WORKING WELLNESS
DESTINATION OSHKOSH
MAKING MEETINGS MORE INCLUSIVE
AWE-INSPIRING ROOFTOP SPACES
FEATURES
There’s nothing better than a baseball game in the summer! Check out these options at American Family Field for a unique event experience.
Find out why this town has earned the nickname, “event city.”
Activities and amenities to boost morale and renew focus.
Learn strategies on ensuring inclusivity isn’t just a trend – it’s a necessity for making every event attendee feel comfortable and confident.
Elevate your next meeting at one of Wisconsin’s top rooftop meeting spaces.
DEPARTMENTS
Check
the
You can’t beat the walkability of this new hotel in the Capitol.
Scoring the Right Décor on any Event Budget Experts offer tips on how meeting planners can get creative with attention-grabbing décor ideas.
Keeping Annual Meetings Fresh Danniel Kaczoroski, event supervisor at Generac Power Systems, shares her advice on keeping annual meetings fresh.
©NEU PROJECT
©MIRON CONSTRUCTION
©CHARMONT HOTEL
EDITOR’S LETTER
Remember when summer used to signal a slower pace, a breather in your work calendar and a bit more down time? While some get to take advantage of a summer Friday schedule and family vacations, it seems as though from this issue’s contributors, that the meeting and event calendar isn’t slowing down at all. In fact, this is the time when you’re hosting annual company picnics and outings, or traveling to venues to plan for next year!
What’s clear in any season is the need to take care of yourself and the people you plan events for. Our cover story, “Working Wellness into Meetings,” on page 14, dives into the importance of infusing wellness activities into all meeting agendas. Think group meditation, outdoor group yoga, exercises to promote mental acuity and even catering brain-powering foods. Our experts offer tips and ideas for progressing wellness from a trend to a necessity at all meetings.
An essential part of ensuring wellness, both mental and physical, for your attendees is considering options to ensure inclusivity – from the event space itself to the speakers you invite. Read our story, “Increased Inclusivity Demands More of Events,” on page 18, to learn from diversity experts on how to help attendees feel comfortable and safe at events.
What’s more, we invite you to explore “Destination: Oshkosh” and all the reasons why it earns the title, “Event City.” From its historic downtown district to flexible and unique meeting spaces, this area surely caters to event planners in so many ways. Read more in our Destination story on page 10.
While summer may not be slowing down your workload, we hope you get a chance to enjoy some of the best the state has to offer for a little sun-induced relaxation. As always, I invite you to connect with us. Be sure to follow us on LinkedIn, subscribe to our e-newsletters and reach out directly to me with story ideas and insights.
Katie Scrivano Editor katie@ntmediagroup.com
If you’re looking for the best meeting venues and suppliers Wisconsin has to offer, check out wisconsinmeetings.com to more easily plan your next event.
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VOLUME: 22 ISSUE: 3
PUBLISHER
PUBLISHER
Barb Krause bak@ntmediagroup.com
EDITORIAL
EDITOR
Katie Scrivano katie@ntmediagroup.com
GRAPHIC DESIGNER
Jerriann Mullen jem@ntmediagroup.com
DIGITAL DIRECTOR
Kristen Rouse krouse@ntmediagroup.com
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ADVERTISING COORDINATOR
Amy Jacobs ads@ntmediagroup.com
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Cindy Smith csmith@ntmediagroup.com
Wisconsin Meetings is a publication of Nei-Turner Media Group Inc. Gary E. Nei, Chairman; William Turner, President.
Wisconsin Meetings is distributed via direct mail, trade shows and conferences, four times per year to: Regional Professional Meeting Planners; Wisconsin Corporate Executives; Social, Military, Educational, Religious and Fraternal Organizations; Corporate Travel Agents; Sales and Marketing Executives; and Association Executives by Nei-Turner Media Group Inc., 400 Broad St., Unit D, Lake Geneva, WI 53147. Vol. 22, Issue 3 is dated June 2024.
Nei-Turner Media Group Inc. publishes At The Lake magazine, BRAVA magazine, Midwest Meetings and custom publications about Wisconsin and other Midwestern states.
©2024 Nei-Turner Media Group Inc. Except for purposes of review, material contained herein may not be reproduced without prior written consent. Printed in the USA at Kodi Collective.
Member of Meeting Professionals International — Wisconsin Chapter
Fax: 262-729-4476 katie@ntmediagroup.com
Please recycle this magazine — better yet, give it to a friend.
Lake Lawn Resort’s timeless charm and breathtaking surroundings create an unforgettable backdrop for corporate gatherings. Whether it’s a retreat, team-building workshop, or annual conference, the resort offers a range of versatile venues with over 32,000 square feet of space to cater to the needs of companies of all sizes. Attendees can relax in one of our newly renovated guest rooms and enjoy leisure activities such as a round of golf at Majestic Oaks, boat tours on a private charter, spa services at the award-winning Calladora Spa, shopping and indulging in one of our many dining destinations including our signature 1878 on the Lake.
IN THE NEWS
GRAND GENEVA RESORT & SPA UNVEILS MODERNIZED MEETING FACILITIES
Grand Geneva Resort & Spa, a Marcus Hotels & Resorts destination in Lake Geneva, recently announced completion of a full renovation of meeting and event spaces. The renovation includes its five large ballrooms, the ballroom foyer and public restrooms. Equipped with all new modern technology and contemporary designs, all meeting and event spaces are now open and available for meetings and events.
“From the picturesque Evergreen Ballroom with lake views, ideal for up to 360 guests, to the Grand Ballroom, the largest traditional venue accommodating up to 576 guests, every space has been transformed with new layouts and decor, making them the epitome of style and charm,” noted a recent press release. Additionally, the spacious Bay Boardrooms, which can host up to 12 guests, have been upgraded with the latest technology, large-screen televisions and a fresh, professional design.
Offering over 62,000 sq. ft. of meeting and event space with flexible floor plans and a dedicated team of event professionals, Grand Geneva continues to be rated as one of Wisconsin’s top meeting and event destinations.
MPI WISCONSIN BUILDS MOMENTUM WITH SPRING EDUCATION DAY
The MPI Wisconsin Chapter is building momentum and recently hosted its strongest-attended Spring Education Day since 2019, with a “Back to the Future” theme.
The event kicked off with the Spring Spectacular at Kalahari Resort in Wisconsin Dells, featuring a “Pub Olympics” opening event that showcased how to incorporate games into networking and executive retreats. Speakers included Michael Dominguez, who spotlighted trends and industry projections, and Jim Spellos, who showcased tech tools for enhanced productivity. Additional breakout sessions highlighted Naomi Tucker of Planners on Purpose and Geoffrey Sandler with Celebrations Entertainment. Attendees also gathered for a community outreach project, teaming up with Kalahari & Charity Water to bring clean water to one million lives in Africa.
Elizabeth Poh, Chapter VP of Membership, an event coordinator at La Crosse Center, encourages others to take full advantage of the networking power of the organization. “For me, whether that’s networking with other suppliers, talking about industry trends or bouncing ideas off of others, I’m building tons of connections and friendships.”
Poh invites anyone interested in becoming a member to reach out through one of the organization's platforms including LinkedIn, Facebook and Instagram, or reach out to a board member.
MPI Wisconsin will host several other events this year, including monthly chapter events and its annual awards gala, planned for Sept. 26 at Heidel House in Green Lake. Visit mpi.org/chapters/ wisconsin and mpi.org/membership/join for information.
LAWN LAKE RESORT COMPLETES MULTIMILLION DOLLAR RENOVATION
Lake Lawn Resort, a popular lakeside destination for meetings and events along Delavan Lake and one of the state’s oldest hotels, reopens its resort with the completion of a multi-million dollar renovation this month. The more than 150,000 square feet of updates include newly renovated guest rooms, enhanced amenities, fresh carpeting and revitalized public spaces.
