Small Meetings and Retreats

Small Meetings &

& Retreats

Meetings are continuing to return and smaller meetings, events and retreats are leading the way. While some are not yet ready to return to large scale events, smaller functions provide an opportunity to reconnect in a more comfortable setting for many.

These intimate functions have long served as an economic driver for a wide range of venues and destinations that have specialized in accommodating this particular niche.

Deep Blue at Kitty Knight in Georgetown, MD; photo courtesy: Jamestown Hotel Group

“Small meetings, retreats and events play a large role in our industry’s continued recovery,” observes April Doughty, director of marketing for the Jamestown Hospitality Group. “At the beginning of the pandemic, restaurants were forced to think ‘outside of the box’ and find innovative ways to continue service to customers... Deep Blue at Kitty Knight offered several virtual events with food delivery to not only provide food to our guests, but also to lift their spirits in an uncertain time. As the world opened up again, customers began reaching out to book events on-site and our inn began to see an increase in overnight guests again.”

Small meetings and retreats are helping to get people together again. Returning to the workplace plays a key role in getting people out of their homes and back into routines, Doughty observes. “It will remind people they crave interaction with other people. Those interactions a critical to what the hospitality industry needs to recover."

Some things have changed since the start of the pandemic. Event groups now consider if there are adequate outdoor accommodations, or if the venue space is large enough (should anyone be uneasy about dining in smaller indoor venues). inn rooms in a historic 18th century home to accommodate overnight guests,” says Doughty. “We overlook the Sassafras River (on the Delmarva Peninsula) and are located just a few miles from several wonderful wineries for group excursions.”

"The history and unique nature of a facility built in the 1700s is not common. When you add the water views and sunsets it becomes transformative,” Doughty continues. “It allows the group to really engage with each other, whether in intimate groups or larger settings. In addition, to have the modern conveniences as well allows you to enjoy the history and be as productive as possible.”

“One of the benefits of a small group function is the intimacy,” notes Lou Marrocco, CMP, director of meetings and events for Visit Delco, PA. “When the group is smaller, the attendees feel like they are truly engaged… Privacy and level of service are very important to these groups. Having worked in Washington, DC at several functions where business is done, attention to detail and service all need to be at the highest level, which can be accomplished in a smaller, intimate setting.”

Marrocco also stresses the importance of discussing the goals and objectives with the planner, and then matching that up with the right Delaware County ven-

The Overlook Restaurant at Woodloch Springs in the Pocono Mountains of Pennsylvania

ues to achieve those goals. “Once we have done that, we work closely with our Delco venue and support them.”

“With more than 4,200 rooms, Delaware County offers a complete range of accommodations from full-service hotels to charming bed and breakfasts,” notes Amy Bohr, director of marketing, Visit Delco, PA.

"Located in the heart of America’s Garden Capital, Delaware County’s arboretums, world-renowned gardens, county parks and private preserves provide plenty of places to relax, explore and enjoy the outdoors year-round. The diverse dining scene has something for every taste, occasion and budget. From high-end dining to diverse ethnic fare, a bounty of delicious options awaits.”

Delaware County is home and centrally located to world-class attractions such as Brandywine Museum of Art, Longwood Gardens, Brandywine Battlefield, Subaru Park, King of Prussia Mall, Simeone Foundation Automotive Museum and more.

One challenge in accommodating small group business can be managing the per person cost involved. “Because there are fewer people, the overall per person cost is higher,” Marrocco explains. “Some clients do not understand that. It helps to explain that the number of staff, for example, and the cost is proportionate with the number of guests and level of service. Some use one server per 15 or 20 people, if there are only 15-20 people in a dinner setting, you will need at least two or three staff to provide the proper level of service effectively. Communication is still a key factor in our work and is vital to the success of the meeting or event.” At Woodloch Meetings in the Pocono Mountains, three properties comprise a single destination: Woodloch Pines; Woodloch Springs; and The Lodge at Woodloch. Each venue is unique in its offerings, but smaller retreats and meetings tend to choose either Woodloch Springs or The Lodge at Woodloch.

