Small Market Meetings April 2024

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SEARCHING FOR SPONSORS?

S

ecuring sponsors is a big job for events small and large — from the nonprofit that’s trying to raise funds for its projects or the association that hopes, through sponsorships, to offer its members a more elevated and enjoyable conference. And many companies set aside healthy chunks of their budgets with sponsorships in mind. In the B2B event industry, for example, a third of businesses say they are dedicating 21% or more of their event budget to event sponsorship. So, planners can be assured there is support to be had.

Here are some things to keep in mind in the search for sponsors.

Employ these techniques to find underwriters for your events

Prospect early to hit sponsorship gold

Don’t give your sponsor search short shrift. Start early — a year ahead is none too soon; wait too long and you could put your event in a financial pinch. As sponsorships are secured, you’ll have the funds to afford better-known speakers who will draw more attendees, and that will make an event more valuable in the eyes of sponsors according to Jordan Succar, the cofounder of Sponseasy. By securing sponsors early, you could also lock in amenities for attendees like sponsored happy hours after the convention day ends or valet parking for the annual gala. To make an initial approach to potential sponsors, develop easy-to-digest one-page summaries of audience data that gives them a clear picture of who attends your event. Include examples of how previous sponsors have benefited from being associated with your event.

Give ‘em what they want

Sponsorships are largely business decisions. Even when a company supports charitable causes, it’s still aiming for visibility, so it pays to understand a sponsor’s goals and be flexible in the opportunities offered them. In other words, align sponsorship benefits with a sponsor’s business objectives. So, unlike your grandma’s chocolate chip cookie recipe, which should never be altered, be willing to adjust sponsorship packages. Perhaps the company’s CEO is less interested in a table for 10 at the annual banquet and more interested in leading a seminar on her area of expertise. Hand her the microphone, with the understanding that talks must be substantive and not sales pitches. Perhaps social media mentions are important to a potential sponsor. Be willing to substantially increase the number of mentions that sponsor will receive. Think about ways to extend sponsorship benefits beyond the actual conference. And always be open to new ideas and suggestions from potential sponsors.

Streamline sponsorship search and management

Software and apps can help streamline the sponsorship process. For example, at sponsormyevent.com , a nonprofit can post a profile of its event so potential sponsors can connect with them and perhaps strike a sponsorship deal, all through the website. Sponsorpitch.com can speed up the search for possible sponsors by providing sponsorship data and connections to those who make sponsorship decisions. Sponseasy.com has software that allows planners to create professional-level sponsorship proposals online in minutes. Sponsorparkconsulting.com evaluates sponsor possibilities and has an online system to match sponsors with events. Other helpful programs include hellosponsor.com , a cloud-based management and tracking system, g2planet.com , a sponsorship management system with valuable data and analytics features, and rhythmsoftware.com , a platform aimed at associations.

What about next year… and the next and the next?

Sponsorship support is strengthened when sponsors sign on for multi-year agreements. Such partnerships will simplify a planner’s job and improve the financial foundation of any event. Building relationships with sponsors is the key to getting long-term sponsors onboard, and it is an ongoing task. As Paula Menzes with SickKids Foundation in Toronto told BizBash, “Keeping a sponsor happy begins long before the event. It starts the day of your first discussion about engaging them in the event.”

One way to engage them is by asking for feedback and ideas about your event. Make it clear they are viewed as a partner and that their help is appreciated as you create an experience your audience will value and that will achieve the sponsor’s goals and yours. Showing appreciation to sponsors for their support and putting the spotlight on them — sometimes literally — can cement a partnership. There are many ways to show appreciation — from offering a sponsor something special and unexpected, like a one-on-one chat with a keynote speaker, to having all your staff chime in on a short “thank-you for your support” video.

Be an innovator

Thank goodness sponsorships have gone beyond displays of sponsors’ logos printed on a banner or the back of t-shirts. For example, that phone charging bank outside the convention ballroom is an excellent sponsorship op. It will get lots of traffic (maybe if you’ve had one in past years you can even estimate how many people will use it), and sponsors love a busy place where their support will be noticed. Valet parking is an enticing sponsorship option: not only does it provides a much-appreciated service for event goers, but it also allows a sponsor to have their marketing pieces placed in every parked car. For an event that includes families, the right sponsor will be thrilled to underwrite a play area or entertainers like a magician or balloon artist. Other ideas? Offer companies the chance to sponsor bonus attendee events like morning yoga or sell naming rights for the conference’s Wi-Fi network. From nametags and wristbands to floral arrangements and event transportation, just about anything has sponsorship potential.

MEETING LEADERS DON

DUSZYNSKI

DBY REBECCA TREON

on Duszynski’s parents, first-generation Americans whose parents had immigrated from Poland, worked multiple jobs and encouraged their son to study hard and go to school.

“The one thing my father taught me was to work hard,” said Duszynski. “Always work hard, do the best job and be honest. And that I was going to go to college.”

Duszynski grew up in West Chicago and, after high school, joined several of his classmates at the University of Wisconsin. And work hard he did — he played varsity football until an injury benched him, carried three majors (math, biology and secondary education); and worked part-time jobs as a swim team coach, pool manager and forklift driver. He had planned to return home and be a biology teacher and football coach, but at the urging of one of his professors, he applied for graduate school and eventually earned a PhD in parasitology from Colorado State University.

“For a little Polish boy from Chicago who had never been west of the Mississippi, there was no choice — I was going to Colorado,” said Duszynski. “It was the best decision I could have made.”

