In Orlando, the Walt Disney World Swan and Dolphin Resort is an attendee favorite.

Many venues across Florida are catering specifically to insurance and financial meetings, helping planning professionals to create one-of-a-kind events that attendees will never forget. Thanks to its beautiful weather, easy access and awe-inspiring venues on both coasts, Florida has become the ideal location to host such gatherings, both large and small.

Heidi Brumbach, CMP, is the CEO and executive director of Technisch Creative. She recently helped a group host an awards dinner at Orlando’s Rosen Centre Hotel in conjunction with a large conference at the attached Orange County Convention Center (OCCC). She explains that the venue overall is a “must consider” if you’re hosting an event in Orlando. The Rosen Centre Hotel alone has 160,000 sf of flexible event space, which includes three large ballrooms and 35 meeting rooms. While the Convention Center has 2.1 million sf of exhibit space, so it is perfect for large events.

“We were drawn to the easy access by skybridge to the convention Center where the larger convention was held, a warm escape from the cold winter climates — affordable in comparison to other large convention cities — and excellent customer service,” Brumbach says of the Rosen Centre. Most properties dotting the city’s landscape have well trained service staff who are generally less transient. As a result, they tend to remain in their roles longer, gaining valuable experience — which is another benefit, she says: “The ease of working with the property also was a huge draw.”

“There are all kinds of activities available, as well as Michelin star-rated restaurants,” Brumbach adds. “Orlando is also a family-friendly destination, so there are lots of [entertainment] opportunities for attendees.”

However, she recommends that insurance and financial meeting planners always make contingency plans for any outdoor events they plan to hold in Florida. “While the weather tends to be pleasant year-round, summer months are hot and generally see brief rain showers every afternoon,” she says.

Everybody Loves Orlando

With its favorable fall and winter temperatures, easy airlift and a wide variety of hotel options, Florida is seen as a top meeting destination by John Paladino’s insurance and financial industry clients — almost all of his company’s accounts will hold at least one meeting in the state each year.

Paladino, who is the owner and founder of Milestone Meetings, says Orlando is one of his favorite meeting and event destinations, and last year he helped to plan the National Member Information Conference there at the Walt Disney World Swan and Dolphin Resort. Hosted by the St. Louis, MO-based National Information Solutions Cooperative (NISC), the annual event brought in over 3,000 attendees.

“The main objective of the conference is to deliver informative content, create organic networking experiences and showcase new products and services,” Paladino says. “The Swan and Dolphin understands how to manage large-scale programs, [and] the wide variety of meeting spaces spread through the tight campus setting gives groups such as NISC the flexibility to build and restructure as needed. The additional space that the Dolphin is building out on their complex is going to be an absolute game-changer for the Orlando market.”

Indeed, the Walt Disney World Swan and Dolphin announced a new $275 million property expansion and renovation that will result in an additional 120,000 sf of event space, with significant upgrades to meeting areas and guestrooms — as well as technology — on the property. At the Dolphin, a new two-story annex will feature 43,000 sf of multipurpose space and a new ballroom, contributing to an overall expansion that will increase total meeting space across the Swan, Dolphin and Swan Reserve to 469,000 sf.

While all this space is a big draw, another reason that planners consider Disney a go-to option is Disney Meetings & Events, which recently introduced its reimagined Disney Creative Studio. With the wealth of meeting and event options across Disney’s many resorts and venues, the Studio describes itself as a “one-stop hub of resources, knowledge and creativity,” employing Disney “event architects” who address everything from team-building to entertainment, to catering, to help meeting planners design and streamline the perfect tailored experience for attendees.

So Many Options

Paladino says that when exploring Florida as a potential destination, insurance and financial meeting planners should consider the variety of properties available (luxury, convention, boutique, resort), as well as other factors that will be important to attendees — e.g., domestic/international accessibility, offsite options, etc.

As director of corporate meetings and events at Arch Insurance Group, Inc., each year Jeff Welger hosts many different types of meetings all across the country, with several taking place in Florida. These include customer events, customer council gatherings, internal offsite sessions and training programs, with attendance typically ranging from 30 to over 150 participants.

“We generally prefer boutique hotels over large convention hotels for our meetings, with many events hosted in South Florida, particularly in Miami, Fort Lauderdale and Palm Beach,” Welger says. “Furthermore, several programs in recent years have been conducted in Orlando. When choices in these areas are limited or unavailable, we have organized meetings and events in Naples, Tampa and the Jacksonville region.”

Welger adds that Florida is an excellent choice for Arch Insurance’s programs — particularly during the winter, spring and fall seasons — thanks to its great weather and convenient flight options for numerous destinations.

“Many hotels and venues provide a combination of indoor and outdoor spaces that attendees find appealing,” Welger says. “This relaxed environment enhances the experience of conducting business meetings, fostering a positive mindset for participation and engagement among colleagues, ultimately resulting in improved outcomes. From a planner’s viewpoint, Florida is a preferred destination, often yielding higher response and attendance rates compared to other locations.”

Welger stresses that the Sunshine State is the ideal destination for all types of insurance and financial events, catering to everything from large conventions to more intimate executive board meetings and everything in between — and you’ll never find the same thing twice.

“Each city boasts its own unique character, history and charm, providing diverse and enriching experiences,” Welger says. “Additionally, the variety of venues and hotel options can meet a broad spectrum of needs and expectations. If you haven’t yet organized a meeting or event in Florida, you are truly missing an opportunity.”

