IN SIGHTS
WITH VICKIE MITCHELL
MORE CAN BE MERRIER
Inviting attendees to bring along companions has upsides, boosting not only attendance, but also enthusiasm, as people who are away from home too much or lack the time or money for a leisure getaway enjoy the benefits of “bleisure” — the blending of business and leisure. Including tagalongs can also make a conference more fun for everyone, especially when the destination is appealing. Arm-twisting isn’t usually required to get someone to come along to a conference in the Colorado mountains or on the beaches of South Florida. Here are a few ways to make your conference inviting to plusones or the entire family.
Make guests feel special from the start
Consider these tips for plus-ones at your events
Create a clubhouse
Companions will want to know what’s happening at the conference and how they fit into the picture. Make it easy through communication created especially for them, like a dedicated section for tagalongs on the conference website or app. What info should you share? Tell companions which conference events are open to them and, if there is a charge, how much it is and how payment should be made. If tours or trips are planned, supply details like departure time, length of the tour, cost and departure point. Include recommendations for clothing that fits the destination and various events. And let special guests know about complimentary options at the hotel so they can take advantage of them in their free time. At one conference in Arizona, special guests were provided with dates and times for the resort’s free yoga and tai chi classes and its guided hikes.
Companions will feel royally welcomed if you create a dedicated space for them, like a hospitality room or welcome center where they can pop in for coffee and snacks, learn about activities, meet other tagalongs, or grab maps and brochures to explore on their own. At a conference in Long Beach, spouses and other guests gathered in the Beacon Rotunda at the headquarters hotel, the Hyatt Regency Long Beach. The room itself was a treat, with walls of windows and views of the waterfront. That conference made the welcome even warmer by hosting a breakfast for attendees’ companions in the rotunda to kick off the day. Not only did companions meet or reunite with other guests, but they also heard about what there was to see and do in Long Beach from a representative of the Long Beach CVB.
MEETING LEADERS
ANGELA RAUEN
ABY REBECCA TREON
ngela Rauen has spent her entire life in DuPage County, Illinois — something, she says, that makes her job as a senior sales manager for the DuPage Convention & Visitors Bureau a lot easier.
“I’m from Downers Grove, Illinois, so I’ve lived and worked in DuPage my whole life, which gave me a leg up on how to sell DuPage,” she said. “That was always a plus.”
Rauen started her career in the restaurant industry, working as a server and later as a manager at TGI Fridays when she was just 18. She then went to work at the Jimmy Buffett-inspired restaurant Cheeseburger in Paradise as the opening manager, training all new managers and opening locations around the country. It was there that she got her first taste of meeting planning, organizing various corporate and staff functions. Rauen enjoyed it so much that she decided to go to college and focus on hospitality, enrolling at the College of DuPage when she was 28.
“When I was in their hospitality program, we learned about hotels, meeting planning, restaurants, conventions,” she said. “But it was when we were learning about convention and visitors bureaus that it hit home. I realized I wanted to work there and sell a whole community instead of just one hotel. I thought it was something I’d like to do because I’m a go-getter, and I like to be busy at all times.”
While she was in college, she started working as a catering sales manager at the local Holiday Inn. She heard the DuPage Convention & Visitors Bureau was hiring and jumped at the
chance to apply. She was hired in 2013 as the CVB’s sports sales manager. After two years, she returned to the hotel industry, working at Embassy Suites and Le Meridien. At the same time, she launched her own private event planning company, Poppy Productions, where she plans weddings, parties and other events.
“We do whatever you ask, from small inhome parties to large galas and everything in between,” she said. “Weddings are what we’re known for. I do them because I love weddings, and I love love.”
Rauen returned to the DuPage Convention & Visitors Bureau in February of 2020, just before the pandemic brought a halt to the hospitality industry, but she was able to stay on through the ups and downs that followed. As the senior sales manager, one of the things she loves most about her job is that it offers a lot of variety.
“One day we’re at a golf outing supporting the sports commission, the next day we’re making welcome bags for an event coming up, and the day after that we’re taking a client on a site tour to see all of DuPage County,” she said. Rauen also appreciates that her job affords her a good work-life balance that allows her time to be with family; to travel (her grandfather bought a family home in Michigan 55 years ago, and it’s her “happy place”); to garden; and to take road trips in her RV.
“My parents are big advocates for how productive and in tune with my job and my life I have been,” she said. “They love that I do Poppy Productions, and they always come help me at events. I wouldn’t be able to do what I do today if it weren’t for all of them.”
“It’s something different every day, which, for me, is the best way to wake up and know that your day is not always going to be the same.”
EXECUTIVE PROFILE
NAME Angela Rauen
TITLE
Senior Sales Manager
ORGANIZATION
DuPage Convention & Visitors Bureau
LOCATION Oak Brook, Illinois
BIRTHPLACE Chicago
EDUCATION
College of DuPage: Certificate in Event/Meeting Planning
CAREER HISTORY
• Senior Catering and Events Manager, Le Meridien Chicago Oak Brook Center (2016–2018)
• Owner/CEO, Poppy Productions (2012–present)
• Hotel Sales Task Force, Wischermann Partners (2018–2020)
• Senior Sales Manager, DuPage Convention & Visitors Bureau (2020–present)
TIPS FROM ANGELA RAUEN
• Always listen carefully to your client.
• Make sure your client feels like they are your only client.
• Look in your backyard for resources before looking elsewhere.
ANGELA RAUEN WORKS AN EVENT FOR HER SIDELINE COMPANY POPPY PRODUCTIONS.
BRIDGING GAP
WITH RACHEL CRICK THE
INSIGHTS FROM NEXT-GENERATION MEETING PROS
OVERCOMING IMPOSTER SYNDROME Nathaniel Holic
MEMBERSHIP MANAGER
Association for Fundraising Professionals
Nathaniel Holic attended the University of Mary Washington and graduated in 2020 with a bachelor’s degree in marketing and a minor in physics. He spent time in sales roles before becoming a meetings coordinator at Building Owners and Managers Association (BOMA) International for two years. In March 2025, he was hired as the membership manager at the Association of Fundraising Professionals (AFP) Global. He’s active within PCMA as part of its Next Generation Task Force and was a member of PCMA’s 20 in Their Twenties, Class of 2025.
Can you tell us about any experiences you have had with imposter syndrome?
A:I would say I never really felt imposter syndrome too much until people started asking me to do extra things. I had lots of goals to do things with my career, and I didn’t feel imposter syndrome while I was meeting those goals. But then I was asked to give a talk on leadership, and I’m only 27 years old. I was thinking, “What do I know about leadership?” And I’m talking to people who are leaders in the industry. So that’s where [imposter syndrome] started to kick in. And, like I said, I don’t think I feel it when I’m trying to accomplish those big goals, but when it’s stuff I didn’t try to get, and there’s recognition, it’s like, “Am I the right person for this?” I know other people who feel the same way — that it hits when they’re asked to do extra stuff, like speaking or even being interviewed for an article.
QIs there anything about the meetings/ events industry that brings out a tendency to feel imposter syndrome?
A:If there is something specific, it might be that a lot of people in this industry kind of fell into this industry. Some people went to college for it, but many people just applied for the job and got the job, and now they’re in the industry. That might be one reason — because people didn’t really see themselves in their roles until it happened. Sometimes, there’s not a clear career path to becoming an event planner, and so they had to go out and make that path for themselves.