The Lodge at Woodloch, a destination spa, does limit group sizes to under 14 people, meaning that the property specializes in smaller events. Woodloch Springs offers vacation rental homes that range from 2- to 5bedrooms and bathrooms, which makes for a very unique meeting experience for smaller groups, many of whom prefer to meet in the property’s spacious houses - a comfortable, more casual setting, rather than spending the day in a more traditional meeting space.

Woodloch Pines offers a combination of small and larger meeting spaces with many activities that guests staying at any of the three properties can enjoy.

"We have found that smaller retreats and events give the attendees more one-on-one time with one another and give people the chance to connect a little deeper when compared to large scale events where people do not always get to interact directly with each attendee,” observes Matt Butler, corporate sales manager, Woodloch Meetings.

“When companies bring their staff to a destination, they want to be sure they will have the best service and facilities offered to their guests, as they are taking them away from their homes and families and want to ensure they are providing their employees with a vacation atmosphere that has a sense of relaxation with work mixed in,” Butler adds. “Private meeting and dining rooms ensure that all business gets done in a private manner, while the endless actives, beautiful scenery and top tier accommodations, cuisine and service ensure the vacation atmosphere is intact.”

Sometimes, finding the right size meeting room can present a challenge, particularly if groups are not staying in houses or prefer not to meet in houses. “We go over all Woodloch options in full detail from the point of first contact,” notes Butler. “Our sales managers will ask questions and gather as much information about the event as possible to find the perfect fit for the group within our three properties."

For retreats, Woodloch has over 30 activities scheduled daily, including: popular game show spin-offs; family-friendly competitions; Olympic(610) 519-8000 | theinnatvillanova.com

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The Miles Room at Inn at Perry Cabin in St. Michaels, MD; photo courtesy: Perry Cabin Resorts

style activities; scavenger hunts; and holiday-themed games. "Amenities such as a six-sided rock-climbing wall, indoor and outdoor swimming pools, bumper cars, go carts, bumper boats, kayaking, snowshoeing, snow tubing, ice skating, nightly entertainment like live music or comedy acts, and so much more,” Butler asserts.

Woodloch also offers an extensive portfolio of private, exclusive team building activities promoting the leadership skills, cooperation, strategy and tenacity needed to excel in the workforce. Alternatively, there are team building experiences designed simply to get the team together for relaxing and having fun, as well. Woodloch also offers a series of Corporate Responsibility Team Building events that have an element of giving back to either the group’s community or to an organization in the Pocono Mountains. All of these team building functions can be catered to groups of all sizes and are available year-round (weather permitting).

"Altoona provides a more personalized experience for smaller groups with more attention to detail, more individualized services and exceptional guest services,” asserts Mark Ickes, executive director, Explore Altoona, PA. “In addition to the Blair County Convention Center’s stellar breakout spaces with spectacular mountain views, some unique venues within the destination include: The Casino at Lakemont Park, which includes three distinctive spaces – the Grand Pavilion, the Soho Room, and the Third Edition; Liberty Hall at U.S. Hotel Tavern, the only restaurant in Blair County that is a

historical property; White Oak Hall located at Fort Roberdeau, the westernmost Revolutionary War site in America, among others."

Activities for smaller groups in Altoona include team building exercises and events at Lakemont Park, which has transformed itself beyond being a traditional amusement park into more of a gathering space. “They offer regulation-sized sand volleyball courts, two themed miniature golf courses, and vast green spaces for additional activities,” says Ickes.

Outdoor opportunities abound at Blue Knob All Seasons Resort, at Canoe Creek State Park, and along the September 11th National Memorial Trail that traverses through three towns in Blair County: Hollidaysburg, Williamsburg, and Duncansville.

Another unique experience is team engagement at Slinky Action Zone, not only located within the hometown of the iconic Slinky, but also home to the largest Slinky in the

Smaller group functions, meetings and retreats offer a particular group the opportunity to concentrate on specific issues within an agenda, Ickes explains. “As we all know, the opportunity for group and retreat participants to speak freely within an agenda offers the chance for growth and productivity, which larger groups may not offer as freely. Altoona’s smaller unique venues offer uncompromised privacy, as most are located outside of any main corridor within the destination."

12:40

Tuesday, January 10

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A Retreat Destination

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world. This fun-filled attraction offers a two-tier laser tag arena, state-of-the-art video games, and a brewpub.