After getting his PhD, Duszynski was offered a job as an assistant professor at the University of New Mexico in Albuquerque. He eventually became chair of the biology department.

“Very early on I got a call from the president of the American Society of Parasitologists, the organization for people that study parasites,” said Duszynski. “She asked me to

be the scientific program officer and develop the program for our national meeting — to build the scientific program, put everything together and schedule the workshops.”

Duszynski held that role for several years and gradually accumulated other meeting duties, such as coordinating hotel stays. He started attending conferences for event and meeting planners so he could network. At one of the conferences, he was approached by someone from Meeting Professionals Expectations, which helps various organizations plan meeting logistics. They needed someone who specialized in planning educational conferences. Duszynski got the job, and he now works with three groups — the American Society of Parasitologists, the Society of Neologisms and a group of veterans.

He’s found that college educators meet for specific purposes — to exchange ideas, recruit students and elect voluntary board members.

“They can be very intense — they’re not like corporate meetings where people go to play golf,” said Duszynski.

Duszynski keeps a history of each of his groups that includes details like where they have met, hotels they used and the group’s spend on rooms, food and beverage. He uses the histories to approach new conference destinations.

In addition to planning meetings, Duszynski does work in his educational field, including research projects in Japan, China, the Czech Republic, Mexico, Egypt and Costa Rica. He publishes papers and is writing his sixth book.

“I’ve always had a very complex life,” he said. “I do this [meeting planning] for fun, for social entertainment, for meeting new people and as a way to travel and enhance my life.”

“I’ve always had a very complex life. I do this [meeting planning] for fun, for social entertainment, for meeting new people and as a way to travel and enhance my life.”

EXECUTIVE PROFILE

NAME

Don Duszynski

TITLE

Regional Manager

ORGANIZATION

Meeting Professionals Expectations Inc.

LOCATION

Placitas, New Mexico

BIRTHPLACE

Chicago

EDUCATION

• University of Wisconsin, BS in biology, math and secondary education

• Colorado State University, Ph.D. in zoology

CAREER HISTORY

• University of New Mexico: Professor and chair, biology department; director, Museum of Southwestern Biology (1970-2011)

• American Society of Parasitologists: National Scientific Program Officer (1987-2008)

• Meeting Professionals Expectations Inc.: Regional Manager (2007-present)

DON DUSZYNSKI, FRONT ROW LEFT, JOINS OTHER MEETING PLANNERS ON A TOUR OF A WINERY IN PORTLAND, OREGON.

THE VALUE OF VIRTUAL EVENTS

Shayna Asgill

DIRECTOR OF EVENTS

Redstone Agency Inc.

Shayna Asgill has a bachelor’s degree in global management and marketing from Ryerson University, as well as a graduate certificate for sports and event marketing from George Brown College. She has worked for Redstone Agency, a Toronto-based event management company, for six years. She is a certified Digital Event Strategist and a member of PCMA 20 in Their Twenties, Class of 2024.

What is the industry’s landscape like right now when it comes to digital events?

A: I think there was a significant shift coming through the pandemic where everything did have to have to have a virtual edge. There were technological advances and new platforms, and attendees’ preferences changed. Through that, a lot of organizations and companies embraced a digital or hybrid framework, which led to having broader audiences and more of an impact. It also gave the opportunity to save cost in some instances. A lot of our events have some kind of digital or hybrid element. Some organizations have even said, “We’ll do our event one year in person and one year virtual.”

Does the next generation of planners have any advantages or face challenges when it comes to digital events?

A:

Why are digital events or digital components so important today?

A:

I think the number one thing is accessibility. We saw a lot of members who weren’t typically able to join events now being able to because they could join from the comfort of their homes. People have health concerns, or they can’t get all the time off to attend events, so it provided a lot more accessibility and inclusivity.

I would say we have the major advantage of being tech savvy. We’re a generation that is always on our phones. There’s always a new app coming out, and we’re adaptable to new technology and platforms entering the market. A lot of clients come to Redstone because we’re mainly a millennial team. We become tech producers during events. At the other end, a challenge is there’s so many different products in the market, so having an understanding of which is the correct one to use for the client can be a challenge. It’s rapidly evolving, so we need to stay up to date with digital assets out there and new things on the horizon.

What’s something about planning digital events that surprised you?

A:How laser focused you need to be. I’m more nervous for digital than in-person events because it feels like it’s all on you. You are the A/V team, you are the tech producer and there are a lot of things you must manage on the back end of things. I have to know what’s going on, be constantly monitoring the chat, communicating with any speakers “backstage,” and seeing if anyone needs help at the virtual help desk.

How have you found digital events and in-person events to be similar and different?

A:In terms of what’s the same, I would follow a similar marketing plan. There’s also an RFP process, selecting a virtual platform, going through those logistical things. A difference is the budget allocation. We’re saving costs on the venue, but what’s increasing? We need to look at our tech budget, virtual production budget and what experiences we’re bringing to the virtual attendees. In terms of hybrid events, people think a hybrid event is just plopping a camera into your in-person event. But if we’re talking hybrid, it’s planning two events. From that perspective you will need more for your budget.

Picking Your Pricing

MEETING VETERANS OFFER TIPS ON SETTING REGISTRATION FEES

BY RACHEL CRICK

When it comes to setting registration fees, making the numbers work is essential. Registration fees can go a long way toward paying for an event, or, if it’s the organization’s goal, generating a profit. But a lot of factors play into getting the price just right, including rising costs that have stretched everyone’s budgets a little tighter in recent years.

So how does an event planner charge enough to cover costs without charging so much that it drives potential attendees away?

