El Conquistador Tucson, A Hilton Resort

Arizona’s warm, sunny weather is a factor often cited for meeting in the state — especially when much of the rest of the country is cold, dark and wet. The formidable beauty of the Sonoran Desert is another, along with easy airlift for attendees wherever they reside. Add multiple desirable destinations to choose from and Arizona is a planner’s win-win.

Metro Phoenix/Scottsdale/Mesa

Sandi Trapasso, meeting planning manager with a global retail brand in Framingham, MA, brought several meetings to Arizona last year. She booked 60 room nights at The Phoenician, a Luxury Collection Resort, Scottsdale, 120 room nights at Mountain Shadows Resort, 77 room nights at Fairmont Scottsdale Princess and 960 room nights at Talking Stick Resort. She also used a variety of off-site venues, including Wrigley Mansion and the Musical Instrument Museum.

“With our stores scattered across the country, the location, variety of hotels and resorts, and consistency of good weather make Scottsdale the perfect destination for our meetings,” she says. “We also really like the ‘green’ efforts practiced throughout Scottsdale.”

Trapasso says her contact at Experience Scottsdale is an extension of her team, adding, “She knows our company, our team and the nuances of our different meetings. She always has great ideas, whether for a hotel or off-site venue, a fun activity or transportation solutions. We couldn’t plan a successful event in Scottsdale without her assistance.”

Thinking about what makes the city special, she says, “It recently came to me that every time I land in Arizona, I feel happy. Not sure if it’s the endless sunshine, amazing scenery, desert air or quality of every hotel or resort I’ve stayed at. With the amazing array of restaurant options, activities, shopping and some of the best spas in the country, my attendees always leave energized and rejuvenated. It’s a destination that fosters productivity and teambuilding while also supporting health and well-being — all the ingredients for the perfect meeting.”

Talking Stick Resort is one of those locations that offers plenty of amenities for attendees, including fine dining, live entertainment, two championship golf courses and a world-class spa, as well as a fitness center and two luxurious pools. Of course, one of their biggest draws is their 300,000 sf casino with everything from slots and table games to sportsbook. Planners can create everything from an intimate gathering to a large-scale event here with breathtaking mountain views and state-of-the-art AV capabilities. The hotel provides 100,000 sf of flexible meeting space overall.

Joanna Puchalski, senior vice president, meetings & special events, with Opal Group in Yorktown Heights, NY, set a meeting for 150 at the Fairmont Scottsdale Princess in January. Great winter weather and an abundance of direct flights make Arizona an excellent destination for her clients.

She also has high praise for Experience Scottsdale, saying, “They’ve been an invaluable resource and true partner. With constant changes in the destination year over year, it’s incredibly helpful to have a trusted source that keeps everything current and centralized. Experience Scottsdale serves as a one-stop shop for up-to-date information.”

Puchalski says the group was happy to return to the Fairmont Scottsdale Princess this year. “The property features two grand ballrooms, a variety of indoor and outdoor meeting spaces and several award-winning restaurants. It’s a memorable setting,” she says.

Bottom line, she emphasizes, is that Scottsdale has it all — not the least of which is its Sonoran surroundings. “Scottsdale offers everything you’d expect from a premier meeting destination, including exceptional accommodations, modern meeting space and easy access in the air and on the ground. It’s a wonderful choice for meetings year-round. What truly makes it special, though, is the stunning, serene beauty of the Sonoran Desert,” she says.

John Myer, senior buyer, certified purchasing manager with a defense industry company in Mesa, set his supplier conference at the 274-room Delta Hotels Mesa/Phoenix, drawing 130 attendees and booking 170 room nights. The hotel is ideal because it’s close to our office and economical for the group. “We wanted to keep the room rate reasonable for our attendees,” he says. “We also had our company holiday party at the hotel, with 350 attending.”

Myer received help from Visit Mesa, which searched local venues based on his budget and requirements, and assisted with welcome bags for attendees.

The fact that the hotel had been recently renovated was a plus. “We like the contemporary look of the venue,” Myer says. “And we had the entire conference space for our two days.” He calls staff at the hotel “attentive,” adding that, “even though the AV company was stretched thin that week, we still had staffing and a successful event.”

Myer says, “The hotel is walking distance to Mesa Arts Center, restaurants and bars, and right next to Mesa Amphitheater, a great outdoor venue for concerts. And the convention center can accommodate overflow meeting space if necessary.”

A Scottsdale resort.