Each guest room now includes modern furniture, lighting with outlets and USB ports, artwork and lake house decor, mounted TVs and a comfortable workspace with a live edge desk - inspired by Delavan Lake to capture its natural beauty and light. Meeting spaces also received cosmetic upgrades.
Additionally, sister resort Delavan Lake Resort also completed multi-million dollar indoor and outdoor public space renovations this spring, including upgrades to the main lobby, hallways and outdoor pathways. WM
©LAKE LAWN RESORT
©MPI WISCONSIN
©GRAND GENEVA RESORT & SPA
At Blue Harbor Resort You'll Discover More Than Meetings
Plan a conference and your attendees will want to stay a little longer in Sheboygan, Wisconsin. Find out for yourself why bleisure is better at the blue!
Plan a conference this Fall that feels like a retreat AND get rewarded for it. Choose incentives starting at just 15 room nights: Complimentary rooms, discounts, complimentary bonfire, & more!
16,800 Square Feet | Break-Out Rooms | In-House Audiovisual | On-Site Catering
Take ‘Em Out to the Ballpark
One of the best things about summer is enjoying a baseball game – why not host your next meeting while cheering on the Milwaukee Brewers at American Family Field? Check out these unique spaces perfect for team bonding experiences.
By Katie Scrivano
Summer is in full swing, and that means it’s a great time to take your next event outside the office and inside the ballpark. From suites to lofts to the Brew Room at J. Leinenkugel’s Barrel Yard, American Family Field, home of the Milwaukee Brewers, offers multiple unique spaces for meetings and team gathering for groups of all sizes.
One new addition this year is the X-Golf Suite, which features a state-of-the-art indoor golf simulator bay and expansive views of the field. The private luxury suite can accommodate up to 20 guests. This 11,000-sq. ft. X-Golf facility, located in left field on the PNC Club Level, is open year-round during games and on non-game days. The space boasts seven indoor simulator bays, two full bars, food offerings and unique seating areas with great game views.
If you’re looking for a space to meet in advance of the game, the Wintrust Executive Suite, which accommodates up to 40 people and five hours of pre-game meeting space, includes catering packages and parking options to add on as well.
Check out these other game day spaces for a winning summer experience:
• Brewers Suites: Offers catering, premium service and a climate-controlled environment with private restrooms and preferred parking.
• J. Leinenkugel's Barrel Yard Brew Room: Accommodates groups of 25 to 50 with both indoor and outdoor seating, buffets and a game view just beyond the left-field wall.
• Johnsonville Party Deck: Located in right field, the Party Deck accommodates groups of 25 to 260.
• Northwestern Mutual Legends Club: Located on the PNC Club Level, this space pays homage to rich baseball history in Milwaukee and offers an all-inclusive, upscale experience for 25 to 260 guests.
• Party Suites: Can be combined to accommodate 30-100 on the Club Level.
• Vizzy Loft: Located above the right-field Loge Bleachers, this space offers a majestic bird’s eye view of the field for groups of 25 to 60. WM
©AMERICAN FAMILY FIELD
X-GOLF SUITE
BREWERS PARTY SUITE
Immerse your delegates in unique activities that incorporate all the senses. Build a true meeting design that offers a complete experience creating a lasting impact, vibrant memories, and energized attendees.
The fact is, there’s no more engaging, convenient, and affordable meeting location in Wisconsin than Fond du Lac and Waupun. This remarkable setting is bookended by the Horicon Marsh and anchored at the foot of Lake Winnebago.
Tired of the ordinary?
Find extraordinary in Fond du Lac and the Lake Winnebago Region.
Edith Ferguson Director of Sales & Service EFerguson@FDL.com
DESTINATION
Oshkosh
ANCHORED BY A BUSTLING DOWNTOWN DISTRICT AND BOASTING HISTORIC AND LAKESIDE VENUES, OSHKOSH LIVES UP TO ITS
“EVENT
CITY” NICKNAME.
By Maura Keller
When you think of Oshkosh, Wisconsin what comes to mind? Small-town charm? Absolutely. Innovative, state-of-theart venues? Definitely. Idyllic natural surroundings that allow meeting attendees to get away from it all? Certainly.
Tucked on the western shore of Lake Winnebago, Oshkosh caters groups of all sizes and has made a proverbial name for itself among event planning professionals.
According to Amy Albright, executive director of the Oshkosh Convention and Visitors Bureau, Oshkosh, which boasts the tagline “Wisconsin’s Event City” is home to one of the largest events in the state – EAA AirVenture. Every July, the city welcomes more than 600,000 aviation enthusiasts to the town of about 70,000.
“EAA AirVenture, along with everything else we have here – earned us the name of ‘Event City.’ We truly can handle the largest of events to the smallest of events and everything in between,” Albright says.
Indeed, the surrounding lakes, rivers and trails provide year-round opportunities to explore the outdoors, while Oshkosh’s invigorating downtown district features a big-city feel within a small-city setting.
“Oshkosh is everything but ordinary –and is the perfect spot for any group,” Albright says.
Janet Rohloff, manager, administration division at the Winnebago County Human Services Department, agrees. Recently,
Rohloff planned the annual Wisconsin Human Services Financial Management Association (WHSFMA) conference, which was held at the Oshkosh Convention Center in early May. Approximately 150 people from across the state were in attendance.
“The annual conference is held at a different location around the state each year. It was held in Oshkosh two years ago as well,” Rohloff says. “Normally, it would not be at the same location within such a short time period. However, because the planning committee had such a positive experience with staff at the convention and visitors’ bureau when the conference was canceled due to COVID, they decided they wanted to schedule again here as soon as possible.”
©OSHKOSH WATERFRONT HOTEL & CONVENTION CENTER
The recent conference was indeed a success, as attendees enjoyed the proximity to restaurants and local shops (many within walking distance of the Convention Center and hotel). The walking trail along the river was appreciated during breaks and before/after conference hours.
“Amy Albright and her team were great to work with. They are very responsive and helpful. They assembled reusable bags with local information to be handed out at registration to conference attendees. The conference committee asked for a ‘things to do’ list which was also included,” Rohloff says. “The bags were dropped off right at the convention center the day prior to the conference so it could not have been more convenient. I would highly recommend Oshkosh for this type of event; proximity
to the Highway 41 corridor, activities, restaurants and shopping are all readily available to conference attendees.”
Venues Aplenty
In the real estate arena, the mantra, “location, location, location” is paramount. The same can be said for venues that cater to corporate and business meetings and events, which include attendees who are looking for innovative experiences at the conferences, meetings, exhibitions and trade shows that they attend.
In addition to beautiful lakeside environs, Oshkosh has many facilities that groups can utilize. The Oshkosh Convention Center is located in Downtown Oshkosh on the Fox River. In addition to the Convention Center, Oshkosh is home to several beautiful historic sites: The Waters, located on Lake Winnebago; The Paine Art Center; The Gibson Social Club and The Howard.
“The EAA Aviation Museum is another ideal event space that planners should know about, as well as the Sunnyview Expo Center, the Culver Family Welcome Center on the campus of UW Oshkosh and the Oshkosh Arena,” Albright says. “And there is always something to do – there is so much to discover in Oshkosh – from dive bars to art museums and everything in between.”
EAA has a variety of venues that offer a range of attendance capabilities, built-in audio/video options and locations around the museum and EAA grounds. As Dick Knapinski, director of communications at EAA explains, these venues range from basic meeting rooms, museum galleries that surround your group with historic aircraft and aviation artifacts, to large 40,000-square-foot exhibit buildings and adjoining parking.
