The ETHOS Event Collective’s team and others took in a few of Savannah’s charms at the recent opening of ETHOS’ local office. Courtesy of Joe Fijol

In this gem of a city, it would be next to impossible to seal the bottomless concoction of tales about the effervescently modern, yet historic, American city of Savannah. Simply stated, she exemplifies the bedrock of Americana, both past and present. If America as a whole represents the enduring beauty of a lady called Liberty, then Savannah would certainly be her sultry smile. Add to it the growing exposure as a preferred travel destination, and it is a great choice for corporate events, meetings and incentives.

Recently having been named by Travel + Leisure magazine as their No. 3 destination in the U.S. to visit, the designation makes it more than a convenient place to entertain and explore new relationships and ideas. According to VisitSavannah.com, at least 11 airlines connect direct non-stop flights to and from Savannah daily, making it easily accessible. Cities such as Atlanta, Chicago, New York, Dallas, Houston and Miami are just some that readily funnel travelers into Savannah.

The infrastructure of the city’s tourism industry ensures that meeting attendees have an experience like no other. This type of planning is nothing new to the Savannah mindset. Taking a look back in time, Savannah was the first American city known for initiating and executing a master-planned layout. It represents an era of historical truth, yet today is commingled with folklore that may be lightly enhanced at will by a customary afternoon cocktail spritzer. This is to be expected, as the stories and places of Savannah draw upon the intrigues of those who walk the cobblestone streets, still situated perfectly along today’s modern sidewalks.

Meeting attendees venturing off-site will not only see The Savannah College of Art and Design’s (SCAD) four decades of beauty, art and invention, but they will feel the vibe of dreamers connecting dreams to vision. SCAD influences the overall setting of Savannah, which is highly desirable for what could be an unforgettable business-building incentive package designed specifically for corporate executives who wish to make their event impact deeply personal. The environment for networking in planning meetings and incentives fosters potential for a world class team-building experience.

Savannah is also poised to host events from those sized on a large international scale, to a more custom-designed intimate mix. Espoused by a boutique manifesto pouring forth from an American city that more than once was burned and besieged, Savannah has verifiably asserted herself as one of the most adaptable getaways for intentional experiential bonding.

Savannah, Georgia’s small-town charm adds to its ability to give attendees an unforgettable meeting or incentive experience. Photo by Casey Jones

A Company’s Vision

Savannah’s appeal is what attracted ETHOS Event Collective to the city in hopes of becoming an integral part of bridging the gap between meeting and incentive planners and Savannah’s offerings. The ETHOS vision produces a behind-the-scenes team acting as a collective liaison, taking care to every personal luxury of event attendees without sacrificing Savannah’s meaningful past. This is all the more reason why attendees can relax in a place that allows them to maximize their time away. Just as Savannah has been the stalwart of American tradition, ETHOS has established itself as a mainstay of experiential adventure.

This is nothing new to the ETHOS team. After already making an impact in other cities located primarily in the West, Midwest and Southeast U.S. regions, the newly opened Savannah office is full-steam ahead. Maura O’Donnell, ETHOS business development expert, says of the Savannah location that it will continue to serve the company mission of purposeful planning with meaningful results. O’Donnell points out that everyone in the company chooses what they so desire to identify as their choice of a passion project.

“We try to weave these passion projects into any event we possibly can,” she says. “Throughout the year, each one of our team members will be involved with that particular project in some capacity. The company will also match outside contributions to the respective passion project or another organization.”

This connection from the heart of the ETHOS drawing board to the local community is only the genesis of the local partnerships. Local vendors such as Alchinme Candle Co., Savannah on Wheels, Pelindaba Lavender Savannah,and Savannah Bee Company are just some of those who are already being utilized by ETHOS, while also preparing for event attendees upon arrival. Expecting the unexpected is how the ETHOS creative team reaches the desired outcome in how events are perceived. For instance, participants might be out on a walking tour listening to Savannah Dan when the Leopold’s Ice Cream cart might appear with their award-winning, super-premium ice cream.

Savannah’s unique gifts are crowd-pleasing favorites. If family members are seeking shopping and adventure to fill the day while an event is being held, speciality gift shops are plentiful and accessible. Other options for luxury gift items include ETHOS’ creative team selecting indigenous honey, herbed lotions, handmade soaps or funky plants in retro containers that can be intentionally placed in a guest room.

With 14,000 hotel rooms available in Savannah, ETHOS has flexibility in working with planners based upon the number of participants. By identifying the goal of an event along with the shared connections of both attendees and an organization, ETHOS crafts moments of rousing impressions for a diverse audience. Premier venues such as The Alida; the JW Marriott Savannah Plant Riverside District and Perry Lane Hotel, a Luxury Collection Hotel, Savannah are ideal for accommodating 75 to 80 participants in a brilliantly executed individualized luxury experience made possible by both the ETHOS team and hotel staff as they work in tandem.

“Working with a venue that places value on guest experience for groups in the 80 to 100 count is what we call the sweet spot,” says Joe Fijol, DMCP, principal, ETHOS Event Collective, who points out the importance of attention to every event detail by his creative team to event partners. “This is how we create environments that deepen relationships, inspire greatness and generate revenue for a city.”

ETHOS approaches every client’s event with the intention of positively influencing the aftereffect, starting with the big picture, then working through each multifaceted element. They are in pursuit of creative ideas that become grounded in a company’s strategy, driving results long after an event has ended. A healthy, working environment coupled with a strategic boots-on-the-ground ally is the reason why ETHOS has seen success in other cities. Now, they are using the same model in Savannah, and are already experiencing a great response from local tourism experts.

Off-site activities can include taking a Savannah riverboat cruise on either the Georgia Queen, pictured, or Savannah River Queen. Courtesy of Joe Fijol

A City’s Evolution

Ryan Thompson, director of sales & marketing for The Alida, points out the evolution of tourism in Savannah over the last 20 years. “Having worked in the hospitality industry for 20 years, most of which have been in Savannah and the Low Country, I have seen the city’s transformation. From the addition of several luxury properties to the emerging culinary scene, the overall offerings, and quality of those offerings, have increased tremendously.”

Thompson says he has seen a shift in both the landscape and the clientele interested in Savannah. “We are seeing an increased demand from finance and insurance groups, and incentive programs who carefully select the destinations they visit. Meeting planners for these companies are tasked with delivering to their attendees a truly memorable, authentic and flawless experience. With those high expectations, the demand for a partner like ETHOS exists, because they truly understand the needs of these clients.”

Thompson’s experience with ETHOS is that they completely immerse themselves to develop relationships with local businesses to generate unforgettable experiences for visitors so they fall in love with Savannah and return for another taste in the future. He points out that ETHOS brings the experience, talent, creativity, knowledge and attention to detail to ensure that these visitors receive an authentic, world-class experience through every aspect of their time.

Tressa Wright, Perry Lane Hotel director of sales & marketing, says ETHOS brings a much-needed level of expertise to Savannah. “It’s important to have a company experiential coordinator assigned to meeting and incentive groups, because they help align all of the various aspects to an event to ensure the décor, food, drinks and staff support the vision, story and brand.”

ETHOS’ Savannah office, like other new office start ups during COVID-19, decided it would be best to ride out the storm during the pandemic before holding a grand opening. Having hoped to open in 2020, the launch at the JW Marriott demonstrated a further need of the VIP services of ETHOS. Fijol knew that he would want to be a part of the downtown community by virtue of a downtown office location. This is the heart of the walking city, where tourism registers its highest foot traffic.

One of the details ETHOS considers when designing event incentive packages for corporations is whether or not participants will have a car or be shuttled to and from the airport. Ride-sharing services are accustomed to transporting event attendees and locals who choose not to walk, although this compact city is eminently walkable, which makes for a unique offering from a group perspective. The walkability to off-site events and activities without requiring a vehicle, or the option to ferry across the Savannah River, helps make Savannah popular from a group perspective.

Some local things to do include chasing down The Fabulous Equinox Orchestra in Forsythe Park, or taking a Savannah riverboat cruise on either the Georgia Queen or Savannah River Queen. Not only is the city a popular site for film production, but also the decadent food of Savannah is an attraction in and of itself. However, the walkability of Savannah makes it a place that will combat all the caloric extravagance. Here, the senses will experience more than they can consume, even when food is not involved. Often rain can ruin beach and golf excursions, leaving a visitor with no other options for entertainment, but Savannah offers more indoor activities than can possibly be experienced in one event week. Antique shopping, military museums or taking in a show at the Lucas Theatre for the Arts are just a few rainy-day options.

The impressive Savannah River is home to the Port of Savannah, and watching ship traffic is both breathtaking and surreal for tourists and locals who are out enjoying the Savannah Historic River Street trail, where the JW Marriott is also connected to what is known as the Three Muses building. The Three Muses, which offers European-inspired decor and art, stands as one of the most luxurious accommodations in Savannah and connects to the Plant Riverside District.

The Savannah Convention Center offers 330,000 sf of meeting space, which allows the city to handle larger events. Photo by Adam Kuehl

Planned Growth

Notably, corporate and incentive groups registering more than 100 attendees have the Savannah Convention Center as an option. While medium to larger events could consider being scheduled at venues such as the Hyatt Regency Savannah or The Westin Savannah Harbor Golf Resort & Spa, the convention center offers 330,000 sf of meeting space. Situated alongside the Savannah River, just across from the historic district, the Savannah-Georgia Convention Center Authority has cast the vision to be the premier event destination for larger groups, delivering exceptional service while creating memorable experiences. This mission, scheduled to be completed by 2024, will position the already-attractive convention center as the event venue of choice for large groups. The convention center is doubling the square footage of the current footprint, as well as constructing a state-of-the-art aircraft hangar for VIP traffic.

This expansion will be invaluable to Savannah as a whole; however, Fijol makes clear what he has noticed when he stated that larger events are not recently the most sought after following the lockdowns during the pandemic. Savannah, luckily, was able to continue operating with social distancing due to the amount of outdoor space available in the 22 town squares with shade cover. Today, the nature-friendly city is still hosting events as the drive for specialty experiences is stronger than ever.

Trending currently is the desire for a more tailor-made experience geared toward an exclusive crowd of top producers and C-suite executives. ETHOS has a finger on the pulse of the post-COVID revitalization by use of artistic expression and strategic thinking. ETHOS experts are skilled at providing appropriate options, then executing every detail with planners and vendors.

The outdoorsy design of Savannah’s urban forest continues to present nature’s resplendent shelters of pleasant social distancing while reviving humanity. ETHOS is known for delighting participants with something like the unpredictable Pink Lady, none other than one of the signature cocktails of the iconic restaurant and planters tavern The Olde Pink House. The creative team has studied reactions of anyone who has ever imbibed of her charm, and they like what they see.

Spirited and vibrant, Savannah is a place that still offers coffee in fine china along with social graces. Savannah is a city of rooftops, a city of churches, a city of artists, a city of manners and a city of mixology, where holding hands, going on picnics, hearing quality jazz, visiting one of her 22 squares or making a visit to City Market is the perfect outing to inspire creativity. ETHOS places emphasis on using these attributes to curate unique and memorable experiences for groups in a city with ease of travel and logistics, while seeking out added value, availability and mobility of orchestrating weekday events.

The only difficulty to be found in planning an event in Savannah is that time will always be too short, sights will be too many to conquer in one trip and the food will be more opulent than previously thought possible. There are a couple of caveats to this terrible conundrum of not being able to absorb the seemingly infinite amount of art, history, beauty and cuisine: Meeting and incentive attendees will always leave wanting more of Savannah, and they will certainly leave better than before. This is exactly what ETHOS had hoped for — a perfect place to influence others while sending them home with an outlook primed to innovate the world. For this reason, ETHOS Event Collective is now a Savannah local, too. The beleaguered history of Savannah only served to make her want to be known. She is unforgettable and fair. A bright hope for the world on the heels of disparaging days. ETHOS knows Savannah, how to tell her stories, and is ready to make them known. C&IT

As the COVID-19 pandemic wanes, planners are taking steps to ensure their prospective attendees that their face-to-face meeting is safe. Milan Convention Centre / Courtesy of Duccio Ulivelli

The face-to-face attendee experience is generally regarded as superior to virtual, particularly for meetings where networking and relationship building are among the objectives. The lingering COVID-19 pandemic has made that heightened return-on-experience harder to attain, however. While in-person meetings made a comeback late last year and so far this year, there is still some hesitation among would-be attendees. People clearly have different COVID risk tolerances — both psychologically and physically — and it is not a planner’s place to aggressively push face-to-face attendance across the board. A better approach is to encourage that mode of participation by reminding attendees of its advantages over virtual, and by ensuring they know that all the right precautions against infection will taken.

The first step is to assess the overall comfort level among prospective attendees with regard to meeting in person. If just about everyone is on board with the idea, then no encouragement may be needed. But there will typically be a significant contingent that has reservations.

“About 70% of our people are excited to get back together, 20% are excited but still nervous and 10% lean more toward the more nervous than excited side,” says Judy Payne, CMP, director, meetings and travel, GameStop.

The Risk Spectrum

The comfort level assessment can be made through a poll, of course, but informal communications with prospective attendees can also yield insights.

“We didn’t do surveys, but we did have our attorneys reaching out and talk with our clients about where their comfort level was,” says Shana Hoy, CMP, CMM, senior event manager with Husch Blackwell LLP. The law firm’s client-facing events were conducted virtually during the pandemic. Beginning last fall, the company reinstated face-to-face for those events that were more focused on relationship building. “We were really mindful of [comfort level] as we looked at what programming it made sense to move forward in an in-person fashion, as opposed to groups that were maybe still wanting to keep more of that interaction or education time online,” Hoy says. “We recognize there are people from all across the risk spectrum because everybody has their personal story and things going on in their lives. So, we really want to be inclusive and respectful of where they’re at, whether they have a high or low risk tolerance, and be as inclusive as we can.”

Planners may be concerned that, even if prospective attendees have a high risk tolerance, the Zoom era may have reduced their desire to meet in person. Perhaps many have been seduced by the convenience of virtual meetings. But many planners give evidence to the contrary: Their prospective attendees are in fact yearning for in-person interaction with their colleagues.

The pandemic has forced planners to put more outside activities on their agendas and take other steps to boost safety measures. Courtesy photo

For example, Sharon L. Schenk, CMP, director of conventions and event management with CCA Global Partners, notes that her company’s summer 2020 virtual convention only saw about 50% participation, and engagement was fairly low. In comparison, the summer 2021 hybrid convention at the Gaylord Rockies Resort & Convention Center saw about 90% of the usual attendance.

“People were really hungry to get back together,” she says. A similar robust turnout is expected at this summer’s CCA Global Partners convention scheduled for the Gaylord Opryland, particularly since last year’s Winter Convention was canceled due to the Omicron variant. “We’re expecting our August convention to be full because it will be a year since people have seen each other,” Schenk says. “I think that the lack of interest for any of the virtual events, at least for our company, has proven that they really want face to face. We’ve been doing conventions for over 30 years, twice a year, and there’s nothing like shaking hands, bumping elbows and having those relationships in person. That’s where they thrive, and that’s what we try to provide.”

The Benefits of F2F

If that is attendees’ sentiment toward face-to-face events, a planner need not promote the advantages over virtual — attendees are already quite aware of them. But if there is any concern that interest in face-to-face meetings has waned, why not remind them of the benefits?

While attendance at GameStop’s events is mandatory, “We still want to excite the attendees to come, so you still need to have the same type of approach,” Payne says. In-person provides “better networking, better engagement, and quite frankly, most of our meetings are for our sales force in the field that don’t often get to interact. So getting together and being able to share ideas and best practices really helps the company as a whole and it moves us forward as one unit.”

Paving the way to that experience are the COVID safety practices the host organization has in place, beginning at the site-selection stage. Hoy’s team tracks destination safety “on a weekly basis. We have cities within our footprint that we track because we do a lot in those areas,” she says. “And as other cities get added that we’re doing programs in, we add them to our tracking document.”

However, she notes that “We use that data to assess decisions, but we’re not necessarily utilizing it to completely change direction. If we book something in Florida and the state went really crazy high [with cases], we wouldn’t necessarily change direction because their numbers changed. I think part of that is because all of this is changing so quickly that something that is true today [about COVID] is not necessarily going to be true two weeks from now.”

The new due diligence in site selection also involves assessing venues’ COVID safety protocols. “It has 100% become part of our RFP process,” Hoy says. “It’s indicated in our proposals and on the front end of any inquiries that we’re [partnering] with vendors that request vaccination status and require masking, and the safety protocols are important to us. So, we look for vendors that are going to work with us and that are like minded.”

And since her team focuses mostly on venues in warm-weather areas, Hoy says, “We’re really going to be able to utilize the outside for meals and group activities,” which she says can make social distancing easier, adding, “So, we’re really being mindful of event design and how we can use that design to create those layers of safety.”

The No. 1 rule, many planners say, is to communicate. If attendees are fully aware of the event’s format, they can make their own decisions. World Petroleum Congress / Courtesy of John Solis

Practices and Policies Vary

Regarding vaccination and masking, the practices and policies vary across companies holding meetings. However, there appears to be an overall upswing in vaccination mandates for attendees, staff and contractors. For the 2022 Winter Edition of MPI’s Meetings Outlook, survey participants were asked, “Is your organization requiring (or do you think it will soon be requiring) proof of COVID-19 vaccination for attendees, staff and/or contractors?” Fifty-five percent said “yes” for staff and contractors, compared to 47% in the fall 2021 survey, and 51% said “yes” for attendees, compared to 41% in the fall 2021 survey.

Whether a company requires vaccination or encourages it of participants, perhaps the main thing is that concern is shown for attendees’ health and safety.

“Our firm does require all staff, attendees and vendors, both at our offices and events, to be fully vaccinated,” Hoy says. “So we do put that in our indication.”

In contrast, GameStop is not requiring vaccination, or wristbands to indicate vaccination status.

“We’re not going to wristband our attendees because we feel that is a personal decision that they have to make whether to be vaccinated,” Payne says. “We wouldn’t wristband them for any other type of vaccine, if they’ve received the flu vaccine or anything else, so we’re not going to wristband attendees or make it publicly known if someone is vaccinated or not. However, we highly encourage our attendees and associates to get vaccinated.”

If an employee chooses not to get vaccinated, they do have to inform Payne’s team and will then be required to wear a mask.

Some on-site planning teams take the approach of wearing masks not only for their personal safety, but also to make attendees feel less self-conscious wearing one in case many of their peers are not.

“My team wears masks at events, because we want the first people that come in to registration to see that somebody is masked,” Hoy says. “So, if they want to choose to be masked, but maybe wouldn’t with others not masked, they know somebody in the room is.”