When
you do feel a bit of imposter syndrome or you’re unsure of yourself, how do you cope?
A: Luckily, I have a pretty good support system, so I’ll talk with my fiancee or my friends and family to bounce ideas off of them. They’re really encouraging because I don’t typically get imposter syndrome, but when I do, they’re like, “You’ve got this. You deserve to be there.” And that’s really encouraging to hear. I also use ChatGPT to bounce ideas off or give myself ideas of things to talk about or how to approach different situations. There’s also support coming from my work. When I was at BOMA, the people I worked with were really supportive and always encouraged me to do stuff like apply for the 20 in Your Twenties program. My VP wrote my recommendation letter. And PCMA has always been very supportive. Everybody who is a member has always helped if I ever need to ask them anything.
Can you tell us how you started taking on leadership roles or extra career goals as a young meeting professional?
A:As far as succeeding in leadership, I would say you have to really take ownership of what you have in front of you. Take ownership of all your responsibilities, and do them to the best of your ability. For anything I’m assigned at work, I try to give 110% and make sure it’s done better than anyone else would do it so they know I’m the best person for the job. And advocating for yourself is super important. It was a little intimidating asking my bosses about applying for PCMA’s 20 in Their Twenties because we had a big conference the same month. But I advocated, gave them reasons why, and they were super, super supportive and pushed me for it. Then also, you can advocate to take on new responsibilities at work as well that I wanted to learn. That’s how I learned, too — getting in there and doing it.
What advantages or challenges do you think the newest generation of meeting and event planners are facing?
A:I’d say, right now, an advantage is AI. It can help you with RFPs, it can help you put stuff together where staff is supposed to be on site, which is nice. I think that you have to be careful, too, because it could eventually take over some jobs, and that could be a disadvantage. Entering the job market post-COVID, in the meetings industry especially, there has been so much change, and we don’t really know what it was like before COVID. There are different things about how meetings are handled in general, and for us to not know is a bit of a disadvantage because you can’t always envision the way things used to be done. But, in a way, that’s an advantage, too, because everything is newer, and there are a lot of new ideas about how you can improve your meetings.
SALEM, OREGON ONSITE
Small Market Meetings readers discovered the delights of Oregon’s capital city
Salem is the beating heart of Oregon’s Willamette Valley.
Over the course of four days in June, seven meeting planner readers of Small Market Meetings explored Oregon’s capital city to discover what delights await attendees who meet there. The town of just over 170,000 is located about an hour’s drive south of Portland International Airport and is surrounded by the bounty of the Willamette Valley. The region’s abundance of orchards and vineyards supply Salem with stunning off-site venues as well as fresh, farm-to-table fare at every meal. Its proximity to lush forests filled with towering Douglas firs, rushing waterfalls and bright wildflowers gives attendees plenty of ways to sample the Pacific Northwest’s active lifestyle.
With its walkable and friendly downtown right on the Willamette River, Salem offers a combination of capable, cultivated venues for great programs and charming small businesses to entertain attendees after hours. The Salem Convention Center, attached to The Grand Hotel, is a modern space filled with natural light and warm wood tones. The Holman, a recently opened boutique hotel with chic meeting spaces for smaller meetings, is just across the street.
Outside of Salem’s downtown corridor, planners will find abundant community spaces, meeting hotels, historic venues and neighboring communities that provide even more flexibility to bring an element of surprise to their meetings. That’s in addition to the delicious cuisine and wine waiting for foodies and oenophiles around every corner.
Read about other hidden gems our site-inspection group uncovered in Salem and start gathering ideas for future meetings in this Willamette Valley jewel.
All photos by Rachel Crick, unless otherwise noted
WILLAMETTE VALLEY VINEYARDS IS ONE OF THE SALEM AREA’S PREMIER WINERIES WITH MEETING SPACE.
Salem Convention Center
With a total of 30,000 square feet of meeting space, the Salem Convention Center is downtown’s largest venue. Its contemporary design incorporates floorto-ceiling windows boasting views of downtown Salem, and its two levels can accommodate events for up to 1,500. The venue prioritizes sustainability and is LEED-EB Silver Certified.
MEETING SPACES | On the ground floor, the 8,750-square-foot Santiam Ballroom can be divided into six spaces and many other configurations. It can seat up to 500 attendees at rounds. Pre-function space on the first floor totals 3,600 square feet in the Santiam Gallery.
On the second floor, the Willamette Ballroom is 11,400 square feet, divisible by four sections. It can seat a total of 900 people banquet-style. The adjacent Willamette Foyer, one of the center’s most architecturally iconic spaces, offers 3,000 square feet of reception space surrounded by panoramic, floor-to-ceiling windows.
Across from the Willamette Ballroom is the Croisan Creek Room, which can be separated into three spaces and is perfect for smaller events of up to 260 with theater-style seating. The Pringle Creek Room next door totals 900 square feet and can seat up to 50 banquet-style.
DINING | The exclusive in-house catering team led by executive chef Tory Knaus provides customizable menus featuring meals made with local and seasonal ingredients. From tapas and hors d’oeuvres to fresh salads, tasty mains and luscious desserts, any program’s culinary needs can be addressed.
Best Western Plus Mill Creek Inn
Just three miles from Salem’s downtown convention center, the Best Western Plus Mill Creek Inn is located off Interstate 5 and Highway 22, making it a convenient option for attendees meeting in Salem. Hotel staff provide event services.
ROOMS | 109 spacious rooms and suites offering one king bed or two queen beds.
MEETING SPACES | The hotel’s function space includes a meeting room that can be halved using an air wall. It can accommodate up to 160 guests.
DINING | Guests receive a complimentary breakfast at the nearby Denny’s with a voucher.
RECREATION | The Best Western Plus Mill Creek Inn has an indoor heated pool, hot tub, steam room and a fitness center.
The Salvation Army Kroc Center
For a unique, family-friendly venue in Salem, planners should look no further than The Salvation Army Kroc Center. With a fitness center, aquatic center, rock climbing wall, chapel, classrooms and much more, this community center is beloved by locals. Its varied event spaces and welcoming philosophy make it a wonderful, nontraditional locale for small meetings, classes and community-oriented or voluntourism events. SALEM.KROCCENTER.ORG
MEETING SPACES | The Kroc Center’s meeting spaces include a 10,000-square-foot banquet hall with a conference-style A/V; a 288-seat chapel that can be converted to a theater; an amphitheater seating up to 250; and a serene prayer garden for events of up to 30.
Oregon State Fair and Expo Center
The largest event venue in Salem is the Oregon State Fair and Expo Center, located on a sprawling 185-acre campus just outside of downtown. Its variety of indoor and outdoor spaces can accommodate everything from crowded concerts and expos to livestock or car shows. It’s also the site of the annual Oregon State Fair.
MEETING SPACES | Ten distinct spaces are available at the facility. The Pavilion, its newest venue, boasts a 30,500-square-foot arena floor and 5,000 fixed seats. The Jackman-Long Building features a 46,000-square-foot main hall with a concrete floor and additional meeting space. Smaller venues include the historic Poultry Building, a Spanish Colonial Revival style building, and the Floral Building, with space for up to 240 in its main hall.
