doses of inspiration for the innovators in all of us
Each year, companies around the world plan annual sales retreats where they brief their global teams on the latest products and strategies and overall hype them up for the year ahead. It's a time to educate, entertain and bond. Finding a destination that is uniquely exciting for team members while also giving managers the opportunity to hold their attention while also invigorating them can get stale after awhile. Outside of the top cities in the country that always come to mind, here are some of our favorites we like to recommend as Destination Meeting Planners.
Whether you are looking at a venue for a large conference or small breakfast, there is crossover in details to pay attention when planning your event and looking for an event venue. Above and beyond that, there are always special features in the search that leave a lasting impression on your clients and guests. While looking for an event venue is often an overwhelming process, we are sharing tips on 8 things we always focus our attention on when searching for the perfect fit.
1. Location - While this may be obvious, think about how your guests will be arriving. Will it be an area that is easy for them to get to? If not, is the event venue somewhere they will be willing to travel to?
2. Furnishings - Depending on the type of event you are hosting, it may be important to think about why types of tables and chairs they have in-house. If they are not something that will work for your event, it could add an additional line item in your budget to supplement.
3. Food & Beverage - Finding somewhere that has food & beverage through your event venue is always the easiest method. You will not have to worry about setting up any f&b needs or adding another vendor to your roster. Additional items to consider are if the options are good? (if that matters to you) And what their level of service on the day-of will look like. Sample menus are always a great thing to request and should be provided before securing an event venue.
4. Security - There are many levels to this, but it's important to know how they will monitor who is coming into your space and how it will be reserved for your group. If you need additional levels of security, inquiring about their in-house team and how you can work together is always a key factor.
5. Sounds - Think about your type of event and how sound will affect it. Is it a quiet meeting where outside noise will be a disturbance? Or is it a lively cocktail reception that the silence of the venue will be a drag? Evaluating how many event spaces are around the room and the potential for other events going on at the same time are important questions.
6. Storage - This is important for the guest experience and from a planning perspective. Is there a coat check where attendees can store their coats? Maybe they'll be coming with suitcases and need to store them somewhere. For you, having a space to store an extra event materials or work out of is also key when finding an event venue.
7. Surrounding Spaces - A hot tip is to ask the venue if they book additional events at the venue. This could either apply to before/after your event or in the next room. It's good to know what may be also going on around your event and if that raises any concerns for your group in regards to privacy, access or noise.
8. Booking Policy - Ideally this is something you know before you even go visit a space - but knowing how they charge and what their booking policy a help fact to note. Some charge with a F&B minimum and others with a room rental (or sometimes both). Understanding this will help you have a grasp on the full budget of your event and when you will need to make payments.
Can we get an Amen? Sometimes you just have to figure it out on the way. And sometimes, that's when the best things happen. More times than not, we get approached with events with short turn around times. We don't have the luxury of our brainstorming sessions and research we generally perform before producing an event. Instead we have to jump right off the cliff and figure it out. We personally find that this is when some of the best magic happens. There's not time for second guessing decisions and you are forced to just go with your gut instinct! While planning is in our blood, there is something to be said for not planning at all.
People ask us all the time "do you ever get any sleep?" Sometimes our events have us going, going, going and the pressures of obstacles and problem solving and can be overwhelming for the general event host. For us, we breathe, stay calm and just find a resolution. So many of my clients get the same question in their respective industries. There's so much content constantly coming at us each day, that staying up with the status of innovation and progress can be over stimulating. So today, we remind everyone to breathe. It's important and it's key to remember that one small task can wait until after you breathe.
There is no better innovator to feature on this blog than Walt Disney. The universe he innovated or "imagineered" has inspired entrepreneurs, artists and just those looking for something to believe in all over the world. His ability to invoke emotion and tell stories in such a one of a kind way while also setting the path using new technologies and business strategies forever made his mark in history.
In addition to inspiring industries to innovate and think ahead, the Disney properties have been luxury options for our clients to host sales meetings, conferences and entertainment events all over the Globe. They serve as wonderful opportunities for guests to include their families in professional travel and give them a once in a lifetime trip.
On a personal level, my family spent many years vacationing in Disney World (too many to count honestly), and I always was inspired by the behind the scenes team producing extravagant celebrations. From parades to stage shows, I always was paying attention to the person with the clipboard. In 2017 , I produced my first events in Disney World, fireworks included.
Kelly is a Corporate Event Planner and the Founder of 8 Stratton Events with over 10 years of experience working with innovative and iconic organizations all over the country. Kelly lives with her husband Daniel and their dog Lucy in their home in Boston.
"We would highly recommend her for anyone who is looking to have someone create their vision and be able to execute it with little oversight knowing it's going to come out perfect."
- Jamie at Brookfield Properties -
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