The presence of masked venue staff achieves a similar effect. For instance, “all unvaccinated Gaylord employees — they call them Stars — are required to wear masks,” Schenk says.

Another advisable measure is having on-site COVID tests available for attendees. “We may provide free antigen tests that they could just pick up and take to their room, so they can test themselves on-site if they feel they have been exposed or if they start exhibiting symptoms. It’s inconvenient for them to go off-site to get tested, and now that these tests are more available and reasonably priced, we think it’s a smart thing to do for our attendees.”

With the prevalence of vaccination and masks, social distancing is not as prominent as it was in the early stages of the pandemic. Many planners have relaxed the distancing requirement, particularly since it is difficult to “police” attendees in that regard.

Payne’s team early this year had planned to do 3-foot distancing, which is more practicable, she thinks. “With 3 feet, we can still set classroom style, with two people per 6-foot table. So, my goal is not to double our space, but still make people feel secure in their surroundings,” she says. “I’d like for people to maintain their seat and not switch around throughout the week. That way, they’re staying within their own bubble the entire time they’re at the meeting and we’re seeing less crossing of fingerprints, less people crossing your path if you’re staying in your same seat. While you really don’t get to cross-pollinate when it comes to meeting different people, you are staying within your same environment and not getting other people’s germs. When we were brainstorming what the policy would look like, that’s one thing we came up with.”

Communication is Paramount

Key to encouraging in-person attendance is to communicate whichever COVID safety practices the organization has chosen to put in place, thereby increasing the comfort level.

“We make sure people know what they’re walking into and what they can expect,” Payne says. “It’s going to ease their minds knowing that we’ve created a thoughtful safety plan and are executing it. We even announce it on the main stage during the opening general session.” Pre-meeting, her team sends out a “Know Before You Go” email to all attendees that includes GameStop’s COVID policies.

Hoy’s team communicates the health and safety practices in stages. “In our initial communications, we just talk about the safety precautions at a very high level, and then as we get to that ‘see you soon’ communication, we provide more detailed information,” she says. The details range from company vaccination and mask policies and recommendations to a description of the COVID safety practices at the meeting venue.

“Wherever we are, we follow local guidance and then also communicate CDC guidance, whatever that is at the time,” she adds. “So the other big thing we communicate is that this may change. We may have future communications come out that are different, and may need to alert attendees of an adjustment.”

Indeed, risk management when it comes to the pandemic is like taking aim at a moving target. But with mass vaccination and boosters along with well-entrenched safety practices among host organizations and venues, planners hopefully need not resort to cancellation and can deliver that valuable in-person experience they are promoting to attendees.

“As event planners, we’re in a place now where we’re going to continue to see variants and continue to see the cases increase, the ups and downs on these charts,” Hoy says. “So how do we start to move into a place where we are putting in safety procedures, precautions and communications so that we’re not having to cancel every time something comes up? We are two years [into the pandemic] and have more information, so we’re ready to start moving in the direction of continuing with our events and doing them in the safest way possible.”

For planners interested in learning the latest best practices, Hoy recommends an online pandemic meeting and event design certificate course offered by the Event Leadership Institute. The more versed planners are in this new area of event design, the more reassurance they can offer the prospective face-to-face attendee, and ultimately support the revival of in-person meetings. C&IT

Pictured, the Rooftop Garden on Celebrity Edge. The ship was one of the first to return to the sea after the pandemic delay. Photo by Steve Dunlop

It hardly seems possible, but cruise ships recently reached the one-year anniversary of heading back to sea following 15 months of the pandemic-imposed shutdown.

While many pundits were pessimistic about the industry’s restart — and some remain so — guests aboard Celebrity Edge on its sailing early last summer out of Fort Lauderdale painted a different picture.

“We had no apprehensions at all,” says Diana Bloss, director of operations for Worldwide Cruise Associates. “Quite the opposite — we were eager to cruise again, as were all the other guests that we met. Every passenger had to be vaccinated, and everyone had to have a negative COVID-19 test to sail. All crew had to be vaccinated, quarantined and tested negative. Everyone was just so happy to be on a ship again. And more importantly, the crew were so happy to be working again, and doing what they have a passion for, and are proud to be a part of.”

Bloss notes that the cruise industry has faced outsized scrutiny throughout the pandemic. Some of this legitimately emerged when several cruise ships suffered major outbreaks as COVID first emerged. A lot of it came from non-cruisers unfamiliar with the pre-pandemic health protocols already practiced on ships, along with the potential for testing, mitigation and quarantine — when necessary — that cruise ships can provide on the back side of the pandemic.

“The scrutiny was totally prejudicial, as the cruise industry has the highest standards of sanitation, air filtration and health requirements in the travel industry,” Bloss says. “I think the biggest message we came back with, which was a belief of ours throughout the close down of the industry, was that cruising was the safest environment to be in — safer than a resort, safer than going to the grocery store, safer than going to a large land event.”

Many attendees prefer the all-inclusive nature of cruise meetings. Courtesy of Scott Roberts

Back to the Sea

Celebrity Cruises was the first to put an oar back in the water, and over the course of last summer, all the major cruise lines followed suit with one ship at a time. The restart has been bumpy at times. Port protocols in the Caribbean and Mediterranean changed frequently, causing itinerary adjustments. The rise of the Delta variant, followed by the Omicron variant, caused additional disruptions. As with airlines and hotels, getting crew members back in place to fill all positions is a current challenge. But just recently, Carnival Cruise Line announced that all 23 ships in its fleet were again sailing, followed soon thereafter by Norwegian Cruise Line’s fleet of 17 ships and the 26 ships of Royal Caribbean, and disruptions to service have begun to wane.

To be sure, between passengers and crew, COVID likely exists on nearly every ship sailing today. But cruise line testing requirements allow ships to discover positive cases and efficiently quarantine passengers and crew as needed; and with vaccinations required to board most ships, the majority of cases are asymptomatic.

“What is important for planners to know is that when — rather than if — there are cases found onboard, ships have a very specific protocol in place,” says Karen Devine, president of 3D Cruise Partners. “The unfortunate news coverage of the cruise industry was astoundingly inaccurate relative to the actual statistics. Cruise is the only sector of travel required to report cases [to the CDC], but now that ships are sailing again so successfully, my clients are seeing the proof in the pudding, so to speak, and gaining confidence day after day, and returning to cruise incentives.” She continues, “It is not easy for all, given some of the protocols relative to testing and vaccine requirements. But this continues to evolve weekly and further relaxation is expected, as we see with protocols evolving everywhere in the world right now.”

Although cruise meetings and incentives have only been starting to resume this year, Devine is currently working with an insurance company on an early spring full charter next year with Windstar Cruises, which has a fleet of six smaller ships ranging from 148 to 342 passengers in size. “For this first-time cruise incentive client, size was key, and Windstar’s Star Pride with 156 total suites allowed their 130 winners, executive team and staff plenty of high-caliber cabins to utilize. The price point fit their budget well, and Windstar’s premium-plus style fit their history perfectly relative to hotel comparison of their past programs.”

Star Pride is one of three identical Windstar ships which, just prior to the onset of the pandemic, was scheduled to go into dry dock to be fully refurbished and lengthened, a $250 million initiative to add 50 cabins to each ship, bringing guest capacity to 312. The revamped ships, which entered service in 2021, now have four dining options, a larger pool, gym and spa, and the smallest cabins remain 277 sf, about 50% larger than is standard among mainstream cruise lines.

“Windstar has a great reputation with customers — retail and group/charter alike,” Devine says. “So, even though the customer was new to cruising, when she conducted her site visit, the client immediately felt and saw the warmth and genuine interest in her charter. These are comparatively small ships in the cruise world, and the team on board was incredibly accommodating. Windstar’s home office excels in the group and charter business. They know how to make these customers feel welcome and excited about each and every program they operate.” She adds, “We contracted and planned a full charter, as the client wanted exclusivity. We were then able to customize the ports of call, time in ports and onboard programming. The client loved that only their group will be on board, with the privacy and customizable options that were presented. The ship’s size is almost perfect relative to its ability to host group functions, and given that this is a full charter, full branding with customer logo, signage, flag and more is easy. Windstar’s flexibility and willingness to work on a custom itinerary were perfect for this approach for the customer.”

Seabourn, which now has five of its ships operating in ports worldwide, offers activities and amenities sure to create a memorable experience for attendees. Photo by Michel Verdure / Courtesy of Seabourn

Appealing Options

Windstar’s itineraries appeal to some cruisers because smaller ships can access smaller, more unusual ports. But many groups are attracted to the bells and whistles found on larger ships, even if it means sharing the ship with independent cruisers. An electrical distributor company had planned an 80-person incentive program aboard a Royal Caribbean ship for 2020, but the event was postponed as the pandemic took hold. The company was able to reschedule their event for early this spring, using the 4,375-passenger Freedom of the Seas for a short Bahamas cruise out of Miami.

“The choice was primarily price driven,” says Allison Flint Lenzi, director of group travel with HMI Performance Incentives. “Our client wanted a three-night experience over the weekend, and the itinerary and dates led us to choose the Freedom of the Seas. Royal Caribbean consistently fulfills quality expectations based on past experience, so that made it an ideal choice.”

Additionally, following the original cancellation, Royal Caribbean extended credit to a future sailing, instead of imposing a cancellation penalty. “We had the flexibility to apply it towards two different sailings in 2022, in order to maximize usage of the credit,” Lenzi says, adding that she finds cruising is consistently a better value than land-based programs. “It’s an ideal choice for the right client, because experiences like cocktail receptions and entertainment are already included. Although the ship is limited in what can be offered in terms of location and timing, and the space is assigned, we had two cocktail receptions. It’s important to note that function spaces are only for cocktail receptions — meals cannot be served in a function space. Our group appreciated having a beverage package included, and we also reserved tables in the dining room so they had more opportunities to spend time together.”

Lenzi says the main challenge she dealt with in planning this event was the perception of cruise safety. “This was compounded by CDC warnings and the vaccination mandate in place for cruises,” Lenzi says. “There were participants that unfortunately could not join the trip because of the regulation, whereas a land destination likely could have accommodated guests in this situation. Despite the challenges of changing protocols, Royal Caribbean successfully delivered the product and guest experience we were familiar with from before COVID.”

Another group that worked with Royal Caribbean on a postponed event was West Virginia-based Farmers & Mechanics Insurance Companies. The group originally booked its annual Agent’s Retreat for a 2020 sailing. It was rescheduled twice, and finally took place early this spring aboard Royal Caribbean’s 4,905-passenger Anthem of the Seas.

“We selected Royal Caribbean based on positive feedback,” says Scott Roberts, vice president of sales and marketing for Farmers & Mechanics Insurance. “We were looking for a cruise to take place around March, and going out of Cape Liberty, New Jersey was only a four-hour drive from our office.” Roberts notes that his company had a record number of agencies qualify for the incentive compared to previous events at a land-based resort. “A cruise is a much bigger incentive for our agents, and generated more excitement than previous land-based events we have held.”

Although Roberts’ group was on a seven-day itinerary sold to the general public, he says it still worked out well due to the capacity restrictions imposed by the CDC. Anthem of the Seas sailed only 60% full, and his attendees were able to find and connect with each other, despite the ship’s large size. And even though the cruise was shared, Roberts was able to take over the ship’s Music Hall venue for both the group’s welcome reception as well as an awards reception on day six of the sailing.

“Anthem of the Seas offered our group so much to enjoy throughout the cruise,” Roberts says. “The overall service from the beginning of the process to the end was excellent. For any business to truly understand what customer service looks like, they should send their employees on a Royal Caribbean cruise so they can see for themselves firsthand. The Broadway-style shows were top-notch, and the quality of the restaurants and night clubs was amazing. The VOOM internet service onboard was exceptional. I’ve heard horror stories online about how bad Wi-Fi is on ships, but not on Anthem of the Seas — it was reliable and strong throughout the entire cruise.”

Roberts says the pandemic meant some agents did not join the incentive, either due to not being vaccinated or over concerns about COVID, but in the end, no attendees contracted COVID while on the cruise. “The restrictions placed on the cruise industry are greater than if we were going to a land-based resort,” Roberts says. “We communicated regularly with our group, reminding them of getting their COVID test completed within 48 hours of departure, having their documentation with them, and making sure they had it available for boarding. Our group was well prepared and adapted very well to the protocols and restrictions.”

Stringent health and safety protocols aboard cruise ships give many attendees a sense of security they may not feel at a land event. Courtesy of Scott Roberts

Exceptional Service

Bloss is working with a U.S. financial institution on a Mediterranean cruise set for the third quarter of next year. The long lead time is necessary because the company wants a full-ship charter — most ships sail year-round and itineraries are on sale to the public as much as two years in advance. “When deciding on which cruise line and which ship to present to a client, there are many components that have to be considered,” Bloss says. “What level of product is the client looking for: mass market, premium, luxury, ocean or river? Other factors that play a part are time of year and destination — who is available, when and where?”

She continues, “Worldwide Cruise Associates has been in the MICE business for over 30 years, and cruises are the only product we handle, so we have a wealth of knowledge and personal experience as we inspect ships constantly throughout the year. In this particular case, we had two options for our client, one we had recently cruised on and the other being Seabourn, which we had not cruised on recently. So, we flew down to the Caribbean to see for ourselves how Seabourn Odyssey looks as it returns to service after the shutdown, and also to see what changes have been made to the vessel.”

Seabourn won the presentation. “Being a small ship carrying 458 passengers, with a high ratio of crew to guests, the service is exceptional and very personalized,” Bloss says. “Full ship charters offer the utmost in exclusivity and customization, allowing our clients to fully witness their dreams come to fruition.” Branding is another advantage when chartering a vessel, and Bloss says this client counts on branding their incentive trips and Seabourn offered many options. “The client also has some meeting content and the theater is just the right size to accommodate this, and alternative dining was also a factor in choosing this vessel. The client wanted small, intimate dining options for their VIPs and top producers, and Seabourn Odyssey provides eight different dining experiences.”

Seabourn now has five ultra-luxury ships in operation, including Seabourn Quest in Barcelona, Spain, Seabourn Ovation and Seabourn Encore in the Mediterranean, Seabourn Odyssey in Alaska and Seabourn Sojourn from Athens, Greece. “Our team members … are excited to welcome guests back on board and very much looking forward to delivering special ‘Seabourn Moments’ when they sail with us,” says Josh Leibowitz, president of Seabourn, in a recent news release. “It’s not too late to book a summer getaway, and these voyages will offer a fantastic experience as the ship sails from one historic destination to the next, with much to offer onboard and ashore along the way.”

Bloss says the cruise line offers a host of outstanding amenities. “The all-inclusiveness of Seabourn is one of the big reasons this ship fit our clients’ needs better than others. Not only are you purchasing accommodations, but all meals are included, including specialty restaurants with no upcharge, all beverages are included and there is a nice selection of high-end wines. Also included is entertainment — live shows, bands — the DJ is right there, so no need to arrange for transfers to take your client to an event somewhere. And on every Seabourn cruise there is a Caviar in the Surf event, which usually takes place on a nice private beach and features endless caviar and champagne, plus the use of water toys. This is Seabourn’s signature event, and it really is an amazing ‘wow’ for your client.”

She concludes, “My advice to a planner is, even if your client hasn’t requested a cruise, throw one in as an option. Cruising is back and is coming back strong. All the business that we had lifted and shifted from 2020 and most of 2021 is now possible to deliver, and [we can] get back to do what we all do best.” C&IT

The Colorado Convention Center’s ‘Big Blue Bear’ peeks into the center’s lobby. Photo courtesy of Sylvie Boulanger

From the mountains to the prairies, and from tony ski resorts to laid-back dude ranches, when it comes to hosting meetings against a variety of backdrops, Colorado just about has it all. Throw in four distinct seasons, a central location in the center of the country and a roster of meeting hotels ranging from intimate to large-scale, and it’s no wonder the state is a favorite for corporate and incentive meeting planners.

For Shelby Tate, senior director of global accounts for Lamont Associates, Colorado is an ideal match for an executive retreat she is organizing this summer for the engineering firm Garver. “The state offers so many truly amazing locations to experience while refreshing, reflecting and relaxing,” Tate says. “The group loves the weather, scenery and atmosphere.”

Dara Arbuthnot, operations manager at Brownell Travel, worked with her client, a workman’s comp company based in the Southeast, on a winter incentive trip to Snowmass, Colorado and used the local CVB like an extension of their planning team. “Snowmass has the natural beauty, the outdoor activities; and it’s not just about skiing,” Arbuthnot says. “The food and restaurants are a very big draw, and, even though it’s domestic, it’s a totally different experience than what the group is used to.”

And Sylvie Boulanger, event manager at Event Travel Management (ETM), says downtown Denver “checked all the boxes” for a 400-attendee conference she organized last September. “It was a great city and location, with fabulous venues, which really made for a very successful event. I would re-create this again for any corporate meeting,” Boulanger says. “Denver also provides low-cost rail access directly from the airport to the host hotels and the Colorado Convention Center (CCC).”

The icing on the cake for planners this year: Colorado’s Meeting and Events Incentive provides pre-approved applicants with a 10% rebate up to $100,000 against the eligible hard costs of hosting meetings and events that take place through December 31, 2022. Many applications have been approved — including two at the $100,000 level — and millions of dollars are still available in the program. The online application and additional details are available at Destination Colorado’s website.

Meeting attendees in Denver can visit Coors Field and take in a Colorado Rockies Major League Baseball game. Courtesy of Coors Field

Denver

Boulanger’s group used the CCC for its general session over two days, and she lauded the amount of space the center provided to allow for changing social distancing guidelines and restrictions on the maximum number of attendees in place during the pandemic. “Colorado used a color-coded system that was very easy to follow and made it easy for the client and me to comprehend how to conduct the conference,” Boulanger says. “The great news was that we never had to consider changing venues because the general session and F&B space was so large that it would accommodate the meeting either way. This all put our minds at ease, so we didn’t consider relocating or reconsidering the event unless necessary.”

The CCC provided the group everything needed on-site, so there was no need to go outside for options. “Centerplate offered delicious food, and was very easy to work with, and the CCC also provided complimentary, professional signage so that the client did not have to buy additional banners and saved on their budget,” Boulanger says.

Because downtown Denver was limited on room availability at the time of the conference, the room block was divided between four hotels, all within walking distance of the CCC, Union Station and the Denver rail system. “I noticed a lot of locals in the area as well, so it’s not just for corporate attendees like you might find at other hotels,” Boulanger adds. “There is a unique boutique and neighborhood feel in each hotel, which made for a charming atmosphere.”