OUTSIDE THE KROC CENTER
THE JACKMAN-LONG BUILDING AT OREGON STATE FAIR AND EXPO CENTER
THE HISTORIC POULTRY BUILDING
OREGON STATE FAIR AND EXPO CENTER
THE LIGHTHOUSE SLIDE AT THE KROC CENTER
KROC CENTER CHAPEL
The Holman
The Holman is part of the Tapestry Collection by Hilton, and it’s just across the street from the Salem Convention Center. This sophisticated hotel features modern meeting spaces and top-notch guest amenities in the heart of downtown Salem.
ROOMS | 127 guest rooms and suites, including 37 extended stay accommodations and several accessible rooms, including hearing accessible rooms.
MEETING SPACES | The Holman offers 3,200 square feet of flexible meeting space spread across seven venues. This includes a 1,150-square-foot ballroom, a boardroom on the top floor, a drawing room and pre-function areas.
DINING | The hotel has several dining options for guests, including Gamberetti’s Italian Restaurant, which features casual-chic décor, craft cocktails and Italian cuisine. Lip Service Café is great for coffee and on-the-go breakfast. Breakfast is included for each guest. The hotel’s restaurants provide in-house catering for meetings and events.
RECREATION | The hotel has a fitness center, highspeed internet access and an outdoor patio, as well as a miniature market for guests.
The Grand Hotel
Located just blocks from the Willamette River in the heart of downtown Salem, The Grand Hotel is connected to the Salem Convention Center. Opened in 2005, the property is located where the historic Marion Hotel once stood. Today, the hotel boasts underground parking, spacious guest rooms and many other amenities to satisfy meeting attendees.
ROOMS | 193 rooms and suites of various configurations.
MEETING SPACES | The hotel is connected to the 30,000-square-foot convention center, so it doesn’t have much designated meeting space of its own. A small boardroom off the lobby and the breakfast room are also options for smaller meetings in the hotel.
DINING | The Grand Hotel’s on-site restaurant, Bentley’s, is a fine-dining restaurant and bar that serves fresh seafood, choice steaks and refreshing cocktails. A hot breakfast buffet is included in every guest’s room rate.
RECREATION | The hotel offers a fitness center, free breakfast, free parking and free Wi-Fi.
GRANDHOTELSALEM.COM
THE GRAND HOTEL LOBBY AN ESPRESSO MARTINI AT THE GRAND HOTEL
The Independence Hotel
Located in the nearby community of Independence, Oregon, just a 20-minute drive southwest from Salem, The Independence Hotel is located on the Willamette River and is also notable for a large osprey nest right next to the property that guests can see from the rooftop deck, riverfront patio or atrium.
ROOMS | 72 rooms and suites, each one containing unique designs and configurations.
MEETING SPACES | The Independence Hotel features 4,300 square feet of meeting space across two rooms. One of these rooms can be divided into three smaller breakout rooms. The total capacity is 200 guests. Catering is exclusively handled in-house.
DINING | The hotel’s restaurant, Territory, offers a diverse, locally sourced menu, ranging from fresh salads to chef’s specials, like burgers, flatbreads and pasta. The restaurant seats guests in the atrium and along the river and offers a full-service bar. Complimentary breakfast is provided for hotel guests each day.
RECREATION | The hotel offers room service, free Wi-Fi and original Oregon art in every room, as well as a fitness center and a rooftop deck.
Hampton Inn & Suites/ Home2 Suites by Hilton
Just off Interstate 5, the Hampton Inn & Suites Salem is a quick 10-minute drive to downtown. It’s perfect for small meetings or conferences. Across the parking lot to the Hampton Inn & Suites Salem, Home2 Suites by Hilton Salem was built in 2020 and features a contemporary design and plentiful common spaces. While the Home2 Suites doesn’t have designated meeting space, planners can use it for overflow.
ROOMS | Hampton Inn has 86 guest rooms and suites in varying configurations; Home2 Suites features 82 guest rooms.
MEETING SPACES | The Hampton Inn & Suites Salem features 1,215 square feet of meeting space, including the Sequoia Room, which is 851 square feet and can hold up to 56 for a reception or banquet. The other meeting space is a small boardroom for up to 14.
DINING | A free hot breakfast is provided to hotel guests.
RECREATION | A spacious indoor pool and fitness center as well as free parking and Wi-Fi are all on offer at the Hampton Inn.
HOTEL LOBBY
HILTON.COM Courtesy Travel Salem
HAMPTON INN & SUITES
Holiday Inn Salem
Renovated in 2018 to include upgraded accommodations and meeting spaces, the Holiday Inn Salem is a contemporary hotel with abundant meeting space that’s only a short drive from the Oregon State Fair and Expo Center. It’s also just four miles from the convention center and Salem’s other downtown amenities.
ROOMS | 150 guest rooms and suites, including nine accessible rooms.
MEETING SPACES | The Holiday Inn Salem features 10 meeting spaces totaling 10,000 square feet, including a conference center that can accommodate up to 700 guests and can be divided into three separate spaces. The Crater Lake room is 2,700 square feet and holds 450 guests. Additional spaces range from a boardroom that seats 30 to larger rooms for up to 200.
DINING | The Holiday Inn Salem features a full-service restaurant and lounge, Capitol City Grill, which serves breakfast, dinner and room service and has a bar open for dinner.
RECREATION | The hotel offers a spacious indoor pool, a fitness center, Wi-Fi and free on-site parking.
Willamette Valley Vineyards
Set in Turner, Oregon, Willamette Valley Vineyards is known for producing some of the valley’s finest chardonnay, pinot noir, and pinot gris. The winery was founded in 1983 and offers tours and tastings to guests who want to know about the winemaking process, from grape to glass. The winery’s on-site restaurant prepares gourmet meals and has both indoor and outdoor seating overlooking the property’s picturesque vineyards.
MEETING SPACES | The winery’s courtyard is one of its most elegant spaces and can accommodate up to 80 for banquets. It features gorgeous views of the property. More intimate spaces include the Wine Library, the Founder’s Room, and the Orville Roth Barrel Room and Terrace, which can accommodate up to 20, 50 and 20 guests, respectively.
FAM ATTENDEES AT WILLAMETTE VALLEY VINEYARDS WVV.COM
HOLIDAY INN SALEM BALLROOM
WILLAMETTE VALLEY VINEYARDS WINE STORAGE
TOURING THE WINERY
Willamette ESD
The Willamette Education Service District’s Marion Center is a community center dedicated to public education, but it also provides great meeting and event space to the community. The facility recently underwent a renovation to incorporate additional flexible, spacious venues and a modern design throughout. On-site event staff can assist with planning events for up to 100 people.
MEETING SPACES | The center’s first floor contains four separate meeting rooms that can be configured in different styles, including the Willamette, Marion, Polk and Yamhill rooms. The center’s second floor has two additional smaller rooms. All meeting spaces are equipped with A/V.
Willamette Heritage Center
Located at the site of a preserved 1896 woolen mill, the Willamette Heritage Center proudly showcases local history to visitors with a museum detailing the traditional wool-making process. The five-acre property has 14 historic structures and offers tours to visitors, but it’s also a distinct setting for an off-site gathering. Taproot Old Mill Café is a casual spot on the property for farm-to-table breakfast and lunch.
MEETING SPACES | The Willamette Heritage Center’s largest event venue is its Spinning Room, which offers nearly 6,400 square feet in a historic, rustic space. Another popular venue is the 2,200-square-foot Dye House, which can seat up to 80 for a banquet.
