6 Best Practices for the Design of conference event amenities influenced by the preferences of meeting planners, and the attendees they represent.
Designing Experiences for the Group Traveler, By HBG Design, with insights from Conference & Meeting Planner, Grace L. Jan, CMP, CAE, Director, Sales Operations and Corporate Events, Supernus Pharmaceuticals. Jan is a Maryland-based conferences and meetings planner with 35 years in corporate events.
At HBG, we are designing experiences that extend the group traveler’s resort journey beyond the conference/event center.
Multi-purpose convention, conference and performance event amenities have become important economic drivers for resort Owners looking to round out their revenue generating opportunities. After years of remote work and employee separation, businesses are starting to find ways to bring their employees together, and regional resorts can offer fun and convenient locations to host business gatherings and meetings. At HBG, our event amenity designs for the group traveler have garnered national recognition as being well-designed, exciting, and flexible spaces that are also operationally and financially successful.
After we successfully completed the stunning designs of the Gaylord Palms Resort and Convention Center in Orlando, FL, and the Gaylord Texan Resort and Convention Center in Grapevine, TX, HBG Design adopted our guest-focused design philosophy. We create event amenities that cater to the needs of both meeting attendees and planners, focusing on seamless accessibility and easy navigation to a diverse range of revenue-generating experiences.
When it comes to hosting successful events of all sizes, the design of multi-purpose resort spaces that can “multi-task” between business and leisure resort guests is paramount. Group travelers typically visit resorts during mid-week for conferences, trade shows, and meetings. They want services and spaces that support networking, relationship-building, learning, entertainment, and relaxation, requiring a variety of amenity options and wayfinding clarity to allow the group traveler’s experience to extend beyond the conference and event center.
When it comes to choosing a conference event resort for their attendees, meeting planners have specific preferences and “must-haves” on their checklists. These insights can help resort Owners and designers target experiences that resonate with event guests:
1. High-quality service and convenience.
Regardless of the age of the hotel, delivering exceptional service is crucial. The first impressions made by bellmen and front desk staff significantly impact attendees’ experiences.
To aid service and guest convenience, many newer properties are facilitating faster check-ins through technology such as their hotel apps, allowing guests to use their smartphones as room keys. This streamlined process enhances efficiency and improves guests’ overall experience. In-room iPads to help enhance on-demand service from the resort is also an important feature, as seen at Oaklawn Racing and Gaming Resort, Hot Springs, Arkansas (images at left and right).
2. Ease of wayfinding access between the hotel and the event amenities is a priority.
HBG designers often plan our clients’ resorts so that the hotel elevator lobby is located at the central point between each amenity element, making use of horizontal and vertical circulation. For example, at Four Winds Casino Hotel and Spa in South Bend, Indiana, HBG designers situated the main elevator lobby between the hotel registration desk and the main escalator access to the Ribbon Town Conference and Event Center. The elevator also takes group travelers directly to the second level event pre-function lounge, and continues upward to the third floor hospitality suites and the hotel’s Edgewater Café bar and restaurant. This third level was planned and designed as break-out reception and gathering space in support of the resort’s event activities.
3. Approachable comfort and luxury.
To ensure the comfort of group travelers, guestroom designs should prioritize approachable luxury, offering a variety of room layouts, selections and premium amenities, including quality bedding, toiletries, and luxuriously appointed bathrooms. Features like choices of pillow types, and complimentary robes and bottles of water in guestrooms go a long way in enhancing comfort.
4. Functional meeting spaces and audio-visual technology
To attract and retain repeat meeting planner business, your event amenities must offer well-designed, flexible meeting spaces of diverse sizes and configurations to cater to a range of meeting needs. Outdoor landscaped event patios, terraces or lawns also offer distinct areas for gathering, weather permitting.
The Ribbon Town Conference and Event Center at Four Winds South Bend has strategically utilized the entire second floor to cater to both informal and formal gatherings. This includes areas for networking before events, with seating groups, two bars and an outdoor terrace, as well as designated spaces for formal meetings. To allow for flexibility and accommodate multiple groups, the smaller meeting rooms are located at the opposite end of the conference and event center from the main 10,000 SF ballroom. Additionally, the ballroom can be divided to create smaller meeting room spaces when needed. The planning and design of all areas have been well thought out with integrated A/V technology to enhance the space’s suitability for high-end conferences and events.
Establishing a strong partnership with a resort’s in-house AV is essential for meeting planners. Offering reasonable prices for audio-visual services and packages will make a resort stand out to obtain more group business. Additionally, addressing the basic need for complimentary Wi-Fi for all guests and groups will differentiate a resort and boost its appeal for group bookings. By organizing focus groups with experienced meeting planners, resorts can gather valuable insights on necessary improvements in service and for upcoming renovations or new build projects.
5. Enhanced food options.
Resorts are focusing on offering better food options in their outlets, catering to attendees’ varying dietary preferences and needs for grab and go snacks, bars and lounges for informal F&B centered meetings, and higher end F&B for both intimate and group dining. Additionally, coffee break and break-out areas are crucial in providing attendees with private spaces for networking and respite between sessions. This helps create a more inclusive environment and enhances the overall satisfaction of meeting attendees.
The group traveler to Oaklawn Racing and Gaming in Hot Springs, Arkansas, can partake from a number of restaurant offerings within reach of the event space–from the food court concourse, to the high end Bugler restaurant and First Turn bar, and The OAK Room and Bar. Oaklawn, with its unique dining offerings, makes for a unique conference and meeting location due to its 100+ year history of thoroughbred racing, an upscale design with convenience on a walkable scale, and views to the racetrack and Hot Springs’ beautiful landscape beyond.
6. Mindfulness and well-being amenities.
As more guests incorporate mindfulness into their lives, a resort’s event amenities must adapt by providing different spa offerings and promoting spaces for relaxation. On-site spas can provide much-needed relaxation experiences after long days of sessions and networking events. Features like healthy menus, spas and fitness classes, and even in-room yoga mats or Peloton bikes offer a touch of home while traveling. Oaklawn’s Astral Spa and Four Winds South Bend’s Cedar Spa are both luxuriously designed spas near to the conference/event center and hotel amenities of each resort, offering full spa services and relaxing aqua thermal and lounge spaces.
Understanding the top amenities desired by meeting planners and attendees is essential for both new resorts and established properties looking to attract and retain business. Resorts can secure a competitive edge in the convention/conferences/meetings market by prioritizing excellent service, well-designed meeting spaces, competitive AV services, and catering to emerging trends. By doing so, they can create a memorable experience for meeting attendees, encourage repeat visits, and foster a desire to recommend the resort to others, including other meeting planners.
Represented projects include:
The Event Center at Oaklawn Racing and Gaming Resort, Hot Springs, Arkansas, Photography © Dero Sanford/Think Dero Photography
Ribbon Town Conference and Event Center at Four Winds Casino Hotel and Spa, South Bend, Indiana, Photography © Dero Sanford/Think Dero Photography
The Guest House at Graceland Resort Conference and Event Center, Memphis, Tennessee, Photography © Jeffrey Jacobs Photography
The Conference and Event Center at Sycuan Casino Resort, El Cajon, California, Photography © Chad Mellon Photography