Here’s what three expert event planners shared about the ins and outs of determining registration fees.

DECIDING FACTORS

Setting a registration fee requires going back to the basics of budgeting, according to Sarah Cissna.

“It comes down to basic math,” said Cissna, owner and event producer at The Side Lobby, which specializes in producing events for small and midsized nonprofits and arts organizations. “Registration should cover what it costs per person to host that event.”

Ultimately, that formula considers fixed expenses, such as venue price, and variable expenses, such as food and beverage costs. For a for-profit event, the desired profit is added as an expense. The total expenses are then divided by the expected attendance to determine a per-person registration rate.

Of course, it’s important for the estimated attendance to be pretty close to the real thing, so getting accurate costs for event components like catering and hotel space is essential. And, it’s especially important to accurately estimate attendance.

“Try to have some point of reference that you can pull from to make an intelligent guess,” said Dara Hall, vice president and co-owner of Event Source Professionals, which plans events for the federal government as well as corporate and incentive events.

If it’s a recurring event, looking at attendance history from years past can give a planner an idea of trends. If there is no past data, Hall recommends asking CVBs or hotels for their data to get

“When it comes to registration fees, my biggest points are, do the math and be transparent and honest.”

Sarah Cissna OWNER

The Side Lobby

Experience: 17 years

“In order to truly develop comprehensive fees, you have to start with the budget, meaning you have to do your due diligence.”

an idea of past attendance. And if it’s a newer event, planners can look at attendance at a competitor’s event. If there is absolutely no history, contingencies should be built into the budget.

Market rates should also be considered. How much do similar events cost?

“Market is definitely very important from the standpoint of knowing who your competition is,” said Tamra Gaines, a coach, speaker, author and meetings strategist with experience planning for corporations and associations. “Organizations only have so much money in the bucket for professional development. What is going to make them choose your event?”

Added fees must also be considered. Registration platforms and financial vendors often charge processing fees, which should be factored into the equation.

TIERS AND PACKAGES

While registration fees primarily serve to pay for the event, they can benefit planners in other ways based on how they’re tiered or packaged.

Tamra Gaines

COACH, SPEAKER, MEETING STRATEGIST

Experience: 30 years

One of the most useful tier systems is based on event deadlines. Registration fees can encourage attendees to sign up early, which helps a planner estimate attendance more accurately. The last thing anyone wants is for a bunch of last-minute registrations to throw off their carefully planned budget.

“People will wait until the last minute to book their registration,” Gaines said. “So, I believe in threes: having an early bird rate, having a regular rate and a late rate.”

This sort of tiered pricing rewards attendees for booking early and penalizes them for being late.

For membership organizations, member and non-member rates are a way to lower the cost for some.

“If you are member-driven, you may have a member and nonmember rate because you want to add value to those members,” Gaines said.

Offering a VIP registration that costs more because it includes additional experiences is another way to tier fees.

However, Cissna cautions planners not to rely too heavily on VIP registrations unless they can back up the added cost with an exceptional, exclusive experience.

Another way to package registration is to offer discounted group rates. Guaranteeing a number of tickets from a certain organization can drive up attendance and ultimately lower costs for everyone. Multi-event packages, through which attendees commit to more than one of the organizer’s events, are also an option.

There are countless other ways to organize registration fees, from offering discounted rates for sponsors to selling single-day event passes.

MANAGING COST EXPECTATIONS

Rising fees can put a damper on an event’s attendance, so it’s important to manage attendees’ expectations of the event’s price and value upfront.

“Economics play a lot into it, even if you have a wonderful established program that people love to come to,” Hall said. “You have to have a strong steering committee or advisory board that you can talk to and get their input in terms of how [the cost] would affect attendance.”

It’s important to keep in mind that in addition to registration fees, attendees incur other expenses.

“When you look at the ticket cost of the event, you have to look at the full experience cost,” Cissna said. “What are they investing with flights, trains, hotel, food and beverage? How much time are they spending out of the office and leaving their family?”

These additional costs add up and can make it harder to convince attendees to attend an in-person event. That’s why it’s important to know your audience and be transparent about the value a conference provides.

Attendees probably expect a small price increase from year to year due to inflation, but if a registration fee has risen dramatically, its essential to make sure the event’s value has gone up proportionally.

“If it’s much different, there needs to be some sort of value-add that will warrant that,” Hall said. “In that case, you need to advertise that value in big, bold neon.”

That might mean highlighting and promoting keynote speakers, masterclasses or fun off-site experiences.

Hybrid and digital events can also affect the amount of money that registration fees generate. While they can boost attendance by making events more accessible and affordable, they can also reduce in-person attendance, which can impact the budget. Planners should keep this in mind when setting fees.

“There is a psychological breaking point at which you’re going to lose attendance, or they will transfer into the virtual side,” Hall said.

To encourage attendees to attend in-person instead of getting similar information by attending an event online, in-person content must be compelling, and the cost should be reasonable.

“I would just advise as much as possible to talk to stakeholders that are outside of your companies — your sponsoring partners, your previous attendees. That will help you get a feel for what the market will bear.”

Dara Hall VICE PRESIDENT AND CO-OWNER Event Source Professionals Experience: 28 years

Shelbyville

SACRED SETTINGS

These distinctive houses of worship can elevate faith-based events

BY RACHEL CRICK

Is there any better place to gather, learn and grow than in a house of worship?

Churches, synagogues and other religious sites provide sanctuary and a sense of peace, which makes them ideal for religious meetings. The features that make these sites reverent and reflective also encourage productivity. The features that make them welcoming and inclusive also make them hospitable. And the love poured into their foundations makes them inspiring venues.