If you are interested in hosting a FAM for readers of Small Market Meetings, call Telisa Rech at 859.356.5128
SALEM FAM ATTENDEES
WILLAMETTE HERITAGE CENTER
Meetings at Sea
INCENTIVE EXPERTS OFFER PROS AND CONS OF CORPORATE CRUISE EVENTS
BY RACHEL CRICK
Great meetings make waves. On cruise ships, that’s true — literally.
Meeting at sea is fast becoming an intriguing option for incentive and corporate groups alike, especially those who want to combine all-inclusive amenities with inspiring destinations and a great value. But if they’ve never hosted a meeting or incentive trip on board a cruise ship, meeting and event planners may wonder how these types of events differ from their more traditional, land-based counterparts — and why they should consider these alternatives in the first place. What should planners expect from a budget standpoint? And what trends can they make use of to bring their attendees the most innovative and authentic experiences?
Here’s what three experts had to say about making sure meetings at sea are smooth sailing.
CURRENT TRENDS
Meetings on cruise ships are particularly fitting for incentive groups, but corporate and association groups are increasingly using cruises as a venue to build a program that’s a mix of formal meetings or banquets and downtime. That’s because planners are becoming aware of the benefits, largely in pricing.
“A lot of times it’s going to be a cost savings because you have your built-in entertainment and transportation,” said Heather Allen, CEO and co-founder of Mindful Meeting Pros. “Think of it like an all-inclusive hotel.”
They also have the benefit of ensuring attendance for the formal meetings within their programs.
“They’re almost like a captive audience,” said George Gehl, sales director at Corporate Cruise Consultants. “If they’re on the ship, they’re not able to say they couldn’t make it to the meeting.”
Large ocean liners tend to be a popular choice for meetings at sea because of the variety they offer attendees for the cost. Cruise lines like Royal Caribbean, Carnival and Norwegian have large ships with a virtually endless number of shops, restaurants and entertainment options in addition to port activities.
Another developing trend in the world of cruising is river cruising. Leisure travelers have been flocking to river cruises for their more intimate setting and authentic experiences, but these
“Meetings at sea are a better value than land programs and easier to operate from a budget standpoint.”
George Gehl
SALES DIRECTOR
Corporate Cruise Consultants
Experience: 45 years
“The cruise lines have done a really good job of making everybody feel like they’re on vacation. So even if you’re there for a meeting, you’re going to feel like you get to also enjoy the vacation aspect.”
perks have recently been noted by the MICE market, too.
“River cruising from a charter perspective checks a lot of the boxes that the younger generations want as far as a more authentic experience,” said Nataly Horan, founder of Authentic Meetings & Incentives.
“As planners are discovering that river cruises do that with this all-inclusive aspect, I think more and more people are deciding to go that route.”
Chartering a river cruise or any other vessel is another option that’s growing in popularity among planners because of the ease it introduces to the planning process.
Horan urged planners to look into pricing before they dismiss the possibility of chartering, including for ships on the ocean. Even luxury yachts might be on par with the price of an on-land, all-inclusive resort.
ON-LAND VERSUS AT-SEA
Meetings at sea and on land have a lot in common, but there are a few key logistical differences planners should consider when designing a program on a cruise ship.
Heather Allen
CEO AND CO-FOUNDER
Mindful Meeting Pros Experience: 19 years
On large cruise ships, one thing planners must consider is the lack of designated meeting rooms. It’s common for meetings or programs to be held in spaces that aren’t in use during the day, such as restaurants or theaters. This means there are time constraints to ensure cruise staff have enough time to transform the space from meeting room back to its original purpose.
“It’s difficult because you’re working around a ship full of passengers,” Gehl said. “So, the issue is what space is available and when?”
On a chartered vessel, planners can relax a little more when it comes to structuring their programs because their group will have the run of the ship. However, planners will still have to ensure they build in enough time in ports to give their attendees ample opportunity to enjoy their surroundings.
While they may not be able to enjoy the endless flexibility of hotel meeting rooms, planners can typically expect better deals on catering and audiovisual services on a cruise because of the all-inclusive nature and packages.
Cruises also require a few differences in handling attendee travel. In addition to making sure their passports are up-to-date and more than six months from expiring, attendees should arrive to the port of call a day early. Cruises wait for no passenger, and the last thing an incentive group needs is for a delayed flight to cause them to miss out on their hard-earned rewards. Planners can book attendees a hotel in the destination the night before.
Speaking of booking, planners also need to consider how they’ll book the meeting or incentive. While booking directly with the cruise line
is an option, the experts recommended booking through a cruise broker, especially if a planner is new to planning on cruises.
“If they’ve not had the experience of booking a cruise, they should work with somebody who does have the connections with the cruise line so that they can learn, and they can walk them through all the different options,” Allen said.
AMPING UP THE ATTENDEE EXPERIENCE
Meetings at sea are the perfect reward for high-performing employees, so curating a positive attendee experience should be at the top of every planner’s list of priorities.
Mindful scheduling is the first step to create enjoyable meetings at sea. While many of these cruises are heavily reliant on social time and downtime for attendees, formal programming is often part of the itinerary. Planners must be considerate about when this takes place.
“You try not to have your meetings when the ship is in port, but you wait until the ship is at sea all day,” Gehl said.
That gives attendees enough time to enjoy excursions on land. The good news for planners is these excursions are already planned, and they don’t have to worry about arranging transportation or booking through a DMC like they would with an off-site event at a resort or hotel.
“There’s so much to do that, as a planner, you don’t have to then plan out excursions and transfers and everything,” Horan said. “You just plop everybody into this ship. And whether you want the casino party vibe or a really cool river itinerary that’s all about culture and food and wine, it’s just built in.”
Another common component in programs on cruises is the presence of plus-ones. Like many other incentive trips, cruising is a great opportunity for attendees to bring their family along to pivot the work holiday into a family vacation.
“Because you have the cabin, and it’s all-inclusive, to add on to do double occupancy is not a huge difference in price,” Horan said. “And doing plus-ones is a really easy add-on with river cruising or with charters.”
Another benefit to cruise ship meetings is the potential for upgrading the entire experience, from additional alcoholic beverage packages to individualized room upgrades for attendees.
“When it comes to cabins, there’s all the different categories, all the way from an interior room to a balcony to a suite,” Allen said. “Some people don’t realize there are very, very large suites, and you’re not limited to those tiny spaces.”
“As far as incentives go and wanting to build hype around the prize that’s being won, you have a lot to work with on cruises because you’re visiting multiple destinations, and then there’s the ship itself. It’s logistically a one-stop shop.”
Nataly Horan
FOUNDER
Authentic Meetings & Incentives Experience: 7 years
CATCHING THEIR SECOND WIND
Revitalization projects have breathed new life into these cities
BY RACHEL CRICK
Citywide developments take destinations from gritty to glowing.
Whether they were once major hubs for manufacturing or sleepy towns with small populations, cities can be transformed by a few key investments. Revamped industrial districts, elevated public spaces and additional venues are every meeting planner’s playground and make them more likely to bring their next program to a city.
Here are five cities in the U.S. whose recent glowups made them major players in the meetings market.
FORT WAYNE, INDIANA
Indiana’s second-largest city is situated at the confluence of three rivers. Once a manufacturing hub, today Fort Wayne is a city recognized for its affordability and its high quality of life. With more than 5,500 hotel rooms, 300 restaurants, major highway access and a regional airport, it’s an increasingly appealing destination for meetings and events.
