Planning a successful meeting takes a village, as they say, but with HelmsBriscoe and our dedicated hotel and destination partners by your side, the planning process can be streamlined and simplified. Continue reading for tips on how you can use HelmsBriscoe and our partner resources to enhance your planning process.
The foundation of a successful event is clear and transparent communication with your HB Associate, and in turn, the dedicated hotel meetings teams with whom we work. Regular communication ensures all details are executed according to plan. Agree to regular check-ins and share specific information, including meeting objectives, budget, attendee preferences, and other relevant details.
Stacy Seaborn, Director of Sales and Marketing at the InterContinental San Antonio Riverwalk, advises that no detail is too small and that sharing key information upfront, such as budget requirements, helps the hotel create an event that meets goals, satisfies attendee needs, and optimizes costs.
HelmsBriscoe works with dedicated meetings teams that have a deep understanding of their hotel’s unique features. This knowledge includes the best use of hotel space, including formal and informal meeting areas like gardens and other non-traditional or underutilized spaces. This is invaluable for managing event flow and optimizing space, and we recommend being open to suggestions on layouts, technical setups, and logistics to help best meet your goals.
Melody Elrod, Meeting Director at the Crowne Plaza Ventura Beach, recommends table placements based on foot traffic patterns, elevator and escalator locations, and attendee flow—information only a knowledgeable insider can offer.
Where you host your meeting influences the attendee experience. Whether it’s a corporate retreat, incentive program, or team-building function, selecting a destination and hotel near unique local attractions can elevate the occasion.
Creating an engaging and immersive environment is essential to a memorable event. For example, at the Kimpton Armory Hotel in Bozeman, Montana, the dedicated meetings team can craft itineraries for groups to experience the rustic charm of the Wild West through guided hikes, fly-fishing excursions, riverside barbecues, and visits to Yellowstone National Park. Participating in local activities can help attendees engage with the local culture and strengthen connections with each other.
A key advantage of partnering with HelmsBriscoe is that we work with dedicated hotel meeting teams who can help to secure preferred meeting space and ensure access to customization options. For large conferences, starting the planning at least one year ahead is ideal, while a minimum of 45 days is recommended for smaller meetings.
Planning and booking early also allows for reserving a preferred meeting space and could help secure more favorable room rates. Additionally, flexibility with timing can assist with budgeting. For example, it may be recommended that you consider shifting your event dates to a shoulder season for broader choices and lower rates.
HelmsBriscoe and our hotel partners are experts in their communities and maintain relationships with trusted local suppliers, such as theaters, restaurants, and tour guides. These networks can offer access to exclusive opportunities or personalized experiences, allowing for tailored recommendations and solutions for your meeting.
Collaboration with your HelmsBriscoe Associate and our hotel and destination partners can facilitate the delivery of successful events. Clear communication, leveraging their expertise, and early planning help ensure a well-executed meeting or event that achieves your objectives and makes an impact on your attendees.
Contact your HelmsBriscoe Associate today so we can engage our extensive partnerships to ensure your meeting space, accommodations, and event details are seamlessly managed, from site selection to execution.