Of the four properties, Boulanger called out The Rally Hotel, located in a new development, McGregor Square, next door to Coors Field. The 182-room hotel opened last year and features 21,000 sf of private event space, including a 17,000-sf outdoor plaza available for private events. The Rally’s in-building meeting and event space includes the 1,783-sf Wynkoop Ballrooms. “The conference hosted a group dinner right at Coors Field, followed by a Rockies game,” Boulanger says. “The food, ambiance and the game made for a fun, interactive night out together, and everyone got to feel the vibe of being together once again.”

The conference also had a night off where all attendees could make their own dinner plans, and Boulanger notes there were plenty of restaurants to choose from. “It’s a great area to be in, with lots to do within walking distance.”

Early last fall, the CCC began construction on a 200,000-sf rooftop expansion, set to be completed in late 2023. The addition will include an 80,000-sf, column-free ballroom — which will be the largest in Colorado — and will have new pre-function and networking spaces, cutting-edge technology improvements, and a rooftop outdoor terrace with sweeping panoramic views of both the city and Rocky Mountains, all seamlessly integrated with the existing building.

Also early last fall, the Sheraton Denver Downtown Hotel unveiled its two-year, $80 million renovation as part of the Sheraton brand’s transformation of its guest experience. The new approach for Sheraton creates an intuitive and holistic experience with places to connect, be productive and be inspired. Long a familiar anchor to Denver’s iconic 16th Street Mall, the Sheraton Denver Downtown features a new arrival experience, 133,000 sf of renovated meeting space, 1,238 newly redesigned guest rooms and 138 suites, as well as new culinary and beverage offerings.

Snowmass

For her workman’s comp client, Arbuthnot says Snowmass was the pick for a winter incentive trip, a choice driven by the client’s attendees. One of four mountains that make up Aspen, Snowmass is home to some of the best ski and snowboard terrain in North America. The town has more than 70,000 sf of flexible conference facilities, and guests can be accommodated in one or more of the 32 lodges, the largest of which is the Viceroy Snowmass. The Viceroy Snowmass has 163 residentially appointed units, ranging from studios to four-bedroom with full kitchen. The property includes a total of 11,000 sf of meeting space, including a 5,600-sf Grand Ballroom offering alpine views.

Arbuthnot says the Viceroy was selected for the event for several reasons: “It’s a new location for the group, and within walking distance into the village and all its amenities. The Viceroy’s room product was very important — there’s a fireplace in every room. It’s an all-king property, so it lends itself to couples, but families will be OK because they have pullout sofas. And they have a phenomenal spa.” Arbuthnot adds, “It’s a ski-in, ski-out resort, and there’s a full outfitter right there. Four Mountain Sports is one of the local ski companies, and they had everything from lift tickets to rental equipment right there at the hotel.”

For the non-skiers, dog sledding and snowmobiling could be facilitated, along with tickets for the Breathtaker Alpine Coaster, which takes riders on an elevated track through the forest at speeds of up to 28 mph. Meals and other events were handled as a group.

Arbuthnot applauds the members of the Viceroy team. “We had a lot of changes during the planning,” Arbuthnot says, mostly related to the pandemic. “It felt like they were an extension of our team and had all our best interests in mind, all the way through the event. The environment of travel that we’re in meant we asked a lot of questions. We had a lot of contact with both the destination and resort ahead of time, and that really helped.”

Most of the attendees were originating from secondary airports in the Southeast, necessitating connecting flights. “Everyone had at least one connection,” Arbuthnot says. “It might seem obvious, but in winter there can be weather delays, and if there are delays, there’s not a whole lot of airlift. We were tracking the weather, and on our departure day, almost all flights got canceled. But we had a back-up plan ready, and bused them down to Denver, where they could overnight and fly out the next day.”

The Broadmoor offers more than 315,000 sf of flexible indoor and outdoor meeting and event space. Photo by Kevin Syms / Courtesy of the Broadmoor

 Beaver Creek

For an annual board meeting and vendor retreat, Dan Jablan, president-owner of Cherry Point Strategies, also chose one of Colorado’s mountain resorts for a getaway, this one taking place late last summer. “The Colorado mountains in the summer are an irresistible place to meet,” Jablan says. “The beauty of the trees and flowers, coupled with the seasonal weather cannot be beat. Every year, our group of small business owners meet at a Colorado resort location for a retreat and golf outing. We looked at many locations across the state, but in the final assessment, the Park Hyatt Beaver Creek Resort and Spa was an easy choice for us. It’s centrally located, so all our members could easily drive to the location, and for our out-of-town guests, the Park Hyatt Beaver Creek is only a 90-minute drive from the Denver International Airport.”

Located just west of Vail, 110 miles from Denver, the 190-room hotel offers a state-of-the-art conference center and more than 20,000 sf of meeting space, much of it with floor-to-ceiling windows. Jablan notes that the resort’s meeting facilities and A/V were user friendly. “The meeting room was the perfect size, and the catering for the meeting was without question first class. We used multiple venues and needed signage, and the hotel was very accommodating with our signage needs.”

The gathering was originally scheduled to take place in summer 2020, but the pandemic caused Cherry Point to cancel. “I found the Park Hyatt very easy to work with in the process and rescheduling of our annual retreat,” Jablan says. “Although there were a lot of changes and complications, they rose to the occasion and helped us create a first-class event. The thing that most stood out to me was the hotel’s professional team. In particular, I would recognize our on-site meeting coordinator for her work on our event. She stayed through the night, well past when she was scheduled to go home. Her professionalism and work ethic helped make our event a huge success.” Jablan adds, “I would be remiss if I didn’t mention the golf pro at the Beaver Creek Country Club. His help organizing our 18 vendors and golfers was nothing short of miracle work. Based on his work, I cannot recommend the course enough. The Park Hyatt Beaver Creek delivered a great product for us at a cost that was reasonable for the high quality of their hotel.”

Christerson says The Broadmoor is “stunning” and “one of the most incredible places imaginable.” Photo courtesy of Brittany Christerson

 Colorado Springs

The event Tate is organizing for the engineering firm Garver is an executive retreat to be held at the 116-room Garden of the Gods Resort and Club. The Colorado Springs hotel, located next to the Garden of the Gods National Landmark, celebrated its 70th anniversary last year. “The resort’s scenic views and easy access to the city are a definite plus,” Tate says. “But the location also allows our group to feel secluded and safe while enjoying activities. Commercial airlift into Colorado Springs is easy, but the availability of multiple private aircraft options also played a key role in the choice.” Tate continues: “It had been a while since I visited, and I appreciated Visit Colorado Springs providing all the latest updates on the destination, venues and surrounding areas. There have been no unexpected challenges in the planning process. When you choose a city that is known for hospitality and culture, you cannot go wrong. The location and quality of our chosen venue compared to other cities offered significant return on investment and unmatched options for the activities we wanted to pursue.”

Replete with a full-service spa and 27-hole championship golf course, Garden of the Gods Resort has seven flexible function rooms, measuring a total of more than 12,000 sf, along with customizable outdoor space consisting of six terraces and lawn areas, measuring more than 10,000 sf. “The meeting space is flexible and offers a uniquely special space for guests to enjoy such lovely views while meeting,” Tate says. “We are working through all of the options at present, but we’ll have a few outdoor activities, such as hiking, and we fully intend to maximize our access to activities in the Colorado Springs area. There is so much to choose from — breweries, restaurants, outdoor activities, shops.”

Another group drawn to Colorado Springs was the property management software provider LCS. Brittany Christerson, COO and conference coordinator, says the company’s event rotates to a different U.S. destination each year. “We want to easily accommodate our customers from all 50 states and provide a fresh experience to returning attendees,” Christerson says. “Colorado was our top choice for November 2021 — we’d never held our User Conference there, and we have a dense customer base across the state. Colorado Springs is easily accessible in terms of travel, and is full of gorgeous scenery and memorable activities we could market to our attendees, such as skiing, Pikes Peak, Garden of the Gods, Seven Falls, the U.S. Olympic & Paralympic Museum — the list goes on.”

Christerson notes that initially the company hesitated using the iconic resort The Broadmoor for its event. “The resort is absolutely stunning, a major draw and tourist attraction,” Christerson says. “But we’re a software company, and we tend to choose locations that feel ‘techy’ and modern. However, once you’re inside the hotel, it only took about 2 seconds to realize that you’re in one of the most incredible places imaginable. We loved the regal feel, the architecture and the unbelievable surrounding scenery. The hotel’s history was so riveting that we included it in a scavenger hunt during our Opening Reception.” Christerson continues: “When finalizing a location for our conference, we always ask ourselves, if I were attending this event, could I see myself spending five days at this resort? And the answer was a resounding, ‘Yes!’ Our conference is jam-packed with educational sessions and networking events. We liked the thought of providing a relaxing, vacation-like experience for attendees to unwind after a full day of taking in new … knowledge and industry trends. The pictures of the hotel alone helped us attract a record-breaking number of attendees.”

After the pandemic canceled LCS’s 2020 event, Christerson says the company reduced attendance expectations. “In 2019, we were at approximately 950 attendees,” Christerson says. “We were seeing about a 50% reduction in attendance from other trade-show related events in our industry. When we first started planning for 2021, our goal was to hit 800 attendees, which we considered a ‘stretch’ goal. We were very surprised when our end result was the largest conference attendance to-date — 1,019 attendees. I think people were ready to get out and experience some sense of normalcy.”

A new asset for The Broadmoor is Bartolin Hall, which was completed in 2020 just as the world was shutting down. The venue has 125,000 sf of flexible event space, including 93,500 sf of true exhibit space designed specifically for trade shows. Bartolin Hall features polished concrete floors, 32 breakout rooms, 25-foot-high, black-piped ceilings and direct connection to the resort’s 60,000-sf ballroom. The introduction of the venue brings the total function space of The Broadmoor to more than 315,000 sf. “Bartolin Hall is spacious and modern,” Christerson says. “We debated whether to use this space for the actual exhibit hall and decided instead to use it for our meals. The space was a little ways from the rest of the ballrooms, so we were concerned that if we put our vendors in this area, we would struggle to push traffic down to their booths. Having meals in this space worked out perfectly because people will always find where the food is being served. We used the private meeting rooms behind Bartolin Hall as reserved spaces for our sales staff and VIP customers.”

Christerson notes that, because they utilized all four of the resort’s large ballroom spaces, the conference was very spread out. “It was very important that we were able to utilize 100% of the conference space for our event, which The Broadmoor was able to accommodate,” Christerson says. “But we did have a few attendees who struggled with the walk back and forth in between sessions. If you utilize the entire conference space, make sure you plan enough time in between breakout sessions and networking events for your staff and attendees to catch their breath. The Broadmoor staff was extremely accommodating when we needed help, but all the walking back and forth across a very large blueprint tired my staff.” Clear and concise signage is a must at The Broadmoor, she adds.

Christerson says the entire staff at The Broadmoor was excellent, but particularly points out the A/V team: “The use of The Broadmoor’s A/V and technical equipment was critical to the success of our conference. We are software developers, and we have thousands of customers that depend on us to run their business every single day. It was critical that we not only had stable internet for the conference, but advanced A/V equipment that would allow us to demo our software and all the new features introduced at the event. Overall, we were very happy with the result and with the Broadmoor’s A/V team, who helped us through production while we were on-site.”

“The entire staff at The Broadmoor were overly accommodating and helped us with anything we needed,” Christerson says. “Everyone just seemed genuinely happy, even if you were just passing someone in the morning on the way to the convention space.” C&IT

Santa Rosa Beach. Courtesy of Visit South Walton

From the stunning beaches of Miami to the never-ending amusement options in Orlando, to the island experiences of Amelia Island, Florida offers a wealth of options for meetings and events of every kind.

South Walton

Located along a 26-mile stretch of sugar-white sand beaches and turquoise water on Northwest Florida’s Gulf of Mexico coast, South Walton has welcomed generations of visitors seeking an upscale and relaxing place to unwind. Imagine planning a meeting steps away from beautiful, award-winning beaches and surrounded by gourmet dining, boutique shopping and 207 holes of championship golf. “Now, imagine that meeting is in a modern facility with premium accommodations and exceptional service,” says Karen Morris, CMP, director of sales, Walton County Tourism Department/Visit South Walton.

As Morris points out, each year meeting planners travel to South Walton’s 16 unique beach neighborhoods, which boast more than 15,000 guest rooms and 155,000 sf of meeting space — ideal for everything from a 20-person executive retreat to a 1,500-person convention.

Thanks to four state parks, the 15,000-acre Point Washington State Forest, 15 rare coastal dune lakes and easy access to the Gulf of Mexico along the area’s stunning beaches, there are plenty of outdoor activities for attendees to enjoy in South Walton.

What’s new in South Walton? Hotel Effie Sandestin, located at Sandestin Golf and Beach Resort, opened its doors early last year, and features the only rooftop pool with lounge and event space on the Emerald Coast. In addition, this luxury hotel features 250 guest rooms with hand-selected furnishings and sophisticated décor. “A bright and airy meeting space, chef-curated dining and a luxury spa, as well as coastal charm, Southern elegance and exquisite details are sure to leave a lasting impression on your attendees,” Morris says.

Daytona Beach

With new properties and new experiences, plus affordability and accessibility, Daytona Beach is a destination that exceeds all expectations for hosting events and conventions. With more than 12,000 guest rooms and 300,000 sf of meeting space in hotels located both on and off the beach, Daytona Beach checks all the boxes in providing a first-class experience. From large meeting spaces, anchored by the premier Ocean Center convention complex, to flexible and creative venues such as Daytona International Speedway, there’s a space and a place for any group.

“Attendees can quickly go from the boardrooms and ballrooms to the beach — especially when they’re gathering at the Ocean Center, the fifth-largest convention center in Florida,” says Linda McMahon, director of group sales at the Daytona Beach area CVB. “This world-class venue serves as the area’s convention, entertainment and sports complex just 400 feet from the Atlantic Ocean.” The venue features more than 200,000 sf of flexible indoor and outdoor meeting space. It is conveniently located close to major hotels and popular restaurants, and is just 10 minutes from Daytona Beach International Airport.

Planners agree: Florida’s many beaches and other activities keep the ‘Sunshine State’ at the top of their lists. (Daytona Grande Oceanfront Hotel / Courtesy photo)

No matter where you meet in the Daytona Beach area, you’re always within minutes of adventures. “Attendees can walk along 23 miles of white-sand beaches, experience high-speed thrills at Daytona International Speedway or revel at one of our many famous annual festivals,” McMahon says. Other experiences include climbing 203 steps to the top of the Ponce Inlet Lighthouse, Florida’s tallest, for a spectacular 360-degree views of the Atlantic Ocean, going off-shore for exciting deep-sea fishing, or relaxing while sunset cruising in inland waterways.

Many hotels are within walking distance of the Ocean Center, including the new Daytona Grande Resort — a 27-story, 456-room oceanfront property with Daytona’s only infinity pool, and the 744-room Hilton Daytona Beach Oceanfront Resort, which recently completed a $25 million renovation.

Daytona continues to evolve by investing more than $2 billion in renovations and construction — which includes new beachfront hotel developments and major upgrades to attractions and restaurants. McMahon says that among many projects on the horizon, planners and attendees can look forward to a new four-star oceanfront hotel — the Renaissance by Marriott Daytona Beach Oceanfront, which is slated to open next year. The Max Beach Resort, which is now booking for summer, will offer spacious one-, two- and three-bedroom, residence-style suites, with an array of lifestyle features and amenities.

Other conference hotels include the Hard Rock Hotel Daytona Beach, which has 200 rooms and offers 20,000 sf of meeting space, and The Daytona, Autograph Collection, located at ONE DAYTONA — the dining, shopping and entertainment destination across from the recently renovated Daytona International Speedway.

Marjaneh Majarwitz, CMP, QAS, president of MarjaNet Inc., recently orchestrated an annual conference in Daytona Beach. The event was held at The Shores Resort & Spa, with overflow at Hard Rock Hotel Daytona. “There are a variety of properties for all types of clients/budgets in Daytona, with ample amenities and attractions — such as the beach, speedway, sightseeing — and ease of access when traveling to and from,” Majarwitz says. “Florida’s weather, beaches, resort amenities and hospitality is what brings guests not only nationwide, but also from all over the world. This is the state that is best known for its attractions, hotels and excursions, and Daytona Beach should always be on a planner’s radar.”

Orlando

Orlando has shown tremendous growth in the last few years, offering even more reasons for planners to host their next event in the city. In fact, Orlando offers more than 480 hotels and resorts, including more than 150 convention hotel properties featuring more than 5.8 million sf of event space, in addition to the area’s award-winning Orange County Convention Center (OCCC). “Our destination’s dining scene has also evolved, boasting more than 6,000 restaurants, with new offerings from award-winning local restaurateurs and celebrity chef-driven concepts,” says Casandra Matej, president and CEO, Visit Orlando. “This year, for the first time, MICHELIN will release a Florida Guide that will include Orlando.”

Of course, when it comes to entertainment, Orlando is second to none. The destination continues to unveil theme-park expansions, thrilling new attractions beyond the parks and a world-class performing arts center. “Our walkable convention district continues to grow with new thrilling attractions ideal for evening entertainment, as well as access to more than 75 restaurants, within a 2-mile radius, for a variety of casual and fine dining options,” Matej says.

Hanna Mantel, meeting planner at Tangerine Meetings & Events, has organized a number of events in Orlando, including a national sales meeting and an executive retreat — both at Walt Disney World Swan and Dolphin resorts. “I’ve been planning meetings and events in Orlando for nearly 25 years now, and this property by far has the best, most consistent staff I’ve ever worked with. They make an effort to get to know you, understand your objectives and find a way to strategically partner with you to manage an incredible event,” Mantel says.

When there is as much tough competition as there is in Orlando because of the number of hotels, rooms, convention and meeting spaces, it is very important to find a hotel that fits. “They will all offer rooms; they’ll all say their meeting space is the best. But who wants to be your partner? Who is vested in your success?” Mantel asks. “Who understands your client objectives and respects the relationship between you and your client? These are the things to look for, really anywhere, but even more so in a city with so many options.”

Orlando has welcomed several new properties, including The Swan Reserve at Walt Disney World Swan and Dolphin resort, JW Marriott Orlando Bonnet Creek Resort & Spa, Lake Nona Wave Hotel, AC Hotel Orlando Downtown and Tru by Hilton Orlando Convention Center Area. Renovated and reimagined properties with meeting enhancements include the Caribe Royale Orlando, Orlando World Center Marriott and Hyatt Regency Orlando.

