Luckily, there’s plenty of shoreline on either side of the state, because attendees can’t seem to get enough of Florida’s pristine beaches. Photo Courtesy of Hilton Sandestin Beach Golf Resort & Spa

From airlift to weather to integrated venues, Beau Ballin is sold on the Sunshine State as a meeting destination for biotech company Regeneron.

“Florida’s hospitality industry is exceptional, unmatched,” says Ballin, who serves as executive director, global meetings and conventions for the Tarrytown, NY-based firm. “From hotel staff to transportation providers and event partners, the level of service stands out — especially near Walt Disney World, where service standards and training are especially high.”

Renowned for its beaches and theme parks, Florida avails an impressive variety of backdrops, offering options for almost any style of gathering, every budgetary consideration and any month of the year.

Orlando

In choosing Orlando for a large commercial event, Ballin says a large portion of the attendees were based on the East Coast, and plenty of direct flights were available at relatively low cost.  “The travel is easy and affordable, and holding the meeting in April meant we could rely on warm, stable weather — ideal for both travel and the overall attendee experience,” he says. Ballin also points to a number of integrated venues in Orlando and Florida — large properties that offer ample meeting space, allowing companies to keep attendees onsite, rather than using multiple hotels or offsite convention centers.

For this year’s national meeting, Regeneron selected the Walt Disney World Swan and Dolphin and Swan Reserve resorts — which are side-by-side properties with a total of 2,619 rooms, all within walking distance of Disney’s Hollywood Studios and Epcot theme parks. Ballin says one of the main advantages is the extensive onsite meeting space, which allows for all functions to be hosted without requiring an external convention center.

For this year’s national meeting, Regeneron selected the Walt Disney World Swan and Dolphin and Swan Reserve resorts. Photo Courtesy of Regeneron

“Our greatest need was meeting space,” Ballin says. “Specifically, the ability to support over 120 breakout sessions across different business units. This offered everything we needed — capacity for our entire group, flexible meeting and function space and a proven track record of exceptional execution.”

Following the addition of the Swan Reserve, a 349-room standalone boutique hotel, the Walt Disney World Swan and Dolphin announced its largest-ever renovation and expansion — a $275 million investment underscored by the addition of 120,000 sf of event space to the current meeting and convention floor plan. Including modernized upgrades to existing meeting spaces and Swan guestrooms, along with technology enhancements throughout the property, the expansion project will bring the facility’s total meeting space to 469,000 sf.

The unique suite configurations at the Swan Reserve, with in-room conference tables, added over 100 potential breakout spaces.

“Access to three connected properties and the ability to convert suites into meeting rooms was a major asset,” Ballin adds. “Additionally, as a Marriott property, we could leverage existing relationships for cost savings. Most importantly, the team made us feel genuinely valued from the first conversation through contract negotiations. They think through every detail and work collaboratively to ensure both planners and attendees have a seamless and memorable experience.”

All events were hosted onsite, including dine-arounds across multiple restaurants within the Disney ecosystem, and Ballin says the F&B service was excellent.

“Menu options were plentiful, and the team remained flexible to our needs,” he says. “This is one of the first meetings in my career where the post-event surveys regarding food and beverage came back with a perfect rating — 100% of the comments were positive.” The icing on the cake was the discounted tickets for the Disney parks, which were a big hit for attendees who opted to extend their stay.

Even More Options

For a series of three conferences and a business summit last year, Dart Container of Michigan chose to go just off the Disney property, to the new 433-room Conrad Orlando.

“If you want to have your event at a property you know your attendees will rave about, the Conrad Orlando is definitely where you should go,” suggests Angela Cairo, travel and events manager for Dart. “As a planner, you’ll have an exceptional team behind you, making sure that your event is planned and executed to perfection. We are bringing two more conferences to the Conrad later … for these reasons.”

Situated within the 1,100-acre Evermore Orlando Resort, the Conrad Orlando draws inspiration from Florida’s natural springs and an adjacent 500-acre preserve, allowing the design to synchronize with the area’s natural landscape to create a seamless indoor-outdoor environment. A variety of distinct dining venues, a serene spa and Evermore Bay — which comprises an 8-acre crystalline lagoon and expansive pool complex — round out the hotel facilities.

