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Thank you for partnering with KHM Travel Group to attend our Crystal Conference. This guide was created to help you prepare and navigate the conference and have the best experience possible.  

Our 2023 Crystal Conference will take place aboard Royal Caribbean’s Harmony of the Seas from February 26 – March 4, 2023. We recommend coming to Ft. Lauderdale a day early in case of flight delays and ask that you board the ship as soon as possible. On Saturday, March 4, the ship arrives back in Ft. Lauderdale. Please allow ample time to get off the ship before scheduling your flight home, and do not schedule your flight before 11am in accordance with Royal Caribbean’s recommendations. 

Important Contact Information:

General event questions: Bri Greathouse (Operations Manager) [email protected]
Supplier sponsorship questions: Chantelle Nye (Supplier Relations Manager) [email protected] and Brigett Gerber (Supplier Relations Specialist) [email protected]
Marketing questions and material submissions: [email protected]
Door prize questions and submission: Bri Greathouse (Operations Manager) [email protected]

KHM Travel Group has diverse group of agents from a variety of races, backgrounds, ages, locations, and lifestyles. Please keep this in mind when selecting/designing your presentations and handouts. We encourage you to highlight diversity and inclusion whenever possible.

Please have your Marketing Team use the links below to access the new KHM Travel Group logos/brand guidelines and the most recent diversity info. If you have any questions, please contact [email protected].

Our 2023 Conference Theme: Expanding Horizons 

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Expanding Horizons means meeting new people, tasting new flavors, and learning more about the world around us. As the theme for the 2023 Crystal Conference, it also speaks to the ability of travel professionals to help others have experiences beyond what they’ve imagined. 
 
Travel isn’t just about the destination; it’s also about the people that cross your path. We hope you’ll incorporate the theme and empower agents to “Expand their Horizons” to learn more about your brand, get their clients excited about it, and make bookings as they grow their businesses.

Supplier Responsibilities Checklist 

  • Send company logo, names and titles, and head shots of conference attendees to [email protected]. 
  • Book air and hotel as needed – recommend to arrive a day early. KHM Travel Group is staying at the Renaissance Ft Lauderdale Marina. Please be sure to make your own reservations at the hotel of your choosing.  
  • Please also be aware of Royal Caribbean’s Health Guidelines: https://www.royalcaribbean.com/the-healthy-sail-center 

Contact [email protected] to create a QR code of materials and resources to share with agents. This is for any event materials you want our agents to have. See Scavenger Hunt and Engaging Agents sections for further details.

  • Plan your 20-minute training session with all agents (no A/V available). 
  • Choose a door prize and email details to Bri at [email protected]
  • Plan 5-minute award presentation during Crystal Awards Ceremony. 
  • Reach out to agents to plan one-on-one meetings and dinners. 
  • Check in for the cruise on the Royal App will open on January 12th

Attend supplier webinar or watch the recording if you cannot attend. 

KHM Travel Group’s Responsibilities Checklist 

Here is what KHM Travel Group will do in the coming months:  

  • Confirm your registration and provide confirmation number when available.
  • Early December – List of registered agents.  
  • Mid January – Updated Email list of registered agents. List to include Agent Level, KHM Travel Group events attended in 2021/2022, if they’re a new agent within the past 12 months, and what region the agent is located.  
  • Host informational webinar.  
  • Email you award winner’s name in confidentiality, one week before sailing, Feb 17. 
  • Email you post-conference with Flickr account, attendees list, and survey. 

Before the Crystal Conference 

Planning ahead for Crystal is just as important as actually attending and we want to prepare you as much as possible. In addition to this Survival Guide, we will be hosting a supplier webinar. Please keep an eye on your email for additional information closer to the event.  

ENGAGING AGENTS  

The first step in successful participation in this event is promoting that you will be in attendance. Our agents want to spend time with you and it’s important to get the word out and invite them to meet with you on Crystal. We encourage you to reach out to the agents to schedule times to meet with you prior to leaving on the cruise. Please note, you will be responsible for scheduling those meeting times and locations on the ship. 

In early December, you will receive a list of agents registered to attend Crystal. List to include Agent Level, KHM Travel Group events attended in 2021/2022, if they’re a new agent within the past 12 months, and what region the agent is located. 

This should help you decide who you’d like to meet with. Consider also meeting and dining with agents who are newer as they may not have had opportunities to meet with suppliers or cultivate relationships with you yet. 

PLEASE NOTE: All suppliers will receive this list on the same day. It’s up to you to be vigilant in reaching out to agents and scheduling one-on-one meetings or dinners. Top-producing agents will most likely be asked to attend meetings with multiple suppliers so acting quickly when reaching out to them is important.  
 

