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Using Resorts for Events and Meetings - February 2008If you’re searching for a venue that combines meeting facilities, food and beverage service, team-building resources, plus relaxation and recreational options all in one place, resorts are a good bet. Following are tips on choosing the perfect site and suggestions for planning your event at a resort property.
WHAT RESORTS OFFER
Resorts represent a huge venue category and they encompass a wide range of locations, styles, and price points. Choosing your venue will depend on matching the site to your event or meeting’s needs and focus. Your choice depends not only on what meeting and banquet facilities are available, what condition they are in and what technological capabilities they have, but also on what other amenities—spas, golf courses, tennis courts, etc.—your attendees will enjoy. And, unless the property is nearby, transportation will also figure into the logistics and costs.
When considering a venue, it’s useful to note not only the range and quality of the facilities, but also the types of groups the property caters to, since that factor can impact price point as well as the general ambiance of the surroundings. Some properties gear their services specifically to families, singles, or seniors, or they may be popular destinations for sports enthusiasts from golfers or skiers to tennis players. Casinos provide yet another dimension.
One area that has grown tremendously in the last few years is spa services. Many properties have expanded their spa facilities, redesigned them, or added completely new ones to accommodate the growing demand. Many higher-quality resorts now offer plenty of pampering amenities for guests to relax and have fun, from extensive spas to indoor/outdoor pools, saunas, and relaxation therapy tubs, as well as yoga or Pilates classes, gyms equipped with the latest equipment, massage therapy and a roster of beauty treatments from seaweed facials to special pedicures for both men and women.
WHAT EVENTS WORK BEST
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 selection of services and facilities where you can hold meetings, stage awards ceremonies, unveil new products, and host receptions, private dinners, wine tastings, parties, etc. Day packages may be an option, however, if the property is nearby and attendees don’t have to spend a lot of time getting there and back. Most resorts have dedicated staff to help organize extracurricular and 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. Golf and tennis team challenges, instructional outings, etc. have also gained in popularity over the years with new team-building variations on the themes devised on a regular basis. Staff can arrange activities and challenges for all skill levels and age groups at most high-quality properties.
LIABILITY AND SAFETY ISSUES
Important points to address when you’re taking groups to an out-of-office location, 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, as well as the venue you are considering, to determine what additional measures such as extra insurance coverage are necessary or 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 closest hospitals and medical centers are in case someone needs to use them.
THE SITE SELECTON PROCESS
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 to a contract, 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, as well as where meals will be held. 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, team challenges, etc.
PRIVACY VS SHARED SPACE
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, buy-outs may be possible, provided arrangements are made well in advance.
CONDUCTING THE SITE INSPECTION
•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. Also investigate Internet connections, T1 lines, etc.—whatever is necessary to make your meeting run smoothly.
•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 and for as long as you will be using 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 to take a look at the restrooms and changing areas.
BUDGETS AND PRICING
Inquire about special pricing plans for groups, from the sleeping, meeting and banquet 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. Don’t forget to tally any transportation costs and extra insurance in your bottom line. 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.
• 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.
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