Aruba’s Eagle Beach offers soft sand and a tranquil backdrop beckoning planners to soak in the Caribbean sun. Photo credit: Aruba Tourism Authority

With more than 7,000 islands and islets, the multinational Wider Caribbean Region (WCR) gives meeting planners a vast array of choices, from uninhabited cays and islets for recreation and team building to independent destinations, each with its own distinctive cultural and geographical appeal. While sun-drenched beaches and stunningly clear aqua waters may be the main draws, these islands might also have mountains, rainforests, volcanoes or even bays that light up at night in bioluminescent splendor. Then there are islands such as Puerto Rico and the U.S. Virgin Islands (St. Thomas, St. Croix and St. John) that are not international at all but still culturally vibrant tropical destinations within the United States — no passport or Babbel app required. All of that begs the question: Where will you set your next meeting?

The Bahamas

Its dazzling white-sand beaches, turquoise waters teeming with sea life and welcoming island spirit make the Bahamas a prime choice for groups of all kinds. The Bahamas are located in the Atlantic Ocean, not in the Caribbean Sea, yet they’re still part of the WCR and their beaches and waters are no less alluring. A mere 50-minute nonstop flight from Miami, and with great airlift to other cities, Nassau is one of the closest islands to the U.S. mainland. Here planners can find renowned resorts, such as the popular Atlantis Paradise Island, which has more than 3,800 rooms and amenities such as a 141-acre water park and an open-air marine habitat with more than 250 species.

Atlantis Paradise Island is where Molly Alton Mullins, president of Kellen and executive vice president of NAHAD (the Association for Hose and Accessories Distribution), set the group’s annual convention with 900 in attendance a couple years ago.

“The location offers a relaxed beach environment complete with amenities and a large convention area,” Mullins says. “Those are all elements NAHAD loves when planning a convention.”

She says NAHAD attendees were very interested in going to the Bahamas and especially love locations where they can bring family along. The convention included a number of events where all registered guests, including families, were welcomed. “Many attendees came early and stayed late,” Mullins says, “and our guest attendance rates were quite high.”

Although the attendance numbers weren’t among the group’s highest ever, Mullins points out that the pandemic still had an effect at that time on travel, especially for international members.

Mullins adds that, actually, the meeting was originally scheduled during the pandemic, but had to be rescheduled, and the venue was very accommodating. That flexibility was the key to success. She explains, “This meeting was originally supposed to happen in 2020, and the team was great to make changes according to our current needs and to evolve along with our program.”

The fact that the group could have all of its meeting space, networking events and hotel accommodations in one place factored into the decision to meet at Atlantis Paradise Island. Mullins also notes that easy shipping of supplies to the resort was a plus. “There’s a unique process in place for shipping to the Bahamas, and Atlantis in particular. It was seamless, and something to ensure attendees are aware of.”

Cove Beach at Atlantis Paradise Island Bahamas offers a secluded spot with stunning ocean views. Photo credit: Atlantis Paradise Island

Atlantis is a huge resort, and while it provides pretty much everything a planner or group could want, its size can be daunting. “We utilized almost every space on property. The only significant complaint we received,” Mullins says, “is simply how big Atlantis is and how much walking it requires.”

In addition to a lot of walking, Mullins says her group did experience some “island time” delays in set-up and execution, but none were major challenges. Her advice to planners is to make sure guests are comfortable with international locations and customs. “This was new to some of our folks, and certainly required additional information related to travel and planning.” In the end, she emphasizes, “Atlantis is a great option for an easy-to-get-to beach location that will attract attendees.”

Also on Nassau is Baha Mar, a resort complex with three hotels — Grand Hyatt Baha Mar, SLS Baha Mar and Rosewood Baha Mar — plus multiple restaurants, a water park, casino and the Baha Mar Convention, Arts & Entertainment Center. Shonna Nitzel, CMP, HMCC, MSHM, SEPC, MPP, EAS, brought a medical association to the Rosewood last year with about 400 attendees. A global meeting planner with Maritz, Nitzel calls getting to Nassau quick and convenient travel. “It’s roughly a one-hour flight from South Florida, making it one of the most accessible international destinations for U.S. groups. Lynden Pindling International Airport (NAS) is the country’s main gateway with frequent nonstop flights from many U.S. cities. Plus, it’s the first TSA Pre-Check location outside the U.S. and that helps.”