Although the Dart meetings topped out at 104 attendees, the Conrad Orlando can host considerably more, as it boasts over 65,000 sf of technology-focused indoor/outdoor meeting and event spaces, including the 15,000-sf Acacia Ballroom. Offering a variety of possible configurations, the hotel’s group space includes a second ballroom, nine meeting rooms, three expansive terraces, the Lotus Boardroom and the multipurpose, turfed 9,000-sf Lyonia Lawn.

Cairo notes that, as a manufacturer of disposable goods, Dart is very specific about where and when the company’s products are used.

“We ship in our own products to use for water service, coffee breaks, boxed lunches and pretty much any other event that uses disposable products,” she says. “The Conrad Orlando is the first hotel I have worked with that never gets it wrong — their banquet staff is amazing.” Cairo also lauds the hotel’s conference services manager for knowing what the group would need before they did. “Once onsite, the entire Conrad team was spot-on — there’s not a single detail that was ever overlooked. They make my job easy,” she adds.

Dart arranged to provide attendees with half-day theme park tickets, an option that Cairo says worked well with the meeting schedule. One hiccup was that although guests had positive things to report about their dining experiences — mostly at Disney Springs, which Dart provided transportation to — tables couldn’t be reserved more than 30 days ahead. “Finding a reservation at preferred times was challenging,” Cairo says.

Ranked #1 … Again

In May, Orlando was named number one on Cvent’s annual list of Top Meeting Destinations in North America — for the 10th time. With its selection of theme parks and almost 500 hotels with over 130,000 guestrooms, as well as the Orange County Convention Center (OCCC) — one of the largest convention centers in the country — Orlando is an ideal destination for successful and memorable events.  But perhaps what also keeps the destination at the forefront is its ability to reinvent itself and expand on past successes.

For instance, May saw the grand opening of Orlando’s first new theme park in 25 years, as the curtain rose on Universal Epic Universe. Opening with over 50 attractions, the 750-acre expansion represents a huge second campus for the company, four miles southeast of the original Universal theme park gate. The expansion also includes three new Loews Hotels: Universal Stella Nova Resort, Universal Terra Luna Resort and Universal Helios Grand Hotel, a Mediterranean retreat. The Loews Orlando portfolio at Universal now includes a total of 11 hotels and 11,000 guestrooms.

Even Walt Disney World Resort President Jeff Vahle couldn’t help but pass along compliments to this longstanding competitor, saying: “It takes great passion and dedication to bring new projects to life. Best of luck to the Universal Orlando team with the opening of Epic Universe! Another big win for tourism in Florida.”

Elsewhere, the Caribe Royale Orlando Resort just announced a brand-new ballroom and breakout rooms. Opening this fall, the 13,087-sf Coral Ballroom will have 25-foot ceilings and the ability to be broken into three sections. In addition, the Martinique Breakout Rooms will be five flexible 900-sf spaces designed for smaller sessions and executive gatherings and, combined, the breakouts can accommodate up to 300 guests for banquets and 480 guests seated theatre-style. In total, the additions will bring the Caribe Royale Orlando’s meetings and convention space to just over 260,000 sf.

Orlando’s Rosen Hotels & Resorts — in business for 50 years now — offer another exceptional option for corporate event planners in search of world-class event venues, luxurious accommodations and unmatched hospitality. Providing more than 200,000 sf of combined event space, the ever-popular Rosen Plaza and Rosen Center both connect to the Orange County Convention Center and its 2.1 million sf of exhibition space. Not far away, the Rosen Shingle Creek is another excellent choice for large meetings. The 255-acre venue features 524,000 sf of total dedicated event space and is home to one of the largest column-free ballrooms (95,000 sf) in the U.S. All three properties are conveniently located near the international airport, as well as major attractions and theme parks, making Rosen a premier choice for unforgettable corporate events.