“The EAA Aviation Museum, for instance, is regarded as one of the nation’s top aviation museums by such media outlets as CNN and Travel + Leisure,” Knapinski says. “Outside of our collection of more than 200 airplanes, we offer free admission to event attendees with most facility rentals. We also offer additional add-on programs such as a scavenger hunt and our education programs that can be
geared toward adult attendees in our brand new Youth Education Center.”
Oshkosh also brings a central location and easy access to almost all parts of Wisconsin. “Oshkosh offers great facilities, an excellent location on Lake Winnebago and a city that is used to welcoming events large and small,” Knapinski says. “As part of that, EAA’s venues offer a unique experience for guests while being able to fulfill the needs of corporate meetings, luncheons, banquets, weddings, expos and much more in a location known by aviators around the world.”
Another favorite corporate meeting locale is Fox River Brewing, which offers options on seating from 1 to 200 inside, all with viewing of the Fox River, and in a casual upscale feel. As Jay Supple, CEO of Supple Group and Fox River Brewing Co., explains, the brewery is viewable, with tours offered upon request.
"Our historic downtown district offers entertainment, shopping, restaurants, breweries, taprooms and bars within walking distance of the hotel. Oshkosh offers unique, affordable experiences and we have flexible event spaces to fit the needs of any group. Oshkosh has genuine Wisconsin hospitality, a small city with a big city feel.”
— Christy Marquardt, director of sales, Oshkosh Waterfront Hotel & Convention Center
“We also feature an outside patio with seating available, and a private deck accommodating 40 along the river,” Supple says. “The menu is adaptable, depending on request, and can be provided via a la carte or buffet, with a wide range of appetizers, salads, sandwiches, pizza, seafood, steaks and much more.”
Located on the water with amazing views, the Brewery features a full bar with many
food options and can accommodate any size group. The venue also provides easy access off Highway 41, with plenty of parking for buses.
Recently, the Oshkosh Waterfront Hotel and Convention Center underwent a major transformation and currently hosts a variety of first-class amenities. The Oshkosh Waterfront Hotel offers 176 guest rooms including eight suites, most rooms with a picturesque waterfront view. The hotel is connected by skywalk to the Oshkosh Convention Center with a combined total of 25,000 square feet of flexible event space.
“Guests can enjoy breakfast, lunch and dinner in our restaurant and lounge overlooking the river and if the weather permits, dine outside along the riverwalk,” says Christy Marquardt, director of sales at Oshkosh Waterfront Hotel & Convention Center. In addition, the Oshkosh Convention Center offers flexible meeting spaces to accommodate a small group of 10 all the way up to a large group of 1,200 attendees.
Marquardt also notes that the Convention
Center staff are available to assist with every aspect of event planning. “And our experienced culinary team will create delicious cuisine that is guaranteed to impress,” she adds.
The Oshkosh Waterfront Hotel and Convention Center is conveniently located on the banks of the Fox River in downtown Oshkosh, nestled along the western shore of Lake Winnebago.
“Our historic downtown district offers entertainment, shopping, restaurants, breweries, taprooms and bars within walking distance of the hotel,” Marquardt says. “Oshkosh offers unique, affordable experiences and we have flexible event spaces to fit the needs of any group. Oshkosh has genuine Wisconsin hospitality, a small city with a big city feel.”
Work, Play & Explore
For meeting and event attendees who are looking to work some and play some, the Oshkosh area is teeming with a wide range of activities. Nature lovers will enjoy the wealth of outdoor activities the region has to offer.
In addition, for those who want experience a taste of all things Oshkosh, they can head to two of the city’s unique chocolate shops: Oaks Candy and Hughes Chocolate – both of which offer an array of tempting treats to satisfy any sweet tooth.
For those attendees looking to enjoy a local brew, they will delight in Oshkosh’s inviting brewery scene, which is complete with tours at the Fox River Brewing Company, located on the Fox River; the Bare Bones Brewery on the Wiouwash Trail; and Fifth Ward Brewing in Downtown Oshkosh – all of which satisfy craft beer aficionados in any group. The Sturgeon Spirits Distillery also offers a craft distillery tasting room and cocktail bar experience where visitors can partake in craft gin, vodka and rum. Some unique flavors include blackberry vodka or chocolate liqueur made with locally made Oak’s chocolate. The craft cocktail menu changes monthly, so attendees can delight in some unique specialty crafted flavor offerings.
When it’s time to get outside and explore, Oshkosh boasts several inviting parks, a free zoo at Menominee Park and Zoo, as well as a classic farmer’s market every Saturday. To experience the old-fashioned charm of mid-century drive-in eateries, attendees can enjoy two (yes, two!) distinct vintage driveins – Leon’s Frozen Custard and Ardy & Ed’s Drive In – where they can enjoy burgers, fries, malts and plenty of vintage charm.
“Discover Oshkosh is here to help orchestrate gatherings both large and small. “We provide rockstar services to our planners. We can help with as much, or as little as meeting planners need,” Albright says. “We work individually with each group to meet needs – and make connections in the community – so that a meeting in Oshkosh is memorable and productive.”
Maura Keller is a Minneapolisbased seasoned writer, editor and author, with more than 24 years’ experience writing about business, meetings, event design, marketing and healthcare for dozens of publications, as well as Fortune 50 companies.
©OSHKOSH WATERFRONT HOTEL & CONVENTION CENTER
©EAA; THE GATHERING
Working Wellness Into Meetings
From pre-meeting stretching to strolling meetings to brainpowering foods, incorporating wellness activities and amenities into your meeting agenda can boost morale and renew focus.
By Shelby Deering
The idea of “wellness” – people looking after their brains and bodies with both mental health management and self-care – has made its way into the workplace, and with that, it’s becoming an essential part of meeting agendas as well.
Whether your meeting is large or small, there are so many ways to promote wellness and incorporate these elements throughout the event. Think: yoga, meditation, outdoor activities, healthy meals and so much more.
In fact, there are several benefits that meeting attendees can experience through wellness-related activities, such as boosted morale, calmer minds, renewed focus, increased energy, reduced stress and improved mood.
To discover how to weave wellness into your next meeting, read on for tips and tricks gathered from top wellness destinations throughout Wisconsin.
Why Wellness Benefits Both Employees & Employers
Tracie Toth, CMP, Director of Sales at Elkhart Lake’s The Osthoff Resort, believes that employers have shifted their priorities in the past few years, partly due to the
demand of the workforce, to find balance and keep wellness at the forefront of their employees’ lives. And beyond the workplace, it’s something that’s also trickling into meetings.
“Employers want and need to focus on retaining and rewarding their key players, while attracting top talent,” Toth says. “In my opinion, wellness offerings help accomplish all of that.”
Starr Hayden, Wellness & Leisure Sales Executive at Kohler Co., sees wellness trends as a response to burnout and worklife balance challenges.
“It’s more important now than ever to take care of employees so that you can retain great workers versus dealing with the cost of
turnover,” Hayden says. “When companies take their employees away from their homes and families, it’s critical that they are filling days with activations that will enhance the employee to come back stronger and more motivated to do their jobs.”
Meredith Baciak, Wellness Coordinator for Miron Construction in Neenah, takes a front row seat as she orchestrates wellness-focused activities for company staff. She says that many times, meetings and events typically include of a lot of sitting, which in turn leaves participants feeling tired, foggy-
©MIRON CONSTRUCTION; KEN LAMBERT & TREVOR KOENIGS
headed, checked out and even sore.
“Finding time for well-being helps combat this sedentary thought process that has been adopted for many years,” she says, which is now being replaced by trending wellness activities.
Alyssa Mullin, General Manager of Sundara Inn & Spa in Wisconsin Dells, views wellness as an overarching societal trend that goes beyond meetings and the workplace. She reflects, “I don’t necessarily see wellness offerings as a trend in conjunction with events but as a greater awareness and need to foster the overall well-being of and offer new experiences and tools to event attendees to enrich their lives in a complete way.”
