by meeting/event organizers. No onsite registration permitted.
$35
Supplier Registration
Limited number of tickets available; one person per company. (Waitlist now in effect.) Registration for entire day's program, including education, lunch and activities. For companies and individuals who provide goods and services for purchase by event organizers. Includes hospitality and tourism companies and properties, audio/visual and technology providers, destination management companies, exhibition and sponsorship sales, consultants, employees of national meeting industry organizations, and others who do not specifically organize events. Suppliers whose registrations are approved are sent a link for payment. No onsite registration permitted.
$375