Meanwhile, last year, less than two miles north of OCCC on International Drive, the teams behind the popular Mango’s Tropical Café and Baires Grill opened Corazón by Baires, which offers an immersive dining experience, presenting classic steakhouse fare with a Latin American flair. The restaurant’s new 4,000-sf Kali Dining Room features state-of-the-art technology and a dynamic soundscape and LED installations, catering to memorable experiences for groups of more than 200, with plated dinner service options or receptions that include craft food and drinks.

New Options Emerge

Across Florida, whether planners require small venues or larger ones, new destination options continue to emerge for meetings, conventions and incentive programs. Chief among them is Miami, where Michelin has awarded a total of 16 restaurants either a one-, two- or green-star rating.

As for elite venues, the long-awaited groundbreaking of the Grand Hyatt Miami Beach took place in May, with an opening expected in late 2027. The 800-room hotel will be the first directly connected to the Miami Beach Convention Center (MBCC).

In addition, last December, the legendary Fontainebleau hotel unveiled its new Coastal Convention Center, a $100 million, five-story facility that adds 45,000 sf of state-of-the-art meeting and event space to the resort. The center enhances Fontainebleau’s existing 200,000 sf of indoor/outdoor event space, positioning the property as one of South Florida’s premier destinations for large-scale conferences.

Beyond that, this year, Loews Miami Beach Hotel will remain open while it undergoes a complete guestroom transformation, introducing a refreshed interior and bathroom design, as well as other refined enhancements. The guestroom renovation is slated to be finished in November to complete the full resort renovation which started several years ago.

Elsewhere, the Confidante Miami Beach reopened in May as the 287-room Andaz Miami Beach.  The 1940s Art Deco elements of the hotel’s original tower — the first skyscraper in Miami Beach — have been retained, and event attendees will enjoy a full-service spa, beach club and 10,000 sf of meeting space. The Andaz’ destination restaurant, The Bazaar by José Andrés, is scheduled to open later this year.

Art Deco grand dame The Shelborne has received a full renovation and also recently reopened. The hotel is located within walking distance of MBCC, and guests will return to brand-new dining experiences and a fully reimagined 251-room property that pays homage to its original architecture. The hotel’s indoor/outdoor meeting space spans more than 30,000 sf and includes the almost 2,000-sf Calico Ballroom.

When hosting an 80-attendee healthcare conference, Wedbush Securities chose Miami for its world-class venues and accommodations, melting pot of cuisines and favorable weather. “We selected March, as it’s ideal for outdoor events,” explains Millie Khoe, vice president, head of event management and strategy for Wedbush. “Hosting in Miami Beach provided scenic views and beachfront access with a secure and paved walking or jogging path that is ideal for travelers to stretch and get their early-morning energy boost.”

Wedbush selected The Palms Hotel & Spa, a 251-room property that offers relaxed style and specializes in smaller events. The venue’s event space spans 8,000 sf and includes nine indoor meeting rooms, along with its South Lawn, an outdoor setting replete with tiki huts and ideal for hosting garden parties, galas and al fresco feasts.

“It’s an ideal boutique hotel for under 100 people,” Khoe says. “Having the Veranda and Gazebo Lawn located outside the meeting room was super-convenient. It’s centrally located and walkable to restaurants and shops.” While Khoe says travel options to Miami International Airport (MIA) are plentiful, she cautions that airport transfers can be lengthy, depending on time of day. “If you travel during peak commuting hours, expect heavy traffic. My recommendation is to arrive after the rush hour and depart early morning from MIA.”

Location, Location, Location

When it came time to select a centrally located destination for a meeting targeting dealers based in the southeast, Goodyear Tire & Rubber chose Jacksonville.

“Location, location, location,” says Jill Sobczak, senior program manager, BCD meetings & events/contractor for Goodyear. “Jacksonville was a good fit for us because of the cost, safety and overall location near a good number of customers.”

Goodyear contracted with the Prime F. Osborn III Convention Center for meeting space and meal functions. “They had great technology and flexible breakout meeting space for our event, plus complimentary parking,” Sobczak says. “Savor provided the catering and offered a wide variety of options within Goodyear’s budget.”

As the nation’s only Southern railroad station converted into a state-of-the-art meeting facility, the Osborn Convention Center is a unique asset for Jacksonville. The Grand Lobby is an iconic space with 75-foot ceilings and marble walls alongside a majestic fountain and expansive terminal columns, all of which creates a venue suited to glamorous events. In all, the center features 78,000 sf of exhibit space divisible into two separate halls.