“The key element of a wellness-focused meeting agenda is balance. While some may find joy in a shared group activity such as a yoga class, others may find their wellness within the private quiet time spent in spa services or silently watching wildlife with a cup of tea. Balancing and offering different activities and scheduled free time or free choice offers an opportunity for all attendees to choose their path.”
How to Shape A Wellness-Focused Agenda
Baciak shares that movement and mindfulness are key elements of a wellness-centered meeting agenda. At Miron Construction, every morning they start the workday with company-wide stretches. And walking meetings are a regular occurrence.
She says that to bring this movement to your meeting, it can be “as simple as starting a meeting off with a few stretches or taking your meeting to the sidewalk or trail.” And as for mindfulness, she says that oftentimes at her company, participants start meetings by sharing a “positive moment” before jumping into the agenda.
The Osthoff Resort offers plenty of wellness-focused activities that can be integrated into meetings. As Heidi Brucker, Aspira Spa Coordinator, shares, a group can head to the spa for guided meditation or yoga classes, or these activities can be woven right into the agenda during breaks with guided imagery, breathwork or yoga. There’s the option of chair massage as well.
Toth says that agenda items should include “nutrition, activity and breaks” when planning a meeting with wellness in mind.
“Incorporate foods valuable for the brain and body,” she says. “Work with your venue to assist with your objectives. Don’t load your agenda full of content, with no breaks. Many studies show that approximately 50 to 90 minutes of learning for adults is the maximum time without some fatigue setting in.”
Wellness Practices for Planners
As a planner, at times, dealing with constantly moving parts during meetings and events planning can be stressful. So, we asked our wellness experts to share their best tips for planners, so you can reduce any stress ahead of those big events.
“Event planners usually have the movement piece down as they are running all over the place getting items set for a hosted event. However, many times planners do not take time to turn down the noise for a few minutes. Finding a quiet area within an event prep or meeting to just take some time to slow your breathing down makes all the difference.”
Meredith Baciak, Wellness Coordinator for Miron Construction
“Arrive before the rest of your group. Come in the night before and maybe stay a night longer. Get settled and set up. Schedule a spa appointment either before and/or after your event.”
Tracie Toth, CMP, Director of Sales at The Osthoff Resort
“Take pause when needed to unplug and disconnect in a way that works for you. Whether this be a 10 to 15 minute walk away from your workspace with a breath of fresh air, an afternoon spent reconnecting with family and friends or time alone with a good read, take steps to stave off stressful moments.”
Alyssa Mullin, General Manager of Sundara Inn & Spa
“It’s imperative to get a solid night’s sleep. Sleep has proven to be one of the most beneficial and rejuvenating activities that our body can use to restore and perform at optimal levels.”
— Alyssa Mullin, General Manager, Sundara Inn & Spa in
Wisconsin Dells
Wellness is the driving force of everything that’s done at Sundara Inn & Spa, and that includes meetings. Mullin shares that they have a team of wellness instructors who can curate specific activities to meet the needs of a group, including meditation, yoga, chanting, sound bathing, guided imagery and deep breathing. Groups
Starr Hayden, Wellness & Leisure Sales Executive at Kohler Co.
©THE OSTHOFF RESORT
©SUNDARA INN & SPA
can head to the woodland walking trail for strolling meetings, too.
“The key element of a wellness-focused meeting agenda is balance,” Mullin notes. “While some may find joy in a shared group activity such as a yoga class, others may find their wellness within the private quiet time spent in spa services or silently watching wildlife with a cup of tea. Balancing and offering different activities and scheduled free time or free choice offers an opportunity for all attendees to choose their path.”
At Destination Kohler, attendees can participate in team-building activities that build social wellness, like
cooking classes and pickleball. Chair yoga, guided hikes and a variety of fitness classes at Yoga on the Lake, BOLD Cycle and Sports Core also can be made available to your participants. Additionally, there are meditation and grounding classes, sound baths, kundalini yoga and classes for custom essential oils. And of course, there’s also the five-star Kohler Waters Spa.
Hayden believes that an equilibrium should be struck between productivity and team bonding, which can foster wellness-boosting social connection.
Try these Exercises for Mental Well-Being
The team members at wellness-focused meeting venues can help achieve your
agenda, but consider these easy exercises shared by experts that promote mental acuity in any meeting.
• Start a meeting with stretching and include stretching breaks.
• Get up and move at least every 30 minutes. Get walking or even have a fun dance break.
• Do some box breathing: inhale for 4 seconds, hold your breath for 7 seconds and exhale for 8 seconds. Repeat several times.
• Practice meditation or incorporate yoga moves.
Fuel Your Agenda with BrainPowering Foods
With all that movement, you’ll need to fuel your meeting participants through group-friendly foods that can boost brain power and overall well-being.
For instance, Brucker shares that including a yogurt or smoothie station is great fuel to have at a meeting. Also, at Sundara, Mullin says that their Executive Chef and Culinary Manager work hand-in-hand with group facilitators to customize a meeting’s cuisine, spotlighting such offerings as the Sundara Antioxidant Salad or Sundara’s Signature Granola.
But in general, Hayden says that group cuisine that fuels brain power is going to be any menu offering that incorporates whole foods.
“Whole foods are offerings that do not come out of a box,” she says. “We have an amazing bistro – Awakening – that makes cold-pressed juices, smoothies and smoothie bowls. What is amazing about our team is that they will offer our groups demonstrations that speak to gut health, superfoods and living a cleaner, more sustainable life.” WM
Shelby Deering is a Madisonbased freelance lifestyle writer covering home design, health and wellness and travel for national print publications and websites.
©KOHLER CO.
©THE OSTHOFF RESORT
Meet in Brookfield … We’ll exceed your expectations.
We know you have choices when it comes to event planning — so why choose the Brookfield Conference Center?
It’s all about the space — more than 40,000 square feet of it. There are 5 distinct meeting spaces within the Brookfield Conference Center — each one unique and flexible in design and use.
It’s all about the journey — The Brookfield Conference Center is located between Milwaukee and Madison, at I-94 and Moorland Road. One exit and one lane change, and you’ve arrived.
It’s all about the destination — 168 sleeping rooms available at the attached Hilton Garden Inn, 389 at the adjacent Sheraton, and another 1200 within a mile of our facility. All with free parking.
It’s all about you — We offer restaurant quality meals prepared in house for your guests, and a team of professionals to help you execute your vision. (We’ll even throw in some goodie bags.)
For a good time call 262-789-0220. We’d love to show you around.
Increased Inclusivity Demands More of Events
From assembling a diverse planning team to setting up safe places throughout the event footprint, experts provide helpful tips on how to make events more inclusive from start to finish.
By Ronnie Wendt
In the corporate events industry, diversity, equity and inclusion (DEI) have become vital factors that drive innovation, improve brand reputation and create a sense of belonging among attendees.
Shari Weber, owner of Lake Country Event Planning in Oconomowoc, says the demand for inclusive events has exploded. Today, she says 100% of her clients “want inclusivity to be considered to ensure attendees feel comfortable and safe at their events.”
The pandemic prompted people to be more inclusive and mindful of others' circumstances when organizing gatherings, says Kyra Canty, event coordinator at Paragon Events. She shares that the firm has seen an uptick in inclusivity queries from existing and new clients since the pandemic ended.
What can planners do to make gathering feel more inclusive? Both Weber and Canty say adding inclusive spaces, diverse content, networking opportunities, accessibility accommodations and cultural elements can make events more inclusive.
