Conversations That Matter: Takeaways from the SITE Midwest Indianapolis Meet Up

SITE Midwest brought connection, conversation, and collaboration to downtown Indianapolis this April. Hosted at the Skyline Club, 25 buyers and suppliers came together for a morning of networking, fresh perspectives, and thoughtful discussion. From adapting to uncertainty in today’s event landscape, to exploring real-world uses of AI, to sharing activation ideas that spark inspiration, the conversations were practical, relevant, and energizing.

Outlined below are a few key topics and takeaways from our Meet Up.

1) The First Topic:  AI in Action: How Are We Actually Using It?

Key Takeaways

• AI delivers the most value when paired with clear prompts, quality inputs, and repeat use

• Customization and learning loops are critical for meaningful outputs

• AI can significantly reduce time spent on analysis, documentation, and communication while improving consistency and insight

• Primary Application Areas Include:

  • Sales, RFPs & Proposals

o   RFP analysis and response strategy

o   Identifying gaps and clarifying questions

o   Tailoring responses based on audience, pricing, and objectives

o   Prompt quality and understanding who the response is for are essential

·        Custom AI Assistants

o   Building internal chatbots with defined parameters enables:

o   Repeatable outputs

o   Consistent decision support

o   AI assistants can guide users on how to best use tools and processes

·        Writing, Communication & Follow‑Up

o   AI-supported workflows include:

o   Transcription → summary → follow-up email

o   Training AI on prior emails to match tone and voice

o   Tools discussed: Chat GPT, Otter AI, Firefly, Plaud

·        Document, Contract & Financial Review

o   Contract review and clarification questions

o   Identifying changes between document versions

o   High-level financial analysis and variance detection

Personal Examples

• AI applications extend beyond work:

  • Meal planning and prep

  • Health tracking using labs, bloodwork, symptoms, to generate possible health issues and supplement recommendations

  • Comparing vendors, wines, or solutions - Uploading photos and context for analysis or ideation

  • Translation support

2) The Second Topic: Activation Inspiration: When You’re Tired of Reinventing the Wheel

Key Takeaways

• The trend is that activations can repeat year over year until the client needs a surprise and delight because of repeat attendees

• Groups need out of the box/fresh and new activations but are only an option if budget allows.  Groups will go with what works due to budget.

• Trends repeat in a condensed period of time, then fizzle (permanent jewelry, hat patch bar, color analysis, etc.) once attendees have it or have tried it, they feel like "been there done that"

• From planning, it can be frustrating to have activation takeaways that are likely to wine up in a donation bin.  The activation has to have some longevity to it that when an attendee has a takeaway they want to hold onto it due to the memorable experience created by it.

• It is most important to keep it local.  This supports the communities in which we bring groups.  However, we often do need luxury and this can be difficult in some destinations and in that case, it is important to provide a balance.  Search for local photographers, chefs (create a personalized cookbook as takeaway), artisans, local groups that improve the destination, local musicians who also build instruments.  These can be turned to luxury experiences by adding personalization, high end photographic moments and painters.

• Shop and pick your own market-style activations are great when the group is a mixed demographic

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  Activations should be authentic to the destination.  By being authentic to destination the program comes to life.  It is about the journey.

• Activation terminology in US vs Europe can vary.  It is important to be aware of this terminology when planning.  In the US, it is about the energy and the excitement but in Europe it is more subtle and immersive experience.

• Personalization makes it memorable and more special

• If gifting, mailed after is an added luxury that is appreciated

• Attendees like useful experiences like a nail painting bar or blow out station especially if there is an awards dinner that same day.

• Make it Fun! At themed/evening events provide a  typewriter poet, number or aura readers, lip print readers

Overall, activation is a great way to engage your attendees whether in a small group or a large one.  The key elements are to think about your destination, the demographics of your group and the takeaway you feel would be most beneficial to them.

3) The Third Topic: Unrest to Uncertainty: How Are You as an Event Leader Adapting to a Changing World

Key Takeaways

• Encourage Travel.  Even though we hear so much in the media, it is important to keep on encouraging travel.

• The trend has been to move programs to different destinations last minute.  This costs companies money and the quality of the program can be compromised due to availability of resources.  Have the conversation with the clients about the pros and cons of moving a program at last minute – realistically.

• If a program needs to be moved, think out of the box.  There are many destinations in the world that can create a “Wow” experience for attendees.

• When discussing with clients the “unknowns” or the safety concerns, it is always important to bring it back home.  We all live where there are risks in cities close to home.  We avoid certain areas because of safety concerns.  We may see things happening in the news but that does not always mean it is widespread and continual.

• If the concern is of safety we have to work with our teams who have their “boots on the ground” to ensure groups are comfortable and we have the correct  information. In some cases, resorts are so protected and the concern is localized (but media has made it more widespread) that groups are not even aware of a concern that occurred. 

• If the concern is of major safety and concern and we have to move our group out of a location, it is essential that we are partnering with our local teams as they will know the best course of action.

• Always do research.  There are multiple safety index lists out there as a resource that can be used when sourcing destinations for programs.  If a client is concerned about destinations that have safety risks, provide them with information that will help while deciding on a destination.

• Keep communicating with all suppliers.  It can be challenging to a hotel that had a group coming in and then a few weeks out, it is moved.  Talk it through with the hotel at length and find out if moving the program is really the wisest decision.  They can provide not only the financial aspect but also the destination outlook. 

• Communicate, Communicate, Communicate.

There’s no single answer as every program is different, and in today’s environment, pivoting has become part of the process. Uncertainty will always be a factor, but it also challenges us to stay agile, think creatively, and adapt with purpose. At the end of the day, our goal remains the same: to create experiences that are not only seamless, but truly memorable and meaningful for our clients.

Please join us at one of our future Meet Ups!

o   Tuesday November 3 - Des Moines, Iowa

o   Wednesday November 4 - Kansas City, Kansas

o   Friday November 6 - St. Louis, Missouri