Here are five religious sites across the country that make good venues for religious meetings.

CHRIST CATHEDRAL GARDEN GROVE, CALIFORNIA

Christ Cathedral in Garden Grove rises to a reflective, shimmering point against the blue skies of southern California. It was originally known as the Crystal Cathedral, apt as its exterior is composed of more than 10,000 glass panels. Inside, ceilings rise 130 feet, giving the house of worship its modern and otherworldly feel.

This architecturally impressive church also hosts meetings and events.

“Christ Cathedral is a one-of-a-kind experience,” said Heather Schraeder, director of hospitality and events at the Roman Catholic Diocese of Orange. “It has stunning architecture in very serene surroundings that provide a picturesque backdrop for an event.”

Around the 34-acre campus, a variety of meeting and event spaces offer comparable architectural splendor, including a cultural center, the Tower of Hope and an arboretum. The five-floor cultural center features a 299-seat theater; an atrium, for up to 120; a patio for 500 banquet-style; and a boardroom for up to 25. The Chapel in the Sky, on the 13th floor of the Tower of Hope, has panoramic views and room for up to 80 people.

Above: The Chapel in the Sky at Christ Cathedral is located on the 13th floor of the Tower of Hope.

Courtesy Christ Cathedral

Planners have a choice of six approved caterers. The cathedral provides basic audiovisual equipment and has a third-party vendor for more complicated audiovisual needs.

christcathedralcalifornia.org

THE LIFE CHRISTIAN CHURCH WEST ORANGE, NEW JERSEY

Completed in 2017, the campus in West Orange, New Jersey, where The Life Christian Church resides was a labor of love for its congregation. Buildings on the spacious, serenely landscaped property have clean lines and modern finishes and make good use of natural light. Around 1,000 members attend this nondenominational church. It’s also an exceptional space for meetings, events and conferences.

“One of the values of our church is hospitality,” said Kevin McCollum, executive director of finance at The Life Christian Church. “So, when we’re hosting a conference or event, that’s a focus for us — hospitality, from the way it looks to the atmosphere to how it feels to how they’re treated.”

Courtesy Christ Cathedral A

The church’s primary large event space is its auditorium, with seating for 650, a stage and state-of-the-art sound and video. The Glass Room, a glass-enclosed space with a capacity of 60, is adjacent to a hospitality lounge, and both can be joined to form a larger space. The church’s conference center can seat up to 340 attendees theater-style or 200 at banquets.

While there is no commercial kitchen, the church allows a choice of outside caterers, and the on-site café can serve coffee and light fare for an additional charge. The church provides staff to help with audiovisual needs, event planning, and cleaning and maintenance.

tlcc.org

NORTH SUBURBAN SYNAGOGUE BETH EL HIGHLAND PARK, ILLINOIS

Overlooking Lake Michigan in the Chicago suburb of Highland Park, Illinois, North Suburban Synagogue Beth El is a Conservative Jewish synagogue. The sanctuary was completed in 1964 and is known for its circular shape. The campus also includes an opulent 1911 mansion, which houses the synagogue’s library, classrooms and a smaller sanctuary. The larger sanctuary’s distinctive architectural features include unusual window shapes, colored glass and a large and intricate ark.

The synagogue’s campus offers many event spaces. The Harold and Ruby Blumberg Auditorium has 19-foot ceilings and

“One of the values of our church is hospitality. So, when we’re hosting a conference or event, that’s a focus for us — hospitality, from the way it looks to the atmosphere to how it feels to how they’re treated.”

— Kevin McCollum, The Life Christian Church

CONNECT IN THE FOX CITIES There’s nowhere quite like it

Start planning for your next meeting or event in the Fox Cities. With a wide variety of spaces and places, we have the perfect venue to inspire any group to get down to business.

Looking for a modern, state-ofthe-art option with room for a crowd? Check out the Fox Cities Exhibition Center - 38,000 square feet of thoughtfully designed space built right into the hillside of Downtown Appleton.

Ask about our incentives starting at $500 for events booked and held in the Fox Cities.

Contact Alison Hutchinson at ahutchinson@foxcities.org to plan your original event.

floor-to-ceiling windows that overlook the garden and Lake Michigan. The auditorium can seat up to 300 people banquet-style but can be expanded with movable walls to accommodate up to 450. A patio behind the auditorium can also be used for events.

The sanctuary can seat up to 375, and the synagogue’s mansion has several smaller meeting room, including the Maxwell Abbell Library, which can seat 20; an activity center, which can accommodate 70 to 120; and a seminar room for 60. Planners have a choice of caterers, though there is a fee for using outside catering companies.

nssbethel.org

HOLY SPIRIT CATHOLIC CHURCH TEMPE, ARIZONA

In the Phoenix suburb of Tempe, Arizona, the Holy Spirit Catholic Church was founded in 1973, but its congregation has been worshiping in its current building since 2001. The chapel’s design blends arches, high ceilings, stained-glass windows and intricate ceiling detailing to create an elegant and reverent space for worship. The church acts as a community gathering space and frequently hosts events such as picnics, fairs and family events.

The spacious campus includes the main church building, a community center, several classrooms and a smaller social hall, as well as a garden, courtyard and large parking lot. Hanley Hall, in the community center, is an elegant space with a 1,200-square-foot dance floor and a capacity of 300. It is equipped with a projection screen and a staging kitchen. The Social Hall, which can accommodate 100 people, is a more intimate space. Classrooms on the campus accommodate from 10 to 12 attendees.