Junapr, which deals in part with event management, often organizes conferences, as well as corporate and “President Club” retreats, throughout Florida. According to company president Antonia Hinge, her firm recently organized a company retreat for a client in Tampa Bay, bringing together teams from around the country for the first time.

“The goal of this event was to promote teambuilding and company investment,” Hinge says. “Tampa Bay was the ideal choice due to its accessibility, with convenient flight options and seamless ground transportation.”

For Junapr, the JW Marriott Tampa Water Street was the perfect fit, as it offers proximity to a wide range of offsite activities and dining options, making it easy to balance business meetings with entertaining, interactive experiences.

“We also engaged several offsite venues, such as Topgolf, for some friendly competition, a citywide scavenger hunt to incorporate culture and history and Splitsville Tiki + Social for a night of bonding and camaraderie,” Hinge says, adding that Florida is home to several major gateway cities, which gave planners the flexibility to make travel effortless for attendees.

“The ease of booking and adjusting flights adds a layer of convenience that’s invaluable for meetings and events,” Hinge says. “Beyond logistics, Florida offers a diverse range of offsite activities — whether it’s waterfront excursions, cultural experiences or team-building adventures — creating opportunities for attendees to connect in meaningful ways.”

She also suggests that meeting planners should first focus on selecting a location that aligns with the group’s budget and event goals.

“With so many great options in Florida, understanding your attendees’ needs is the most important,” she says. “Ask if this event should have an oceanfront setting, or would an inland venue be a better fit? For multi-day events, look for destinations with top-tier amenities and engaging offsite options to keep the experience dynamic and memorable. Also, consider the time of year. Florida’s climate varies, with warm temperatures year-round but potential for extreme weather during hurricane season. Timing your event accordingly ensures a smooth and enjoyable experience for all attendees.”

Megan Champion knows how to deliver the perfect Florida experience. As senior meetings and special events planner at Executive Incentives & Travel, she has held multiple events at the Margaritaville Hollywood Beach Resort in Hollywood, FL — primarily incentive trips with 300 to 350 attendees.

“Margaritaville is a great location, close to the airport as well. There is a venue that had bands right outside and so many places to walk to — beach, shopping and restaurants,” Champion says. “The hotel itself has multiple places to eat and many activities available — from pools to the spa, from bikes to the Flow Rider (a surf and bodyboarding simulator). The staff and everyone I came into contact with was kind and helpful. They go above and beyond and do it with a smile. You never feel like you are bothering anyone.”

According to Champion, one of the biggest draws for Florida is the amount of venue options for meetings and events of all sizes — not to mention the international flavor. “There is a vibrant culture fueled by so many countries, and it shows,” Champion says. “We have hub airports that allow for easy access as well, which I feel is key.”

However, before organizing a meeting or event in Florida, it is critical that planners really get to know the destination and investigate everything it has to offer.

“Florida is very diverse,” Champion says. “If you are planning a conference or meeting, the surrounding areas aren’t key, but if you are planning an incentive trip, you want to make sure that attendees have close and easy access to dining, shopping and activities during their leisure time. Florida is an amazing location to bring your attendees.”

Favorite Florida Spots

With its vast array of meeting and event destinations, Florida is constantly reinventing itself with new venues, fresh experiences and renovations that reinvigorate some of the region’s most popular locales.

According to Greater Miami CVB, Miami and Miami Beach are celebrating several new hotels that will delight both planners and attendees. Having opened recently, The Hotel at The Moore is a boutique venue ideal for smaller gatherings, complete with 23 suites, a private club and workspace for attendees to get down to business.

In addition, Marriott recently introduced the Moxy Miami Wynwood, which boasts a playful, creative spirit with its ample gathering spaces and uniquely designed rooms, as well as a bar and fitness Center.

Within meeting and event circles, the newly expanded Miami Beach Convention Center (MBCC) is receiving major accolades thanks to a $640 million renovation that has resulted in an awe-inspiring addition of event and exhibition space, function areas, breakout rooms and parking spaces. Plus, meeting planners can now consider hosting gatherings in the adjacent public green spaces at Collins Canal Park and Pride Park. The MBCC Campus also boasts two new event spaces: Rum Room, a 1920s-style restaurant celebrating the cuisine and local libations of South Florida, and Venu, an adjacent private space complete with outdoor areas in which attendees can enjoy upscale meetings or private gatherings.

If your group prefers a quieter, more relaxed atmosphere, you might consider the Punta Gorda/Englewood Beach area. Located along Florida’s Southwest Gulf Coast, it is ideal for small groups (50 to 400 attendees) who want to soak in the sun, enjoy sunset cruises, explore nature and also get down to business. With its many quiet oceanside venues, you can find plenty of indoor and outdoor meeting spaces, including the state-of-the-art Charlotte Harbor Event and Conference Center, which boasts 44,000 sf of event space. Here, when attendees need a break from work, they can enjoy the waterfront vistas and natural beauty of the surrounding area.

Another area that celebrates Florida’s coastal charm is Sarasota County. Perfectly positioned as a meetings and events destination, the region offers a vibrant energy all its own. In addition to having a wide variety of properties with a wealth of amenities for attendees, the area also features unique venues that reflect Florida’s one-of-a-kind art and culture. You’ll also find plenty of options for team-building activities to delight and engage your visitors in new and unique ways.

With so many amazing options, no matter which destination you choose, in the Sunshine State your next meeting or event is sure to be a shining success.   I&FMM