A Diverse Planning Team Drives Inclusivity from the Start
To increase the likelihood of incorporating diverse perspectives and ideas, Weber suggests establishing a diverse planning committee. “Define and set diversity goals to develop a diverse planning team,” she says. “Develop inclusive job descriptions, broaden your outreach and target candidates from underrepresented groups.”
Megan Henshall, who oversees global events strategy for Google, says “Next, train the planning team.” She says Google employs training workshops to address topics like unconscious bias and inclusive language, with a focus on leading by example, showcasing
inclusive behaviors and active listening. “By prioritizing education, modeling inclusive behavior and fostering open communication, teams can work together to create a welcoming and inclusive event,” she says.
Weber recommends using pre-event surveys and registration forms to collect information on specialized needs. “These things help gather basic demographics such as gender, race, age, education, cultural and religious backgrounds and more,” she explains.
During the registration process, gather extensive information on dietary needs, hotel room accommodations, hearing and sight limitations and transportation requirements to fully understand everyone's needs.
Henshall suggests asking potential attendees about hidden needs. “Ask questions like, ‘Do you need any accommodations associated with neurodiversity or mental health?’” she suggests. “That way, people can tell you things like ‘I need at least an hour break in a full day of meetings.’ Or, ‘I need a quiet place where I can regroup.’”
Also, inquire about their reasons for attending. Henshall recommends asking questions such as: Is there something you’d really like to see at this event? Is there something you’d really want to accomplish here?
“These questions can tell you a lot about why they are coming,” she says. “It’s a wonderful way to curate and personalize what you offer to meet those needs. When you check those boxes for them, they will come back again and again.”
Set the Tone with Diverse Program Content
Inclusivity starts with creating diverse programming that caters to
a variety of audiences, according to Weber. “This sets the tone before anyone arrives for the event,” she says.
Canty recommends partnering with a web developer specializing in Americans With Disabilities Act (ADA) compliance to develop an inclusive event website. “We try to supply as much information as possible up front, so attendees can make the best decisions for themselves for their best experience,” she says. “For example, when we select activities, our team personally completes each activity from start to finish so we can add details regarding the physical activity level to the site.”
Since the team has completed all the activities, they can classify each activity as low, medium or high physical activity, she says. Detailing this on the site helps guests choose activities suited to their preferences and needs. “We also include options at each level for inclusiveness,” she adds.
Weber says she favors inclusive ice breakers over physical activities that may be uncomfortable for some people. “Activities that are always a hit include fun facts about attendees, virtual scavenger hunts or short storytelling sessions,” she says. “Small group discussions are also popular. Interactive workshops also can cater to diverse interests and learning styles, but should be led by diverse facilitators.”
Canty suggests posting agendas early to inform attendees about what to expect and available accommodations. Provide attendees with information about dress
code, code of conduct, accessibility, session details, activities and hotel or transportation options. Create detailed guides for each event, including descriptions and pictures of sessions and activities.
“We also leave comment boxes for attendees to fill out if they have any specific needs for their experience, such as listening devices, ADA accommodations, transportation needs or dietary considerations,” she says.
Intentionally Opt for Presenters with Diverse Backgrounds
Diversity also encompasses selecting presenters and speakers from diverse backgrounds. Weber explains, “You want to ensure you are not heavily weighted with one gender and one race.”
Intentional planning is necessary to organize a diverse range of presenters and content. “Set diversity goals for your speaker lineup, ensuring representations across various dimensions,” she says. “Call for proposals and encourage submissions from a wide range of voices and perspectives.”
Weber suggests creating criteria that recognizes diverse experiences and expertise. “This could include not just credentialed speakers, but those who have lived experiences and have unique viewpoints,” she adds.
Paragon collaborates with clients to establish specific diversity objectives for speakers and presenters. The company then leans on the diversity of its planning team and the client’s team to develop varied experiences.
Even font selection should be considered with digital and print guides, she adds. “There are a lot of fonts that are easier for those with dyslexia or dyscalculia to read,” she explains. “Color is also important. Stark white backgrounds are not good for anyone’s eyes or brains, but are incredibly challenging for dyslexic communities. Choose a soft cream or pastel yellow background for print and digital content.”
Share presentation materials with attendees after the event. “It’s very easy to get distracted in a shared physical space,” Henshall says. “It also can be hard for some people to retain information in the moment. Providing the content presented lets attendees reflect on it post-event.”
Remember to provide multiple ways
5 Tips for Authentic Cultural Experiences
When planning incentive trips, which are typically held in exclusive travel destinations such as Costa Rica or St. Lucia, Kyra Canty, event coordinator at Paragon Events, likes to include a cultural night.
“At our cultural nights, we work with local artisan vendors to bring a local marketplace to the hotel for attendees to enjoy,” she says. “We also work with local vendors to provide an authentic experience. Year after year, it is most attendees’ favorite party.”
To ensure the success of cultural events, Shari Weber, owner of Lake Country Event Planning, highlights the significance of sensitivity and avoidance of stereotypes. “It requires sensitivity, respect and a genuine understanding of the cultures being represented,” she says.
Weber presents a few ideas to assist planners in organizing a culturally authentic event without offending anyone.
1. Collaborate and Engage. Cultivate relationships with individuals from the cultures that will be included. Partner with them to craft an authentic event based on mutual respect.
2. Emphasize Education . Offer workshops, talks and panels that dive into the history and meaning of cultural practices.
3. Gather Diverse Ideas. Make sure multiple voices from the same culture are part of the planning and represented at the event to avoid monolithic portrayals.
4. Cultivate Cultural Sensitivity. Make sure event staff and volunteers understand the importance of respectful representation and how to avoid cultural appropriation.
5. Show Respect. Avoid using cultural symbols, attire or practices out of context or as mere decoration. Ensure all cultural elements are presented with proper significance and respect.
to engage, Canty stresses. “This helps people comfortably speak in ways that suit their preferences,” she says. “Different communication channels like email, phone, video calls and in-person meetings cater to varied comfort levels.”
Offer a Range of Catering Options & Experiences
Plan to capture attendee dietary needs up front. “This helps us accommodate unique needs and ensure full inclusiveness for everyone,” Canty says.
Canty recalls a recent event that offered a cooking class. “We had an attendee who was gluten-free who wanted to experience the cooking class,” she says. “We worked with the chef to review the menu details and shared specifics with this guest, so she was fully aware of the ingredients being used. We then worked with the chef to find replacement items to ensure this attendee had a great experience.”
Canty advises offering a range of food to accommodate attendees with different dietary needs, including vegetarian, vegan and gluten-free options. Clearlylabeled ingredients help those with food allergies or sensitivities train the wait staff to understand potential allergens and risks.
Including dishes from diverse backgrounds can emphasize cultural diversity as well, according to Canty.
“Celebrating culinary traditions and getting feedback from every event lets us continuously improve the food experience and ensure food inclusivity for all attendees regardless of dietary restrictions or preferences,” she says.
Weber recommends sourcing food locally, sustainably and ethically to address attendees who value environmental and
social responsibility. She also advises considering the timing of food-related events, including cultural or religious fasting periods, and offering food options that fit fasting schedules. For example, during Ramadan, provide pre-dawn or post-sunset meals, she says.
Set Up Safe Spaces
Accommodating disabilities is key for every event, according to Weber. “A successful event makes sure all attendees, regardless of their physical abilities, can fully participate and engage,” she says.
Weber cites three things to keep in mind while considering accessibility:
• Physical Accessibility. Consider accessibility in all facets of planning, from venue selection to seating arrangements, signage and parking.
• Communication Accessibility. Meet the needs of the hearing and sight impaired by offering listening devices, sign language interpreters, captioning, large print and braille.
• Staff Training. Train event staff and volunteers on accessibility issues and how to assist attendees with diverse needs respectfully and effectively. Make sure all emergency procedures consider the needs of individuals with disabilities.