A staff member assists with events, and although the spaces have rental time minimums and maximums, the church allows advanced set-up for DJs, floral arrangements or photography.

holyspirit-tempe-az.org

OUR LADY OF THE LAKE HENDERSONVILLE, TENNESSEE

Set on a sprawling, 40-acre campus in the Nashville suburb of Hendersonville, Tennessee, Our Lady of the Lake Catholic

Courtesy The Life Christian Church

THE LIFE CHRISTIAN CHURCH

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Church was founded in 1969. It has changed locations three times, and its current location offers plenty of space for its congregation as well as for meetings and events. One of its larger spaces, added during an expansion, is the largest event venue in Sumner County.

“The church is really pretty,” said Jennifer Harris, communications coordinator for the church. “It’s nicely updated, has a covered portico and ample parking. It has a lot to offer for a church venue.”

Our Lady of the Lake’s largest space is the 9,260-square-foot St. Joseph Hall. It is equipped with a full-service commercial kitchen and state-of-the-art audiovisual capabilities. A smaller social hall, 3,250-squarefoot Bevington Hall, also has a catering kitchen and audiovisual services.

The church allows planners to select outside caterers. Unlike many other churches, Our Lady of the Lake allows beer and wine to be served at events. They can provide tables and chairs as part of the venue rental and offer an on-site event coordinator for the day of an event. ololcc.org

ST. JOSEPH HALL AT OUR LADY OF THE LAKE

Courtesy Our Lady of the Lake Catholic Church

GATLINBURG TENNESSEE

Describing Gatlinburg, Tennessee is easy Nestled in the foothills of the Great Smoky Mountain Park, Gatlinburg is a quaint town is filled with everything a meeting planner needs for a successful event: a beautiful, state of the art convention center, 16,000+ sleeping rooms, comprised of full-service and limited-service hotels,and motels, cabins, and condominiums. Gatlinburg also offers hundreds of shops and restaurants as well as entertainment attractions for every age and interest.

Kalamazoo VIBES

All photos courtesy Discover Kalamazoo

Arcadia Creek runs through downtown Kalamazoo, where meeting attendees can enjoy a casual vibe amidst modern conveniences.

This Michigan city blends top-notch amenities with a laid-back attitude

BY ELIZABETH HEY

Kalamazoo’s big-city vibe complements its easy-going pace and welcoming hospitality. Home to world-class museums, ice hockey and craft beer, this city caters to diverse interests. With lakes, trails and parks, nature doesn’t take a backseat here but offers endless opportunities to hike, bike, kayak, golf and ski.

KALAMAZOO AT A GLANCE

LOCATION: Southwest Michigan

ACCESS: Kalamazoo/Battle Creek International Airport and Amtrak; located at the crossroads of Interstate 94 and US 131, halfway between Chicago and Detroit

HOTEL ROOMS: 3,075

CONTACT INFO:

Discover Kalamazoo

269-488-9000

discoverkalamazoo.com

KALAMAZOO COUNTY EXPO CENTER

BUILT: 2009

EXHIBIT SPACE: 61,000 square feet

OTHER MEETING SPACES: 120-acre site with outdoor festival space and 220 campsites

MEETING HOTELS

Radisson Plaza Hotel and Suites

GUEST ROOMS: 340 rooms

MEETING SPACE: 50,000 square feet and 26 meeting rooms

Delta Hotels Kalamazoo

Conference Center by Marriott

GUEST ROOMS: 480 rooms

MEETING SPACE: 42,084 square feet and 21 meeting rooms

Holiday Inn and Suites West

GUEST ROOMS: 130 rooms

MEETING SPACE: 2,900 square feet

WHO’S MEETING IN KALAMAZOO

National Street Rod Association

Nationals North

ATTENDEES: 2,500

Professional Fraternity Association

ATTENDEES: 200

Destination Highlights

Kalamazoo’s walkable downtown is anchored by the four-block Kalamazoo Mall, the nation’s first outdoor pedestrian mall. Revitalized Art Deco buildings house boutiques, coffee shops, chic restaurants, brewpubs, live music and DIY experiences at shops such as the Kalamazoo Candle Company, all within walking distance of several hotels.

World-class museums and attractions include the Smithsonian-affiliated Air Zoo Aerospace and Science Museum and the Gilmore Car Museum, North America’s largest automobile museum. On the National Register of Historic Places, the 1927, Spanish-style Kalamazoo State Theatre hosts productions and concerts. Nature is easily accessible in the surrounding countryside. Groups can see reindeer at Reindeer Ranch, pick apples at Gull Meadow Farms or revel in fall colors at Kalamazoo Nature Center.

Craft beer takes center stage in this corner of Michigan, home to Bell’s Brewery, the longest running craft brewery east of the Mississippi. Tours of Bell’s downtown facility or larger operation in nearby Comstock detail its history and brewing process and end with samples that showcase its grain-to-glass philosophy. For more fun, the Give a Craft Beer Trail invites aficionados to earn points that can be redeemed for prizes.

“When your group visits Kalamazoo, they can hike in the morning, grab lunch and a beer at Bell’s Brewery and catch a show at the historic State Theatre that evening, all within a 30-minute drive,” said Dana Wagner, director of marketing and communications for Discover Kalamazoo.

Distinctive Venues

Kalamazoo’s event spaces range from charming patios to elegant theaters. At the Smithsonian-affiliated Air Zoo Aerospace and Science Museum, gatherings can be held amid more than 100 rare and unique aircraft and spacecraft including a SR-71 Blackbird. The museum can host 10 to 2,000 guests for receptions, banquets and meetings with on-site catering. For entertainment, attendees can strap into 3D flight simulators and indoor amusement park-style rides or watch an air show in the Missions Theater.

