Atlantic Paradise Island offers five hotels in one resort and plenty of amenities. Courtesy Photo

It’s not hard to imagine why meeting professionals seeking the wonder of turquoise waters, white sandy beaches, and the warm sun of the tropics, come together in the Caribbean. Who doesn’t like to combine business and leisure? While this tropical destination might create a certain expectation for the meeting — less emphasis on work and more on vacation for the attendees — it is an exceptional choice for business travel.

Recently, Janelle Thompson, donned her meeting planner hat to plan a meeting for the Insurance Association of the Caribbean at the Atlantis Paradise Island in the Bahamas.

“My experience working with Atlantis as a planner was truly outstanding. The staff’s unwavering commitment to excellence was evident at every stage of the event,” says Thompson, who currently serves as CEO of the association.

“From meticulous planning to flawless execution, their professionalism shone through. The attentive and courteous demeanor of the staff elevated the overall experience, making it a top choice for future corporate gatherings. I highly recommend their services for seamless and successful events.”

Atlantis Paradise Island features over 500,000 sf of meeting facilities and conference spaces. From awards banquets to swanky parties to gourmet board of director dinners, the resort can design food and beverage offerings and spaces to accommodate each group’s specific needs. And for each attendee staying at Atlantis Paradise Island, they can embark on the adventures that the resort offers — from the venue’s 141-acre waterscape to gaming lessons in the casino, to awe-inspiring marina life exhibits to hitting the links at the golf course that offers stunning ocean views.

Elsewhere in the Bahamas, Baha Mar is the leading luxury resort destination in The Bahamas, and is home to iconic oceanfront hotels including the Rosewood Baha Mar, SLS Baha Mar and the stylish and modern Grand Hyatt Baha Mar, which offers stunning views of the ocean, dramatic architecture and modern luxury.

Grand Hyatt Baha Mar offers over 200,000 sf of indoor and outdoor event space, including one of the largest facilities in the Bahamas — the 82,000-sf Baha Mar Convention, Arts & Entertainment Center, ideal for events of all sizes including day and night events, conventions, receptions and smaller-scale meeting rooms.

The Greenfield Group, Corp. (TGG), is a Dallas-based full-service experiential event agency pioneered by Cassandra and Jason Greenfield in 2013. Chief operations officer, Jason Greenfield says the company was founded with the goal of delivering top-tier agency experiential service to organizations looking for a high-touch and a results-oriented approach to their event programs.

The Greenfield Group covers consumer engagement through sponsorship and at-retail brand activation, B2B sales meetings and trade shows, as well as internal corporate events for c-suite outings and sales incentive trips. Greenfield says event planners should consider the Caribbean for meetings and events for two key reasons: novelty and simplicity.

Atlantic Paradise Island offers five hotels in one resort and plenty of amenities. Attendees can win big at the casino, make a splash in the 141-acres aquaventure water park, swim with the dolphins in Dolphin Cay, enjoy a Junkanoo band (pictured) and more. Courtesy Photo

“If the purpose of the destination event aligns with getting away from distractions so that the focus is on the company and event, the Caribbean is the way to go. Or, if the goal is to provide a premium experience that will inspire higher internal productivity as a means of earning a spot on a future trip, the Caribbean’s idyllic beaches, premium resorts, and wide range of cultural and adventure excursions, will surely do the trick,” he says.

As for simplicity, Greenfield has found that guests are less likely to build their own agenda in a remote foreign location versus that same ambition in the States. That brings a huge peace of mind for planners and executive hosts alike.

“Planners should also consider the Caribbean because it is friendlier on the budget than your client may think. Individual meals and bar tabs add up quickly, and it spoils the relationship building aspect of the trip when the guests feel that they are being policed, and the planner has a CFO on overwatch every step of the way,” Greenfield says. “There’s a peace of mind knowing about where the costs will land as you go into the trip. If the higher airfare is a concern, consider chartering a commercial flight. We did that once for a large group coming out of Dallas, and the employees thought it was cool having their own plane.”

The Greenfield Group greatly succeeded with the Secrets’ all-inclusive properties in Mexico’s Riviera Maya. Conversely, they have taken employee-only groups to compact properties with onsite casinos in Punta Cana, Dominican Republic and San Juan, Puerto Rico. These groups were not looking for galivanting and seclusion, just great service, and easy access to gathering spots and places to play.