Currently, the city has several venues for large events. The Grand Wayne Convention Center is a 225,000-square-foot venue in the heart of downtown. It’s attached to three full-service hotels and comes with 50,000 square feet of exhibit space, 18 meeting rooms, and 30,000 square feet of pre-function and reception space. Another popular venue, the Allen County War Memorial Coliseum, is a multiuse space frequently used for sports events, concerts and meetings. Its conference center, opened in 2015, contains more than 27,000 square feet of multipurpose space, with 20,000 additional square feet of pre-function space.
Several recent developments have added to the city’s list of offerings for meetings and events. The Pearl Street Arts Center, opened in the fall of 2024, is a
Above: Several new meeting venues opened in Fort Wayne.
Courtesy Visit Fort Wayne
bakery-turned-community-center, with a 400-seat auditorium, two classrooms and A/V-equipped spaces.
Also built in 2024, The Fairfield is a three-story venue and entertainment complex set in a historic downtown building. Its top floor is a chic venue for everything from weddings to banquets, while its second story contains a golf simulator, and the first floor is home to a restaurant and bar. Updates to the city’s riverfront district are ongoing with the creation of the Treeline District, which will revamp the north side of the river with public spaces, residential buildings and mixed-use facilities.
“We’re right on the water, and we’ve been
able to transform our Bayfront District from factories and shipping yards to a beautiful Bayfront Convention Center that overlooks the water.”
— Hannah Stancliff, Visit
Erie
Developers plan to break ground on the project by the close of 2025.
visitfortwayne.com
ERIE, PENNSYLVANIA
With a history rich in manufacturing and agriculture, Erie, Pennsylvania’s economy has received a boost from another industry that may surprise some: tourism. The town on the shores of Lake Erie was once singularly known for manufacturing, but the past 25 years have brought impressive growth, from a chic downtown to a collection of 13 vineyards and wineries in Lake Erie Wine Country.
“We’re a smaller city, nestled along the working man’s Rust Belt,” said Hannah Stancliff, director of convention sales and services at Visit Erie. “We’re right on the water, and we’ve been able to transform our Bayfront District from factories and shipping yards to a beautiful Bayfront Convention Center that overlooks the water, waterfront hotels, walkways that tourists and locals use, restaurants, and live music.”
All this growth makes it an excellent fit for business as well as leisure travel. Meeting groups
Scenes from Erie, clockwise from left: Presque Isle Lighthouse; the Ambassador Center’s Garden Atrium; the Bayfront District
Photo by Alex Beech, courtesy Visit Erie
Courtesy Visit Erie
Courtesy Visit Erie
especially love the combination of small-town charm with the city’s impressive amenities, from public transportation to metropolitan attractions. The Bayfront Convention Center offers more than 100,000 square feet of meeting and event space and is attached to two hotels. Other sizeable venues include the Ambassador Banquet & Conference Center, which features 35,000 square feet of meeting space and gorgeous interior design, including crystal chandeliers in the ballroom and a garden atrium with a glass ceiling. Some of Erie’s more distinct meeting venues include the Warner Theatre, a restored Art Deco theater, and the Erie Art Museum, a modern venue with more than 8,000 artifacts.
visiterie.com
EUGENE, OREGON
An outdoorsy college community in the Willamette Valley, Eugene blends the laid-back, earthy vibes of Oregon with urban renewal projects that breathe new life into the city. Meetings and events in Eugene frequently highlight the region’s rich flavors, award-winning wines and outdoor recreation. Dozens of nearby wineries and vineyards double as off-site venues, from King Estate Winery to downtown’s Oregon Wine L.A.B., and attendees in Eugene will have no trouble enjoying the area’s scenic beauty or its long list of outdoor recreational offerings.
Its extensive leisure offerings don’t mean Eugene can’t handle its meetings. The city is home to the University of Oregon, which provides many of its meeting venues, including the Matthew Knight Arena, the largest indoor venue in Eugene with 12,365 seats. The Ford Alumni Center has additional meeting space. Off campus, the Lane Events Center is a 75,000-square-foot events campus with a 36,000-square-foot arena. Eugene’s largest conference hotel is the 275-room Graduate by Hilton Eugene.
Recent developments in the city’s meeting offerings include a substantial renovation of the 259-room Valley River Inn, a conference hotel with 15,000 square feet of event space right on the Willamette River. Another hotel, the 102-room TownePlace Suites Eugene by Marriott, recently opened just outside of downtown. Several other exciting upgrades in Eugene feature the river, including the redevelopment of a 16-acre
Courtesy Travel Lane County
ASIAN NIGHT MARKET DANCERS IN EUGENE
section of downtown riverfront, which is expected to become an inviting waterfront space for the community to enjoy in the coming years.
eugenecascadescoast.org
CHATTANOOGA, TENNESSEE
With many recent developments and many more still underway, Chattanooga is a meeting planner’s haven in the foothills of the Appalachian Mountains. Located in southeastern Tennessee and easily accessible from interstates 75, 24 and 59, the city of 190,000 is known for its proximity to famed outdoor attractions, including Lookout Mountain, Rock City and Ruby Falls.
“We’ve got the urban amenities but also the natural attractions,” said Lori Dodd, director of business development at Visit Chattanooga. “Attendees can be downtown in a meeting room in the morning then hang gliding off the mountain in the afternoon.”
The Chattanooga Convention Center features 185,000 square feet of meeting space. Other popular venues include The Chattanoogan Hotel, Curio Collection by Hilton; the Tennessee Aquarium; the Hunter Museum of American Art; entertainment complex Southside Social; and Rock City, an outdoor venue on top of the mountain. One of the recently completed developments in the city is the Chattanooga
We speak fluent event planner.
• Audio • Food & Beverage • Room Nights • Event Scope • Attendees • Space • Technology • Break Rooms • Catering • Amenities • Theater Set • Loading Docks • Event Management • Banquet Set • Prefunction • Classroom Set • Carpet • WiFi • Intuitive Floor Plans • Guest Rooms • Connectivity • Event Hosts • Drop-down Screen • Podium • Remote & Hybrid • Creative • Speakers • Centerpieces • Comfort Control • Accessibility • High Performance • In-house Sales • Guest Experience • Breakfast • Room Set • Trade Shows • Big Space • Customized • Ballrooms • Conferences • Overhead Doors • Restrooms • Hospitality
Everything good you can imagine is happening here:
FOR PLANNERS:
» Full in-house Sales, Event Management, AV Technology, F&B, and Host services
» 225,000 sf of beautifully appointed space
» 18 versatile, fully appointed event spaces and intuitive floor plans
» 4 downtown full service hotels with garage parking
» Award winning service
» SAVE UP TO 15% vs. comparable cities!
FOR ATTENDEES:
» Walkable, safe, enjoyable downtown
» 60+ walk-to restaurants, pubs, cafes, coffee & dessert houses
» Boutique shopping; live entertainment; vibrant arts & attractions
» Riverfront parks, trails, and activities for all ages and abilities
» Easy Midwest drive-to destination; Easy by air via FWA grandwayne.com | 260.426.4100 | @GrandWayneCC
DOWNTOWN FORT WAYNE, INDIANA
Meagan Drabik Sales Manager
Courtesy Chattanooga Tourism Co.
AN AERIAL VIEW OF CHATTANOOGA’S TENNESSEE AQUARIUM
IDEAS
Choo Choo, a repurposed historic train depot, complete with The Hotel Chalet, which offers rooms in restored train cars.
