Meeting planners are always looking for new ways to create an environment that fosters lasting impressions. I’ve noticed an uptick of meeting planners bringing their groups outdoors to enjoy nature, and have seen how this can help the overall success of an event. By encouraging attendees to get out of the traditional boardroom, meeting planners can find easy and fun ways to engage their group and create a setting that builds lasting connections among your attendees.
I recommend that meeting planners consider the following when planning an outdoor event.
Use nature to help meet your goals
First off, planners should outline the goals of their event and understand how incorporating outdoor elements can help to achieve the desired result. For example, if planners would like their group to network, a casual and relaxing outdoor setting may help attendees to be more comfortable with connecting and encourage meaningful conversations.
Also, planners should not be hesitant to change it up a bit and consider moving traditional elements of the meeting agenda outdoors. For example, instead of a projection slideshow presentation, I’ve seen planners host creative and fun flip chart sessions outside in which the attendees have been fully engaged and more interactive than in a traditional ballroom or boardroom setting. We’ve even held trade shows outdoors to add a new element to exhibits. Sometimes a small change in setting is all it takes for planners to make a big difference for their event.
Reset your mind and re-energize
As we live in the day and age of fast-paced work environments, instant downloads and hundreds of emails, planners can get attendees outdoors in order to help them tap into a different part of their brains and decompress. Even if you have a content-heavy program, planners can incorporate outdoor breaks that allow guests to enjoy the fresh air, give their minds a moment to process all of the information they’ve learned and allow them to “reset” before their next set of sessions for the day.
When planners incorporate the outdoors into their events, they are choosing to infuse “light space” which refers to anything with a natural setting, from fresh air and sunlight to trees and running water. These types of spaces are perfect for groups to spur creativity and reenergize, helping to increase the success of the event.
Things to consider
Hyatt Regency Lost Pines – Outdoor Banquet
For planners who are hosting full outdoor sessions, it is important to keep a couple things in mind to ensure a successful event. For example, I encourage planners to consider a pavilion-type setup which provides overhead shade or extended covering that protects from the sun and is adaptable based on weather changes. I also suggest a casual dress code that is suitable and comfortable for being outside—there is rarely the need to be in a suit for an outdoor function.
Although several types of meeting sessions can be hosted outdoors, I’ve noticed that roundtable discussions that open up dialogue to attendees and encourage out-of-the-box thinking typically work best, rather than closed, content-driven sessions.
Consider and utilize your specific venue
I recommend that planners look for destinations that provide an abundance of outdoor space. As most resorts are designed to incorporate a natural landscape, they are typically ideal venues for outdoor meetings that encourage creative learning. A resort’s outdoor spaces are usually among its best assets, and as an added bonus, it’s typically beneficial for planners to utilize those areas.
In today’s evolving meeting environment, planners are opting to provide a more experience-driven program for their attendees.
By coordinating energizing group activities to facilitate connections, or incorporating the scenic outdoors to create a memorable event, planners are using distinctive experiences to ensure the success of their meetings and create a lasting impact for their attendees.
Planners should consider several elements when coordinating an experience-driven meeting for their group.
Utilize your destination
When choosing a location, it is important for meeting planners to select a destination that provides a wide variety of venues, backdrops, and activities that will help to encourage connections and foster creativity.
Meeting planners should work closely with their venue to determine how to incorporate experiences that are unique to the destination and are in line with their goals. For example, if a planner is looking to build connections within their team, they can organize outdoor activities that explore the local nature, or excursions to take part in the area’s local culture.
I always recommend that groups coordinate experiences that are unique to our resort. For example, groups can take a rafting trip down the lower Colorado River or interact with real-life Texas longhorns (T-Bone & Ribeye) as part of the resort’s “Hooves and Horns” mascot program.
In terms of golf, we’ve had meeting guests participate in two-hour sessions with our pro before the group goes out.
Be creative
Finding creative ways to incorporate experiences that can serve as an overlay to a meeting program are often useful and can kick-start engagement. Planners can consider starting a session with a fun and interactive history of the destination or venue, and then parallel that with a short introduction and history about their own company.
Meeting planners can also consider surprising their guests with unexpected activities, such as unannounced special appearances or incorporating unique local culinary creations during the middle of a session.
Another great way for planners to keep everyone interested and engaged is to incorporate experiences in line with popular culture. Examples can include The Amazing Race-style scavenger hunts or Iron Chef-style competitions led by the property’s executive chef. Types of activities like these help the most reserved and quite members of a team to step out of their shells and begin connecting with their peers.
Personalize the experience
The most important advice I can give meeting planners is to simply ask their attendees what type of experience they desire.
Whether it’s providing a recommendation card that attendees can fill out at the previous year’s event or having attendees take part in an online survey, attendee feedback is invaluable when it comes to hosting a successful event.
Through the responses, planners can cater directly to their audience by gauging personal interest of specific destinations and activities and then customize an experience based on those elements.
Try it before you book it
Another important tip is for meeting planners to actually experience the destination and activities before booking a venue. Planners should not hesitate to ask the venue’s sales manager to take part in various activities related to their event.
For example, if planners are looking into the possibility of booking a spa retreat for their guests, they should experience a treatment. If they are booking a corporate golf tournament for their team, they should play a round first before booking the venue. The key to these visits is to meet with the spa director and director of golf to strategize on what the property has to offer that can help compliment the goals of the event.
By taking part in the activities first hand, planners can truly understand the experience they are creating for their group and can adapt and customize it accordingly.
Additionally, when planners are on site for their property tour, they should inquire about other meetings taking place while they are touring the hotel. This provides the opportunity to see the property in action and determine if they can visualize their attendees there.
Ask about best practices
Finally, I recommend that planners ask the venue’s representatives about the types of meeting experiences they’ve coordinated in the past and which ones were most memorable. Working with all types of groups, the sales managers and event planners will have a good idea of what works best and most importantly which ideas fostered connectivity and provide impacting experiences.
Meeting planners should work closely with their venue to determine how to incorporate experiences that are unique to the destination and are in line with their goals. For example, if a planner is looking to build connections within their team, they can organize outdoor activities that explore the local nature, or excursions to take part in the area’s local culture.