For lodging, Sobczak says the nearby 354-room Marriott Jacksonville Downtown is conveniently located. Although Goodyear did not use it, the hotel provides 12,972 sf of meeting and event space. “It offers great views of the riverfront and city at an affordable sleeping room rate,” Sobczak adds. “The … rooms were comfortable, newly decorated and furnished with smart TVs. They also provided complimentary Wi-Fi, onsite restaurants, room service and a fitness center.”

“The Marriott Sales Manager was my dedicated point of contact,” Sobczak adds. “She was very responsive to my needs, was flexible, professional and provided support in negotiating the terms and conditions of the event contract. While factors like the location and amenities are important, the proactive and solution-oriented approach can significantly impact [our] success, and knowing that I have a responsive and capable team on the hotel side is invaluable.”

Elsewhere, just north of Fort Myers, the 785-room Sunseeker Resort Charlotte Harbor in Punta Gorda hosted a summit meeting of the Air National Guard Fire Chiefs last year. The resort sits at the edge of Florida’s second-largest harbor and is about six miles from Punta Gorda Airport, which is served exclusively by ultra-low-cost carrier Allegiant Air from airports in the Northeast. However, other airlines travel in and out of Southwest Florida International and Sarasota Bradenton International airports, which are both less than 60 miles away.

Cheryl Faust is senior director of global accounts for HelmsBriscoe, which oversaw the 650-attendee event. She says Sunseeker was chosen because the resort was able to house the entire program using a short-term proposal process.

“With the hotel opening just six months prior to this event, they hadn’t sold out the summer dates,” Faust explains. “On a tighter budget, the group was able to afford a five-star experience.  Being able to have the entire conference under one roof made the resort ideal.”

Sunseeker features a variety of original standalone restaurants as well as stylish bars and lounges, plus two poolside offerings and a 25,000-sf food hall experience. The property also provides 60,000 sf of indoor/outdoor meeting and event space overlooking the harbor, sufficient to host up to 1,200 attendees. Although the resort is waterfront, beaches are 30 minutes away by car. Instead, Sunseeker can arrange sunset cruises, kayak tours and standup paddleboards. Also, the Aileron Golf Club — a championship-level, 18-hole golf course — is available exclusively to guests at the resort.

For groups seeking active experiences offsite, the PicklePlex of Punta Gorda offers 24 pickleball courts, including lighting for night play — which makes it ideal for staging a pickleball competition, an afternoon of lessons or simply open play. In addition, the King Fisher Fleet has three large boats accommodating groups of up to 140 for sunset cruises, excursions to offshore islands and celebrations.

Says Faust: “This group’s focus is networking among themselves, and Sunseeker made this attainable. With two pools, the golf course, fitness center and restaurants, the Air National Guard had activity options and entertainment for the whole group.”

Fort Myers

Fort Myers is another exceptional destination for corporate events, combining business-friendly amenities with the charm of a Gulf Coast paradise. In a city known for its warm hospitality, planners will also find state-of-the-art meeting venues, upscale accommodations and seamless logistics to make their job easy. In addition, the convenient Southwest Florida International Airport ensures easy access, while year-round sunshine and stunning beaches create an inspiring atmosphere for productivity and relaxation, with unique team-building opportunities, such as sunset cruises and nature tours.

Fort Myers is home to waterfront resorts such as Margaritaville Beach Resort, which boasts more than 20,000 sf of indoor/outdoor space.

Another popular destination, the Marriott Sanibel Harbour Resort & Spa, hosted a 200-attendee clinical summit for Bon Secours Mercy Health. Colleen Machcinski, executive coordinator to Bon Secours’ president and CEO, had been to the hotel in the past and says she has always loved it. “I admire the charm and overall vibe of the upscale resort — the property has an abundance of elegance, yet it is not pretentious,” she says.