“If peace, serenity, and being pampered to the max is on order, Ocho Rios, on Jamaica’s northern shore is hard to beat,” Greenfield says.

He recommends planners pay attention to the “high season” and major festivals. Prices and occupation rates will spike around those events. A great, five-star or five-diamond resort will feel roomy even at full occupancy. However, the destinations’ offsite locations and entertainment options will be highly trafficked and in high demand, which can dampen the feeling of exclusivity that you’ve curated.

Also, Greenfield says planners should be sure to program down time for corporate guests, especially if plus-ones are part of the picture. You may have to wrestle with your clients on this one.

“We’ve seen companies want to pack an itinerary with meetings, mixers and departmental events where the execs can have facetime with their employee groups,” Greenfield says. “All of that is valuable, but it will be regarded as a miss if you make the effort to get people to a premium destination and then don’t give them a chance to explore it on their own terms or just relax.”

U.S. Virgin Islands

The U.S. Virgin Islands (USVI) offer both meeting attendees and meeting planners a unique and enticing experience for corporate events.

The scenic beauty of the USVI is one of the biggest draws for both meeting planners and attendees alike. The region boasts breathtaking turquoise waters and stunning landscapes, providing a picturesque backdrop for meetings and activities. Attendees can enjoy the natural beauty of the islands while attending business sessions.

Beyond the conference room, the USVI offers a wide range of group activities for team building and relaxation. From sunset sails and evening kayaking to food tours in historic towns, group horseback riding along beautiful beaches, or snorkeling in the National Park’s underwater trail, there are numerous ways for attendees to bond and create lasting memories.

“As the Commissioner of the U.S. Virgin Islands Department of Tourism, I welcome meeting planners to consider our enchanting islands for their events,” says Joseph Boschulte. “Embrace the Caribbean spirit with local music, cuisine and customs for an authentic island experience. Choose the right island among St. Thomas, St. John and St. Croix, each with its unique appeal.”

Plan outdoor activities like water sports, hiking or historical tours for unforgettable experiences. Various accommodations cater to different preferences and budgets, from luxury resorts to boutique hotels and vacation rentals. Association meeting planners can collaborate with local event planners and DMCs for valuable insights.

“The USVI is easily accessible via major airlines. Embrace the relaxed ‘island time’ pace,” Boschulte said.

Helene Falgia, the founder of Fancy Meeting You Here in Brightwaters, NY, shared her insights on choosing the U.S. Virgin Islands for a recent meeting group. She says, “We selected the U.S. Virgin Islands for our event because it perfectly aligned with our attendees’ preferences. They didn’t want to leave the country, and the U.S. Virgin Islands provided the ideal domestic travel option. The stunning natural beauty, warm hospitality and unique experiences offered in the Virgin Islands made it an excellent choice. We’re excited to continue our trips to this destination in 2024 and 2025, knowing it meets our needs perfectly.”

Indeed, the USVI offers meeting planners a wide range of versatile meeting spaces suitable for various group sizes, accommodating anywhere from five to 500 attendees. Meeting planners can find venues that match their specific event requirements.

In addition, meeting planners can find destination management support, including experienced meeting managers and destination management companies (DMCs) throughout the USVI to assist event planners with the latest technology and creative itineraries. They can help curate unique experiences and ensure that events run smoothly.

Boschulte also points to the USVI’s diverse venue options, which allow meeting planners to choose from options including first-class luxury resorts, intimate hideaways and elegant off-site locations for hosting functions. This diversity allows for tailored event planning — something that today’s attendees request.

And although the USVI are an exotic destination, the region is easily accessible with nonstop service from major carriers departing from various U.S. gateways. U.S. citizens do not need passports to visit, simplifying travel logistics.

“The U.S. Virgin Islands provide an ideal combination of natural beauty, diverse activities, versatile meeting spaces, and destination support for both meeting attendees and planners,” Boschulte says. The islands offer a unique blend of business and leisure, making it a compelling choice for association events.

To make attendees’ experience within the USVI memorable, meeting planners should encourage sustainability practices during events, such as reducing plastic waste and supporting local conservation initiatives — activities which align with the USVI’s commitment to environmental responsibility.

When planning an association event in the USVI, try to highlight the area’s rich history and culture with cultural performances and visits to historical sites and invite local artisan to showcase their art to give attendees a taste of the region’s heritage.