Located just minutes away from Walt Disney World Resort and Disney Springs, Caribe Royale is emerging from a $127M reimagination that includes a full remodeling of the property’s 1,215 one-bedroom suites, the all-new 50,000-sf Palms ballroom, and an inviting new lobby that includes an elevated arrival experience, complete with an art installation and Rum Bar by Bacardi. Set to become the heartbeat of the resort, the lobby is the ideal location for guests to work, play, drink coffee, collaborate and indulge with additional offerings, including an on-site Starbucks and multilevel sports bar equipped with private VR suites coming next year.

Caribe Royale Orlando’s renovation also includes a revamp of the property’s group programming. The resort now offers group experiences led by the hotel’s innovative pastry kitchen team, as well as a Curated Cocktail program, which provides groups the opportunity to create unique, hand-crafted beverages based on their corporate colors, palate preferences and more.

Beyond Orlando’s hotels and resorts, exciting new venues offer unique meeting space or options for buyouts. Steinmetz Hall at the Dr. Phillips Center for the Performing Arts opened early this year in the heart of downtown Orlando. The hall is available for groups and can accommodate 850 for a reception, 600 banquet and 1,700 theater-style. “Our destination was built to be a center of hospitality, and we want every group to feel that welcoming spirit from the moment of their arrival,” Matej says. “There is an assumption that DMOs only assist with larger groups hosting their event at a convention center, but we can provide resources to every group meeting in the destination — whether it’s an in-house or city-wide event. Visit Orlando’s Destination Experience team can become an extension of a planner’s own team. Our meeting professional experts can provide customized support for every step of the event, from arranging site visits to distributing RFPs and even making venue recommendations for an unforgettable reception or dinner event.”

Rhonda Brewer, vice president, sales with Motivation Excellence Inc., says the Palm Beaches area has many incredible venue options. Photo courtesy of Rhonda Brewer

The Palm Beaches

The Palm Beaches is a region that offers exciting and distinct “between-the-sessions” experiences where planners can not only elevate meetings, but redefine what it looks like beyond the boardroom to provide memorable moments for attendees during their entire visit. “We offer a multitude of open spaces and outdoor places where guests can enjoy the Florida sunshine in an ideal year-round climate, cool ocean breezes, and 47 miles of beautiful pristine beaches,” says Kelly Cavers, senior vice president of group sales & destination services for Discover The Palm Beaches.

With the 350,000-sf Palm Beach County Convention Center, more than 200 hotels offering 18,400+ guest rooms, and proximity to three international airports, Palm Beach County offers a variety of options for planners. “We offer planners a vibrant and walkable convention district in downtown West Palm Beach where guests are within steps to exceptional arts and culture, plenty of nightlife, a robust culinary scene and world-class shopping, as well as beaches and outdoor recreation,” Cavers says. “Planners can also opt for more luxurious, secluded and private meetings at one of our elevated signature properties where our destination services team will help bring the entertainment to them.”

Rhonda Brewer, vice president, sales with Motivation Excellence Inc., is planning an incentive industry event at The Boca Raton early this fall, and just recently completed the site inspection. The event will be for about 320 attendees, and will also use other properties within the area for various activities and events. “The greatest draw to the Palm Beaches is all the incredible options. There truly is something for everyone with every kind of budget and desired experience,” Brewer says. “Your first contact should be with [Discover The Palm Beaches]. They are incredibly supportive of not only buyers, but all their local partners in the area. They can help guide you to the right property for the experience and you are looking to deliver.”

Key properties in the Palm Beach area have recently undergone an evolution, and are ready to welcome business travelers for an entirely new and elevated experience. As Cavers explains, The Boca Raton reopened after completing a $200 million reimagination and ushered in a luxurious lifestyle that pays homage to the resort’s remarkable history. “PGA National Resort has also undergone a stunning and extensive $100 million transformation, revitalizing every feature and creating another luxury travel experience,” Cavers says. “We are looking forward to the opening of Amrit Ocean Resort & Residences [next year] and Banyan Cay Resort & Golf later this year, and are excited to showcase new indoor meeting space and outdoor event space at one of our star attractions, Loggerhead Marinelife Center.”

Jacksonville

The Jacksonville area is another Florida gem that offers incredible value and an easy experience for visitors. “We have unique meeting spaces with everything from [the Prime F. Osborn III Convention Center] in a historic train depot, to rooftop restaurants and bars with views of the skyline and the oceanfront, museums and riverfront gardens, sporting arenas and live music venues,” says Michael Corrigan, president and CEO of Visit Jacksonville. “Jacksonville also consistently has some of the lowest hotel rates in the state of Florida. Depending on the time of year and the part of town you book in, it’s easy to get an affordable rate to stay within budget.”

Outdoor activities are so abundant in Jacksonville — from hiking, running and biking trails, to kayaking, paddleboarding and surfing in the ocean, St. Johns River or Intracoastal Waterway — that many people find themselves spending time outdoors when they visit. “Our beaches are wide, allowing plenty of space for people to relax and enjoy the scenery or have a picnic lunch,” Corrigan says.

Jacksonville also is made up of diverse neighborhoods, each with their unique offerings, and most people find at least one neighborhood that speaks to them. The Riverside & Avondale and Ortega neighborhoods are rich in history and architecture, with stunning views of the St. Johns River. The Beach communities offer the relaxed vibe one would expect of a beach town. Springfield, Murray Hill Heights and the Rail Yard District offer a creative scene with many local artistic touches. “If visitors would like to attend a stage show or musical performance, we have historic, as well as state-of-the-art, venues,” Corrigan says. The Florida Theatre is rich in history — Elvis performed there — and regularly hosts comedians, musical acts and thought leaders. The Alhambra Theatre is the oldest continually operating dinner theater in the U.S.; the Ritz Theatre & Museum is an iconic part of the area’s Black history and regularly hosts blues, jazz and R&B performers; Daily’s Place is an outdoor amphitheater welcoming major country, rock, alternative and hip-hop acts; and Vystar Veterans Memorial Arena is home to many major musical acts as well as sporting events.

As Corrigan explains, the newest options in meetings within Jacksonville are off-site, indoor and outdoor venues. Jacksonville has a thriving craft beer and distillery scene, and several offer the perfect evening activity for a large group. Riverfront Plaza in Downtown is a wide-open green space available for a group to make their own. Strolling receptions can be set up along Downtown river walks on both sides of the river, and the St. Johns River Taxi can host groups on their boats for sunset cruises or river tours.

Coming soon, Downtown Jacksonville will have its own Navy destroyer, the USS Orleck, as a museum and events venue situated right on the Northbank Riverwalk. “The destroyer is here, and we’re hoping it will open for business this summer,” Corrigan says. In addition, construction is underway for Dennis + Ives, a mixed-use development in Jacksonville’s Rail Yard District. The space is large — 7.15 acres — and will have space for meetings and events, as well as a new live entertainment venue.

Tampa’s walkability is a popular reason many planners choose the city to host their meetings. Courtesy of Visit Tampa Bay

Tampa Bay

Thanks to Tampa Bay’s ability to host high-profile gatherings safely and successfully last year, including Super Bowl LV and Wrestlemania 37, numerous organizations have considered Tampa or moved their meetings to the destination. As an added bonus, Tampa Bay’s sunny weather, vibrant downtown, cultural attractions and water-based activities have enticed meeting attendees to book pre- and post-stays.

According to Adam DePiro, vice president of convention sales at Visit Tampa Bay, after a refresh completed in 2020, the Tampa Convention Center (TCC) is undergoing its largest expansion ever. Next spring, 18 new waterfront meeting rooms will debut. “The Tampa Convention Center is also conveniently located along the Tampa Riverwalk, which links together some of downtown Tampa’s most popular attractions, parks, venues, restaurants, as well as several hotel properties, making it easier than ever for convention-goers to explore all that Tampa’s downtown has to offer,” DePiro says.

As DePiro explains, another reason planners look to Tampa for their meetings is the city’s walkability. The compact convention district has thousands of rooms within five blocks of the Tampa Convention Center, all connected by the 2.6-mile Tampa Riverwalk, which links some of the city’s hotels, restaurants, attractions, parks and venues.

“As one of the most up-and-coming cities in the nation, Tampa Bay offers a diverse array of dining, nightlife, history and award-winning attractions,” DePiro says. While there is a wide array of new developments in the destination, Tampa Bay also offers authentic arts and culture. The Straz Center for the Performing Arts is the largest performing arts center in the Southeast United States, and venues such as Amalie Arena, Raymond James Stadium and the MIDFLORIDA Credit Union Amphitheatre regularly bring in world-renowned performances. Just east of downtown Tampa is the fourth-largest casino in the U.S.: 245,000 sf of gaming space at the Seminole Hard Rock Hotel and Casino – Tampa. The hotel recently underwent a massive $700 million renovation that added a new hotel tower, events center, multiple pools, eateries, a spa and expanded the casino floor.

New high-end hotel openings are giving meeting planners more options than ever. Highlights include the highly anticipated The Tampa EDITION, opening later this summer, the first hotel to open in the destination as a five-star; the JW Marriott Tampa Water Street, which opened early last year; and the boutique Hotel Haya in Ybor City, Tampa’s historic Latin Quarter, named one of USA Today’s 10 Best New Hotels in 2020. “Encompassing more than 70 acres, with some 9 million sf of space under development at a cost of $3.5 billion, Water Street Tampa is the neighborhood transforming Tampa’s downtown,” DePiro says. Water Street unveiled a handful of major components since late 2020, including two new residential towers, an office tower and a JW Marriott hotel.

Pulling together Westshore and Downtown with an energetic, contemporary neighborhood, the $500 million Midtown development offers 1.8 million sf of retail, residential, entertainment and hospitality space, including Tampa’s second Aloft property and Element by Westin. The seven-story, dual-branded hotel features 226 rooms, a rooftop terrace, pool and lounge.

Central Florida

Central Florida’s Polk County — between Orlando to the east and Tampa to the west — is proving to be a wonderful option for those seeking a quieter region of the state. As Al Snow, tourism sales representative, conventions, meetings and events at Visit Central Florida, explains, the area’s claim to fame is its wide-open spaces and outdoor amenities. “Being removed from the beaches and theme-park corridors, our cities are uncrowded, walkable and our region is home to 550 lakes,” Snow says. “Planners like the ability to offer something different for off-site events and recreation offerings after the meeting agenda has ended each day rather than the ‘normal’ Florida theme park or beach vibe. Our venues, such as our convention center, are big enough for large conferences and meetings to social distance, but small enough to offer exclusive use.”

Indeed, Central Florida is home to more than 7,000 hotel rooms, as well as more than 7,000 vacation rental homes. In addition, the RP Funding Center boasts more than 100,000 sf of space, including conference/meeting/event spaces plus an arena and full Broadway production theater. Other favorite meeting and event venues in central Florida include the Streamsong Resort, which features 228 guest rooms and suites, more than 25,000 sf of indoor meeting space and 60,000 sf of outdoor space, three championship golf courses all ranked in the Top 26 courses in U.S., six restaurants, a grotto-inspired spa, as well as sporting clays and trophy bass fishing on site. Also, as the largest dude ranch east of the Mississippi River, Westgate River Ranch Resort & Rodeo features 200+ rooms, including standard hotel rooms, glamping tents, railcar cabins and cottages. The venue also boasts 16,500 sf of indoor meeting space and is situated on more than 1,700 acres with many unique outdoor meeting/team-building options.

The SUN ‘n FUN Expo Campus includes 200 acres with more than 100,000 sf of meeting and exhibit spaces, including a 727 airliner converted into an executive boardroom. And Advent Health Fieldhouse includes more than 37,000 sf of expo/exhibit space, 7,000 sf of meeting spaces, and a 330-seat theater.

The RP Funding Center is completing the final phase of a renovation of its arena, theater, public spaces and all of its meeting/expo spaces. “In addition, a unique SpringHill Suites hotel opened in July 2020 at the convention center,” Snow says. “Many upgrades have taken the property beyond a standard limited-service hotel with the addition of pool cabana rooms — poolside rooms with their own private cabana — 7,000+ sf of meeting/event space, expanded food and beverage options, indoor/outdoor lounge and expansive presidential and hospitality suites.”

The Terrace Hotel, a historic boutique hotel just off the city square and overlooking Lake Mirror in Lakeland, reopened late last year as The Terrace Hotel Lakeland, Tapestry Collection by Hilton. And Streamsong Resort recently announced the addition of a fourth golf course at the resort. Late last year, the resort completed renovations to the property to increase seating at one of its award-winning restaurants, rebranded two other restaurants, and added a new lobby bar to its food and beverage offerings.

Miami

Carol Motley, senior vice president of convention sales and services at the Greater Miami Convention and Visitors Bureau (GMCVB), says today’s meeting planners are becoming more selective in their decision process on destinations. “They want to ensure the destination they select will offer a return on investment and create business-to-business opportunities for their attendees,” Motley says. “Miami is easily accessible and offers exceptional meeting places, including Miami Beach Convention Center, which has undergone a $620 million renovation. Miami also offers a diverse community and endless entertainment possibilities, increased attendance and beautiful year-round weather.”

If a meeting planner is looking to boost international attendance, Miami is the gateway to Latin America. With more than 400 daily flights in and out of Miami International Airport, it is an amazing opportunity to attract more international attendees. “Besides amazing beaches, Miami offers many cultural areas so that attendees can come early and stay longer after their meeting,” Motley says. In addition, the region offers a wealth of venue options meeting all budget and space needs.

One of the biggest areas of renewal within the meetings and events space in greater Miami is the reimagined, state-of-the-art Miami Beach Convention Center (MBCC). The convention center campus features the Fillmore, New World Symphony, the Clubhouse and Collins Canal Park. Coming in the fourth quarter of 2025, the campus will open an 800-room headquarters hotel, which will be attached to the convention center via a skywalk. “When planning an event in Miami, utilize the CVB,” Motley says. “We are your one-stop shop, an extension to your team that can assist you in maneuvering through your initial RFP process and offer world-class service once your meeting is booked.”

Amelia Island

A combination of island life and Southern hospitality make Amelia Island the perfect destination for planners and attendees. Marilou Welling, director of interactive engagement at Visit Amelia Island, says that Amelia Island is just 30 minutes from Jacksonville International Airport, and is an unparalleled corporate getaway destination. “Adventurous activities, explorable historic sites and excursions on the water get your attendees engaged and refocused,” Welling says. “Relax along the 13 miles of beautiful shoreline, swing away at our championship golf courses or shop for treasures and keepsakes in our walkable downtown, Fernandina Beach.” She adds, “You can design and deliver unforgettable business experiences to craft the perfect stage to showcase your organization beyond the presentations and speakers.”

According to Jon Snider, manager of curriculum at HCA Healthcare, the Omni Amelia Island Resort has been home to HCA Healthcare’s service line’s national meeting three out of the last five years. “Each year has been a success, but we continue to elevate the overall experience in partnership with the entire team at Omni Amelia Island. The property’s staff embodies what it means to serve others with quality, authenticity and professionalism,” Snyder says. “What I have enjoyed about working with the property’s staff is that they become a member of my planning team, willing to coach me to utilize the conference and meeting spaces to its fullest capacity based on my agenda, but push me with innovative solutions to solve challenges in my programming.” He continues, “My meeting participants love what Amelia Island has to offer. The amenities, such as the pool area, mini-golf, luxurious golf courses and a gorgeous beachfront, are often reflected throughout my post-meeting evaluations.”

Courtyard/SpringHill Suites Amelia Island by Marriott opened early last year and features 239 total hotel rooms between the two properties. Amenities include a fitness center, business center, resort-style pool, three dining outlets, walking distance to the beach and neighbor to Fort Clinch State Park. The Ritz-Carlton, Amelia Island recently renovated all guest rooms and meeting spaces, and the pool-deck restaurant and poolside cabana experience finished early last year.

Fort Myers

Located in Lee County, the Fort Myers area is on Florida’s southwest coast abutting the Gulf of Mexico. It is home to an array of islands, as well as the cities of Fort Myers, Cape Coral and Bonita Springs. Here, meeting planners will find more than 12,000 hotel rooms, ranging from inexpensive to full-service resort properties, 290,000 total sf of meeting space and 50 miles of white-sand beaches. There are also spectacular natural attractions, as well as historical and cultural gems that provide unique entertainment options for meeting attendees. For example, when it’s time to take a break from meetings, attendees can experience guided wildlife, sunset and shelling eco-tours, or explore the more than 90 golf courses dotting the region.

A top-to-bottom conversion of the former Hotel Indigo is underway, as it is transformed into the Banyan Hotel Fort Myers, Tapestry Collection by Hilton, featuring new meeting and event options located a mere two blocks from the Caloosa Sound Convention Center & Amphitheater.

For an interesting meeting and event space, the new Topgolf in Fort Myers features 70 climate-controlled hitting bays, full-service restaurant and bars, 200 HDTVs, rooftop terrace, meeting rooms and private event space. C&IT

Pictured, Monterey Bay Harbor Sunset. California has long been a destination favored by planners and attendees. SeeMonterey.com

California has no lack of excellent cities, towns and hotels for meetings of every type and size. From a small group of 14 to a large gathering of thousands, planners have found much to recommend in the “Golden State.”

San Jose

The Bay Area’s most-populous city, San Jose, is a popular site for the many tech companies in the region as well as every other type of corporate group. Kelley Schmidt, director of event management for FNTECH, a full-service event planning company with more than a decade in the area, has worked with many groups over the years. She says proximity to three major airports, a lively downtown and excellent convention center are among San Jose’s assets.

Late last fall, she worked on a group’s annual summit with several thousand attendees, some in-person and others virtual. The meeting was set primarily at the San Jose McEnery Convention Center (SJMCC) with the San Jose Marriott as the base hotel. “The flexibility of the space [at the SJMCC] and extraordinary service keep us and our clients coming back again and again. Until the COVID-19 pandemic hit in 2019, FNTECH averaged several large conferences at the SJMCC each year.

Perhaps the center’s greatest asset, however, she says, is its flexibility. “This applies to the space itself, but also to the people who make it run. Everyone is accommodating. When we want to try something new for a client — something that hasn’t been done before — we are consistently met with a ‘How-can-we-make-it-happen?’ attitude. Team San Jose is willing to go the extra mile to help make our events successful. There is always room to brainstorm, debate ideas and negotiate services. On a strictly production front, the new Exhibit Hall ceiling and sound upgrade was very much appreciated.”

San Jose has a full range of hotels, many of them downtown, and Schmidt has worked with most of them. “From an event-space perspective, the hotels we use most are the San Jose Marriott and the Hilton San Jose, which are attached to the convention center. This allows for a smooth install/dismantle process, because we can easily move equipment between spaces. We’re also able to connect the Wi-Fi in all three spaces, so it’s a seamless transition for attendees, staff and crew in terms of networking.”