The 347-room venue features about 45,000 sf of total indoor/outdoor meeting space, including the 9,684-sf Palms Ballroom and two smaller ballrooms, as well as 13 meeting rooms. Last year, following destruction brought by Hurricane Ian, Marriott Sanibel Harbour completed a $35 million renovation, which included an overhaul of guestrooms, event space and all six of the resort’s restaurants, as well as the redesign and rebuilding of an onsite spa.

“All the meeting space is on one floor,” Machcinski explains. “We do a lot of breakout sessions, and this is a major plus for us, in addition to having a large area for general session. While the property is spread out, it’s easy for a planner to keep track of all activities. Plus, we had no issues with our attendees getting lost.”

Machcinski notes that she did not receive one complaint regarding staff during the event. “We could not have been more grateful for their attention to detail and the promptness of any request,” she adds. “We had to spring a few changes at the last minute, and there were no issues.”

Says Machcinski: “We have already secured next year at the hotel. While the resort did have some hurricane damage, you need to plan a site visit and take a look. We are so excited to come back next year and see even more improvement to the area — it’s an excellent hotel with quality staff, and a beautiful destination.”

Elsewhere, the renovated Bradenton Area Convention Center is tracking for a late summer opening, after which the venue will offer expanded meeting and event space. Among the enhancements, a 14,000-sf ballroom with pre-function space is being added, along with a climate-controlled corridor to connect the convention center with the new 252-room Palmetto Marriott Resort & Spa, which opened last year and features more than 10,000 sf of meeting space, including the 7,328-sf West Coast Ballroom.

South Walton: Where Life’s a Beach

Top performers deserve to enjoy the country’s top beaches, so if you’re planning an incentive trip for attendees to relax and recharge in style, South Walton offers the perfect blend of leisure, luxury and inspiration.

Nestled into northwest Florida’s Emerald Coast, this upscale oceanfront destination features 26 miles of sugar-white sands situated on the Gulf of Mexico’s emerald waters. And with its array of world-class resorts, fine dining, shopping, a lively arts scene and more, groups will also find a range of options for unique team-building experiences — everything from paddleboarding on coastal dune lakes to networking events at rooftop venues with panoramic views of the water.

With their quaint charm, unique coastal communities including Seaside, Rosemary Beach and WaterColor each boast their own distinctive vibe, giving South Walton a feel that is both relaxing and sophisticated at the same time. Plus, getting there is a breeze, with nearby airports in Destin and Panama City. So, whether you’re hosting a recognition retreat, a leadership summit or some other special event, South Walton is an equally special destination — a place where corporate incentives are transformed into unforgettable coastal experiences.

One of America’s Best Beaches

Beaches in the St. Petersburg-Clearwater area rank among America’s best, but this destination was new for Alyse Pashman, CMP at East Coast law firm McCarter & English.

“For our annual partner retreat in March, our attendees long for a warmer climate that is easy to travel to,” Pashman says. “We have held this event in Miami for many years, but Clearwater Beach came into play when I learned it’s only a 30-minute drive from Tampa, an airport with daily flights from our home airports. After a site visit, I was impressed with how walkable the beach area is and how it had a more laid-back vibe compared to Miami.”

McCarter & English selected the Wyndham Grand Clearwater Beach for last year’s gathering.  “We chose the resort because it has a great location, right in the middle of things, and it’s easy to walk to beach bars and watersports,” says Pashman. “We needed the hotel to be ADA-accessible and had no problems there. We needed an outdoor space for our opening reception, which was held at the pool. We also needed a reserved area by the pool for our VIP break, and we needed a space for our final dinner, other than the ballroom, so we took over their onsite restaurant, Ocean Hai.”

“They have a very nice room product — I soon learned that their food is great and their staff even greater,” Pashman adds. “I personally aspire to work with a responsive staff for large events like this. After a wonderful experience [last year], I was thrilled to work with most of the same team in March.”

To organize smaller group activities, such as deep-sea fishing and a tiki paradise boat ride, Pashman collaborated with a DMC, Florida Destinations, which also assisted with airport transfers. Last year, her group held an offsite at a Mexican restaurant on the water, but this time she needed something different.