By integrating accessibility into all aspects of event planning, Weber says planners not only comply with legal requirements, but also show a genuine commitment to inclusivity. “This ensures all participants, regardless of their abilities, can fully engage and have a positive experience,” she says.
When planning for disabilities, Henshall encourages planners not to overlook disabilities that are not visible, such as neurodiversity, mental health needs or dyslexia. She also highlights the need to account for individuals who require spaces to regroup and gather their thoughts.
“We call these areas resilient spaces,” she says. “They don’t have to look a particular way or be overly fancy. They are spaces that are purposefully built and only used for moments of restoration and regulation for anyone who needs it.”
Some examples may be a lounge space, a conference room with lowered lighting or a quiet room.
“Every time we’ve deployed those spaces, from leadership conferences to trade shows, they are always heavily utilized,” she says. “People are so grateful and appreciative of having a space to go to.”
Paragon Events also establishes safe spaces where attendees can seek support or discuss sensitive topics. “By forging partnerships with local community organizations, we are able to broaden outreach and ensure representation,” Canty adds. “When we integrate these approaches, events can become more inclusive, equitable and reflective of the diverse experiences of all attendees.”
Gather Post-Event Feedback
Creating safe mechanisms for providing feedback is an essential element of advocacy, inclusive design and developing a deeper understanding of opportunities or gaps, according to Henshall.
Post-event surveys, suggestion boxes, help desks or an event app are tools that event professionals can utilize to gather feedback after the fact. Ask questions like: How was your overall experience? What changes or accommodations would you like to see at the next event? What are some key opportunities for improvement? How could we have been more supportive of your needs during the event?
Asking these questions enables feedback to become a collaborative learning experience for everyone involved and expedites the journey to diverse solutions that meet everyone’s needs.
Henshall notes that Google’s Neu Project has found that hosting virtual focus groups and live feedback sessions with neurodivergent communities is incredibly helpful and insightful. “We learn something new in every conversation,” she says. WM
Ronnie Went is a freelance writer based in Minocqua, Wis.
©NEU PROJECT
Above It All: Wisconsin’s Hottest Rooftop Venues for Your Next Event
Rooftop venues are multiplying across Wisconsin – in both bustling urban settings and charming small towns. Check out the latest options for hosting any-sized event with a built-in rooftop view.
By Kristine Hansen
Every September, Kennedy Turner, owner of Blueprint Events in Madison, organizes an event on behalf of a financial-services client at a venue flaunting the capital city’s best view.
“If you’re from Wisconsin, being outside is extremely important when the weather’s great,” says Jill Bishop, director of catering and event management at Kimpton Journeyman, which includes The Outsider on the hotel’s ninth-floor rooftop. “You don’t have to worry about creating some sort of mood for your event. The only thing you need to focus on is great food and drinks and making sure everybody has a good time.”
From the two rooftop spaces at the Frank Lloyd Wrightdesigned Monona Terrace Community & Convention Center in downtown Madison are bird’s-eye glimpses of Lake Monona below as well as the skyline and capital building a few blocks to the north. “They like to have the privacy so they rent the entire rooftop,” says Turner, about the annual meeting of about 100 people. “It’s quite a large space.” One bonus: décor isn’t really needed, as it’s all about the view.
“The Monona Terrace is a great option to showcase because a lot of people who come to the event are not from this area,” says Turner. “They come from all over.” Another plus: it’s a one-stop shop for most items,
without meeting planners having to juggle multiple vendors for items like tables and chairs. The event typically begins around 4 p.m. and ends at 9 p.m., with a six-piece band providing entertainment.
Rooftop venues are multiplying across Wisconsin, not just in big cities but also small towns. Whether it’s for a wedding, casual meeting or group outing, there are now plenty of options. Here are some of the best ones. “Outdoor events picked up steam due to COVID,” observes Turner. Fortunately, they are here to stay.
Monona Terrace, Madison
Two rooftop spaces are available to groups and both overlook Lake Monona. The smallest, Rooftop Gardens West Circle, accommodates up to 350 people and spans 5,430 square feet; while the largest offers the most amount of flexibility given that it’s 34,730 square feet and can be used by up to 3,000 people at once (reception style). For banquet service, the space fits between 1,176 and 1,323 people.
For the third year in a row, the Wisconsin chapter of the American Cancer Society hosted its “Coaches Versus Cancer” gala — with a summer-cocktail casual vibe for about 300 attendees — there in late June, taking advantage of the longer stretch of outdoor light. “It was a change we made during COVID and it’s
©MONONA TERRACE
something our guests fell in love with so we kept it there,” says Ben White, the chapter’s associate director. “It’s this atmosphere you don’t always get when you’re in the big ballrooms. It’s this open, relaxed feeling.”
Madison Museum of Contemporary Art, Madison
At this downtown museum (which locals call MMoCA) along State Street, the rooftop sculpture garden boasts a view of the Wisconsin State Capitol Building. Weddings are a huge draw for the rooftop space although business groups, including Turner’s clients, like it, too. The space features colorful plantings and large sculptures, hosting between 100 and 175 attendees. “You’re a little bit more shielded (from the wind),” says Turner, “and you still have a view of the Capitol Building.”
The Outsider, Milwaukee
This rooftop space is on the Kimpton Journeyman Hotel’s ninth-floor rooftop in the Third Ward, and because there are both indoor and outdoor areas it can be completely flexible. Groups as small as 40 and as large as 50 can be accommodated at Crow’s Nest (a small, semi-private space within the entire rooftop), where there’s sofa-style seating and a fire pit. Retractable garage doors make this a year-round space. At Founder’s Room & Terrace,“you can get a view of Lake Michigan and the Hoan Bridge, which lights up in the evening,” says Bishop. Up to 60 can be hosted for a seated dinner, or a reception up to 115. Groups can also buy out the full rooftop and
include these two above spaces. “When The Outsider is closed (outside of business hours), then it’s all ours to do what we would like with it,” says Bishop. “We’ve had everything from small, corporate gathering to meetings to brunches before we open — that’s one of our biggest growth (areas), the post-wedding brunches.”
Charmant Hotel, La Crosse
A sweet note to this candy-themed historic hotel (it’s a former chocolate factory) in downtown La Crosse just two blocks from the Mississippi River is the intimate rooftop terrace. It can hold up to 75 people for a
private event and the views are of the city’s skyline. Neapolitan-style pizzas fresh out of a wood-burning oven (within the space) and craft cocktails are among the food and beverage options. These aren’t your typical pizzas and drinks. Instead, you’ll find options on the menu that are clear riffs of local food culture, including the Sausage and Curds pizza (topped with cheese curds), the 608 Manhattan (folding in Trinity Bitters from Bittercube in Milwaukee) and Downtown Dark cocktail (highlighting La Crosse Distilling Co.’s Downtown Toodeloo Rock and Rye).
Graduate Madison, Madison
Just off of State Street in downtown Madison and within a short walk of the University of Wisconsin-Madison, this quirky rooftop bar and lounge is called Camp Trippalindee — a nod to 1980s flicks like “Back to School.” This Rodney Dangerfield movie was actually filmed on the nearby campus. Graduate Madison is also a block in from Lake Mendota. Campy, preppy and collegiate décor — think plaid fabrics and felt pennants — contribute to the casual vibe at this rooftop bar. It can be booked for private events or also used as a post-meeting or post-event hang-out spot for a small group to order drinks and food such as Shores of Mendota Spritz, fried cheese curds, Wisconsin “whoppers” or smashburgers.
©CHARMANT HOTEL
The Velveteen Plum, Wausau
We encourage you to update your Wisconsin Meetings directory profile to ensure the information about your venue, destination, attraction or service is accurate and reflects your most recent offerings.