Historically, Schmidt notes, “San Jose hotels have been solid partners on our large events, but perhaps a hidden gem, from a planner’s perspective, are the post-event audits. This helps us capture attendee reservations that may have been made outside the sleeping-room block, which often alleviates attrition. Since the pandemic, we have been even more strategic with cancellation clauses. I would advise planners to lean-in and ask Team San Jose for insight and support in this area.”

Schmidt has high praise for Team San Jose, the city’s DMO. “Over the years, we’ve formed an amazing working relationship with them. Together we’ve accomplished some very unique and specific catering requests, complicated room turns, tremendous internet requirements, massive security measures, extremely tight installations and strikes, just to name a few collaborations,” she says. “When our first in-person event post COVID-lockdown was planned for the San Jose McEnery Convention Center, we were confident that our collective team would be able to navigate the constantly changing environment. It wasn’t easy, and there were some unavoidable hiccups, but this team leaned heavily on our ability to band together, make needed adjustments and keep moving forward. From all accounts, it was a smashing success. Attendees left healthy, educated and motivated. Our planning team left re-energized, proud of a job well done and looking toward the future. Truly, we can’t imagine a better partnership.”

In terms of how COVID challenges were handled, Schmidt says Team San Jose has stayed in constant communication with city officials on all pandemic updates. “When the city of San Jose mandated proof of vaccine and masks indoors, we immediately met via video conference to discuss logistics. This helped us properly plan our compliance and keep our clients in the loop so their comms were accurate and up-to-date. We did have concerns with staffing, but the open communication with [Team San Jose] helped us pivot [a few times] to ensure all areas were covered. We know they are always in the trenches with us.”

As any planner knows, even with the best partners and planning, there are likely to be a few challenges in the course of planning a meeting. It’s how you handle them that makes the difference. “I can remember a few speed bumps along the way relating to catering, graphics and staffing shortages,” Schmidt says. “However, all these challenges were met quickly, and solutions were cohesively implemented. We’ve found it’s not the problems themselves that crush you, it’s how we as one team respond to in those situations — no pointing fingers, just helping hands. Many years ago, we implemented a full-transparency rule when things go wrong. We immediately notify all parties involved and, when possible, get everyone together in the space and work together to course correct. This allows clients to rest easy knowing we have their backs and we’re all pushing toward the same goals.”

Looking ahead, Schmidt is optimistic. “We’re optimistic about future in-person meetings [through] 2022. While many of our spring events have changed to completely virtual … we feel the direction the pandemic is taking will allow us to produce more in-person events … this year. We also feel the safety measures we’ve put in place with Team San Jose allow each person — attendee, speaker, sponsor, staff and crew member — to experience the event in the way they’re most comfortable with, be that social distancing, wearing masks, etc.”

To planners, Schmidt’s primary advice is to partner with Team San Jose. “Stay in close contact with Team San Jose on the current pandemic situation. They have the latest information from the city and state, but also can provide new ideas and share best practices, so you can have a safe and successful show whatever the current landscape.”

The Open Compute Project Global Summit was held at the San Jose McEnery Convention Center late last fall. Courtesy of Kelley Schmidt

San Luis Obispo

To the south, along California’s oft-photographed coast, is San Luis Obispo, aka SLO. The town sits in the middle of the spectacular Central Coast region, which spans from Santa Barbara to Santa Cruz. SLO offers planners small-town charm, all the expansive and dramatic scenery along the coast, and plenty of activities and options for meetings. Marci Miller, MBA, chief administrative officer, Radiology Associates, worked on the group’s monthly board of directors’ meetings as well as the annual retreat. Meetings were held at Hotel Cerro in San Luis Obispo in the spring and late fall of last year.

As COVID continues to impact in-person meetings, Miller says Hotel Cerro is a good choice. “During the past year, we’ve used Hotel Cerro for many different in-person events. The venue is perfect for a private event and the staff adhered to safety protocols by wearing masks at all times when serving food and beverage. The hotel, which is very clean, provided the appreciated sanitization for all people attending the meeting.”

Miller says Hotel Cerro’s meeting space is ideal for multiple reasons, including the fact that there’s built-in A/V equipment, which makes presentations and teleconferences easy. And the hotel can provide a range of room setups that work for various groups. Catering is also convenient, thanks to the hotel’s on-site restaurant, Brasserie SLO. The group especially likes that the large glass windows separating the indoor space and outdoor patio can be opened and pushed all the way out to create an expansive indoor/outdoor space with excellent airflow. In addition to the regular catering the hotel provides, if a group is looking for a special wine or food to be served, hotel staff will source it for them.

In spite of 2021’s challenges, Miller is looking forward in the rest of 2022 and through 2023. “We’re optimistic about having in-person meetings again in the future,” she says. “There is no replacement for in-person meetings … we remain optimistic and are ready to gather in person and plan for our companies’ futures.”

As for tips on planning while COVID continues, she advises planners to “Try to pick locations that have either an outdoor setting or split rooms to maximize the airflow at the event. It’s important to have multiple serving stations to allow for less gathering while still interacting with fellow attendees, and it’s also nice to have a separate location for attendee arrivals and a private restroom to limit the number of contacts. Lastly, make sure the facility is following the current protocols for safety by wearing the appreciated masks and available hand sanitizer.”

The Open Compute Project Global Summit, one of the first tech events to return to an in-person format, drew attendees of all ages. Courtesy of Kelley Schmidt

Monterey

Visitors here — about 100 miles south of San Francisco and about 50 miles from San Jose — will discover iconic landmarks, a storied history, sustainable and diverse culinary offerings, top-notch vineyards and wineries, varied landscapes such as scenic coastal views and rugged terrain, world-class art and more. Looking for prime Pacific coastline? There are 99 miles of it here, along with the world-famous Monterey Bay Aquarium, 45,000 acres of premium vineyards, 65 tasting rooms, 82 wineries and more than 20 golf courses, including the famed Pebble Beach Golf Links. Major attractions include the 17-Mile Drive scenic coastal driving tour of Pebble Beach with lookouts and famous golf courses; Big Sur, the iconic area encompassing a 70-mile stretch of breathtaking, dramatic Pacific coastline with inns, restaurants, camping spots, beaches and hiking trails along Highway 1; and Cannery Row, one of the most popular destinations in the Central Coast and named for John Steinbeck’s novel. Cannery Row offers waterfront luxury hotels, boutiques, restaurants and the aforementioned Monterey Bay Aquarium.

The Monterey Conference Center, which encompasses the adjoining Monterey Marriott and the Portola Hotel & Spa, has recently undergone a $60 million renovation. Together, these waterfront properties offer more than 80,000 sf of flexible meeting space, 19,000 sf of exhibition space and 700 hotel rooms. The center can accommodate meetings of various sizes up to 1,700 attendees.

Los Angeles

The Los Angeles Convention Center (LACC) offers more than 720,000 sf of exhibit hall space, and 147,000 sf of meeting space, allowing it to host events ranging from conventions, trade shows, exhibitions and meetings of all sizes. The Los Angeles Planning Commission recently approved a $1 billon plan to expand and upgrade the convention center and the adjacent JW Marriott Los Angeles L.A. LIVE. The $500 million convention center upgrade would add 700,000 sf and a new span connecting the South and West Halls. The $500 million JW Marriott upgrade would add a 37-story tower with 861 rooms, adding to the 1,000 rooms at the Marriott and The Ritz Carlton, Los Angeles. Plans also include a 228,000-sf conference center. The JW Marriott Los Angeles L.A. LIVE now offers 134,143 sf of meetings space, while The Ritz-Carlton, Los Angeles now offers more than 100,000 sf of modern events space.

No trip to a conference or event in Los Angeles would be complete without visiting one of the area’s famous beaches to take a dip in the Pacific Ocean. Photo by Travis Conklin / Discover Los Angeles

Orange County

Orange County (OC) offers an eclectic group of towns and cities, from the gorgeous beaches and luxury properties of Laguna Beach, to surfing paradise Huntington Beach and Anaheim, with the largest convention center on the West Coast and one of the world’s most famous theme parks, Disneyland Resort.

Patty Kindness is a regional director with PRA, a global business-event-management firm. About the county, she says, “Orange County has so much to offer groups — great weather in a beautiful coastal destination with so many options for entertaining. Whether it’s getting out into the Pacific for a sailing regatta or a whale-watching experience, or taking in the beautiful “plein air” art of Laguna Beach or an electric bike ride through the local neighborhoods of Corona del Mar, there is truly something for everyone.”

Orange County has options for those coveted “wow” opening and closing receptions, but one stands out for Kindness: “Our hands-down favorite venue in OC is Mission San Juan Capistrano. It’s where tourism was born in Southern California. It tells the unique story of California history and it’s just beautiful. You can enjoy several different experiences at the Mission, from a beautiful closing-night gala event under the stars in the historic central courtyard, to a private tour of the Mission’s art collection or a horticultural tour in the gardens. There are just so many ways to experience OC’s history and culture.”

While Mission San Juan Capistrano is as old as the United States itself, founded just four months after the founding of the country, Orange County embraces what’s new, too. “We’re thrilled,” Kindness says, “to have two new properties in Anaheim, the JW Marriott, Anaheim Resort and The Westin Anaheim Resort. Both are incredible additions to the very busy and growing market in Anaheim and the Anaheim Convention Center.”

In this age of COVID, Southern California is a great choice for in-person groups that prefer to meet primarily outdoors. “Orange County offers great weather year-round and plenty of beautiful outdoor spaces for entertaining — many with an ocean view.” Kindness says. “Additionally, Coastal OC is home to several of the most luxurious and exceptional resort properties in the world. The lawns and views at these properties are truly one of a kind.”

She also says the county is well prepared for keeping groups healthy and safe. “We’re ready for you. We’ve invested so much into making sure our programs are adhering to not just local health and safety protocols, but also our own corporate protocols with the guest experience in mind.” Kindness adds that planners should have conversations with their attendees and with local DMCs they work with in order to ensure the best experience. “Having good conversations in advance with your partners to discuss what your corporate expectations are and how your guests will feel about traveling to Orange County is paramount for us to custom curate an experience that will make everyone feel safe, welcome and cared for.”

Orange County is a coveted meeting destination, and that means planning in advance is paramount for the best outcome. “Please start the conversation as early as possible,” Kindness advises planners considering Orange County. “This is a popular destination and available dates go fast. We’re currently seeing really short-term bookings, and that affects availability of resources, such as activities, tours, transportation equipment, staff, etc. We want to provide you with the best possible options, but by 30 days out, the options can be limited.”

Like other industry experts, Kindness sees much to be positive about. “We’re feeling optimistic about the next 10 to 12 months and about groups returning to travel and programs all over Southern California. I think we’ll always be considering some amount of risk in bringing people together for a corporate program, so this will be our ‘new normal.’ But it’s also an opportunity to continue the conversation about how important face-to-face meetings are and how we can continue to make them safe for everyone.”

One of Orange County’s premier meeting cities is Anaheim, which is where Informa Markets Engineering West (IME West) held its annual trade event late last summer for advanced manufacturing professionals, with virtual attendees in multiple additional sites. All in-person events took place at the Anaheim Convention Center (ACC). “Many of our attendees are California-based, so meeting at the Anaheim Convention Center is convenient for our community,” says Pamela Skaggs, director of operations with Informa Markets. “John Wayne Airport in Orange County is only minutes from the ACC for those who fly in. Anaheim is also a destination city. From wonderful restaurants, top-notch hotels and sporting events, to world-renowned amusement parks, [such as Disneyland], Anaheim has so much to offer to attendees when they’re off the show floor.”

Skaggs says Informa Markets and IME West have a long-standing commitment to sustainability and keeping clients safe and healthy, and Anaheim’s convention center supports those efforts. “The ACC prioritizes its green efforts by creating a ‘green roof,’ utilizing solar power and making sustainable choices when it comes to purchasing. It’s also LEED-certified. In addition to that, the ACC has received the Global Biorisk Advisory Council (GBAC) Star Accreditation. Accreditation is awarded to facilities that follow a high standard of cleaning, disinfection and disease prevention, and follow proper cleaning and disinfecting protocols, and workplace practices.”

The Open Compute Project Global Summit was held at the San Jose McEnery Convention Center late last fall. Courtesy of Kelley Schmidt

It’s also stunning. “Immediately upon arrival, you’re greeted by beautifully illuminated palm trees and a water feature, warm air and sunshine,” Skaggs says. “At our 2021 event, we hosted a ribbon-cutting ceremony on the Grand Plaza of the ACC. Visit Anaheim helped us coordinate a memorable event featuring an enthusiastic presentation by the mayor, a local marching band, chalk art and a unique offering of food and beverage provided by Aramark. There are many great restaurants and activities in the nearby GardenWalk, and our team enjoyed an ax-throwing experience.”

The group met in Anaheim again in mid-spring of this year. “We [looked] forward to hosting a ‘Beer Garden’ on the second-level outdoor California Terrace, as well as a festive welcome reception on the Grand Plaza,” Skaggs says. “This year, [we produced] keynotes in the ballroom and five co-located expos over 670,000 sf of contiguous exhibit space in halls A-D. With well-thought-out meeting space and amenities, the ACC is a great place to do business. Many service providers are available on-site, dedicated to making events successful, and complimentary Wi-Fi throughout the lobbies and meeting space keep attendees connected while they’re out of the office at the show.”

Skaggs says Visit Anaheim has been “very thoughtful” in incorporating health and safety initiatives during the planning process, and helped the group find new dates when postponement became necessary. “Prior to our site visit, they sent out a form to attendees to better understand their comfort level around ride-shares, dining in restaurants, etc. They also regularly updated event stakeholders with current COVID-19 state, local and facility guidelines. And on arriving at the site visit, we were offered an amenity that included first-aid items, hand sanitizers and reusable masks. The ACC also required a review of our health and safety plans prior to the event. Visit Anaheim and the ACC partnered with us in developing and executing those plans to ensure the safety of everyone on-site for the event.”

One challenge, Skaggs notes, has been navigating the planning of large-scale, indoor events during a pandemic. But, she had help. “Visit Anaheim and the Anaheim Convention Center have truly been partners to Informa Markets and the IME West team throughout this process. These partnerships offered significant support as we produced the first large-scale trade event in California last August since the pandemic began in 2020. We’re very thankful to the incredible staff of these organizations.”

Skaggs encourages planners to reach out to Visit Anaheim. “They have so many wonderful tools and ideas to help planners. The earlier or more frequently you can engage with them, the greater your event success is likely to be. I would also encourage you to tour the Anaheim Convention Center. It’s a well-laid-out, beautiful and sustainability-focused venue, ready to host a myriad of events.”  C&IT

The islands of the Caribbean/Bahamas region offer plenty of activities for attendees, including salsa lessons, snorkeling, horseback riding and more. Courtesy of Darysse Croes

There’s a palpable magic to meetings set on tropical islands that can’t be duplicated on the mainland. Islands provide idyllic spots for playing and relaxing — ideal for incentive programs — but they also facilitate productivity, team building, education and any other ROI companies require. Best of all, meetings in the Bahamas and Caribbean are back.

Aruba

This balmy, compact island in the southern Caribbean is the setting for a saga that planners these days can relate to, and proof that no matter what COVID-19 throws at us, perseverance and strong partnerships can overcome it. Julie Johnston McManus, president/owner of World Travel International Inc., works often with corporate and incentive planners. Pre-pandemic, she was involved with a program for 200 incentive award winners at the Aruba Marriott Resort & Stellaris Casino. Her experience encapsulates what planners have faced the past two years. “This was to be an in-person sales incentive trip for 200 with a beach party and meeting space, booked for April 2020. We had to cancel and rebook the entire group for October 2020. As the pandemic raged on, the group was again rescheduled for April of 2021. Each time, the Marriott was gracious enough to allow us to reschedule without charging penalties. I cannot describe the amount of work this was for everyone involved. I had to reissue air tickets as well,” McManus says.

When Aruba wouldn’t allow a group that large to gather in the meeting space or have a beach party, it was back to the drawing board. That’s when McManus and Amanda Warner, senior sales executive for Marriott in the Caribbean and Latin America, began brainstorming on how to salvage the program. “Amanda and the Marriott group came up with a new program called ‘Celebrate your Way.’ This allowed accounting to keep it as a group, now down to 120, but people would travel as individuals in a nine-month time frame with costs still covered by the master account. A $250 room credit was issued to make up for the loss of the beach party. Individual airport transportation was arranged as well, and I reissued a fourth set of air tickets.”

Among the helpful resort staff, McManus says, were the on-site senior sales manager and her assistant. “They did a wonderful job of coordinating the room requests and the shuttle service to match whatever flights I had scheduled. They also assisted with the COVID-19 antigen tests required for guests to return to the United States.”

The result after two years of cancellations and changes? “Our guests came back thrilled. They loved the room accommodations, service, beach and location. They enjoyed the restaurants and were able to walk to the shops and local restaurants as well. There’s a beautiful walking/bike trail that goes for several miles along this incredible beach right behind the Aruba Marriott. Everyone was friendly and all health and safety protocols were followed to the letter. The entire group felt welcomed and secure at the resort, on excursions or while exploring the fabulous shops, restaurants and casinos. Everyone was so glad we didn’t give up and figured out a way for them to still receive their incentive.”

McManus can’t say enough about Marriott and its sales team. “I strongly encourage any corporate travel leaders looking for a wonderful experience to give [Marriott and the sales team] throughout the Caribbean and Latin America a chance to show what excellent service looks like. Throughout this challenging process, we never panicked and were able to come up with solutions. I didn’t just have a sales rep; I found a friend willing to fight for me and my business.”

As to what makes Aruba ideal for meetings and incentives, Darysse Croes, account executive with De Palm Tours Destination Management Services, points out that most resorts are just 10 to 20 minutes from the airport, U.S. dollars are accepted everywhere and there’s everything from adventure to pure relaxing available. “We have UTV tours, for example, as well as a natural pool safari and catamaran sails,” she says. “Carnival is huge on the island. An easy way to incorporate carnival is to include it in the welcome or farewell event. Bringing in a brass band instantly captivates guests, and attendees have an opportunity to dance alongside the carnival dancers in their elaborate and colorful costumes.”

Croes advises groups to experience local culture via walking tours and through the island’s diverse food, thanks to some 70 nationalities represented on Aruba. “But for a magical evening under the stars,” she says, “there’s Ayo Rock Formations, a one-of-a-kind venue surrounded by Aruba’s nature. Ayo Rock Formations’ towering stone boulders create a sense of awe and an understanding of why the area was once considered a sacred site by the island’s original inhabitants. Rock drawings dating back thousands of years are found at this site. The boulders create a beautiful backdrop for an event. We bring everything in from tables to chairs, décor, entertainment and lighting, creating a beautiful setting in nature.”