Flagstaff

Phoenix-based KCA Inc. facilitates many meetings and events across Arizona, including Flagstaff. Director of Operations Desirae Barquin, CAE, has booked multiple meetings in Flagstaff averaging more than 100 nights on peak. “Flagstaff is a good fit for many groups, which often see increased attendance,” she says. “It offers cooler weather — a relief for groups located in hotter areas of the state — and it’s easily accessible via two major freeways and direct flights from Phoenix and Dallas.”

She adds that, while the city is growing, its historic feel “is definitely part of the charm.” She points to the new discovery center at Lowell Observatory as just one draw for groups, while another is the city’s CVB. “Discover Flagstaff is incredible. They’re so helpful with finding venues, locating overflow blocks, connecting with local vendors and providing anything you need to help attendees make the most of their time in the city.”

Barquin has frequently used two venues, High Country Conference Center and Little America. “You can’t beat the location of High Country Conference Center. It’s steps from the historic downtown and Northern Arizona University campus and offers the convenience of features like package pricing and built-in AV. Its multiple spaces can accommodate everything from intimate gatherings to large events. It feels new and well maintained, and it’s connected to the newly renovated Drury Plaza Hotel.”

Little America, she says, offers a resort feel. “It’s perfect for groups that want a ‘stay-and-play’ venue with onsite restaurants, etc. It has walking trails, patios and great ways to network inside or out. Renovations in the last 10 years expanded the meeting space and took the venue and hotel rooms from the 1970s into a beautiful, modern property.”

Comparing the two, Barquin says, “The thing that stands out for High Country Conference Center is the convenience. From meeting-planner packages to the location, planning was easy. For Little America, it’s the hospitality. The team is top-notch and the service cannot be beat. Both venues offer beautiful meeting space. If you have a high-tech conference, High Country Conference Center may have more capabilities (high ceilings, experienced AV team, new technologies). Among the best things about Little America are windows in the meeting space that create wonderful natural light.”

Flagstaff, she emphasizes, is simply a great place for groups. “It has small-town charm with all the amenities you need for a meeting. It’s accessible and navigable, has options for nightlife and outdoor adventures, and the hospitality is unmatched. The venues are not your typical dark conference rooms; they bring local style and personality into your meeting. There’s really something for everyone.”

Boulders Resort & Spa, Scottsdale

Tucson

Bill Fassbender, vice president of global accounts with HPN Global in Yulee, FL, calls Tucson “a truly magical destination.” At the end of last year, he brought a group of 150 to Loews Ventana Canyon Resort. “The serene setting of the Sonoran Desert provides a beautiful backdrop that creates an ideal environment for meetings and events,” he says. “The mountain views, even from the airport, provide a memorable welcome to the destination.”

Tucson’s abundance of quality lodging makes for difficult choices. “I visited JW Marriott Tucson Starr Pass Resort & Spa, The Westin La Paloma Resort & Spa and Loews Ventana Canyon Resort, our eventual host property. All offer exceptional accommodations and meeting experiences,” he says.

Fassbender first met the Visit Tucson staff several years ago on a trip for his 25th wedding anniversary, and they’ve been partners since. When a client needed a destination for an annual meeting, he contacted Visit Tucson, who did everything necessary to show them why Tucson was ideal.

“My client visited all three properties but felt something special and welcoming about Loews Ventana Canyon. The conference is HR-driven, and the overall vibe of the property mattered. The meeting space was laid out perfectly and the size of the hotel was ideal for us; attendees never felt lost in the shuffle, as can happen at larger properties,” Fassbender notes. “The team was a pleasure to work with and did everything to help us make the hotel our home, even within a tight budget. Prior to this meeting, the group wasn’t familiar with the Loews brand, but they’re now enthusiastic supporters.”

Loews Ventana Canyon Resort has undergone comprehensive renovations, which Fassbender says, “enhance an already exceptional property,” adding, “Additional renovations planned for this year will take it to an even higher level.”

The layout and flow of the meeting space worked perfectly for the group’s program, “and supported a seamless overall experience,” Fassbender says. “The entire banquet team was outstanding and attentive, and though we provided our own AV services, the onsite team was supportive and cooperative.”

Staff, in fact, made a significant difference across the board according to Fassbender. “From the initial sales phase, the associate director of sales, and corporate sales director for Loews, who personally attended the site visit, were outstanding. Our space requirements were very specific, and the team worked closely with us to ensure every need was accommodated. Moreover, the associate director of sales remained fully engaged throughout the program and continued her involvement even after the event — a level of commitment not seen at every property.”

The Tucson area is a special destination, says Fassbender, who adds, “It offers an impressive variety of world-class resorts, each thoughtfully sized and designed to accommodate different group needs, meeting objectives and attendee experiences. There are abundant off-site activities, from cultural experiences and outdoor adventures to relaxation and wellness. Although we didn’t have the opportunity to utilize the golf facilities during our program, they’re widely recognized as world-class. Will I return? Absolutely. I wouldn’t be surprised to see Tucson back in rotation for 2027.”