Some of the city’s ongoing developments include The Bend Chattanooga, a 120-acre, walkable mixed-use community running along a bend in the Tennessee River. The project broke ground in 2024. A new mixed-use stadium for the Chattanooga Lookouts is being built on South Broad Street, estimated to be complete in time for the 2026 season. It will host events for up to 800. This comes alongside other residential and outdoor spaces envisioned for the South Broad Street District. visitchattanooga.com
OKLAHOMA CITY
From Bricktown to City Center, each of Oklahoma City’s districts boasts its own personality. And within each of these neighborhoods, new restaurants, attractions and community projects are constantly adding even more for attendees to enjoy.
The city’s growth has largely been fueled by its local Metropolitan Area Projects Plan, or MAPS, a local initiative that funnels funds from a voter-approved sales tax increase into citywide projects. This began in the 1990s and has yielded impressive projects like the Bricktown Canal, which transformed a warehouse district into a hugely popular entertainment spot. Other developments include a new library, a trolley system, a new baseball stadium, a 70-acre public park and many other community-wide investments.
“What we’ve seen with this public development is new private
Oklahoma City scenes, clockwise from top left: Oklahoma City Convention Center; Bricktown canal; an aerial view of the convention center
development around those areas,” said Jenna Lovelace, senior communications manager at Visit Oklahoma City. “The city has really blossomed because of the MAPS programs, and residents and visitors have seen the benefits.”
Another impressive development stemming from the MAPS program is the new downtown Oklahoma City Convention Center, completed in 2021. The 500,000-square-foot venue features more than 200,000 square feet of exhibit space and nearly 40,000 square feet of ballroom space. Its modern design boasts floor-toceiling windows and sleek artwork, and it’s within walking distance to popular downtown meeting hotels. Attractions like the Oklahoma City Museum of Art and the Myriad Botanical Gardens and Crystal Bridge Conservatory provide even more options for engaging off-site events.
In the coming years, sports venues such as the new Oklahoma City Arena and a multipurpose stadium open the door for more sporting events to come to the city, including part of the Olympic Games in summer of 2028.
visitokc.com
Story ITS OWN WRITING
Iowa City features numerous walkable districts and a literary spirit, thanks to its heritage of famous authors.
All photos courtesy Think Iowa City
Iowa City embraces its literary heritage
ABY ELIZABETH HEY
s the nation’s first UNESCO City of Literature and a thought leader in the writing world, Iowa City, Iowa, embraces creativity and innovation. Both Iowa City and adjacent Coralville offer distinctive and walkable districts that seamlessly connect hotels, dining and entertainment. Home to the University of Iowa, it boasts a thriving sports scene, and culture weaves itself throughout the community via museums and storytelling.
CITY
IOWA CITY AT A GLANCE
LOCATION: Eastern Iowa
ACCESS: Eastern Iowa Airport (CID), interstates 80 and 380
HOTEL ROOMS: 3,880
CONTACT INFO: Think Iowa City 319-337-6592 thinkiowacity.com
XTREAM ARENA
BUILT: 2021
EXHIBIT SPACE: 50,000 square feet
OTHER MEETING SPACES: 25 meeting rooms
MEETING
HOTELS
Hyatt Regency Coralville Hotel & Conference Center
GUEST ROOMS: 288
MEETING SPACE: 60,000 square feet
Graduate by Hilton Iowa City
GUEST ROOMS: 234
MEETING SPACE: 10,455 square feet
WHO’S MEETING IN IOWA CITY
AnimeIowa ATTENDEES: 1,000
National Criminal Defense College ATTENDEES: 150
Guild of Bookworkers ATTENDEES: 600
Catholic Daughters of the Americas
ATTENDEES: 1,100
Destination Highlights
Big Ten athletics take center stage at the University of Iowa, which supports seven men’s and 13 women’s athletic teams. Fans cheer teams in Kinnick Stadium, Carver-Hawkeye Arena and various venues. Nearby Coralville’s 5,100-seat Xtream Arena hosts the Iowa Heartlanders, Eastern Iowa’s only professional ice hockey team and affiliate of Minnesota Wild, with home games October to April.
Live music, a craft beer culture and numerous restaurants fill the area’s two distinct walkable districts, Iowa River Landing and Downtown Iowa City. Numerous museums include several at the University of Iowa. Undergoing a renovation slated for completion next summer, Herbert Hoover Presidential Library and Museum tells the story of Hoover’s 50 years of public service.
Meeting attendees will find inspiration in Iowa City’s independent bookstores. Highlights include Prairie Lights Books and Café’s diverse selection and weekly author readings. Carl Sandburg, Robert Frost and E. E. Cummings met on the top floor coffee shop during the 1930s. The Haunted Bookshop, located in the 1847 Wentz house, is the city’s oldest secondhand bookstore. More than 40,000 used, rare, out of print and antiquarian titles in over 50 subjects are shelved in 10 rooms.
“We’re really proud to be a UNESCO City of Literature — and one of only three in the nation — so we encourage groups to explore that aspect of our city,” said Stacey Houseman, vice president of sales for Think Iowa City. “We strongly support arts and culture. Our downtown has been designated a Cultural and Entertainment District by the state of Iowa.”
“We’re
really proud to be a UNESCO City of Literature — and one of only three in the nation — so we encourage groups to explore that aspect of our city. We strongly support arts and culture. Our downtown has been designated a Cultural and Entertainment District by the state of Iowa.”
— Stacey Houseman, Think Iowa City
Downtown Iowa City
The James Theater
Old Capitol Museum
Xtream Arena
DESTINATION HIGHLIGHTS
Pizza and wine at Walker Homestead
A public art installation
Distinctive Venues
Whether it’s a black-tie reception under museum skylights or a casual evening on a brewery patio, Iowa City’s venues offer personality and flexibility. Groups can gather in community spaces such as Big Grove Brewery. As one of Iowa’s largest breweries, it’s known for craft beer, expansive outdoor patios and a local menu. The Old Capitol Museum or the University of Iowa Stanley Museum of Art inspire conversation and creativity. Kinnick Stadium offers event spaces overlooking its legendary field for memorable receptions, dinners or VIP gatherings.
Hancher Auditorium, on the University of Iowa campus, presents world-class dance, music and theater. Receptions and private events can be held against its backdrop of stunning architecture. For a more intimate setting, FilmScene, the city’s independent movie theater, can schedule private screenings or creative receptions in contemporary surroundings.
Minutes from downtown, Wilson’s Orchard & Farm accommodates up to 225 guests with customizable catering and an in-house bar. The Barn at Walker Homestead, an 85-acre working farm and winery, offers inside space and 5,000 square feet of covered patio for al fresco dining that features wood-fired pizzas and seasonal menus.
“Both are a nice complement to our attendees who want to experience traditional Iowa because they’re nestled in rolling, green fields,” Houseman said. “Walker Homestead has goats to pet and grows a majority of their produce for their field-to-fork menu.”
Beyond traditional spaces, Xtream Arena and the attached GreenState Family Fieldhouse in Coralville are options for large general sessions, concerts or sports-related team building, accommodating up to 5,100 attendees.