This rooftop space is celebrating its second season this year and sits atop an apartment complex but is open to the public. From this rooftop space five floors up, you can see one of the best views of the north face of Rib Mountain. Because it’s not downtown, and not next to other buildings of the same height, the views are truly unobstructed. Food skews Latin, including mussels sautéed with chimichurri and adobo fries, and it’s not only open during the evenings. Weekend brunch is one example, as well as daily lunch. Company parties and corporate events hosted here
can take full advantage of nightly sunsets and utilize a mix of indoor and outdoor areas, including four separate lounges and an outdoor bar. On chilly nights, electric fireplaces keep everything toasty.
Legacy Hotel, Green Bay
Located just a block from Lambeau Field, this new all-suite hotel’s Cardinal’s Crest rooftop bar is a great spot to be on a warm
afternoon (weekends only) or evening. There are large TVs to watch sporting events as a group as well as a crackling fireplace for when the temperature drops. Drink options range from classic cocktails and riffs on those (like The Legacy Sazerac and Campfire Old Fashioned) to zeroproof mocktails. Much of the food menu is designed to be shared, whether it’s a bite inspired by the Dairy State (fried cheese curds and Milwaukee Bavarian pretzel are two examples) or beyond (such as lobster rolls, a tin fish platter or crab cakes).
Waterfront Hotel, Prairie du Chien
Groups can book this hotel’s rooftop terrace (Backwater Bar & Grill) perched 25 feet above the Mississippi River and in downtown Prairie du Chien. It can be reserved for private events. Given that this is a small town, one perk is free self-parking for attendees. Food and beverage is easily available through the hotel as this bar and restaurant already has a menu in place. On that menu are items like ribs, sandwiches, hot wings and pizza. On Saturday evenings, the rooftop terrace hosts live music. This could be a fun add-on to a meeting or event taking place over the weekend and as a social outing. WM
Kristine Hansen is a Milwaukee-based freelance writer and author covering commerce, travel and culture for print and digital publications.
©GRADUATE MADISON
You can do a lot with 27,000 square feet of meeting space. The Madison Concourse Hotel and Governor’s Club is the largest convention hotel in Madison. The modern, flexible space is perfect for everything from large conventions to small strategic planning sessions, and it’s located in the heart of downtown Madison, steps from dozens of shops, restaurants and entertainment venues.
THE INGLESIDE HOTEL
With over 40,000 square feet of meeting space, 20 private event venues, and 40 breezy outdoor acres, The Ingleside Hotel offers a refreshing change of pace from conventional destinations. Come experience Lake Country hospitality at its natural, vibrant best. Plan your next event in the flexible, unique space and enjoy an inspirational setting unlike any other in the Milwaukee area.
VENUE SPOTLIGHT
NEW DOWNTOWN MADISON HOTEL INVITES MORE EVENTS TO THE CAPITOL WITH WARM WELCOME
THE EMBASSY SUITES BY HILTON MADISON DOWNTOWN PROVIDES CONTEMPORARY MEETING SPACES IN AN UNBEATABLE WALKABLE LOCATION.
BY SUE SVEUM
When it comes to finding the perfect event and meeting space in Wisconsin, look no further than the brand new Embassy Suites by Hilton Madison Downtown. What better location than just off the Capitol Square, steps from Lake Monona and the Monona Terrace – right in the heart of Madison and Dane county? As the fastest growing city and county in Wisconsin, there’s no shortage of things to see, do, and experience here.
But of course, once you’ve seen the on-site amenities – from the open-air atrium to the 262 all-suite guest rooms, the beautiful contemporary meeting spaces, free daily breakfast, and 24/7 fitness center – well, you may not want to go anywhere else. And did we mention it’s even petfriendly?
Part of Hilton’s ‘upper upscale’ brand, the hotel opened in June 2024, and recently was acquired by Apple Hospitality REIT. Referencing the building’s unique and striking curved exterior, General Manager Michael Luehrs says, “The design is simply a beautiful frame for the dynamic environments and flexible event spaces that help us contribute to the city’s goals of attracting more events to Madison. We’re delighted to provide an approachable yet upscale experience for
“The design is simply a beautiful frame for the dynamic environments and flexible event spaces that help us contribute to the city’s goals of attracting more events to Madison.”
– General Manager Michael Luehrs
both business and leisure travelers with this hotel.”
While conference and event attendees will appreciate both the location and guest amenities, event planners will find much to like as well. “We’re able to respond creatively to event planner visions,” says Luehrs, “whether it’s a cocktail reception on our patios or ‘action stations’ at locations within the restaurant and meeting spaces.”
Meeting rooms, boardrooms and pre-function space are all flexible, comfortable and large enough to accommodate the needs of any type of group – from conferences to weddings. In addition, when working in collaboration with Monona Terrace Community and Conference Center, event planners can use meeting space at the Embassy Suites in conjunction with their larger meeting spaces. For example, hotel spaces could be used for breakouts or social events while other sessions may take place at Monona Terrace.
Hamilton, the main meeting room, is a 2,000-sq-ft space with an air wall dividing it perfectly in half. Built-in counters are included in both rooms, along with lighting controls, screens and projectors and a state-of-the-art sound system channeling music, microphones or virtual presentations.
Other flexible spaces are available for team breakfasts, CEO roundtables, training sessions, rehearsal dinners and more.
And when it comes to food, Embassy Suites has your dining and catering needs covered with Brickstone’s Kitchen & Bar. “We love being in the heart of Wisconsin and that enthusiasm is reflected in our passionately prepared traditional favorites,” explains Luehrs. “Our fresh, regional fare is central to our seasonally changing menu.”
The hotel offers breakfast, lunch, dinner and room service. But if that doesn’t work with your schedule, you’ll love the grab-and-go option – with fresh-prepared foods available daily in the hotel market. And of course, guests can enjoy the Embassy Suites’ signature
MICHAEL LUEHRS
complimentary drink and snack reception each evening.
Brickstone’s also provides endless catering possibilities for your events. From vibrant small plates for cocktail receptions to the more substantial hand-passed appetizers and action stations, to custom-plated dinners – and a variety in between. “If a corporate client would like to try a Tailgate Event on our patio, we have the food, the drinks and the amenities right at your fingertips.” This is Wisconsin, after all.
“We’re excited to be the newest venue to contribute to the effort to bring more events to Madison,” says Luehrs, adding that as part of Raymond Management Company, hotel teammates continually encourage each other to grow. “With such a great team in place, we know guests here for all types of events will look forward to returning.” WM
Sue Sveum is a freelance writer based in the Madison area.
Hotel Northland, Autograph Collection has rich history in Downtown Green Bay and offers 160 well-appointed guest rooms with 11,000 sq. ft. of flexible meeting space for your next stay, corporate meeting or social event. Poke the Bear and Walnut Room restaurants offer two unique dining options on-site.
The tradition continues at Hotel Northland!
SETTING THE SCENE: ATTENTION-GRABBING DECOR THAT WON’T BREAK YOUR BUDGET
OFTENTIMES DECOR IS THE FIRST CUT TO A TIGHT BUDGET. BUT PLANNERS HAVE THE OPPORTUNITY TO ENCOURAGE SPEND ON THE RIGHT EVENT DECOR WHERE IT COUNTS.
BY CATHERINE MCCOY
While décor is an important component in event planning, recent economic shifts have created new challenges for event planners. Over the last few years, delivery fees, rental costs, labor costs and mileage fees, damage waivers and taxes have increased significantly, and event planners are struggling to determine the best way to outsource rentals and décor.
In the midst of these factors, décor is often one of the first places that clients look to scale back. As Josh Wimmer at Bartolotta’s Catering & Events explains, “Prices have gone up, while budgets have stayed the same or decreased. Décor, first and foremost, suffers because it is the easiest way to save money.”