Croes emphasizes that Aruba is safe. “Attendees are able to leave their hotel and roam the island freely and really experience Aruba’s beautiful sights, amazing cuisine and friendly people.” Additionally, she says, “The Aruban government has done a great job managing the pandemic. We’ve received very good feedback from the programs we’ve carried out so far. Guests felt really safe with how Aruba and all stakeholders are handling COVID protocols. Aruba is definitely ready.”

El Conquistador Resort in Puerto Rico offered unique entertainment at The Guardians Inc.’s Annual Retreat. Photo courtesy of The Guardians Inc.

Puerto Rico

Just 100 miles long and 35 miles wide, Puerto Rico is rich in cultural heritage, compelling history and diverse beauty — and it’s a U.S. territory, so no passports are required. Significant renovations include Fairmont El San Juan Hotel, San Juan Marriott Resort & Stellaris Casino, Punta Borinquen Resort and El Conquistador Resort.

Brad Dean, CEO of Discover Puerto Rico, says the island is poised for a busy and successful rest of the year. “We’re excited and optimistic about the state of meetings for 2022. Puerto Rico hosted some 67 events in 2021, from conventions and sporting events to trade shows and conferences. We have an exciting lineup of future events and trade shows throughout 2022, including Connect Spring Marketplace. And of course,” he adds, “the exciting Distrito T-Mobile entertainment complex has been a game changer in terms of how meeting planners view the meeting and entertainment options around the Puerto Rico Convention Center, which itself has undergone substantial renovation and added robust hybrid capabilities.”

One meeting that took place this year is the annual conference of The Guardians Inc. and its alliance of successful entrepreneurial business leaders. The conference, with 500 attendees and 100 speakers, exhibitors and vendors, took place in mid-spring. Next year’s conference is even larger. Paul Michael Raspa Jr., The Guardians Inc. COO, says, as a Puerto Rico-based company, there’s a strong commitment to “enriching the island, its citizens and its economy.” And, he adds, “The warmth, beauty and diverse geography make it an easy sell to our attendees, speakers and vendors. Who wouldn’t want to spend a week at a private resort in the Caribbean? Puerto Ricans have an innate sense of hospitality, care and adaptability. That creates a special environment for participants, but also for event producers.”

The group held its 2021 event at the Caribe Hilton in San Juan. “We were the first large group since the start of the pandemic. We made a profound economic impact. The hotel was able to bring back 30 people off furlough to serve our participants. In turn, the hotel personnel and local citizens made such an impression on our participants that we made the commitment to return for many years to come,” Raspa says. “This year, [we ventured] to the east side of the island for a more secluded and exclusive experience at El Conquistador Resort. The property is gorgeous, the views are stunning. The Guardians [were] the first large-scale conference for the hotel since Hurricane Maria in 2017. We’ve also already contracted for our 2023 event at the El Conquistador Resort. The property is expansive and diverse enough for us to create two exceptional and distinctive conferences without having to relocate.”

Raspa says the team at Discover Puerto Rico brings tremendous value for event planners. “From site selection and facility negotiation, to resourcing the best local vendors, to incorporating the genuine flare of the island, Discover Puerto Rico is committed to serving event producers. They don’t just sell the island. Each member of the team believes this is ‘their’ island, their homeland, for which they are proud, enthusiastic and unapologetic. Discover Puerto Rico is a partner in our success.”

El Conquistador Resort, Raspa notes, is one of the largest properties on the island. “There are three distinct sections, which allows meeting planners to create an ‘off-site experience’ while remaining on property. All have been recently renovated and upgraded. The main building includes multiple ballrooms, breakout rooms, restaurants, pools and amenities. The marina area has restaurants, a water park and oceanfront lodging. Palomino Island is a private oasis 10 minutes off the coast with dining, white beaches and outdoor function space. The guest rooms are well appointed, and the views are stunning.” He calls the staff a pleasure to work with. “Some of the resort’s event planners and sales representatives have been on staff for 20+ years, bringing a wealth of experience and knowledge of the property.”

Raspa says people are clamoring to again meet face to face. “There is power for meeting in person. Our attendees crave the opportunity to collaborate and build professional relationships with others in ways that online conferences cannot replicate. Our attendees are asking for in-real-life events and they’re showing up. Our mainland U.S. events have strong registration numbers as well. Those who want to meet in-person — pandemic or not — will meet.”

He advises planners to leverage Discover Puerto Rico, local DMCs and local vendors. “They’ve figured out how to navigate this pandemic and make unforgettable events on the island. Doing it on your own or with foreign vendors will be far more challenging.”

The Bahamas

Made up of 16 major and countless smaller islands, a group can visit The Bahamas repeatedly with a different experience each time. New properties include Sandals Royal Bahamian on Nassau and the reopening of The Cove, Eleuthera, while Ritz-Carlton announced plans for a new Ritz-Carlton Reserve on Eleuthera.

No one is more of a cheerleader for these islands than the Honourable I. Chester Cooper, deputy prime minister and Bahamas minister of Tourism, Investments and Aviation. “The Islands of The Bahamas are an ideal setting for an array of meetings and group opportunities,” he says. “We’re seeing an uptick in interest in this sector as our beautiful country can accommodate groups of all shapes and sizes. Our partners and meetings experts are available to ensure every need is met and no detail is left behind. Everything from accommodations and meeting spaces, as well as experiences and activities, are at your fingertips and can be seamlessly executed.”

Suzanne Houghtaling, founder and CEO of Sunsplash Events, DMC Event Production Company, has been involved with Insight Global’s annual Incentive Rewards Conference at the Grand Hyatt Baha Mar in Nassau for 10 years. “We began with a 200-person group; it has grown now to 2,800 to 3,200 persons.”

Among the Bahamas’ assets is ease of flights. “It’s very close to the U.S., with more than enough nonstop flights from all major U.S. hubs. There are many fabulous hotels to choose from, ranging from smaller boutique properties to the larger Grand Hyatt Baha Mar and Atlantis, Paradise Island.”

Paul Michael Raspa Jr., The Guardians Inc.’s COO, says El Conquistador Resort offers ‘off-site’ activities while attendees can remain on the property. Courtesy of The Guardians Inc.

About Grand Hyatt Baha Mar, Houghtaling says, “Our client chose Grand Hyatt Baha Mar because of the many activities on and off property, as well as the perfect white beaches and shallow, crystal-clear water. The new water park with its lazy river, wave pool, many water slides, surfing pool and poolside gambling offers something for everyone.” And, she says, “There are several pools, as well as food-trucks, and food and drink outlets throughout the property. The Grand Hyatt has an energetic casino, many fine dining options and the service is superb. Conference facilities also stand out. There’s a standalone conference center close to the hotel rooms, with indoor and outdoor spaces.”

Houghtaling says one thing planners should know is that tips are included in almost all hotel charges. “There’s a 12% VAT added to everything. We do tip locals, such as taxi drivers and outside servers, about 20% to 25%. If you have to ship in conference materials,” she continues, “be sure to use the hotel’s preferred suppliers or connect with your DMC, as there are quite a few logistical steps you should be sure to follow. I also suggest allowing at least one day for guests to venture out and experience our local culture, and a night to have dinner on their own to try some local hot spots. Reservations are strongly recommended.”

Atlantis, Paradise Island offers more than 500,000 sf of meeting space, a casino, golf course, retail complexes, more than 20 restaurants, an aquarium and the largest water park in the Bahamas. The 3,401-room resort recently announced plans for a multimillion-dollar renovation. Enhancements include the redevelopment of The Beach Tower and all Royal Tower guest rooms and suites, and a reimagined Atlantis Casino. Renovation of all guest rooms and suites in The Royal East Tower will be complete later this summer, closely followed by newly renovated rooms and suites in The Royal West Tower.

The Royal’s world-famous Bridge Suite is on track for total renovation and completion next year, and looking beyond 2022, Atlantis will open a brand-new “oasis within an oasis,” resort dubbed Somewhere Else. Replacing the current site of The Beach Tower, this unique oceanfront escape, opening in 2024, will offer 400 guest rooms and suites alongside top-tier dining venues, lushly landscaped grounds, multiple pools, recreation areas, upscale amenities and live performances — all within easy reach of the myriad of dining and entertainment options synonymous with Atlantis.

Although Nassau and Paradise Island have plenty to keep groups busy, Houghtaling encourages attendees to venture out for snorkeling and island hopping to some of the many out islands and cays or, for example, to Exuma for swimming with the famous pigs. Who wouldn’t want to swim with pigs?

U.S. Virgin Islands

The three major and many smaller islands that make up the U.S. Virgin Islands (USVI) are a U.S. territory, making planning, contracts, currency and entry easy for U.S. citizens. Utah-based Christy Froehlich, CMP, principal/owner and senior planner at Precision Planners. After two rebookings, she recently brought an incentive group from a California-based company to St. Thomas in mid-spring to The Ritz-Carlton, St. Thomas, which has come back better than ever after a two-year shutdown and property-wide renovation following the 2017 hurricanes.

Froehlich gives many reasons for choosing the USVI for this fully in-person meeting. “Ease of access and airlift were big decision factors,” she says. “The client loves that we’ll get that Caribbean, far-away feeling, yet at the same time the convenience of being in the U.S. for currency, language and COVID purposes is very attractive. There are so many recreational activity options and unique special-event venues that it has been very easy to create a spectacular program. This particular incentive trip [was] a five-night pattern, and I had a hard time deciding how to fit all the St. Thomas experiences into the agenda.”

Froehlich’s client likes The Ritz-Carlton brand “for its continuity in product offerings and service level,” with the Ritz-Carlton, St. Thomas especially attractive. “The fact that the Ritz-Carlton, St. Thomas is a ‘new’ product given the massive $100 million renovation that took place after Hurricane Irma was very attractive,” Froehlich says. “Brand new rooms, meeting spaces and restaurants are so refreshing.” And there’s the fact that The Ritz-Carlton beach is available as function space and for evening events.

“From my perspective as the planner,” she continues, “I love that Cruz Bay Sports is on-site, and that the majority of ground transportation and daytime activities [water and land-based] are arranged through them. It’s so convenient. The flexibility and understanding from the hotel’s perspective were greatly appreciated in such tumultuous times.”

Froehlich says flexibility and creativity during the pandemic made it one of the best experiences among all of her 2020-2022 rebookings. In terms of meeting space at the resort, Froehlich points to some pros and minor cons. “Pro: Beautiful spaces that are all newly renovated and incorporate lots of natural light. Con: The hotel is quite spread out. Walking from one end to the other is a jaunt. However, the hotel’s bell staff stands ready to transport guests in golf carts whenever requested.”

To planners, she says, “Just book it. The planning has been a snap, aside from the multiple COVID rebookings. The client [was] very pleased with how excited the attendees [were] to attend this event. The ROI relative to their meeting spend will be particularly tangible this year.”

Bottom line: Islands offer planners alluring destinations where culture, history, activities and fantastic settings create the foundation for meeting success. Magic and ROI are not mutually exclusive. C&IT

In Paradise Valley, the new The Ritz-Carlton, Paradise Valley, will open later this year.

Tourism officials in Arizona are optimistic about the future of meetings, and with good reason. Debbie Johnson, director of the Arizona Office of Tourism, points to one reason why: “We continue to see investment in new hotel properties around Arizona and additional air service into Phoenix Sky Harbor International Airport, so we’re perfectly positioned to welcome back business travelers from around the world.”

No one can predict when things will fully return to normal, but there’s no question that meetings and business travel are central to the process. “Resuming meetings and other business travel safely is a critical step in tourism’s economic recovery,” Johnson says, adding, “Meetings provide an economic boost far beyond just the host facility. In 2019, Phoenix Convention Center meetings had an impact of more than $335 million, and Tucson meetings had an impact of $61.6 million in Southern Arizona. These figures show the importance of the meetings industry to Arizona.”

Not surprisingly, Arizona is well-suited to experience early recovery given its near perfect weather the majority of the year, and abundance of outdoor venues to which groups are drawn, COVID-19 or not. Add history, adventure, the romance of the Old West and the contemporary vibrancy of many of the state’s popular cities, and you have the perfect mix to bring business back. As Johnson puts it, “Arizona is an ideal location to host meetings of all sizes. Our focus on health and safety, beautiful venues with ample outdoor spaces, nearly perfect weather and remarkable experiences for guests make it easy for event planners to continue choosing the Grand Canyon State.”

She isn’t alone in her optimism.

Scottsdale

“Scottsdale saw the beginnings of our recovery [last] spring, with domestic leisure travelers returning to the city to enjoy our warm weather and special events. Our hotels, resorts and hospitality businesses were thrilled to welcome visitors back to our community,” says Rachel Sacco, president & CEO, Experience Scottsdale. “Though the pandemic has thrown many curveballs at this industry over the past two years, Experience Scottsdale is optimistic about [the rest of] 2022 as we anticipate welcoming back international travelers and hosting larger-scale meetings,” Sacco says. “Our leads for future group business have returned to pre-pandemic levels. Though many of the meetings hosted at our hotels, resorts and venues have been smaller gatherings, Scottsdale is prepared to welcome groups of all sizes and accommodate any health protocols. We feel confident that corporate groups will feel secure in hosting their meetings in Scottsdale as soon as they’re ready.”

Like Johnson, much of Sacco’s optimism comes down to Arizona and Scottsdale’s ideal attributes. “Scottsdale offers corporate groups advantages that few other destinations can match: Fresh air, sunny skies and the luxury of space. From campus-style resorts to lush outdoor meeting spaces, Scottsdale is the ideal choice for groups ready to reunite in the months ahead.”

Planners agree. Jamie Pepper, senior vice president of meetings and coordination at Opal Group, says Scottsdale is and has been a great fit for her meetings. “The great weather, quality of resort product, easy airlift and off-site entertainment make Scottsdale a draw for our attendees in January.” The group’s meeting early this year, with 400 attending, was based at the Omni Scottsdale Resort & Spa at Montelucia. The group has also used the Hyatt Regency Scottsdale Resort & Spa at Gainey Ranch, Fairmont Scottsdale Princess and The Phoenician, a Luxury Collection Resort, Scottsdale in past years. “The meeting space and flow of events is always the leading factor in my decision-making,” Pepper says. “Omni Montelucia has ample indoor and outdoor meeting space, including large foyers for exhibits. The outdoor space for meals just off the function space is ideal for this event, not to mention that the resort is less than 20 minutes from Phoenix Sky Harbor International Airport.”

There’s a lot to recommend at the Omni Montelucia, according to Pepper. “What’s most unique about this resort is the Spanish feel of the hotel, coupled with the picturesque views of Camelback Mountain as a backdrop for the event. This is our third year in Scottsdale, as the destination’s resorts always do a nice job with our events.”

Many of the past year’s COVID protocols were in place at this meeting as well, though Pepper says much of what’s done in terms of health and safety has to do with the demographics of the attendees. “For this particular event, we were asking for proof of vaccination or a negative COVID test result, and [we used] more roll-ups at meals, disposable cutlery, staff-attended buffets and colored bracelets indicating attendees’ individual comfort level with peers, plus hand sanitizer readily available everywhere.” Because of the structure of this particular meeting, Pepper says there wasn’t a lot of time for attendees to experience all that Scottsdale offers. “That said,” she adds, “when we host programs in Scottsdale, we always find time to golf, which is a fun and naturally socially distanced outdoor activity.”

Scottsdale, Pepper notes, remains in high demand. “It’s wise for planners to take advantage of cost savings in the shoulder season and summer rebate programs, as well as things like the Site See & Fly Free program offered by Experience Scottsdale,” she says. “Additionally, with Scottsdale’s myriad high-end hotel and resort product, flexibility is key for planners with a limited budget. At the same time, with more than 70 resorts and hotels in the destination, there’s a lot of inventory with a price point for everyone.” Pepper also has an insider’s tip for those meeting in Scottsdale. “For a fun way to let loose, try Hash Kitchen’s Bloody Mary Bar — it’s amazing. I’m planning my return to Scottsdale just for that.”

Many Scottsdale hotels have been busy upgrading and adding in recent months. Last July, the Fairmont Scottsdale Princess debuted its Sisley-Paris Spa — a spa within a spa comprised of a private six-room treatment facility that may be of particular interest to incentive groups. Four Seasons Resort Scottsdale at Troon North completed a floor-to-ceiling renovation of its meeting space, and Hyatt Regency Scottsdale Resort & Spa debuted Desert Garden, a serene outdoor venue within a grove of mesquite trees, featuring a 1,600-sf lawn and 3,700-sf patio. In Paradise Valley, the new The Ritz-Carlton, Paradise Valley, set on 20 acres overlooking Camelback Mountain, will feature a 400-foot pool and 20,000 sf of function space when it opens later this year. Looking ahead, Scottsdale will also be the location of the first non-gaming hotel from Caesars Entertainment Inc. when lifestyle-brand Caesars Republic Scottsdale opens next year.

Debbie Johnson, director of the Arizona Office of Tourism, says resuming meetings and events is critical to the state’s recovery.

Phoenix

The greater Phoenix area is well positioned to move forward as meetings rebound. In addition to its dramatic surrounding landscape, weather and other assets that have long been a draw for planners and groups, Phoenix also has a savvy and resilient business community, says Ron Price, president & CEO of Visit Phoenix, that has been an important component in moving forward. “The future of meetings in Greater Phoenix is bright. Our hotel and resort community, along with the Phoenix Convention Center and surrounding downtown Phoenix businesses, rose to the occasion when it came to adapting to meetings in a pandemic world,” Price says. “That’s what being a good meetings destination is all about — meeting the needs of planners and ensuring they always receive our Southwest hospitality, even during the unknown.”

Price thinks meeting planners are currently in the process of developing a “new normal,” and he says the Visit Phoenix team is working alongside them to continue to create positive experiences for attendees when they travel to Phoenix. “That’s why I’m incredibly optimistic about the future,” he says. “We’ve seen the resilience from the industry after being faced with challenges we never imagined. I know that we’ll continue to emerge stronger and even improve the meeting and convention experience for attendees following our pandemic experience.”

If planners haven’t been to Phoenix recently, there’s much new to see. Boutique AC Hotel Phoenix Downtown opened last year, while the Hyatt Regency Phoenix renovated all 693 guest rooms and added a new restaurant and market. Sheraton Grand at Wild Horse Pass has undergone a $70 million upgrade, as has the Arizona Biltmore, A Waldorf Astoria Resort, which was closed for more than a year and reopened in spring last year. Renovations include the addition of a new restaurant and bar, and 200,000 sf of newly renovated meeting space. Expected next year is the 141-room, internationally inspired The Global Ambassador hotel, which will feature the largest rooftop restaurant in the state.