Hancher Auditorium
DISTINCTIVE VENUES
Hyatt Regency Coralville Hotel and Conference Center
Major Meeting Spaces
Warm Midwestern hospitality and a collaborative community are trademarks of Iowa City and Coralville. Situated within Iowa River Landing, the 288-room Hyatt Regency Coralville Hotel & Conference Center serves as the region’s meeting anchor. The property recently completed room renovations and can host up to 3,000 attendees. It features 60,000 square feet of meeting space, two ballrooms and a 30,000-square-foot exhibit hall. Full-service catering, cutting-edge A/V and direct access to the district’s restaurants, shopping and attractions lend to its versatility.
“Our Hyatt is one of the nation’s top-rated Hyatts, with exceptional customer service ratings, a brand-new restaurant and 10,000 square feet of outdoor space overlooking a pond and wetlands,” Houseman said.
The 234-room Graduate by Hilton Iowa City, located on Pedestrian Mall, lies within walking distance of the University of Iowa and Kinnick Stadium. Meeting space totals 10,455 square feet for up to 500 guests. Recently opened in 2022, the 140-room Courtyard Iowa City University Heights sits across from Kinnick Stadium and the University of Iowa. It offers 9,966 square feet of event space and six meeting rooms. The rooftop ballroom affords stadium views and can host 350 for a reception or banquet.
In addition, the 143-room Hilton Garden Inn Iowa City Downtown University contains 2,788 square feet of event space. Its 12th-floor restaurant, Vue Rooftop, overlooks downtown and offers private rentals. Completely renovated, the 95-room Holiday Inn Coralville-Iowa City provides 6,500 square feet of flexible meeting space.
After the Meeting
Art lovers can explore the University of Iowa Stanley Museum of Art, as well as public art installations scattered across town. On campus, attendees can check out the University of Iowa Athletics Hall of Fame and Museum, the Museum of Natural History and the Medical Museum. Literary history unfolds on downtown’s Iowa Avenue and North Linn Street Literary Walk, where bronze sidewalk plaques highlight quotes from famous writers and their connection to Iowa City. Come evening, downtown Iowa City’s Pedestrian Mall beckons with music, independent bookstores, boutiques and innovative dining.
“Downtown has always had a thriving after-hours scene because it’s in the heart of a Big Ten campus,” Houseman said. “Nightlife is lively, from rooftop patios and speakeasy-style cocktail lounges to our beloved local pubs.”
Outdoor enthusiasts can explore the Iowa River Trail by foot, bike or kayak along the Iowa River. Golfers will find championship courses nearby. Finkbine Golf Course is home to University of Iowa golf teams, and Brown Deer Golf Club touts an arts-and-crafts-style clubhouse and restaurant.
Approximately 25 miles northwest of Iowa City are the ever-popular Amana Colonies, where shoppers can browse craft stores while history-lovers take in the Amana Heritage Society Museum. Food, wine and beer showcase the area’s German heritage. Traveling southwest, Kalona Historical Village preserves Amish, Mennonite and Kalona history with a dozen historic buildings and several museums.
DISTINCTIVE VENUES Backpocket Brewing
WHERE MEETS Tex Mex
LBY ZACH CHOUTEAU
aredo, Texas, is a border town with a robust Tex-Mex culture all its own. The city of about 250,000 sits on the banks of the Rio Grande, boasting not only views of our southern neighbor, but also endless Mexican fare and flair. The city’s surprising accessibility and affordability make it convenient and cost-effective as well.
“Laredo is a border town known for a unique Tex-Mex heritage that can give groups an awesome experience,” said Sofia Soto, sales account coordinator with Visit Laredo Texas. “We’re a unique city because we offer groups that blend of cultures they can’t find anywhere else.”
This cultural combo is not only infused into the tasty local cuisine, where numerous Latino restaurants offer spicy standouts, but also into its architecture, attractions, outings and experiences. Whether your attendees are into historic cultural doings, singular sporting diversions or dynamic shopping shindigs, they’ll find it in this vibrant city — where planners also have their choice of event settings overflowing with south-of-the-border ambiance.
“We have lots of experiences throughout the year,” Soto said. “Birding is huge, as is golfing, and we really have a little bit of everything.” She added that the city’s affordability is another huge bonus for budget-conscious groups striving to get the most bang for their buck.
Soto was eager to clear up any misconceptions about Laredo’s accessibility. Some may think the city is a remote locale that is difficult to get to, but she emphasized that Laredo — the nation’s third-largest border city, behind only San Diego and El Paso — is a two-hour drive from San Antonio and reachable via daily direct flights from Dallas and Houston on major carriers.
Visit Laredo Texas embraces the opportunity to work with meeting and event groups in any way possible, from coordinating site visits and organizing attendee welcome bags to helping with promotions and registration, Soto said. This friendly hospitality, as well as the city’s unique charm, has made it a popular choice for all sorts of groups throughout the year, she added, with corporate and government events among the most frequent visiting groups.
Regardless of your group’s background, they’re likely to find common ground in Laredo, a city known to make meetings memorable with its colorful culture and warm welcomes.
Photos courtesy Visit Laredo
THE LAREDO WATER MUSEUM EXTERIOR
ON THE BANKS OF THE RIO GRANDE, LA POSADA HOTEL IS A HISTORIC PROPERTY ENCAPSULATING LAREDO’S BLEND OF TEXAN AND MEXICAN HERITAGE.
LAREDO TEXAS
LOCATION
Approximately 140 miles southwest of San Antonio ACCESS
Laredo International Airport, Interstate 35, U.S. Highway 59
MAJOR MEETING SPACES
Sames Auto Arena
ROOMS
Approximately 3,000 OFF-SITE VENUES
Max A. Mandel Municipal Golf Course, Laredo Water Museum, Casa Ortiz CONTACT INFO Visit Laredo 956-795-2200
Eclectic Event Settings
Sames Auto Arena sprawls across 178,000 square feet and stands ready for everything from huge expos to concerts and sporting events. Other options include cultural settings like the modern Laredo Water Museum and portals to the past like the Webb County Heritage Museum and historic Casa Ortiz, a meticulously preserved Spanish Colonial Mansion operated by Texas A&M International University. Another possibility is the Republic of the Rio Grande Museum, set on the grounds of La Posada Hotel, which partners with the museum to host events.
Growing Hotel Scene
For groups seeking charm and elegance, it’s tough to top La Posada Hotel, a historic property nestled in downtown by the banks of the Rio Grande. The property has 206 guest rooms and 15,000 square feet of event space that includes a pair of ballrooms and a scenic courtyard setting. The Embassy Suites Laredo is home to 154 two-room suites and more than 5,000 square feet of meeting space, which includes a grand ballroom with a capacity of 300. On the hotel horizon is a new DoubleTree by Hilton that will bring 199 guest rooms and over 14,000 square feet of meeting space when it opens this fall.
Good Sports
Laredo offers a variety of sporting fun that attendees can participate in or simply watch, with venues that offer planning options as well. Three gorgeous golf courses include the popular Max A. Mandel Municipal Golf Course, a riverside wonderland with plenty of rentable spaces, such as a 220-capacity formal dining room. For an unforgettable baseball experience, head out to Uni-Trade Stadium to see the Tecolotes de los Dos Laredos, the only Mexican League team to host games in both the U.S. and Mexico.
Downtime Delights
When attendees have a break, Laredo’s culture comes through again with unique ways to have fun. A particularly popular option is shopping along San Bernardo Avenue, the city’s original Main Street, with 40 blocks of colorful retail options — mostly import shops overflowing with treasures from Mexico. And for those looking for some evening fun, the city has unveiled its very own signature cocktails. The tequila-based Sol de Laredo and Border Breeze drinks can be enjoyed at the lively On the Rocks Tavern, the Palenque Grill eatery, or seafood restaurants El Pescador and Mariscos Costa Azul.