Despite these challenges, events bookings remain high, and décor is still a valuable piece of making the event come together. As event planners work to maintain the overall ambience that the audience desires, consider these seven ways to tactfully plan event décor to contribute to the ambiance while maintaining the overall budget.
1. CLARIFY THE EVENT’S PURPOSE AND GOALS
As planners take on new events, it can be tempting to jump immediately into the details of making it come together. Before doing so, ensure
that you and the client are aligned on what the event aims to achieve. Is it a celebration or commemoration? Is there a monetary donation goal? As the event’s goals are clearly defined, planners can then determine the best décor and experiential elements to add to the overall guest experience.
2. DETERMINE BUDGET BASED ON EVENT PRIORITIES
Once you’ve aligned on what the event seeks to achieve, create priority lists and plan décor accordingly. As all events have different objectives in mind, it is important to determine how much of a priority décor is within the overall budget.
“Sometimes flowers are a high priority for clients, whereas others are more drawn to stationery or linens. We will budget more funds towards categories that are higher on that list,” said the event planning team at Blue Fancy Events.
It is also helpful to obtain multiple quotes for décor pieces, and evaluate the offer based on industry standards and quality. Research events of similar size and function and base the décor budget off this benchmark. From there, work with vendors to determine two to three price points and give options of similar quality, utilizing varying features.
Planners should also encourage their clients to spend budget on event décor where it counts. For example, remind them that cocktail hour is reserved to 60 minutes, and guests are often focused on mingling or making a bee line for the bar. Make décor for this timeframe intentional and minimal and focus larger décor pieces on areas that will obtain more guest attention.
3. FOCUS ON A FEW HIGH IMPACT AREAS
The aesthetic is what makes an event memorable for guests, as it contributes to the broader experience and client goals. If décor is intended to be experiential, focus on areas that will garner the highest guest traffic.
As Tera Stamm of Windy City Linen explains, “Décor is tactile – you want to enhance the guests’ senses. That comes through touch, sight and smell. [Factors like] linens give texture and touch, florals give smell and décor, backdrops, ceiling enhancements and printed signs awaken the sight.”
©WINDY CITY LINEN GALA
Review the event timeline and map the guest footprint – consider whether they will spend most of their time seated at dinner or perusing a silent auction, for example. By aligning the décor with the event timeline, it makes it easier to be intentional about where décor can enhance the guest experience. “In the linen world, just changing a table linen from white to the color of the company logo or gala theme will enhance the overall vision,” says Stamm.
4. CREATE A HALO EFFECT
In evaluating the event’s high impact areas, have one standout décor piece that grabs attention. As Blue Fancy Events explains, this could be an ice sculpture, beautiful barscape or floral installation. From there, coordinate the décor throughout the space to complement the centerpiece and draw the venue together.
5. RESIST PEER PRESSURE
While the internet can be an event planner’s best friend, not every new, viral décor trend makes sense for every event. Furthermore, social media continues to up the ante for décor expectations, but these trends often lack context for the amount of effort and money involved.
Resist the urge to include décor just because ‘you feel like you should,’ or ‘everyone is doing it.’ Vet which pieces of décor make the most sense to enhance the overall experience and achieve your event goals while avoiding the rest.
6. LEVERAGE YOUR OWN VALUE PROPOSITION
As Blue Fancy Events reminds its peers, hiring an event planner can often save clients money, despite the upfront cost of hiring an event planning team.
“[Planners] can help set a realistic budget based on preferences and priorities, ensuring that you allocate your funds wisely … ultimately, the expertise of a good planner can result in significant savings along the way, making the investment and upfront cost worth its weight in gold.”
Remind the client that you have their best interest in mind; you are working to achieve their vision, respecting their event priorities and incorporating décor in a way that adds value to the event and, ultimately, the organization.
7. CURATE A MEMORABLE ENVIRONMENT
At the end of the day, planners are often most interested in creating an overall experience for their attendees. As Wimmer explains, most guests are looking for an event that seamlessly coordinates the venue and setting with great food and beverage. Event decor only enhances and strengthens the overall ambiance.
Align with the client on overall event goals, tailor the budget accordingly and incorporate décor to enhance the event ambiance. By beginning with the attendees in mind, décor can more easily be integrated with the event’s broader goals, while managing the broader event budget to bring greater value. WM
Catherine McCoy is a Milwaukee-based freelance writer and Marquette alum covering events and industry news.
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©BARTOLOTTA'S CATERING & EVENTS
KEEPING ANNUAL MEETINGS FRESH WHILE AVOIDING BURNOUT
DANNIEL KACZOROSKI, A PASSIONATE AND BUSY EVENT PLANNER, OFFERS ADVICE ON JUGGLING COUNTLESS ANNUAL COMPANY EVENTS AND KEEPING THEM FRESH.
BY KATIE SCRIVANO
Wisconsin Meetings (WM) recently spoke with Whitewaterbased planner Danniel Kaczoroski, CMP and event supervisor at Generac Power Systems, who is part of a team that plans and produces nearly 100 annual meetings and events.
WM: Tell us more about your role at Generac and the types of events you plan.
DK: I have been with Generac about six years, and was promoted to this role about two years ago. I plan both internal and external events for the company, including the annual summer company picnic (which draws 6,000 people and is held at Wisconsin destinations like the upcoming Wisconsin State Fair), and the company’s annual conference (which is typically held at a destination locale, most recently in Denver).
WM: Planning so many annual events, how do you keep things fresh?
DK: You have to try something new and think outside the box. We always create new t-shirts for our company picnic, and people look forward to finding out the color each year – we’re able to build anticipation with it. We also try to do our due diligence to find new event experiences – we’ve done whirly ball, a battleship game and escape rooms.
WM: What types of challenges do you run into when planning events?
DK: One challenge is planning for food allergies – including preferences like gluten free and keto. We have tried to use big national catering chains in the past, but there’s never enough meat - especially for people avoiding gluten. And because the cost of food is going up, we’re executing a daily head count for food orders.
WM: Have you and your team started used AI tools for planning needs?
DK: Yes! We have not had a copywriter on our team, so we are using AI tools for wording event session descriptions and landing pages. And our team is staying current through certification courses from resources like MPI Global.
WM: What advice do you have for other planners juggling so many events annually?
DK: Make connections everywhere. I once met a contact who does 3D printing on the side and ended up working with him to create centerpieces for the MPI annual gala. There’s also never enough time in the day, so we stay organized using shared spreadsheets and CVENT software that give our full team access, and are exploring other cost-friendly software like Survey Monkey an Greenenvelope for post-event surveys.
WM: How do you balance your workload and avoid the stress of the job?
WM: How do you approach planning a major company event at destination venues from here in Wisconsin?
DK: We always spend a few days doing a site visit beforehand – meeting with catering and venue staff, deciding on transportation and entertainment options and figuring out training rooms. We are likely going to Texas for the first time for our annual conference, and even considering going international. But if a place works, we stick with it.
DK: I recently heard that meeting planning is the fourth most stressful job, so no wonder we feel so stressed out! As a widow and mom of four kids, I finally learned how to ask for help – I was able to hire a coordinator to relieve some of the workload. Burnout is real, and it’s imperative to take personal time and unplug completely to ensure you can be “on” for all of your events. WM
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BUILDS
Wisconsin is set to host highly anticipated gatherings, with planning professionals state-wide experiencing positive bookings momentum. Wisconsin Meetings invites you to stay up to date on the latest trends, destinations, venues and experiences to guide your increased planning needs.
Kick boring to the curb and host your team retreat, celebratory drinks, dinner and any other group activity at the Geronimo location of your choice. Our meetings are anything but business as usual.
