tionality and flexibility in mind, based upon the day meeting package concept. This IACC-certified facility boasts 58,000- square feet of meeting and event space for up to 1,500 guests. With videoconfer- encing, interactive learning systems, a multi-station computer lab and breakout rooms, The Penn Stater is large enough to meet a variety of group sizes and needs, yet small enough to remain both comfort- able and personal.
The hotel boasts 300 guest rooms and suites, offering luxury, comfort and tech- nology to keep up with today’s business demands. Complimentary parking, shuttle service, a fitness center and more provide added convenience.
The facility hosts a variety of events, such as conferences, educational forums, bike races, weddings, charity events and con- certs that require meticulous attention to detail. Challenges are met with solutions at The Penn Stater, as when a group once requested that a fence be put up around the pond; or when another needed plastic adhered to all floors for bike storage; and even that time snakes were brought in for display as part of an educational session.
In National Harbor, MD, Gaylord National Resort and Convention Center features a long list of outstanding attributes for meet- ings. It is home to 470,000-square feet of meeting and convention space that includes 92 breakout rooms, enabling groups the greatest flexibility for their meeting needs. A majority of the breakout rooms are equipped with drop-down pres- entation screens, which adds up to cost- effectiveness for planners.
“Another key attribute is the fact that our building naturally fosters on site network- ing among attendees,” said Bill Fink, direc- tor of event management for Gaylord National. “Many spaces within our lush, tropical atrium encourage attendees to sit and engage in conversation, yet this tran- quil environment is just a few steps away from their meeting. Attendees often com- ment about the natural beauty of the facil- ity and that it’s unlike anything else in the region.”
The pre-function spaces and foyers adja- cent to the ballrooms and meeting rooms
40 September October 2013
are large, providing ample space for host- ing receptions, exhibits and networking. These spaces can be customized to meet the needs of virtually any group.
However, Fink said that he believes the most important area planners should focus on is food and beverage, which sometimes falls to the bottom of planning agendas and budgets. While obvious items like audio-visual and entertainment are important, he noted, the attendees’ experience with the food can make or break a program and their perception of the overall experience.
“Time and time again, attendees’ feed- back is about the food and beverage and what they liked or didn’t like,” said Fink. “Great food and beverage can make even the most humdrum meeting a huge suc- cess in the minds of the attendees.”
The next key areas for planners, according to Fink, should be audio-visual and prop- er room set up. Some planners tend to fall to the old standby of requesting theater- style seating, he said, but it might not nec- essarily be the best room set up for the audience or the type of content that’s being presented.
“Our team likes to look at the content of the meeting to suggest different room sets that will make attendees feel most com- fortable,” he said. “For example, for a stage presentation, we might suggest a living room set on stage for the presenters instead of a panel set, because it’s more relaxed, comfortable and engaging to the audience.”
The staff encourages planners to break out of the box and be creative with their room sets for more impact.
For a group that might be planning a for- mal awards presentation, having a two- hour, sit-down dinner or “traditional” reception may not always be the best option. Instead, the staff might suggest a formal 15-minute awards presentation on stage, followed by a reception-style dinner in a separate space, such as the atrium or waterfront event lawn overlooking the Potomac River, as this backdrop tends to foster more networking among attendees.
Conference Services Teams
Planners will look forward to working with the property planning teams that are available to help make every event sec- ond-to-none. With the help of experi- enced, knowledgeable professionals, a meeting concept blossoms into reality.
At Hershey Lodge and The Hotel Hershey, the support staff at each property offers a one-stop-shop. Each group is designated a convention services manager who assists with every aspect of a group’s program, and a Hershey destination services man- ager who specializes in team building programs and themed events. For groups planning a large exhibit area, the in-house exposition services department can accommodate all of the group’s needs.
“We provide a seamless program with superior service and quality for our atten- dees,” said Jason Heath of Hershey Meetings. “Our customers tend to have an entrepreneurial approach and enjoy working with our empowered staff that’s flexible and finds a way to say ‘yes’ and make things work. They want attendees to have a memorable experience with unique activities, dining options - and lots of chocolate!”
At Hershey Lodge and The Hotel Hershey, each client works directly with a Hershey destination services manager who offers one point of contact to deliver service that provides unmatched access to all that Hershey has to offer, including logistical support, team building activities, special events and more. Each manager takes the time to learn all that they can about the group and uses that knowledge to partner with the meeting planner to develop a customized program. Personal attention to detail is what helps to make a meeting at Hershey so memorable.
“Our team listens to the clients, getting to know them personally, which leads to understanding their vision of a successful meeting,” said Heath. “We embrace their vision by customizing a program that exceeds their expectations, achieves busi-
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