Recently, a global software technology company set its company kickoff event at JW Marriott Tucson Star Pass Resort & Spa, drawing 350 attendees. Shannon Jones, CMP, senior manager of meetings with Destination South Meetings + Experiences in Hendersonville, TN, says the program was required for all internal employees so location didn’t determine attendance. However, she says, “Tucson and the resort made it an exciting meeting to attend.”

The CVB assisted during the selection process, and by all accounts, Jones, says, “the group was well taken care of and presented with a great site visit and diverse options for the program.” This was the company’s second year at the resort. “They chose to return because of the success in year one,” Jones says, noting that the property underwent a large-scale remodel between years one and two that made the second-year experience even better than the first.

Resort staff also made a difference. “The CSM team was exceptional from the start. Service staff was topnotch, from the team in shipping & receiving to the banquet captain and hotel leadership,” Jones says. “We had clear lines of communication, and it truly felt as though every team member was on board collectively working toward the same common goal. We were definitely spoiled. The service levels are high, and it’s a sense of confidence and trust in the partnership that made us certain this would be an incredible experience.”

Jones calls the renovated meeting space outstanding. “The renovations were almost finished during our event, and the rooms are currently being completed. The updated carpet, wall colors, bathrooms, furniture and more have created a very comfortable, luxury, modern experience.”

The group used almost all the resort’s function space. “We had a large general session and multiple breakout and event spaces. We stayed within the hotel for all three days of programming and social events, and the many on-property activities, including guided hikes, golf, spa treatments and gathering as a team, kept attendees busy”

The group used a third-party AV company for general sessions, but Jones says Encore, the onsite AV team, worked on breakouts and other ancillary items and performed well. “The banquet food from the kitchen was some of the best I’ve ever experienced,” she says, “and the social-event spaces were fun and offered limitless opportunities to create unique experiences.”

Jones hasn’t visited other Tucson properties, but says she’d definitely return to the JW Marriott Tucson Star Pass. “Besides the physical resort being stunning and luxurious, the staff and teams from every level of service and partnership were topnotch. As a planner, it’s important to me to find teams I can trust who will walk beside me through the experience. We all felt like one team the entire time, and that’s crucial for me and for my clients.”

RedBuilt held its annual sales meeting last year in Tucson in part because of the weather, but also because “Tucson has unique history that we were able to use to help influence some of our events,” says Hayley Dunning, marketing communication specialist with RedBuilt in Boise, ID. Visit Tucson was another positive. “I’ve never had a city as helpful in the planning process. We utilized the ‘You fly, we buy’ feature to tour Tucson and the hotels, which was so important as we’d never been to the city.”

Many factors drew the group to Loews Ventana Canyon Resort, including golf. “One factor was availability. Our program dates coincided with Tucson’s Gem and Mineral Show, meaning limited hotel availability,” Dunning notes. “We also were looking for a hotel large enough for our group without feeling so large we’d be lost in the masses. The resort has a great Western Town venue on property; we had a whole evening themed around that space. Pricing and amenities were also within our budget and what we were looking for.”

RedBuilt used the Kiva Ballroom for meeting space and the awards gala. “We used Coyote Corral and the Ventana Room for evening events. The basic décor in the hotel was good, but we added centerpiece items for our evening events that went along with our themes.”

Dunning encourages planners to contact Visit Tucson. “Using Visit Tucson as a resource for our event was crucial. They helped us find properties we may not have found on our own.”

There’s Always Something New

From Flagstaff to Phoenix to Tucson, Arizona has a wealth of opportunities for groups and continues to up the ante. Recently completed renovations include Kimpton Hotel Palomar Phoenix, Hotel Valley Ho in Scottsdale, Grand Hyatt Scottsdale, Hilton Scottsdale Resort & Villas and JW Marriott Scottsdale Camelback Inn Resort & Spa. Recently rebranded Kimpton Miralina Resort & Villas is the first Kimpton in Phoenix, while Scottsdale welcomed the new Remi Scottsdale Autograph Collection.

Coming soon is the Denū Hotel & Spa, and the Atari Hotel is coming in 2028. Both are in Phoenix, and VAI Resort in Glendale is also slated to open later this year. The Phoenix Convention Center also revealed major upgrades that are sure to please planners.

Big or small, north or south, Arizona cities easily meet the many varied needs of planners and groups whatever they may be. Whether you’ve never met in Arizona or met there multiple times, the state should be at the top of your go-to meeting destinations list. |C&IT|