ADDITIONAL GUEST OR CABIN 

If you need an extra cabin, please complete this form: https://khmtravel.com/crystal23-supplier-cabin-registration 

Please contact [email protected] with subject line: “Crystal Conference Supplier Material” no later than November 28, 2022 with the following: 

  • Your Company Logo: Please send a high-resolution file of your company’s logo in the following format: .eps, .ai or .pdf  
  • Names and Professional Titles of all Cruise Attendees: Please provide a list of correct names and professional titles for our online event promotional materials. 
  • Professional Head Shot for All Attendees: Please submit a high-resolution head shot for the Crystal Awards Presentation slideshow. The image should be a .jpg or .pdf file, no smaller than 375 x 525 pixels. If KHM Travel Group has previously taken a head shot and you would like to use it, please let us know.  
  • By December 16th: Links to your handouts to use as a QR Code for agents to download. See Scavenger Hunt for more information.

DOOR PRIZE 

All attending agents are entered to win a door prize. If you choose to give out a door prize, please email Bri at [email protected] to notify her of what the prize will be. You will also need to bring the prize/certificate with you to Crystal, as well as the terms to redeem the prize if a trip is being given away. Agents will need to complete their Supplier Scavenger Hunt Card to be entered to win your prize. You will pick your winner during your presentation. 

OPTIONAL ONE-ON-ON MEETINGS 

The best way to meet with agents is during times that have been scheduled in advance. You will be responsible for using your time and space how you see fit. Plan your schedule to include time for agents who want to pick your brain throughout the conference. These meetings can be some of the most valuable time spent during the conference. Keep in mind you’re also able to schedule meet-ups throughout the length of the conference in any location you find available, i.e. pool, lounges, bars. 

PLEASE NOTE: You are responsible for scheduling any one-on-one meetings, including determining time and location. We highly recommend confirming these appointments with the agent the week prior to sailing. Agents have been given a list of suppliers attending this conference and may even reach out to you! 

Think Outside the Box 

While there are scheduled opportunities to be in front of agents, think outside the box too! Solidifying existing relationships and establishing new ones are key to a successful conference. Here are some ideas: 

  • Inviting agents out to specialty dining – Dining reservations for up to 8 people can be booked online through your reservation prior to sailing.  
  • Please do not feel you need to invite any members of the KHM Travel Group team to dinner. As much as we appreciate the offer, this conference is intended for you to spend time with the agents.  
  • Consider also meeting and dining with agents who are newer agents as they may not have had opportunities to meet with suppliers or cultivate relationships with you yet. 
  • Having drinks after dinner – or coffee any time!  
  • You can pre-plan to meet with agents and dine together, or as you run into agents throughout the day you can gather a group to dine with later in the day. 

SUGGESTED DO’S AND DON’TS FOR YOUR TRAINING 

PLEASE NOTE: This year A/V will not be available for presentations.  

Do give “teasers” or “sneak peeks” of what’s coming this year with your company.  

Don’t spend the entire time talking about special promotions. Agents receive this information on a weekly basis via email.  

Do use this time to talk about the perks of your brand. Do you have an agent rewards program? 

Don’t go over your 20-minute time frame. We ask that you stick to that time so we can stay on schedule.  

Do remember you’re talking to a diverse crowd of new and seasoned agents. What may be common knowledge to some, may spark interest in someone who is unfamiliar with your brand. 

Do use QR codes for a presentation or materials you want to share. 

Over the past several years we’ve learned that having a trade show during the Crystal Conference comes with a set of challenges. This year we want to try something a little different. Instead of a traditional trade show with tables and materials, we’re going to send our agents on a scavenger hunt around the ship to find you! 

How will this work?
When you arrive on board Harmony of the Seas, please go to Dazzles or Wonderland (final location TBD and will be communicated with you in advance) where you will pick up a hole punch and verify the location on the ship you will be stationed during the scavenger hunt. Agents will be given a Scavenger Hunt Card to complete with a hole punch from each supplier. 

The Scavenger Hunt takes place on Monday (the second day of the cruise) from 8 – 11am. We also recommend you carry your hole punch with you the first evening on board, as you may have an opportunity to talk with some agents and can hole punch in advance as you speak with them. Around 7:45am on Monday (Scavenger Hunt Day) a KHM Travel Group team member will check on you to make sure you’re in the correct area.  

During your time with agents, we suggest bringing business cards to hand out. You can also use this time to plan one-on-one meetings, dinners, post conference calls, etc. Our agents are thrilled to spend time with you, so please try to make the most of it. 