The wait for the final piece of the 1,003-room Sheraton Phoenix Downtown to fully reopen as the prototype for Marriott’s portfolio-wide rebranding of Sheraton came recently with the opening of Carcara, the hotel’s newest restaurant. In the non-hotel realm, the newly named Footprint Center, home to the NBA’s Phoenix Suns and WNBA’s Phoenix Mercury, underwent a renovation of more than $230 million, which includes nearly 70,000 sf of new amenity space.

Mesa

Marc Garcia, president & CEO of Visit Mesa, thinks full recovery is yet to come, but he’s optimistic, with caveats. “At Visit Mesa, we’re cautiously optimistic about a full recovery by 2023 — so long as no further disruptions take place and we’re able to lessen the impacts on the supply-chain issues that have been occurring. Of course, we’re also watching for signs of any potential economic downturn due to possible inflation.”

That said, Mesa is moving forward with developments and new hotels continue to open. “This past year, Mesa has been actively developing new visitor-centric attractions, including the new Bell Bank Park and Revel Surf Park at Cannon Beach,” Garcia says. “This is on top of new hotel announcements surrounding the Phoenix-Mesa Gateway Airport and new hotel openings that occurred in 2020 and 2021.”

What does all that mean? It means, Garcia says, that Mesa is creating increased demand for the destination, and it’s working. “We’re experiencing occupancy gains over 2019 levels for consecutive months [in 2021], indicating the strength of our leisure-travel segment; we know meetings-related travel is due to follow. With the expansion taking place in our downtown core currently, Mesa has some incredible noteworthy anchors that will elevate and enhance future meetings and events in our city.”

In terms of specific gains in the meeting sector, David Kolozar, Visit Mesa’s director of national sales, says, “We’ve been seeing some improvement in terms of corporate groups and association meetings gathering in person and actualizing about 50% to 80% of their contracted room blocks. We’ve also seen some increased RFP activity … for the first and second quarter of 2022,” he says. “Compression in the first two to four months of [this] year could affect planners’ ability to find their desired dates. Flexibility on the planners’ side and the hotels’ side will be crucial when looking to find a venue.” On the potential good-news front, Kolozar adds, “Compression that will likely occur in Phoenix and Scottsdale could benefit Mesa hotels.”

Terri Bauer, senior director, global accounts with HelmsBriscoe, worked on a meeting for 200 last fall. The group was based at the Sheraton Mesa Hotel at Wrigleyville West, which Bauer says offered good pricing and easy access to the airport. Mesa, Bauer notes, also has plenty of restaurants, things to do and a variety of hotels to meet client needs. As for the Sheraton specifically, Bauer says, “The hotel is clean, the room product is nice, and offering the new Courtyard next door as an overflow hotel is a plus.” Proximity to the airport, restaurants and ample parking for local people are also positives, as is the flexibility provided by large meeting spaces and outdoor areas for meals. Bauer also notes that load-in was easy and the hotel has places to park the trucks. Moreover, she says, “The hotel kept us educated on its COVID policies and what was happening within the area related to COVID,” and they kept asking her team if they could provide the clients with additional resources.

In general, Bauer says, she’s seeing more flexibility from some hotels as far as attrition and F&B; keeping meals outside, etc. Other cities, she notes, are also offering additional rebates. She says planners need to ask a lot of questions these days. “Meet with your CVB partners and ask questions and the ‘what if’s’ about how hotels are handling clauses and COVID mandates. Be the ambassador for your clients on how to prepare if they have questions about attrition or are worried about their meeting space, social distancing, etc. Work to find solutions together.”

As noted by Garcia, Bell Bank Park, which opened early this year, and Revel Surf Park at the Cannon Beach development, slated to open soon, are major developments in Mesa geared toward travelers of all types. Downtown Mesa is also undergoing significant transformation with new builds. Worth noting is the new ASU @ Mesa City Center, which is scheduled to open in the fall. More than a campus centered around arts and culture, the $75 million development is designed for collaboration with both community and industry, and will offer spaces that should garner the attention of planners.

J. Felipe Garcia, CEO at Visit Tucson, is anticipating Tucson’s rebound from the pandemic.

Tucson

There’s no question that the pandemic has been challenging for all stakeholders in the meetings industry, but J. Felipe Garcia, CEO at Visit Tucson, says he’s still optimistic about the future, in part because he firmly believes Tucson can meet groups’ evolving needs. “The last two years have unquestionably been challenging, but I am thoroughly optimistic that Tucson is particularly poised to rebound well as we emerge from the pandemic. Our wide-open spaces fit perfectly within the needs of the modern meeting planner, providing for social distancing and opportunities for attendees to get outside and explore.” But Garcia cautions that it’s not about thinking in terms of a return to “normal.” Rather, he says, “We’re trying to stay nimble and ready to provide pivotable options based on taking the temperature of the industry.”

Caroline Green, marketing events specialist with Fiskars Brands Inc., worked on the company’s Annual Americas Sales Meeting, held late last year at the Loews Ventana Canyon Resort, with about 75 in attendance. When considering Tucson, she says, “This destination seemed to be a good fit for Fiskars based on cost, quality of lodging and the outdoor accommodations. Not only do the majority of our team members come from cooler places, but there’s a good variety of activities that we can do outdoors to be safe and mindful of COVID-19.”

Green and others on the Fiskars team worked closely with members of the Visit Tucson team. “Myself and my supervisor, Chelsea, had the opportunity to visit Tucson and the hotel, and some of the location attractions we’d be experiencing when meeting there,” she says. Visit Tucson has exceptional hostesses who “gave us an excellent tour, and a lot of great local recommendations for restaurants and activities to share with our team. The hotel has a lot of great amenities that we felt were a good fit for the Fiskars team. The location, price point and level of service was something that stood out to us, and ultimately, led us to choose and host our event at Loews.”

Green had a very positive relationship with the staff at the hotel. “The staff has been an excellent resource and has taken a lot of time to provide recommendations for our group specifically, as well as being flexible with our group and our event.” In addition to the staff, Green says that the rates and accommodating cancellation policy were a strong contributing factor to choosing Loews. “We felt they understood the flexibility of COVID and the restrictions that may be put in place, ultimately impacting the event. Additionally, the staff there has been extremely helpful in communication and assisting Fiskars with planning a successful event,” she says.

Green advises planners to work with the CVB. “I would strongly encourage anyone considering an event here to use Visit Tucson as a resource. They were extremely helpful in all areas of event planning. They really care about their clients and want them to have the best experience in Tucson. They’re passionate and knowledgeable about the area and will provide an excellent and curated trip.”

Among Tucson’s interesting developments is a new wine-centric boutique property, The Citizen Hotel Tucson. Features include wine barreling and cellaring, as well as a tasting room, all in one of downtown Tucson’s historic buildings. With just 10 guest rooms, this may be an option for incentive programs and executive boards. Last spring, Hacienda del Sol Guest Ranch Resort completed an expansion that added 40 new guest rooms across seven new buildings. New pool and spa facilities and a large sun deck also are relatively new. The long-awaited, 170-room DoubleTree by Hilton Tucson Downtown Convention Center opened at the Tucson Convention Center last spring, and the dual-branded Hampton Inn/Home2 Suites by Hilton Tucson Downtown, with 199 total guest rooms, opened downtown late last summer.

While it’s true that the pandemic slowed down many industries and prevented face-to-face meetings for many months, Arizona took advantage of that time to move full-steam ahead with new developments. As the world reopens, planners and groups now have a chance to see and experience them firsthand, which provides new opportunities for visiting or revisiting cities across Arizona and elsewhere. C&IT

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Las Vegas continues to reign as one of the world’s top meetings destinations, with a staggering 150,000 guest rooms and 14 million sf of meetings space. But the key to the city’s success is that it constantly reinvents itself, thereby offering new experiences to groups, even during challenging times such as the COVID-19 pandemic.

“Each time attendees return to the destination, even if their events are annual, their experience is completely different each time,” says Stephanie Glanzer, CMP, senior vice president and chief of sales for MGM Resorts International. “They might discover a hot new restaurant, a new show, a new attraction or even entirely remodeled rooms.” Glanzer notes that during the past 20 months, MGM has debuted a wide variety of new experiences, from completely remodeled guest rooms at Bellagio Resort & Casino, and Luxor Hotel and Casino, to new restaurants and nightlife venues. “Additionally, the level of service guests and attendees will find in Las Vegas is unparalleled to anything else in the travel industry. We know that, for all these reasons, attendance is generally very high when events take place in Las Vegas, and we see the attendees returning year after year,” she says.

Caesars Entertainment has also been busy enhancing and expanding its offerings, including a multimillion-dollar refresh of Nobu Hotel at Caesars Palace, says Reina Herschdorfer, director of marketing, national meetings and events for Caesars Entertainment. Like Glanzer, she also lauds Las Vegas as a meetings destination. “With more than 300 days of sunshine per year and hundreds of flights from all over the world, Las Vegas is easily accessible by attendees from everywhere,” she says. “In addition to providing wonderful hotel options across the city, the quality of amenities that are available is unsurpassed. Accommodating a large or small group and not having to use multiple properties provides a multitude of advantages, from saving time to keeping all attendees in one place. The celebrity chef restaurants and high-design experiences are highly valued by attendees.”

The Las Vegas Convention Center’s West Hall expansion has 600,000 sf of exhibition space, including 328,000 sf of column-free space. Courtesy of LVCVA

 Las Vegas Convention Center

Owned and operated by Las Vegas Convention & Visitors Authority (LVCVA), the Las Vegas Convention Center (LVCC) is one of the busiest facilities in the world. For the past 26 consecutive years, it has been the top trade-show destination in North America, according to the Trade Show News Network, the world’s leading resource for the trade show, exhibition and events industry.

Since in-person meetings generally resumed early last summer, Las Vegas has hosted an estimated 2.2 million convention attendees. During this time, the LVCC has hosted approximately 60 trade shows and events with more than 800,000 attendees. This included trade shows such as World of Concrete, the Consumer Electronics Show (CES) and SEMA, the automotive trade show that attracted more than 100,000 participants.

“Few facilities are able to accommodate the SEMA show, which can attract upward of 160,000 individuals,” says Tom Gattuso, vice president of events. “With 4.6 million sf of convention space and an additional 2 million sf of outdoor space, the facility is conducive to interactive attractions, educational seminars and meetings, as well as after-hours receptions. It also features modern amenities and transportation options, resulting in a superior attendee experience. Feedback from post-show surveys reveal that exhibitors and attendees are overwhelmingly pleased with the show, and we’re confident that the LVCC’s world-class facility is one piece of the puzzle that makes our event shine about all others.”

Gattuso says SEMA was especially pleased when the convention center announced several years ago that it was going to expand and upgrade amenities throughout the facility. “It is on the cutting edge, with state-of-the-art features,” he says. “But it doesn’t stop there. The LVCVA maintains commitments to all facets of the show, from set up and tear down to food and beverage, to signage and drainage, and even hotel accommodations. It handles everything in a first-class manner.”

Heralding the return of in-person meetings and events, LVCC opened its $1 billion West Hall last summer. Featuring a contemporary design and an abundance of natural light, the hall comprises 1.4 million sf of state-of-the-art meeting space. That same month saw the debut of the Las Vegas Convention Center Loop, which was created by Elon Musk’s The Boring Company and is the first transportation center of its kind for a convention center. Gattuso says the Vegas Loop “was a big hit” with SEMA show attendees.

“The bi-directional underground tunnel allows up to 4,400 convention attendees per hour to be transported across the sprawling campus in all-electric Tesla vehicles in just under two minutes, free of charge,” says Brian Yost, chief operating officer for the LVCVA.

Plans are underway to expand the convention center loop throughout the entire destination. “The express, underground transportation solution will be known as the Vegas Loop, and will help ease traffic congestion and offer visitors convenient access to world-class resorts and entertainment,” Yost says. The Vegas Loop has 51 planned stations throughout the Las Vegas Strip and Clark County. “The system is also anticipated to connect to locations in the city of Las Vegas and eventually to the airport, moving visitors around our exciting destination in a quick and entertaining way.” Yost says that plans are also being made for the renovation of the LVCC campus, with work expected to begin in a few years.

The LVCC also was the first facility in Nevada to be awarded the Global Biorisk Advisory Council’s (GBAC) STAR accreditation, the gold standard for clean facilities. Yost says that the health and safety of organizers, exhibitors and attendees remains the LVCC’s top priority. “While regulatory restrictions aimed at curbing the spread of COVID certainly impacted all facilities in this destination, today, Las Vegas is moving business forward while continuing to implement world-class health and safety standards at the LVCC facility and throughout the entire destination,” he says. “We also continue to support additional health and safety protocols our trade-show organizers choose to put in place for their shows.”

More than 45 shows with 5,000 or more attendees already are booked at LVCC for the remainder of the year. “And our sales team continues to book new business for this year and beyond, showcasing confidence by trade-show organizers that meetings can be held safely and efficiently, and their commitment to doing business in Las Vegas.”

Costumed entertainers greet attendees at Chipotle’s Adobo Awards corporate event held at the MGM Grand earlier this year. Courtesy of Stephanie Glanzer

MGM Resorts International

MGM offers a whopping 13 resorts on the Las Vegas Strip, totaling 4 million sf of meeting space. “One of the most appealing elements of MGM Resorts in Las Vegas is the sheer amount of options available for meetings and events of all sizes,” Glanzer says. “While many planners are aware of our robust convention spaces at Mandalay Bay, MGM Grand and The Mirage, many may not know we offer a seamless luxury experience at Bellagio, ARIA, Vdara and Park MGM that provides a convenient way to build out dynamic, creative programming across multiple resorts.” She continues, “This Luxury Meeting District is particularly attractive to our smaller and mid-size corporate groups, which make up a large part of our business. Additionally, we make it convenient for our meeting planners to take advantage of our entire portfolio by streamlining points of contact, contracting and billing, so they spend more time focusing on creating their events and less time dealing with the paperwork.”

MGM properties have hosted hundreds of meetings and events during the pandemic, ranging from small corporate gatherings to large trade shows with thousands of attendees. “As we continue to welcome groups back to Las Vegas, we want them to feel confident that their health and safety is our top priority,” Glanzer says. “Throughout the last 20 months, we have created and continue to update our Convene with Confidence program, which allows groups a convenient way to customize their events with the health and safety components that make the most sense for their attendees. This could mean anything from on-site testing and vaccine-status checks, to creative solutions for room set-ups and dining arrangements. We’ve created a robust template that allows planners to easily customize their events and ensure that all attendees feel confident getting back to meeting in person.”

During the pandemic, MGM also implemented a significant digital transformation that provides more convenient options for how guests and attendees experience its resorts. This includes fully mobile check-in, digital queues at restaurants and pools to avoid lines, and mobile ordering at the pool. “All of these allow guests to customize their experience with how much or how little interaction they want to have with our employees and other guests,” Glanzer says. “These are all permanent improvements and additions that will remain and evolve well into the future.”

Within the past 20 months, MGM has also refreshed all 2,568 guest rooms in the Bellagio’s main tower, with new designs inspired by the movement of water, beauty of nature and vibrant reflections of light seen at sunrise and sunset. The rooms feature a luxurious, oversized shower, dual sinks, a built-in closet and an activity table. MGM has also renovated Luxor’s 1,715 standard rooms. Inspired by Moroccan and North African cultures, these new Pyramid King and Pyramid Queen guest rooms feature bold splashes of orange and blue, with brilliant gold accents.

MGM also has added enticing restaurants. From Taipei to Los Angeles, Din Tai Fung has established itself as a go-to dining destination for steamed dumplings and noodles. Renowned especially for its Xiao Long Bao, including the famed Shanghai-style soup dumplings filled with Kurobuta pork, it now has opened a restaurant at ARIA Resort & Casino. The new Mayfair Supper Club at Bellagio is a modern take on a classic American restaurant highlighting design, dining and entertainment. It’s open every day, and on Friday and Saturday nights, it converts to an up-tempo lounge with elevated food and cocktail presentations, combined with the world-famous Bellagio fountains as a backdrop.

“We are always adding new amenities and venues into our mix, and encourage our partners to take full advantage of the entire portfolio and offer attendees events and experiences they can’t get anywhere else,” Glanzer says. She says that groups are becoming increasingly more creative about how they utilize MGM’s venues and events spaces, and maximize the resorts’ proximity to one another.

Looking to the remainder of 2022 and into 2023, Glanzer is optimistic about the demand for group business. “Bookings are back on pace with pre-pandemic levels, and we’re seeing groups more excited than ever to get back to doing business in person,” she says.

Caesars Palace has embarked on a multimillion-dollar renovation of its original main entrance.

Caesars Entertainment

Boasting nine Las Vegas resorts and hotels, as well as a celebrated new conference center, Caesars Entertainment has more than 1 million sf of meeting space, 20,000 guest rooms and more than 100 restaurants, cafes and lounges in the city. Its best known property is Caesars Palace, which was founded in 1966 by Jay Sarno and Stanley Mallin, who wanted to create an opulent facility that gave guests a sense of life during the Roman Empire. It contains many statues, columns and iconography typical of Hollywood Roman period productions, including a 20-foot-tall statue of Augustus Caesar near the entrance.

“Caesars Entertainment has something for everyone, including the luxurious and iconic Caesars Palace, with more than 300,000 sf of conference space and 3,960 guest rooms, and a new lobby and porte-cochere,” Herschdorfer says. “It’s famous for being the setting of several award-winning movies, including ‘Rain Man,’ ‘The Hangover’ and ‘The Big Short.’ For dining, there’s no better place, with its celebrity chefs — Bobby Flay’s Amalfi, Michael Chow’s Mr. Chow, Gordon Ramsay’s Hell’s Kitchen and Brioche by Guy Savoy. Caesars Palace is also known for its personalized VIP service, with many long-term conferences, including the Trauma and Critical Care & Acute Care Surgery Conference, which recently celebrated more than 50 years at Caesars Palace.”

Nobu Hotel at Caesars Palace, a luxury boutique hotel within the property, has unveiled its 182 redesigned guest rooms and suites, part of the multimillion-dollar refresh. The rooms now feature a more modern, residential feel, inspired by kintsugi, the Japanese art of repairing broken pottery with gold epoxy. Also, the redesigned guest corridors feature a custom carpet with rippling forms, suggesting a pond of koi fish that cluster at each guest room door, as well as patterns inspired by suminagashi, the Japanese art of paper marbling. Two culinary offerings are also scheduled to open at Caesars Palace. Dominique Ansel Las Vegas, a bakery from the James Beard Award-winning pastry chef, is planned for this summer. It will feature one of his unique creations, the cronut, often described as a croissant-doughnut hybrid. Peter Luger Steak House, offering the same menu and ambiance that made it arguably New York City’s finest steak house, is slated to open at the end of the year.