Bell’s Eccentric Café showcases 20 draft beers and small batch brews, some only available at the pub. With its cozy indoor areas and spacious beer garden and patio, it’s an ideal gathering place. Attached to the café, the general store stocks Bell’s apparel, swag and memorabilia.

“Bell’s is one of the most recognized breweries even beyond our area,” said Wagner. “They have an all-around experience with great craft beers and live music in the beer garden in summer and yearround live music in their Back Room.”

Historic Gilmore Car Museum features vintage structures on its 90acre campus. Rentable space totals more than 215,000 square feet and includes the 1941 Blue Moon Diner, a re-created 1930s Shell station and seven partner museums. Outdoor spaces host up to 500 guests and there is a 2,480-square-foot ballroom for indoor events. According to Wagner, the museum is undertaking major updates, adding a new event center and pavilion and renovating the grill and patio area.

DISTINCTIVE VENUES

DESTINATION HIGHLIGHTS

Bell’s Brewery

Gillmore Car Museum

Major Meeting Spaces

Minutes from downtown Kalamazoo, the versatile Kalamazoo County Expo Center’s 61,000 square feet of exhibit space includes seven indoor rental spaces for vendor exhibitions and booths. Across its 120 acres, facilities include outdoor festival space, livestock show arenas, barns, group campsites and a 4,500-seat grandstand.

At Western Michigan University, the Fetzer Center’s 18,385 square feet of flexible meeting space includes a stunning garden patio, banquet hall and atrium-style lobby. In addition to seven meeting rooms, Kirsch Auditorium seats 250, and Putney Lecture Hall seats 90. Customizable in-house catering makes planning seamless.

Downtown, the 340-room Radisson Plaza Hotel and Suites, adjacent to Kalamazoo Mall, offers 50,000 square feet of flexible meeting space in 26 rooms that include ballrooms, boardrooms and breakout rooms. There’s also a full-service spa, three on-site restaurants and a complimentary airport shuttle.

Newly renovated on the city’s west side, the 480-room Delta Hotels Kalamazoo Conference Center by Marriott has 42,084 square feet of event space in its adjacent conference center. The largest of its 21 rooms, the Aviator Ballroom accommodates 770 attendees theater-style or 800 for receptions. The property has a fitness center and the area’s largest indoor pool and both are newly renovated. An on-site restaurant and lounge serves Kalamazoo craft beers on tap.

AFTER HOURS

After the Meeting

With 11 golf courses in the greater Kalamazoo area, there’s a course for every level of play.

Centrally located Prairies Golf Club welcomes golfers of any skill level. The 72-par municipal Milham Park Golf Course spreads out on 130 acres. Nearby Gull Lake View Golf Club and Resort has six golf courses, and its par-71 Stoatin Brae was named 2021 National Course of the Year.

“Besides golf, we have tons of trails, nature preserves and parks for hiking, biking and exploring,” said Wagner. “We’re on the Great Lake-to-Lake trail system, and visitors can ride from Kalamazoo to South Haven’s shoreline 33 miles away.”

In colder months, three nearby ski slopes welcome beginner and intermediate skiers for day or night skiing. Family-run Timber Ridge ski area is the closest; Bittersweet services skiers with 11 lifts; and Swiss Valley has the highest peak in southwest Michigan.

Back in town, Wings Event Center is home to the East Coast Hockey League’s Kalamazoo Wings. It’s also a great place to experience concerts and festival-style events. More than 5,000 spectators can choose from four full-service concourse cafes and three specialty bars. A variety of spaces are available for gatherings before, during or after games.

MAJOR MEETING SPACES Radisson Plaza

Kalamazoo Wings

LANDSCAPE A Lakefront

ABY

t the southern foot of Wisconsin’s Lake Winnebago is cozy and picturesque Fond du Lac, a lakefront town of nearly 50,000 residents set in the rolling landscape of the Niagara Escarpment. Its small-town charm and plenty of big venues make this approachable community a tempting place for meeting planners. It’s also accessible, within an hour of both the Milwaukee Mitchell International Airport and the Green Bay Austin Straubel International Airport.

In many ways, Fond du Lac’s relationship to the lake and surrounding natural areas defines it.

“We have this massive body of water, we have beautiful rolling landscape, the Horicon Marsh and the Kettle Moraine forest — it’s just a beautiful area to live in,” said Craig Molitor, executive director for Destination Lake Winnebago Region. The town is laced with parks and trails. Two blocks from downtown, 400-acre Lakeside Park is considered by many the community’s crown jewel, with a lighthouse, walking and biking paths, and boat rentals.

“Anyone remotely interested in the outdoors or an active lifestyle is going to be in hog heaven,” Molitor said. “All of our natural assets are a four-, five- or 10-minute drive. It’s a very compact community and very easy to navigate around.”

A recently renovated and walkable downtown is home to one-of-a-kind restaurants. With the suave and superbly restored Hotel Retlaw as their headquarters, groups can enjoy local breweries and distilleries and dine at restaurants like the Cellar District, housed in a former church.

“Fond du Lac is very diverse and very safe. It’s a small Wisconsin town with some really nice, charming, even big-city assets,” Moliter said, ticking off the art museum, solid shopping options and exciting nightlife. Without a chain restaurant in sight, attendees can dig in at local spots like the Brick House, Theo’s 24 and Copper Cock Tavern.