QR Code
Our Marketing Team will create a QR code that links to any trade show material you would have brought to the trade show. Contact them at [email protected] to create this code. 

What to Wear
To help you stand out to agents looking for you, please wear the Crystal t-shirt provided in the bag delivered to your cabin the first night. You will wear this again for group photo on day 5. Please also wear your company name tag. 

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Schedule for Crystal Conference

Events are subject to change.

Day 1 • Sunday, February 26 • Fort Lauderdale, Florida

DateEventTimeLocation
2/26 – Sun Embarkation 11 AM – 3 PM Fort Lauderdale 
2/26 – Sun Scavenger Hunt Hand Out 10 AM – 2 PM Dazzles or Wonderland (TBD) 
2/26 – Sun Welcome Aboard Crystal 4 PM – 5 PM Studio B

Day 2 • Monday, February 27 • Nassau, Bahamas

DateEventTimeLocation
2/27 – MonSupplier Scavenger Hunt Check in 7:45 AM Around the ship 
2/27 – MonSupplier Scavenger Hunt 8 AM – 11 AM Around the ship 
2/27 – MonAward Show Rehearsal 12 PM Studio B 
2/27 – MonAward Show 2 PM – 4 PM Studio B 
2/27 – MonAward Cocktail Reception / Photos 4 PM – 5 PM Solarium 

Day 3 • Tuesday, February 28 • Sea Day

DateEventTimeLocation
2/28 – TuesOptional: Morning Reflection with Rick 7:15 AM – 7:45 AM Solarium 
2/28 – TuesWelcome 8:00 AM – 8:05 AM Conference Center 
2/28 – TuesRoyal Caribbean 8:10 AM – 8:35 AM Conference Center 
2/28 – TuesUniversal 8:40 AM – 9:05 AM Conference Center 
2/28 – TuesCarnival 9:10 AM – 9:35 AM Conference Center 
2/28 – TuesALG Vacations 9:40 AM – 10:05 AM Conference Center 
2/28 – TuesNorwegian Cruise Line 10:10 AM – 10:35 AM Conference Center 
2/28 – TuesAmerican Airlines Vacations10:40 AM – 11:05 AM Conference Center 
2/28 – TuesSandals 11:10 AM – 11:35 AM Conference Center 
2/28 – TuesDelta Vacations 11:40 AM – 12:05 PM Conference Center 
2/28 – TuesAfternoon open for one-on-ones Around the ship 

Day 4 • Wednesday, March 1 • Falmouth, Jamaica

DateEventTimeLocation
3/1 – WedOptional: Morning Reflection with Rick 7:15 AM – 7:45 AM Solarium 
3/1 – WedFree day: open for one-on-ones Around the ship

Day 5 • Thursday, March 2 • Labadee, Haiti

DateEventTimeLocation
3/2 – ThursOptional: Morning Reflection with Rick 7:15 AM – 7:45 AM Solarium 
3/2 – ThursGroup Photo  8:30 AM – 9:30 AM Aqua Theater  
3/2 – ThursFree day: open for one-on-ones 

Day 6 • Friday, March 3 • Sea Day

DateEventTimeLocation
3/3 – FriOptional: Morning Reflection with Rick 7:15 AM – 7:45 AM Solarium 
3/3 – FriWelcome 8 AM – 8:05 AM Conference Center 
3/3 – FriAllianz 8:10 AM – 8:30 AM Conference Center 
3/3 – FriHolland 8:35 AM – 8:55 AM Conference Center 
3/3 – FriGOGO 9 AM – 9:20 AM Conference Center 
3/3 – FriViking 9:25 AM – 9:45 AM Conference Center 
3/3 – FriCelebrity 9:50 AM – 10:10 AM Conference Center 
3/3 – FriGlobus family of brands10:15 AM – 10:35 AM Conference Center 
3/3 – FriPrincess10:40 AM – 11 AM Conference Center 
3/3 – FriMSC 11:05 AM – 11:25 AM Conference Center 
3/3 – FriRick, Bill, Geoff Q&A 11:30 AM – 12:30 PM Conference Center 
3/3 – FriRegional Photos  12:30 PM Conference Center 
3/3 – FriAfternoon open for one-on-ones 12:30 PM – 4:15 PM Around the ship
3/3 – FriFarewell Cocktail Party  4:15 PM – 5:15 PM Solarium 

After the Crystal Conference 

In the weeks following the conference, we will email you the following: 

  • Link to our Flickr account to find photos from the conference  
  • Attendee list  
  • Survey for you to complete