Inn at Perry Cabin boasts an air of exclusivity as it showcases only 78 guest rooms. Its park-like waterfront setting offers a variety of small, intimate venues both indoors and out.

“Given the number of guest rooms and smaller size of our historic meeting rooms, we are mindful of how we place groups to protect the experience and ambience of the inn as both leisure and group co-mingle,” notes Emily Wilhelm, executive meeting and events manager for Inn at Perry Cabin. “Our hands-on approach provides unique customizable experiences both on and off property in the town of St. Michaels, Maryland. Known for our exemplary service and hospitality standards, Inn at Perry Cabin offers an environment not typical of a corporate retreat.”

Planning a small retreat allows everything from the meeting content to the menu at each meal to be “out of the box,” Wilhelm notes. In addition, experiences and activities can be curated to the interests of each individual rather than creating excursions and buffets designed to appeal to a wide audience. “The expectation of privacy and top-tier service has always been an integral component of our brand at Inn at Perry Cabin, and it often is a deciding factor as to why groups choose us over the alternatives,” Wilhelm asserts. “The fact that we restrict the amount of group business we accept assures our clients that they have our exclusive, undivided attention.”

The historic footprint of Inn at Perry Cabin offers intimate indoor and outdoor venues that are intrinsically small-scale and customizable for small groups, uniquely designed to suit the small meetings market.

“We do not offer the typical large-scale buffet and numerous breakout rooms... The team are experts in guiding clients through the process of designing a program that meets all their specific needs and delivers on the high expectations and desired outcome,” Wilhelm states. Activities available at Inn at Perry Cabin include: golf at a private, Pete Dye designed course - Links at Perry Cabin; the botanical Spa at Perry Cabin; and private charters aboard a fleet of eight sailing and motor yachts. The inn also offers a rich activities program that can be customized and hosted privately. The historic town of St. Michaels offers a myriad of experiences, too, from local libations and private tours of St. Michaels Winery, Eastern Shore Brewery and Windon Distilling Company, to unique dining options both on and off the water, to a plethora of history along the Chesapeake Bay at the Maritime Museum, to boutique shopping.

“Envision a private dinner at a Mediterranean restaurant accented by a belly dancer for entertainment, and then watching Fast and the Furious surrounded by mint condition antique cars at the Classic Motor Museum,” Wilhelm muses. “Everything about our resort and town is historically small-scale and small groups can take full advantage of all the offerings.”

"The Hyatt Place Dewey Beach ensures when booking a group event that it can be executed to the highest standard. This is our number one priority; therefore, all meeting planners can feel at ease when choosing our hotel for events,” Martinelli continues. “We have a number of team bonding experiences we can facilitate at our hotel, along with our award-winning event center and memorable culinary options.”

“With our 145 guest rooms, including 15 condominiums, bayfront event space and restaurant, along with our proximity to the beach, restaurants and shops, The Hyatt Place Dewey Beach is the ideal meeting destination,” says Ashlee Martinelli, regional director of sales and marketing, The Hyatt Place Dewey Beach.

The Hyatt Place Dewey Beach executes all events to the highest standard, asserts Martinelli. “The hotel boasts the same level of service for a 10-person corporate meeting to a 600-person gala. Our team's passion to host excellent meetings and create memorable experiences flows into all events that come to our beach locale.”

"The Hyatt Place Dewey Beach ensures when booking a group event, that it can be executed to the highest standard. This is our number one priority; therefore, all meeting planners can feel at ease when choosing our hotel for events,” Martinelli continues. “With a number of team bonding experiences, we can facilitate at our hotel, along with our award-winning event center and memorable culinary options.”

The Hyatt Place Dewey Beach encourages a fun meeting environment. From calming sunrise beach yoga to an adrenalin inducing outdoor spin class, many groups like to start the day with a wellness component. Next, host a lively sunset boat cruise on the Rehoboth Bay with some famous Dewey Orange Crushes. End the day by a beach bonfire complete with custom s'mores kits. “Our team can facilitate these and more opportunities to make your meeting a memorable experience,” Martinelli concludes.

While each of these venues boast different settings and environments, all provide impeccable service, wonderful amenities, varied spaces and personalized programs that are ideal for smaller meetings and retreats, allowing planners to find perfect partner venues in a wide range of destinations.