Aruba

Thanks in part to its miles of glorious white-sand beaches and many all-inclusive resorts, Aruba has become a mecca of sorts for meetings and events. Windswept vistas, crystal-clear waters, colorful colonial buildings and uncrowded beaches serve as the backdrop for many of these association gatherings. In addition to being a beloved destination for sun-seekers, Aruba’s many resorts offer exceptional meeting venues that leave both planners and attendees wanting more.

Hyatt Regency Aruba Resort Spa and Casino offers event attendees the perfect space to connect on One Happy Island. The 12-acre beachfront resort fronts miles of soft white sands for attendees to explore. Also Hyatt Regency Aruba is a respite, offering attendees a place to “get away from it all,” its central location in the heart of Palm Beach, so group attendees are always just minutes from indoor or outdoor resort meeting and event spaces, activities, neighborhood entertainment, boutique shopping, or setting sail on a sea excursion from the resort’s pier.

The resort also features more than 33,000 sf of indoor and outdoor function space. The largest indoor space is 5,500 sf, while the largest outdoor space is 4,908 sf, accommodates up to 700 attendees, and is a stunning, idyllic beachfront setting for a gathering in the sand.

The event lawn can host up to 250 attendees, and offers wonderful beach and pool views. Perfect for cocktail parties, coffee breaks, elegant dinners and luncheons, the event lawn is a favorite of many planners.

For smaller events, the resort’s Beach Palapa space is ideal for small receptions and dinners and can accommodate up to 80 guests. For more grand gatherings, the Regency Ballroom features 5,290 sf of event space and can accommodate up to 600 attendees.

Attendees can enjoy free time at one or both of the two unique pool settings — a serene beachfront adult pool off the Trankilo Wing or the activity pool in the central courtyard, featuring a fun-for-all-ages two-story water slide and swim-up bar and grill. The resort also has nine restaurants and bars, an 11,200 sf casino, a rejuvenating spa, a fitness center, as well as tennis and pickleball courts.

Puerto Rico

Considered to be one of the most beautiful, culturally diverse and accessible islands in the Caribbean, Puerto Rico is a sunburst of tropical indulgences. People don’t just go to Puerto Rico to lie on the beach, they also go for the golf, tennis, snorkeling and windsurfing. If this is paradise — and many say it is — it affords all the advantages of U.S. meeting destinations, with plenty of exotic flourishes to savor. Even veteran meeting planners, accustomed to crossing off names of destinations with “been there, done that” abandon, find themselves returning year after year to this palm-swept Caribbean jewel.

And one of the biggest draws to Puerto Rico is the Puerto Rico Convention Center. With 600,000 sf of event and meeting space, the convention center can host up to 10,000 attendees and offers a wealth of different space configurations to meet the needs of large and small gatherings. In addition, many unique venues for meetings and events dot the Puerto Rico area — from historic casinos to famous rum distilleries, to all-inclusive resorts — offering distinctive meeting experiences for attendees.

Dominican Republic

In recent years, the Dominican Republic has grown in popularity for Caribbean-minded meeting planners. And for good reason. Teeming with historical and interesting sites amid gorgeous environs (think tropically landscapes, cobblestone streets and colonial architecture), the Dominican Republic offers a vibrant, yet relaxed experience for meeting attendees.

A favorite resort destination for meetings and events is the Casa de Campo Resort and Villas in La Romana, Dominican Republic. Considered to be a luxury wellness destination, Casa de Campo is the ideal place to mix business and pleasure. Here, attendees can enjoy unique spa services, golfing along the Caribbean Sea.

Cayman Islands

Uncovering what the Cayman Islands offer meeting and event attendees only takes a small sense of adventure. And while the Cayman Islands may feel like a truly exotic locale to host an association’s event, it is a cosmopolitan place filled with rich local culture, beautiful landscapes, and venues filled with event options that will surprise and delight attendees.

According to the Cayman Islands Department of Tourism, the region offers a variety of indoor and outdoor event venues — from stunning oceanfront spaces to luxurious five-star resorts, including such gems at The Ritz-Carlton, Grand Cayman, The Westin Grand Cayman Seven Mile Beach Resort & Spa, and the Kimpton Seafire Resort & Spa. In addition, attendees can revel in the myriad of team-building opportunities throughout the region, including snorkeling, beach scavenger hunts, golf and other activities.

Coming together in the Caribbean, a special place where the locals’ everyday treasures become your meeting space and playground is quite an experience, and the level of service and venue options are at the highest level — comparable to any other place in the world. | AC&F |