Nitzel believes Nassau definitely had a positive effect on attendance. “Registration was boosted because the weather is beautiful, people like to travel outside of the country and there were plenty of pre and post opportunities so they could bring family along,” she says.

The resort has more than great weather and a convenient location, however. Although the three hotels are separate entities, they share the beach and other amenities and connect via the casino. This, Nitzel notes, is a plus for groups of every size and budget. “Because you have three different hotels under one roof that vary greatly in style and cost, you can meet different budget parameters and still keep everyone together. And the resort’s approximately 200,000 sf of indoor and outdoor meeting space makes it fantastic for groups small, medium or large,” she says.

Nitzel calls the Rosewood Baha Mar “a lovely hotel with very good service levels, fair pricing and a good location.” All meeting spaces, she adds, “were attached to the hotel property and set up very well.” The hotel and resort also worked well for those attendees who chose to bring other family members with them. “We had spouses, young adult children, at least one sister and two families with spouses and children along,” she says. Family members were strictly on their own and not part of any scheduled association events, but Baha Mar offers plenty of activities and recreation to keep family members occupied.

While the Rosewood and Baha Mar were chosen for this particular association meeting, Nitzel points out that there are many properties on these islands for groups to consider. She says, “Nassau and Paradise Island have many versatile resort offerings, from boutique settings to upscale, full-service venues. In addition to Atlantis Paradise Island, these include Margaritaville Beach Resort, the British Colonial Hotel Nassau, Sandals Royal Bahamian, Graycliff Hotel & Restaurant and the glorious Ocean Club, A Four Seasons Resort Bahamas, to name just a few.”

She has one tip for planners as they consider setting a meeting in the Bahamas. “When planning on the islands, don’t neglect entry and exit strategies for your attendees,” she says. “Using DMC services or having a personal concierge and airport lounge available for your attendees makes all the difference in their first impression and in their lasting impression as they depart from the island.”

Aruba

Hurricane season is a non-issue when it comes to executing a meeting in Aruba, a constituent country within the Kingdom of the Netherlands. Aruba offers an engaging cultural melding of Dutch and Caribbean influences, and it enjoys a tropical desert climate, which is to say it’s typically sunny and dry for the majority of the year. That, in part, is why the Contractors Association of Eastern Pennsylvania has set six of its annual winter conferences there. The next one is planned for February 2026.

“The one thing planners should know is that the island is away from the hurricane belt, which is very important to our members,” says Diana Perez, the organization’s office administrator. “Most of our members love Aruba because you’re guaranteed sunshine throughout your stay. Once the meetings end, most of the members stay on, relaxing by the beach or partaking in other activities, such as golf. It’s a destination that helps boost registration.”

She says Aruba is a good fit for this group for multiple reasons. “First, attendees are guaranteed sunshine throughout their stay. There are direct flights from Philadelphia, and it’s very easy to get around the island, whether by taxi, bus or on foot. There are a variety price points for our members, and the quality of lodging is excellent. Finally,” she adds, “the entertainment and nightclubs are great and easily accessible.”

Perez calls Aruba “a carefree island that’s safe and friendly.” It’s also a destination to which attendees can bring family, allowing them to tack on vacation time before or after a business event, which many attendees do. Although attendee guests and families are on their own during the work events, that isn’t a problem. The resort and the island has plenty for leisure visitors to enjoy.

The Caribbean is made for adventure, from kayaking and snorkeling to off roading, horseback riding and more. Photo credit: Aruba Tourism Authority

Hyatt Regency Aruba Resort & Casino has been the base hotel for all of the group’s Aruba conferences. “One of the reasons we chose the Hyatt Regency Aruba Resort & Casino is because it was highly recommended by one of the officers as well as by several members,” Perez says. “When they vacation in Aruba, they stay at this resort because of reasonable lodging costs and the friendliness of the staff. We’ve held six conferences here and we’ve returned because our conferences have been very successful.”