SAILING ON LAKE WINNEBAGO

KATI HYER

FOND DU LAC WISCONSIN

LOCATION

East central Wisconsin on the southern end of Lake Winnebago

ACCESS

Interstate 41 and Milwaukee Mitchell International Airport

MAJOR MEETING SPACES

Hotel Retlaw, Radisson Hotel and Conference Center

HOTEL ROOMS 12,000

OFF-SITE VENUES

The Thelma Sadoff Center for the Arts, LaClare Family Goat Farm, Kelley Country Creamery, Road America, Ziegler Winery

CONTACT INFO

Destination Lake Winnebago Region 920-923-3010 fdl.com

Major Meeting Spaces

The Hotel Retlaw stands in the vibrant downtown. Its $30 million renovation restored it to its Roaring ‘20s glory, and today, this elegant luxury hotel is the pride of the town. The 121-room property has 10,000 square feet of meeting space and a full-service restaurant. Using meeting space across the street at the local art museum, the THELMA, adds another 10,000 square feet.

Another option in Fond du Lac’s conference district, the 300-room Radisson Hotel and Conference Center has 24,000 square feet of flexible meeting space, including a 7,000-square-foot conference center.

THELMA

Anchoring the arts and entertainment district is a destination with dual appeal for planners. The Thelma Sadoff Center for the Arts — locals call it THELMA — is a center for music, film, classes and of course, art, along with light-bathed event spaces. Groups can book any of THELMA’s five meeting areas, which seat from 75 to 250 people. THELMA also has a bar on every floor, live entertainment and, in the summertime, street music on Thursdays.

FOND DU LAC VISITORS ENJOY THE SUNSHINE AT A WATERFRONT RESTAURANT NEAR FOND DU LAC.

All photos courtesy Destination Lake Winnebago Region

THELMA SADOFF CENTER FOR THE ARTS

We’re called ‘Grand’ for a reason. You’ll call it the

Total Experience.

“Grand Wayne Center in downtown Fort Wayne, Indiana, is a really welcoming place.”

David Christ , Baldman Games Winter Fantasy Gaming

Meagan Drabik Sales Manager

Fond du Lac

Race to Team Build

Planners, start your engines. Located east of town in the Kettle Moraine forest is one of top motorsport tracks in the world: Road America. Many of the best racers in recent memory have burned rubber on its four miles of winding track. That’s good news for planners looking for entertainment and team-building opportunities. Groups of all sizes can head out to Road America’s nearly 650 acres to watch the races or try Road America Adventure Programs like karting, geocaching, off-roading and driving.

Dairy Offers Something Different

Agritourism is bountiful in America’s Dairyland, and that’s certainly true in Fond du Lac. Groups can see ice cream being produced at Kelley Country Creamery, a 163-year-old, fourth-generation working dairy farm. If the name seems familiar, it may be because the creamery was featured on “Good Morning America,” where it was crowned America’s Favorite Ice Cream Parlor. On Lake Winnebago’s eastern shore, LaClare Family Creamery and Goat Farm is also a popular off-site adventure. This thoroughly modern facility makes award-winning goat cheese and offers a meeting space, a restaurant and a shop, but goat yoga, goat petting and seeing baby goats get the most accolades from groups.

Louisiana’s Overnight Delights

BY CYNTHIA BARNES

From haunted historic estates and bayou-laced nature retreats to Gilded Age showpieces, Louisiana bursts with hotels and resorts perfect for luring attendees to your next conference, convention or annual meeting.

Louisiana’s signature hotels offer ideal ways for meeting attendees to take advantage of the outdoors and warm winter weather. In any season, these Louisiana properties delight guests with outstanding cuisine, with fresh-from-the-Gulf oysters and exotic items like alligator, making meals entertainment in their own right. And, as always, the warmth of Louisiana’s Southern hospitality will ensure a memorable event.

HOUMAS HOUSE ESTATE AND GARDENS

Darrow

There’s a reason Houmas House, a magnificently columned antebellum mansion, looks familiar. The grand home — often called “the Crown Jewel of Louisiana’s River Road” — has appeared in dozens of films and countless commercials and photo shoots. On the east bank of the Mississippi River, the plantation is a 45-minute drive from the New Orleans airport and 25 miles from Baton Rouge.

“We have conference and meeting rooms and breakout spaces in a luxurious, relaxing setting,” said Kevin Kelly, a New Orleans businessman who bought the landmark in 2003.

An arched carriageway connects a four-room structure dating from the 1760s to the Greek Revival mansion, which was completed in 1828. The “big house” is still a private residence, but tours are available.

Outdoors, its event spaces include a 30,000-square-foot walled garden with a lily pond and illuminated dancing fountain and a live oak-lined stretch of lawn where a long table can accommodate 250 diners.

Courtesy Houmas House

A SHORT DRIVE FROM BOTH NEW ORLEANS AND BATON ROUGE, HOUMAS HOUSE ESTATE AND GARDENS CAN HOST SMALL GROUPS FOR OVERNIGHTS AND LARGE GROUPS FOR ELEGANT EVENTS.