Virginia’s Historic Venues
BY PAULA AVEN GLADYCH
Virginia meetings make history.
Meeting planners looking to book events in “the room where it happened” should look no further than these historic Virginia venues, which have witnessed some of the most notable events in America’s past, hosted U.S. presidents and business icons, and influenced modern culture.
Oatlands is a historic plantation owned by the National Trust for Historic Preservation. It includes a beautiful Greek Revival-style mansion that was built in 1804, a historic carriage house, 4.5 acres of gardens and several hiking trails. The property also has several barns, outbuildings and a greenhouse.
After William and Edith Eustis, a powerful couple from Washington, D.C., purchased the property in 1903, it played host to several U.S. presidents. Edith was the daughter of Levi Parsons Morton, a former minister to France and the U.S. vice president in the administration of President Benjamin Harrison. She was also lifelong friends with Franklin D. Roosevelt, who visited Oatlands on several occasions.
Visitors can take guided tours of the mansion and gardens or rent space for meetings and events. The historic carriage house can accommodate groups of up to 90 guests, while the greenhouse can seat up to 60 people at long tables. The Retreat is a six-bedroom, six-bath historic home that has multiple sitting rooms for breakout sessions, outdoor
GROUPS MEETING IN VIRGINIA CAN HOLD EVENTS AT OATLANDS, AN 1804 MANSION JUST OUTSIDE THE TOWN OF LEESBURG.
Courtesy Oatlands
spaces for breaks and a sunroom that can seat 20 at round tables. The Retreat can also be rented for overnight accommodations. Many garden areas are also available for events.
Larger groups can set up an outdoor tent for up to 300 guests with beautiful views of the gardens and fields. Groups can add guided tours of the mansion and gardens as part of their events. oatlands.org
THE GRANDIN THEATRE
Roanoke
Roanoke’s Grandin Theatre opened as a movie palace in 1932 and was the first theater in Roanoke to have talking pictures. It operated as a movie theater for more than 40 years before closing in 1976. Since then, the theater has changed hands a few times and is now run by the Grandin Theatre Foundation, which renovated it and reopened it in 2002 as a local cinema house and cultural community center offering movies, concerts, seminars, rentals, educational matinees, talent shows, dance recitals and holiday programming.
The theater is located in historic Grandin Village, a pedestrian-friendly commercial district with boutique shops and restaurants. The main auditorium can seat 319 guests and features Art Deco furnishings, Shakespearean balconies, a full-size stage, a digital projector and a PA system. The upper left and upper right theaters can host groups of 74 each or be combined for a larger gathering. The smaller screening room can accommodate 36 people, and the main-floor lobby and second-floor gallery can host groups of 100 for a standing reception.
When it is not being rented out, the historic landmark shows first-run, independent and classic movies and is the only independently operated theater in the region. grandintheatre.com
THE OBICI HOUSE Suffolk
The Obici House was built in the 1920s by Amedeo Obici, founder of Planters Peanuts, and his wife, Louise. The historic mansion was built to resemble a villa from Oderzo, Italy. It sits at the end of a tree-lined driveway overlooking the 18th green at Sleepy Hole Golf Course on the Nansemond River. An event venue since 2012, the property features original chandeliers, columns, stainedglass windows and hardwood floors. It also has two fireplaces.
The building has changed ownership several times. It was purchased by the city of Portsmouth, which built a golf course next to it and used the home as a clubhouse. About 15 years ago, the city of Suffolk repurchased the home, which was in bad shape and in danger of being condemned. The mansion was restored over a decade ago with private funds from the man who has leased the golf course for decades.
The home is now an event and wedding venue that can host up to 150 guests for formal seated dinners on the main level. A dance floor, tables and chairs are included in the rental. Groups can choose from a list of preferred caterers, and rentals include
Courtesy The Grandin Theatre
THE GRANDIN THEATRE
Courtesy The Obici House
THE OBICI HOUSE
use of restaurant-quality kitchen, glassware, flatware and dinner plates. For A/V, the house features a linked TV system that can display slideshows during meetings or events. theobicihouse.com
THE HISTORIC POST OFFICE
Hampton
Situated along the historic waterfront in Hampton, The Historic Post Office was completed in 1914 in the Beaux-Arts architectural style. It served as a post office from 1914 to 1986. After the building was retired from service, it was turned into a restaurant, nightclub and film studio before being converted into an event venue in 2017. Because it is on the National Register of Historic Places, the current owners have maintained several historic features of the building. The building’s exterior, brick walls and hardwood floors in the front half of the building are all original.
When groups book the venue for events, they are the only ones in the building at that time. Large groups can rent out the wraparound mezzanine and downstairs portion of the main room. Smaller groups can rent the first level. The space is a bit fancier than the typical hotel ballroom, with its dark wood floors, white brick walls and historic elements throughout, as well as downlighting that can be programmed to match the colors of an event. The neutral backdrop allows meeting planners to decorate the space in the style and colors they choose.
Groups can select from a list of preferred caterers and can use the catering kitchen in back. Tables, chairs, linens, napkins, setup and breakdown are all included. The venue works closely with a local audiovisual company to provide A/V services for events.
The facility can host groups of up to 250 for a seated event or up to 400 for a cocktail reception.
SHIELDS TAVERN
Colonial Williamsburg
Visitors to Colonial Williamsburg will recognize Shields Tavern as one of the oldest buildings in town. Founded in 1709, the tavern served as a gathering place for locals and travelers alike. Guests would pay a set fee for a meal and then share communal sleeping arrangements.
Shields Tavern became one of Williamsburg’s seven licensed taverns by 1750, catering to the lesser gentry with food, drink and entertainment. Groups can tap into the tavern’s Colonial charm by renting out its spaces for events. The building is divided into smaller rooms but, in total, can host groups of 250. The largest room in the building can accommodate 55 to 60 guests.
The facility re-creates an 18th-century tavern meal for its patrons. Servers dress in Colonial attire, and musicians and balladeers move from room to room playing period music. The tavern is known for its Groaning Board menu of locally sourced meats and vegetables. The term “groaning board” got its start in the Middle Ages to describe a situation where so much food is brought to a table that the boards groan under the weight of it. At Shields, that includes fried chicken, potato pudding and fresh local vegetables served family style. There are also specialized alcoholic beverage offerings, including rum punch bowls for the table.
Groups that book events at the tavern can choose to have a fife and drum escort lead them to the event from the hotel where they are staying. For evening events, the rooms are lit with candles, and participants can take a ghost tour of Williamsburg or attend productions at the historic site’s re-created Capitol building. colonialwilliamsburg.org
Colonial Williamsburg Foundation
SHIELDS TAVERN AT COLONIAL WILLIAMSBURG
INSPIRE MEETINGS IN VIRGINIA’S HISTORIC TRIANGLE
Host your next meeting in Williamsburg, Jamestown, and Yorktown, where historic charm meets modern hospitality, and exclusive perks await planners. From historic venues to waterfront resorts, find spaces that spark ideas and foster connections. Beyond the world’s largest living history museum, attendees can enjoy award-winning golf, culinary gems, craft breweries and wineries, and outdoor adventure.
Plan your next meeting in unforgettable venues and create impact while maximizing your budget with exclusive perks and discounts through our Meetings Incentive Plan.