All of the conference meetings are held within the resort. “We’ve held our meetings in the PADU room at the Hyatt,” Perez says, noting that the resort’s meeting rooms are easily accessible. “We also had breakfast and lunch buffet stations located outside the meeting room, which our members enjoyed very much.”

Perez says that there have been no real challenges or problems related to the hotel or the island over the six years the group has been meeting there, and both continue to be a favorite of the association’s attendees.

To other planners considering Aruba and the Hyatt Regency Aruba Resort & Casino, she says, “The hospitality of the Hyatt staff is over and beyond expectations. They make sure everything goes smoothly — and you’re guaranteed sunshine!”

Puerto Rico

Located between the Greater and Lesser Antilles in the northeastern Caribbean Sea, Puerto Rico is more than 3,000 square miles of exquisite beaches, mountains and rainforest, and is home to three of the world’s bioluminescent bays. Europeans first landed on Puerto Rico in 1493, when Columbus made his second voyage to the “New World.” Old San Juan was founded in 1521 when the Spanish made it their first permanent colony. Today, the city’s cobbled streets, ancient buildings, elegant hotels and superb restaurants remain a huge draw for visitors. But top meeting-friendly resorts and a wealth of activities are located well beyond San Juan, too.

El Conquistador Resort is located about 40 miles east of Old San Juan, high on a hill overlooking the sea and the town of Fajardo. The Automotive Training Institute has held its March SuperConference and annual member appreciation meeting at the resort twice, once with 350 in attendance and again with 800 attendees. Karen Dee, senior vice president of the institute, is a fan of the island and resort for lots of reasons. She says “This destination is absolutely perfect for our size. Mid-March delivers ideal weather, and the fact that it’s a U.S. territory means no passports for U.S. travelers, which is a huge convenience. Access is easy, and the island offers excellent lodging, entertainment and cultural experiences.”

Dee found the culture and people of Puerto Rico to be the highlights, saying, “Everyone is incredibly friendly and welcoming, making attendees feel right at home.” Then there’s the fact that Puerto Rico is clearly a destination that the members of Dee’s organization want to visit. “The excitement was immediate when we opened registration,” she says. “We sold out in less than 24 hours.”

El Conquistador also checked important boxes. The stunning cliffside views and the resort’s private venue, exclusive Palomino Island, were definitely contributing factors in the decision to base the meeting at the resort.

Dee says, “Everyone at the hotel was amazing,” but she gives much of the credit for the “seamless and stress-free” planning process and event itself to the CSM, who she calls “outstanding.”

As is often true for meetings set in the Caribbean or Bahamas, many attendees at the Automotive Training Institute’s SuperConference added vacation time onto the core convention. “Most attendees arrived early or stayed after the conference, often bringing spouses or family members along,” Dee says. At this conference, spouses were invited to be part of the meetings, but they were also offered optional tours, including to El Yunque National Forest and to Fajardo’s Laguna Grande, Puerto Rico’s most visited bioluminescent bay.

The group found the meeting and event facilities to be conveniently located and well-suited for their needs. Dee adds, “The flow of the meeting space is wonderful with lots of options for breakouts. The breathtaking views and the private island are hard to beat, but there are lots of options for outdoor events.”

Dee notes that shipping to Puerto Rico was no problem but does take time and requires some special considerations. “We didn’t experience any challenges in planning or executing our events. However, we do ship four to five pallets every year and we had to plan on extra time for the shipment to arrive. El Conquistador Resort was great and made it easy by allowing extra time and space for advance and post-event storage.”

For planners and groups that may have reservations about setting a meeting in Puerto Rico, Dee says they shouldn’t be in doubt. “Puerto Rico, and especially El Conquistador, are a dream for meetings. The culture, the people and the weather are unbeatable, and the meeting space flows perfectly. The views will amaze your attendees, and the private island is a built-in ‘wow factor.’”

If there’s one real challenge to island meetings, it may be that the Wider Caribbean Region is such a vast collection of geographically and culturally diverse tropical islands that choosing just one may be hard. Still, somewhere among them is just the right place for your group. AC&F