“My only challenge [this year] was finding a new location that would fit 200 people and a band for our offsite dinner,” Pashman says. “I didn’t want to go Marina Cantina two years in a row, but there are not a lot of places that can fit groups of 20 or more for meetups. I was happy I remembered visiting the Hilton Clearwater Beach, which had great terraces with room for our firm band to play.”

Says Pashman: “The Wyndham Grand Clearwater has a great team to work with… A group of 200 felt like the big fish in the space and we were well taken care of.”

All Roads Lead to Tampa

Just over Old Tampa Bay and the Causeway, the city of Tampa will be hosting the prestigious, invitation-only PCMA Foundation Partnership Summit in September of this year. Planners who attend will find a transformed destination — one that features more than 2,500 new hotel rooms added in the past three years, a Tampa Bay Convention Center fresh from a $44.5 million expansion and renovation and five restaurants awarded Michelin stars last year. One of those stars landed on the sleek and stylish 172-room Tampa Edition, which features Chef John Fraser’s acclaimed Lilac restaurant.

The Edition is one element of Water Street Tampa, the massive $3 billion waterfront development that has revitalized the area surrounding Amalie Arena, home of the NHL’s Tampa Bay Lightning. Here, the 2.6-mile Riverwalk winds alongside the Hillsborough River past parks, hotels, museums, the convention center, bars and restaurants.

This January marked the first year that Lansing Building Products has changed the locations of its annual national sales meeting, and Claudia Collingwood, the company’s national events director, says that’s because Tampa checked a lot of boxes for her group.

“I was impressed,” Collingwood says. “The city is clean and well-maintained, and I have to say, unfortunately, there are not currently many destinations where I feel comfortable venturing out of my hotel for a run by myself. But the Riverwalk was amazing, and I felt completely secure. I think that speaks volumes about Tampa’s leadership and management.”

“There were so many wonderful areas and options to choose from in Tampa,” she adds. “During my first visit, Visit Tampa Bay took me on a very comprehensive tour of the city, which afforded so many possibilities for offsite events during our stay. It was informative about the city’s rich history, which I was able to incorporate into some of our events.”

For the event, Lansing chose to base the 285 attendees at the JW Marriott Tampa Water Street. The 519-room property boasts 122,287 sf of meeting and event space, including a 30,000-sf ballroom, the largest event venue in the city. Collingwood calls the JW Marriott “an absolutely outstanding conference hotel — on every level.”

“I knew immediately when I met our planner that this was going to be our best annual meeting yet — and they delivered,” she adds. “From our planning site to wading through hundreds of pages of detailed BEOs, our planner was impressively competent, responsive and resourceful.  The JW’s conference concierge staff were well-versed with our program and did an amazing job of anticipating our needs.”

“There are so many different opportunities and locations to discover in Tampa to enhance your attendees’ experience,” Collingwood adds.

The group had a smaller team dinner at Donatello, which, she notes, was outstanding, as well as a dinner cruise for all 285 attendees on the largest of the Starship Yacht fleet, which was also well-received.

Says Collingwood: “For future offsite events I hope to utilize Tampa’s street cars for travel to and from. What a great resource — and best of all, it’s free! It was hands-down the best meeting experience we have had to date.”

Seminole Hard Rock Hotel & Casino Hollywood: A Safe Bet for Elite Events

For planners in search of a bold, high-energy setting for elite corporate incentive events, choosing Seminole Hard Rock Hotel & Casino Hollywood is like hitting the jackpot. Home to the world-famous Guitar Hotel, this iconic South Florida resort sets the standard with over 120,000 sf of flexible meeting space, as well as luxury accommodations and a vibrant mix of venues for entertainment, dining, shopping and relaxation. Groups can unwind at the 13.5-acre pool lagoon, indulge at award-winning restaurants or test their luck at the state-of-the-art casino.

A unique blend of glamor, sophistication and South Florida style, the Hard Rock delivers a VIP experience that will both reward top performers and motivate them for more. Just minutes from Fort Lauderdale-Hollywood International Airport, the resort is as convenient as it is unforgettable. Whatever the event format — a flashy, high-energy awards gala, an immersive executive relaxation retreat or something in between — choosing the Hard Rock Hotel & Casino Hollywood is never a gamble. C&IT