Caesars Entertainment expanded its offerings in a big way in October 2020 by opening CAESARS FORUM conference center, with more than 300,000 sf of meeting space, including the two largest pillar-less ballrooms in the world. CAESARS FORUM is connected to more than 8,500 guest rooms at three Caesars properties — Harrah’s Las Vegas and The Linq and Flamingo hotels. “We are especially excited about the outdoor Forum Plaza, with more than 100,000 sf located at the foot of the High Roller and east of Linq Promenade. It’s an entertainment, restaurant and shopping experience,” Herschdorfer says. “CAESARS FORUM has been well-received by planners and attendees. It’s biophilic design is especially appreciated, with its residential feel and environment conducive to stronger networking and learning.”

Paris Las Vegas, another Caesars Entertainment property, has also been attracting attention with three new restaurants. Restaurateur, philanthropist and television star Lisa Vanderpump recently opened Vanderpump à Paris at the property. Like her very successful Vanderpump Cocktail Garden at Caesars Palace, this new offering features delectable dishes, whimsical and unique cocktails, and a lush, elaborate atmosphere with eclectic, Parisian-inspired design. Opening soon, Nobu at Paris Las Vegas will offer a Japanese-inspired menu featuring Asian and Japanese fish, imported seafood and exotic delicacies. Vegan, vegetarian and gluten-free options will also be available.

Also opening at the property soon, Bedford by Martha Stewart will feature a concept designed to bring Stewart’s famed country farmhouse in Bedford, New York, to life. It’s her first venture into the restaurant business, and will offer the same kinds of foods that she offers her friends and family. Signature menu items will be created by sourcing seasonal, high-quality ingredients from local purveyors and some of Stewart’s favorites, including Las Vegas Farmers Market, Dartagnan Inc., Urbani Truffles, Roe Caviar, Jaspar Hill Farm, Frog Hollow Farm and Vermont Creamery.

Herschdorfer says that business is on the upswing at Caesars Entertainment’s Las Vegas properties. “2022 will be a strong year for Caesars Entertainment, especially in Las Vegas,” she says. “2023 is looking strong, as well. There is pent-up demand, and Las Vegas is on the way back to 2019 levels.”

Circa Resort & Casino offers a pool area with a giant video screen.

Circa Resort & Casino

This property, which opened in December 2020, features an adults-only atmosphere and an old-school Las Vegas ambiance, complete with the iconic Vegas Vickie neon sign. Featuring 35 floors and 1.2 million sf, it’s the first hotel/casino since 1980 to be built from the ground up in the downtown area. It provides 777 guest rooms, 21,654 sf of meetings space, five restaurants, a two-story casino, a three-story sports book and a 24-hour fitness center.

It also includes a six-tiered swimming pool area, Stadium Swim, which has six pools, swim-up bars, cabanas, chaise lounges and daybeds spread across three cascading levels, enabling more than 4,000 people to view a 40-foot-by-143-foot high-definition screen that broadcasts a wide variety of entertainment. The five dining options include chef Dan Coughlin’s innovative take on Pan-Asian cuisine at 8 East, as well as Barry’s, a classic steakhouse blending old-school style with a modern twist.

Virgin Hotels Las Vegas, Curio Collection by Hilton

Richard Branson, the founder of Virgin Group, finally realized his wish to own a Las Vegas casino when Virgin Hotels and a group of investment companies purchased the Hard Rock Hotel for $500 million in March 2018. The Hard Rock closed on February 2020, to allow for a $200 million renovation, and emerged as Virgin Hotels Las Vegas early last spring. The hotel includes 1,504 rooms and Mohegan Sun Casino, which is operated by Mohegan Gaming and Entertainment, an affiliate of the Mohegan Tribe.

Virgin Hotels Las Vegas has 1,504 “chambers,” divided into three separate towers — Canyon, Ruby and Opal, and 60,000 sf of meeting space, including a 29,374-sf theater, the 15,720-sf Primrose Hall and 4,550-sf Twenty-Four Oxford. Dining options include Casa Calavera, offering traditional Mexican cuisine; Kassi Beach House, serving authentic coastal Italian dishes; and The Kitchen at Commons Club, with contemporary American cuisine along with a nod to British roots.

Wynn Las Vegas

A luxury resort, casino and hotel, Wynn Las Vegas offers 2,716 guest rooms and is connected to Encore Las Vegas, with 2,034 guest rooms and suites. In February 2020, the two properties announced the completion of their meeting and convention space expansion, which added 300,000 sf. Wynn and Encore now offer group event clients 560,000 sf of flexible space.

New features added by the project included a 20,000-sf outdoor pavilion with an adjacent 20,000-sf lawn, a luxury 2,500-sf hospitality lounge featuring a state-of-the-art 72-foot-by-9-foot LED video wall and an 83,000-sf pillar-less ballroom, the largest at the resort and one of the largest in Las Vegas. The expansion project also provided sweeping views of the resort’s 18-hole championship golf course and included Wynn’s signature indoor-outdoor design approach, innovative sustainability programs, lush landscaping and gourmet catering. Dining options at the properties include Casa Playa, executive chef Sarah Thompson’s distinctive spin on authentic Mexican coastal cuisine, and Cipriani, featuring signature Italian dishes such as the original carpaccio alla Cipriani, vanilla meringue and the iconic Bellini.

Fontainebleau Las Vegas is set to debut late next year.

Fontainebleau Las Vegas

Looking to “revolutionize the meeting and convention experience” in Las Vegas, Fontainebleau Las Vegas is set to debut late next year. Officials are touting its location close to the LVCC’s West Hall expansion, saying in a news release that it “provides unprecedented access and synergistic opportunity for meeting and convention planners.”

The 67-story, vertically integrated luxury destination conceived by Fontainebleau Development will offer more than 550,000 sf of customizable indoor and outdoor meeting and convention space, with countless configurations throughout five levels of the resort, allowing experiences to be tailored to every preference, according to the release. Highlights include a 105,000-sf, pillar-less ballroom – one of the largest in Las Vegas; a three-level, more than 90,000-sf theater with generous pre-function space capable of hosting everything from business functions to entertainment; nearly 62,000 sf of additional space that can be used to create up to 57 breakout rooms and three executive boardrooms overlooking a nearly 26,000-sf outdoor hospitality garden.

The venue will also offer state-of-the-art technology, including the most advanced digital amenities throughout its conference spaces, with multiple interior and exterior branding opportunities, touchscreen technologies, and next-level audio and visual tools supported by dedicated and experienced in-house experts. The resort’s vertical design will allow attendees to reach conference levels without navigating the casino. Resort elevators and escalators will also provide a smooth transition from business to pleasure, connecting attendees to Fontainebleau’s dining, retail, pool and entertainment venues. C&IT

Boats are excellent for hosting small incentives, meetings and executive retreats. Courtesy of Val Streif

Small. Simple. Short.

As the meetings industry awakens from the shock, uncertainty and upheaval caused by the global COVID-19 pandemic, events organizers are reinventing ways to build community, celebrate achievements, and engage attendees for positive and productive results. To survey respondents of the “2021 Global Meetings and Events Forecast” sponsored by American Express — 560+ meetings and events professionals and 16 industry experts — this means a focus on small, simple meetings of shorter duration than previous years, and “in all formats, i.e., in-person, hybrid and virtual.” Other trends cited in the survey results include continued emphasis on health and safety protocols, as well as increased bookings at local, non-traditional venues, and outdoor spaces in inspirational settings.

Maureen Sloan, CTA, manager, global accounts for HelmsBriscoe, agrees that “Meeting sizes are smaller now. In executive retreats, where spouses were previously also attending, they’re now excluded in some cases,” perhaps due to budget constraints, COVID fallout or a combination of both. “Or in the case of incentive trips for sales professionals, the qualifications may be even tougher to get to go on the trips,” she says. Sloan also sees a shift in selecting meeting locations among her clients. “Whereas some retreats were further away, requiring airfare, they now opt to use a destination within a two-hour drive distance.”

Ronnie Weber, area director of operations for Convene, a company providing world-class meeting and conference venues, says, when it comes to timing, the industry is just now starting to see booking windows as far as three months out for meetings that can be planned on short notice. From a big-picture perspective, “As more companies gear up to return to work, confidence is growing and people are planning for either their return to the office, team gatherings, board meetings or in-person client meetings,” she says.

Despite the trend toward small, simple meetings of shorter duration, industry insiders, such as Carol Galle, president and CEO of Special D Events, say that doesn’t make things easier, whether coordinating events for five, 25 or 50 participants. “As every planner knows, planning a small meeting can be just as time consuming as a large one,” she says. As a business owner herself, who says she left her brick-and-mortar building in 2020, like her clients, she wonders, “How do I reinforce our culture and build a team when we don’t see each other on a daily basis?” She says, “As a leader, I will need to work harder to build community.” Galle’s solution, and for many of her clients, is regular face-to-face meetings and events. “We plan to hold face-to-face events quarterly, for instance,” she says. “So, I predict employee meetings will soar in the coming months. Work from home isn’t going away. With employees at all levels of organizations working remotely now, having smaller, more personal and more frequent meet-ups can replace that sense of community people lose when they are no longer face-to-face on a daily basis.”

To build community, Weber finds that more emphasis is being placed on the ‘post-event’ with happy hour and receptions complementing meetings and events again. “As people start to come back together for the first time, they are looking to connect and prefer to keep this portion at the same venue to avoid transportation and the need for additional contact at a second venue,” she says.

In “an environment conducive to relaxation and inspiration, so much more gets done in a tranquil setting,” says Carol Galle, president and CEO of Special D Events. Courtesy of The Broadmoor

Small Meeting Venues

Showcasing small meetings provides an exceptional opportunity for events organizers to plan differently when it comes to choosing meeting sites. For client meetings, Galle prefers something that is isolated and inspirational for retreats. Sloan agrees: “When executives are away from the responsibilities of everyday work, in an environment conducive to relaxation and inspiration, so much more gets done in a tranquil setting,” she says. “The togetherness, cuisine, views and off-site experiences can bring colleagues closer together. Inspiration, productivity and camaraderie should result.”

As far as the particular type of desired venues for small meetings and executive retreats, Weber recommends a distraction-free environment that has been thoughtfully designed to foster collaboration. The amenities conducive for the best brainstorming run everywhere from “natural light in the room, to ample built-in power for laptops and cell phones, to whiteboards for collaboration and all-day coffee and beverage service, and snacks that are always available for that extra kick to keep the creative juices flowing,” she says.

Galle says, “Non-traditional venues can be interesting for one-day sessions, but for multi-day events, we recommend a smaller resort or boutique hotel.” Sloan’s preference for her client meetings is also a mid- to small-sized hotel that has ample meeting space, that is also tech-friendly with a flexible A/V team, and in a nice setting, such as a beach, mountain or wine country where there are options for dining and entertainment in the evenings. “A knowledgeable and attentive sales manager is key also,” she says.

In the sphere of non-traditional meeting venues, Val Streif, marketing manager for GetMyBoat, observes: “Boat rentals have grown in popularity drastically over the past 18 months, as people have been in need of venues for small events that are socially distanced, outdoors, and regularly cleaned and sanitized,” she says. “Even with the pandemic subsiding in many locations, boats have remained a popular choice for hosting events, even for businesses. Yachts are a fantastic way to show your employees appreciation for their hard work and host business-related events.”

Most importantly, keep in mind, Galle says, “If team building or providing a sense of community is one of the meeting goals, ‘right sizing’ is key.” She adds, “Bringing a smaller group to a large hotel just isn’t the right vibe. Consider the benefits of choosing a venue in which you will be a ‘big fish.’ If you need service on-site and you are the smallest group in house, you may find it challenging.”

Service comes into play in other ways as well, advises Sloan: “Some hotels are quite large, with many meeting rooms, and would rather save meeting space for groups that will occupy more sleeping rooms, which equals more revenue for them,” she says. “They may turn down these groups, or charge higher rates on food and sleeping rooms. When they do accept them, the attendees may feel overlooked by busy conference service managers (CSM’s) managing all the meeting spaces as a result. Or if they opt to book a smaller hotel to be the ‘big group,’ the meeting space in these properties may be limited or not available.”

One great tip for hosting a meeting on a boat: Hire a captain so you can focus on your team. Courtesy of Val Streif

Small Meeting Benefits and Challenges

Unlike Galle, Weber thinks the benefit of having a small meeting is that they are seamless to plan and execute. “But there is a common misconception that a boardroom or more intimate gathering should be inexpensive,” Weber says. “To ensure a seamless meeting, you still want to have the best technology, food and beverage and, most importantly, a hospitality team to welcome and serve your guests.”

Yet, Sloan suggests that maybe some businesses don’t have the budget they had pre-COVID, so they might be forced to spend less with reduced budgets. She finds that many executive retreats choose leisure destinations, which have been especially inundated with visitors since the vaccines became available. “Prices have really sky-rocketed at resort properties” such as Hawaii, she says.

Still, Weber says that, among her clientele, most recently, they are seeing a “65% increase in physical, virtual and hybrid events booked for the trailing 12 weeks, with banking and financial services, nonprofits/associations, e-learning an education, technology, pharma & health care leading the return, in that order. And companies are investing more in each event.” She adds, “Our 2022 booked meetings revenue is pacing 155% ahead of where we were at over the same period in 2019, with the average revenue per event increasing by 70%.”

In her experience, Galle also notes that smaller groups don’t have the same buying power as groups hosting larger meetings, a potential hurdle that she thinks can be minimized by using a meeting planning agency. For instance, “Instead of just bringing one small meeting to a hotel,” she says, “we bring multiple programs and our clients reap the financial benefits.”

In addition to minimizing costs, Weber says another benefit of coordinating meeting services with a single company “means we absorb a lot of the complexity that comes with hosting hybrid meetings, which comes with small meetings, too,” she says. “From start to finish, you don’t have to worry about any tech issues, presentations or designing the space to ensure everyone is engaged each step of the way.” Plus, Weber notes, “We’re also able to share our insights with the team after the meeting finishes to show how engaged attendees were.”

Streif mentions another potential challenge for meeting attendees aboard boat rentals: Not every boat outing is accompanied by fair winds and calm seas, for example. “Unfortunately, not everyone loves being on the water, and people who experience seasickness might not appreciate being on a boat,” she says. “It is also far more dependent on weather conditions than traditional meeting places/event venues.”

 Small Meeting Amenities

Events organizers cite a host of desirable client amenities when booking small meetings and executive retreats, similar to those planners seek for larger meetings. Weber cites client requests for “beautifully designed spaces, delicious, nourishing meal options and access to technology. We know that food is an important part of communities, and this isn’t forgotten in the boardroom,” she says. “Our executive chefs work with local food suppliers and partner-farms to create inspired renditions of classic dishes for clients and teams to bond over.” Sloan’s clients appreciate having breakfast included, as well as “free bottled water replenished daily, reduced or free parking fees, waived resort fees, and an upgrade to a suite for the board or company president.”

Planning small meetings aboard boats, however, comes with additional desirable amenities, such as having a captain and crew member, yachts with bars onboard, catering vendors and connections to make arranging food and drinks easy, sound systems for listening to music, equipment to set up presentations such as microphones, a screen with projector, and sometimes entertainment such as live music, Streif says.

 Best Practices

To ensure a successful small meeting or executive retreat outcome, industry experts recommend several best tips and practices, starting with the RFP. “Make sure you ask all the questions up front,” Sloan says, including: “What is your attrition policy? What amenities can you offer? Can fees be waived or reduced [such as parking, A/V, resort and Wi-Fi]? Does the hotel offer bonus loyalty points to groups? When was your last renovation? Does the destination have a CVB offering meeting incentives?” In addition, she advises: “Alert the hotel that if the experience is great, you will return.” And for sure, “Carefully review cancellation and deposit policies.” Plus, don’t be afraid to negotiate a better deal on your client’s behalf. Sloan shares a recent negotiation for a medical client’s executive retreat. “I normally contract for additional days pre- and post-stay after the meeting,” she says. “This time, the extra rooms would not be granted at the group rate I contracted at $369, but they cited a ‘gray area’ seldom used, saying, ‘It’s our discretion to grant additional rooms upon availability and/or at the group rate.’ Well, the rooms were available, but they wanted an additional $300 per room per night as well as the $78 resort fee, which I had gotten waived. The demand for resorts in Hawaii — Maui in particular — is so high. It was difficult, but I eventually came to a better result.”

As the content of executive retreats is often confidential, Galle provides several strategies to maintain client privacy, such as minimizing public signage at the venue because advertising your presence may attract unwanted attention. She suggests sharing meeting locations with attendees electronically. On the site visit, also test to see if the meetings space is sound proof. In addition, planners should negotiate the venue contract to prevent competitors from booking space at the venue while your event is in house; sweep the meetings space and surrounding area during breaks and then at teardown because planners must ensure clients leave nothing confidential behind; and bring a shredder on-site if the volume of print material will be significant and disposable.

When booking a meeting aboard a boat, Streif offers several suggestions for meeting success. “Clearly communicate all the details of the meeting to the boat captain so all expectations can be met,” she says. “Keep in mind if you have any employees with disabilities for whom boating may be challenging, communicate that with the captain and make sure the boat is wheelchair accessible or other disability friendly.” Also, Streif recommends, “Only book a boat charter with a captain instead of a bareboat rental.” Why? “You’ll want to be able to focus your attention fully on your team, so even if renting a smaller boat, having someone who is not associated with the company do the driving is the best bet.” Streif reminds planners to “Be flexible, as weather is unpredictable, and will dictate whether or not a boat will be a good idea for an event.” Additionally, Streif notes: “Make sure to be transparent about how many people are coming on board. In a restaurant or normal venue, there’s always extra food in the kitchen in case extra people show up. On a boat, that is usually not the case, and the crew is leaving with a very specific quantity of food, drinks, etc.” Finally, says Streif, “Make it fun. Have icebreaker games or other things to do, as everyone will be in relatively small quarters together, so keeping it lighthearted and pleasant is essential.”

Weber advises planners to hire a team that has the ability to do everything under one roof. “You don’t want to have to deal with the headache of working with multiple teams.” She acknowledges that “Planning meetings of all sizes can be challenging, but as long as you have a team of professionals, technology and space to keep your audience engaged, you’ll be set up for success.”

Sloan adds: “Show you care about your group, and that what you’re asking for is for their benefit. A great experience for others is what you’re planning. A smart sales manager will do their best to accommodate them because they’ll be back and earn more business, get great online reviews and obtain long-term customers and great referrals.” C&IT