Its indoor meeting venues are numerous and roomy. The Great River Road Museum can seat 500 for dinner or 900 for a concert or meeting; the Pavilion Ballroom can seat 425 for dinner or 550 for a meeting; the Neptune Ballroom can seat 200 for dinner or 250 for a meeting; the Carriage House Ballroom can seat 100 for dinner. Half a dozen other smaller spaces can accommodate from 18 to 85 people.

houmashouse.com

HOTEL BENTLEY

Alexandria

Pennsylvania lumber magnate Joseph Bentley opened the hotel bearing his name in Alexandria in 1908, and since then the Gilded Age building commanding a block of downtown and overlooking the Red River has welcomed movie stars such as Cary Grant, John Wayne and Roy Rogers. Generals Omar Bradley and George Patton and future president Dwight Eisenhower discussed strategy there when the city was a center for five military bases during World War II. The French Renaissance hotel closed in 2004, but today its grandly domed lobby once again buzzes with both guests and locals.

“We have 93 guest rooms,” said general manager Martha Turner, “so we’re more like a boutique hotel. Alexandria is a charming small town, and our location is right next to the museum of art and just steps from the Randolph Riverfront Center.”

The historic hotel’s event spaces include a ballroom that can accommodate 300 to 500 guests, and more intimate spaces like a boardroom for 15. On the mezzanine, the 2,500-square-foot Claiborne Room has floor-to-ceiling windows that look out over the Jackson Street Bridge. The Claiborne Room can be combined with the Livingston and Beauregard rooms for a total of 4,000 square feet of space, accommodating up to 400 guests. The Hotel Bentley offers catering services — catfish Jenkins is a favorite — as well as audiovisual services and complimentary table linens. After meetings, guests can enjoy craft cocktails, tapas and fresh oysters in the Mirror Room.

visithotelbentley.com

THE SOUTHERN HOTEL Covington

Located in Covington on the north shore of Lake Pontchartrain, the Southern is a historic boutique hotel that honors the town’s legacy as an artists’ community by showcasing the work of local artists. The hotel dates back to 1907, and the downtown location — the lobby is often called “Covington’s living room” — is surrounded by galleries, restaurants and the 1876 H.J. Smith and Sons General Store and Museum. Nostalgic murals by U.K. artist Grahame Ménage grace the hotel’s elegant Cypress Bar and pool area.

The luxurious hotel has 40 guest rooms and seven suites, including the Garden House, which has six bedrooms (five of which are suites) and an executive lounge. The Southern’s five flexible meeting spaces can accommodate between 12 to 120 guests. A 300-year-old live oak tree graces the landscaped grounds of its

Courtesy Hotel Bentley

Courtesy The Southern Hotel

BANQUET TABLES IN THE LOBBY OF ALEXANDRIA’S HISTORIC HOTEL BENTLEY

THE GRAND OAKS BALLROOM AT THE SOUTHERN HOTEL’S OFF-SITE EVENT VENUE

recently opened off-site event venue, the Greenwood, which has two ballrooms. Full catering and audiovisual services are available.

The Camellia Ballroom, the hotel’s largest meeting space, can seat from 85 to 144 depending on room setup; the adjacent Camellia Sunroom works well for receptions of 50 or as an exhibit or registration space. Two other small meeting rooms handle up to 12 and 32.

For an exhilarating adventure, attendees can bicycle along the 31-mile Tammany Trace or paddle Cane Bayou to see egrets, otters and alligators.

southernhotel.com

HILTON BATON ROUGE CAPITOL CENTER

Baton Rouge

The Hilton Baton Rouge Capital Center, a refined Art Deco hotel, first opened in 1927 as the Heidelberg Hotel. During a political dispute in 1931, it briefly served as the state capitol. The hotel is listed on the National Register of Historic Places, and a secret tunnel where legendary governor Huey P. Long used to visit his mistress is now a speakeasy with a secret entrance and password requirement that can be booked for exclusive events.

The 291-room hotel is next to the Shaw Center for the Arts and the 200,000-square-foot River Center Convention Center in the heart of downtown. Guests can stroll to the levee along the river, several museums, the old and new state capitols and the Governor’s Mansion. Its 17 event spaces can handle everything from board meetings of 12 to receptions for 1,000 on the panoramic pool deck. The ballroom, with high ceilings, arched windows, grand chandeliers and sweeping views of the Mississippi River, can handle seated events for 600 or standing receptions for 800. Full technology and audiovisual services are available.

hiltonbr.com

COVEY RISE LODGE Husser

If your attendees are nature lovers who enjoy the outdoors, shooting and fishing, the Venue at Covey Rise Lodge is the perfect destination for your meeting.

“It’s a sportsman’s paradise,” said Emily Matise, director of sales for Tangi Tourism.

The 600-acre family-owned lodge has attracted visitors with its outdoor activities, cabins and Cajun cuisine for decades, but a recently constructed 8,000-square-foot dining and meeting space has broadened its appeal. The main rental lodge and three- and four-bedroom cabins can accommodate up to 45 guests, with farm-to-table meals provided. Additional lodging is available in the surrounding area.

The menu for seated dinners for up to 100 might include grilled quail, mini muffalettas or boudin balls. Gatherings can also be held at the patio bar, where outdoor heaters can warm guests.

For an unforgettable side trip, groups can visit the Global Wildlife Center, where 1,000 animals roam in a 900-acre fenced nature preserve. Visitors can hand-feed giraffes, zebras and camels. coveyriselodge.com

Whatever gets you down here, the food’s what keeps you around. In between your events, take some time to take a bite of the fresh, Louisiana flavor you can only find here in Baton Rouge – Louisiana’s Capital City.

VisitBatonRouge.com/Restaurants

Breathtaking breakout sessions?

This isn’t a meetings mirage.

Whether it’s our stress-free airport, our mesmerizing venues and outdoor spaces, or our endless rejuvenating sunshine, in Greater Palm Springs, dreams become reality and meetings are anything but ordinary.

MeetingsInPalmSprings.com