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Using Resorts for Meetings and Events

Are you looking for a perfect place to invite a group for an off-site meeting, conference, or special event? A one-stop-shop type of setting that offers all the meeting and conference amenities you need, along with flexible space for special events, complete food and beverage services, as well as relaxation and recreational options for your guests to enjoy? Then a resort might be just the venue.

Choosing the Site

Your venue requirements depend, of course, on what kind of events you will be hosting, the size of your group, mix of attendees, and budget. Once you have narrowed the field and before you commit, meet with a representative at the venue to discuss your specific needs and conduct a site inspection to check the condition of all rooms and public areas your guests will be using, from sleeping rooms, dining areas, meeting and event spaces, to gym, spa, and other recreational facilities.

Also, meet with the food and beverage representatives to discuss what is available and how menus can be customized for your guests.

If your guests will be using other facilities at the resort, such as a golf course, meet with the pro or manager in charge to discuss policies, scheduling times, equipment rental, fees, lessons, etc.

Site Inspection Tips

• Meeting and conference rooms: If you need meeting and conference facilities, make sure the meeting rooms match the size of your group and are fully equipped with the A/V equipment you require. Check to see if equipment is in good working order and if technicians are available to help out when you need them.
  
  
• Banquet and private dining facilities: Make sure the rooms are the right size for your group; they are clean and nicely furnished; tables, chairs, linens, cutlery and china are appropriate; food and beverage meets your standards; and service is up to snuff. Also, make sure all rooms will be ready and available when you need them.
  
  
• Recreational facilities: Check the gym and spa areas, pools, grounds, tennis courts, golf courses and clubhouses, bars, lounges and restaurants (indoors and out). Don't forget the restrooms and changing areas.

Keeping Your Group Together

Another consideration is the degree of privacy or segregation you require for your guests. Some resorts have separate buildings, wings, or specific areas where your group can reside and meet, without having to share space with other guests on the property. Others afford less privacy and your guests will mix more with other guests in residence. Depending on the size of your party and the property, as well as the season, buyouts may be possible, provided arrangements are made well in advance.

What Events Work Well at Resorts?

Resorts can accommodate a wide range of special events, from golf or tennis tournaments, to medical conferences with receptions, dinners and multiple presentation sessions and, of course, weddings. Some properties cater specifically to families, singles, or seniors, or they may be destinations for golfers, water-sport enthusiasts, skiers, casino-goers etc.

Resorts tend to work well when you are bringing in a group for a couple of days (or longer) and have multiple events to organize, since they generally offer a wide range of services and facilities where you can hold meetings, stage awards ceremonies, unveil new products, and host receptions, private dinners, wine tastings, parties, etc. Many resorts have staff that can help organize team-building exercises too, from cooking parties in the kitchen to relay races with peddle boats on the water or scavenger hunts on the grounds. Plus, resorts offer plenty of other amenities for guests to relax and have fun, from spa facilities to indoor/outdoor pools and tennis courts.

Costs

Inquire about special pricing plans for groups, from the sleeping rooms to the catering charges. Much will depend on the size of your group, time of the year, days of the week, etc. with the highest prices corresponding to the most popular times. Resorts generally offer a variety of price points for different levels of service, accommodations, food and beverage etc. There is some flexibility within those prices, though, so make sure you negotiate and carefully examine all areas of the agreement for hidden costs and for some wiggle room in the pricing structure. Often discounts are available if your group is a certain size, or you're willing to use recreational facilities during off-peak times, for example. Room rates and some catering charges can be flexible, too, particularly during off-peak seasons. Sometimes booking during "shoulder" seasons can offer good value, particularly if the weather conditions are still favorable, which they often are.

Negotiating With the Site

A first step is to know exactly what is included in your contract: sleeping rooms (singles, doubles, suites, etc.), use of meeting rooms and use of equipment, food and beverage costs, use of recreational facilities, etc. Be very specific about the details, from what is served during coffee breaks and how often they occur, to what the bar arrangements are at dinners and receptions. Discuss all taxes, service charges, additional fees and gratuities and include them in your calculations. The more specific you are, the better idea you will have of what the final costs will actually be. Ask a lot of questions and keep an open mind:

• Is there any flexibility with days and dates? It can make a significant difference in pricing.
  
  
• Be ready and willing to give and take, so both parties are in a win/win situation.
  
  
• Ask for and negotiate your group's top priorities first. Extras and less important issues can be discussed after the main points.
  
  
• Be realistic in discussing the guest/attendee count with the venue. It helps them help you.
  
  
• For receptions, don't order total quantities of all food categories based on guarantee, i.e. specialty orders of sushi, seafood can be based on lower number of guarantee.
  
  
• Negotiate an all-inclusive fee of gratuities and tax, and note hidden costs and agree upfront.
  
  
• Include set-up and load-in time, and be aware of other activities taking place in the venue that will affect loading dock and time.
  
  
• Be specific in negotiating day/date versus "60 days from…" and percent of total versus an estimated amount regarding deposits and payments.
  
  
• Write things down and send letters of confirmation to the venue after telephone conversations. Get replies in writing.

Safety and Liability Issues

Important issues to address when you're taking groups away or bringing groups in, especially to a destination that encourages participation in potentially risky activities like water sports or skiing, are legal liability and insurance. Check with your corporate legal department and insurance provider to determine what additional measures such as extra insurance coverage are advisable during this limited time. Also investigate upfront what procedures are in place at the facility you will be using should medical attention be required, and find out where the area hospitals and medical centers are in case someone needs to use them.