Seminars

Hotel Story

Inspirational Stories

The Walt Disney World Swan and Dolphin leads the way in returning to secure events during a pandemic. The hotel operations team partnered with a Major League Soccer (MLS) to deliver a best in class meeting for 1,500 people with extensive health protocols. The cast members embraced Marriott’s Commitment To Clean and also executed this meeting in accordance with all state and local guidelines. In addition, the hotel operations team formed a tight partnership with the customer's planning team to go above and beyond the necessary measures to ensure a safe experience. This resulted in a very successful "MLS is Back" tournament.
The Walt Disney World Swan and Dolphin continues to operate group events of all scales including an event for planners in conjunction with Meetings Today. &nbsp;At that event, the team shared how we implement precautions so live events can carry on. &nbsp;All of the additional steps are important so that groups feel comfortable to Connect With Confidence.
For more information about the MLS event as well as other recently held events, please view the hotel's <a href="https://www.swandolphinmeetings.com/testimonials/index.html">Customer Video Testimonials</a>. &nbsp;

North America

Walt Disney World Swan and Dolphin Resort

Major League Soccer Holds "MLS is Back" Tournament

Trade Shows

Video Story

This year’s annual Connect 2020 Marketplace was truly like no other. Held at the Orlando World Center Marriott, one of Marriott's premiere convention and resort properties, this event included 1,000 in person attendees as well as 175 virtual attendees. Connect Meetings and the hotel collaborated to produce this event implementing brand new standards and protocols that enabled everyone to Connect with Confidence.
The event also included virtual appointments featuring virtual suppliers and a digital trade show happening simultaneously to the in-person event (tables for one-on-one appointments were set up lengthwise allowing for 10-12 feet of distance).
Overwhelmingly, the attendees were appreciative and impressed with the initiatives taken and of the being back together to collaborate through the event. To see more on the steps that were taken before and during the event, please click on the video above.&nbsp;
For more details about the event, please read the article on <a href="https://www.connectmeetings.com/association/features/connect-2020-a-year-like-no-other">Connect Meetings website</a>.&nbsp;

Global

Orlando World Center Marriott

Connect 2020: Hosting an Industry Event in a Year Like No Other

We were excited to host the 42nd Annual HR Florida Conference &amp; Expo both on-site and on-line August 30-September 2, 2020. The on-site event was at the beautiful Gaylord Palms Resort &amp; Convention Center in Kissimmee, Florida, just outside of Orlando. We welcomed over 500 guests to this year’s event at the Gaylord, and over 700 guests online. The feedback from the on-site attendees has been phenomenal! They wanted an in-person event, they needed an in-person event, and by partnering with the Gaylord, we delivered! While the event looked very different with everyone in face masks and chairs positioned 6-feet apart, among other changes, attendees, speakers, sponsors and exhibitors were able to have face-to-face (or mask-to-mask) conversations and social connections that we have all been craving. With Marriott &amp; Gaylord’s 24-page even higher cleaning standards and the video we shot earlier this summer, attendees had a better idea of what to expect and what safety precautions were happening that they could see, as well as those happening behind the scenes. That partnership also consisted of regular calls and Zoom meetings to discuss the ever changing industry standards and ideas to incorporate into our event. In addition to the awesome experience had by our group, it was wonderful to hear from the hotel team, PSAV, Shepard, ATS Registration, Hello Florida and our many others partners how excited they were to be back at work after having no events for 5 months. Thank you for your partnership and we are already looking forward to coming back for the 43rd Annual Conference in August 2021. &nbsp;
Heather Deyrieux, President, HR Florida State Council, Inc.

Gaylord Palms Resort & Convention Center

Customer Testimonial from HR Florida

The Louisiana State Bar Association recently met at The Ritz-Carlton, New Orleans in late August. This gathering was the organization’s first in-person meeting in 6 months. A long-time partner of The Ritz-Carlton, New Orleans, the organization trusted the hotel to operate within the approved CDC guidelines and enforce the city’s unique health and safety laws without interfering with the guest’s overall experience.
Sanitation stations were thoughtfully placed throughout the hotel, as well as signage reminding guests of handwashing, mask-wearing and social distancing. All staff wore personal protective equipment, and Front Desk agents were clearly visible behind safety plexiglass. Guest rooms were deep cleaned between each guest. Elevator capacity was limited to two guests or one family at a time. These combined efforts gave guests the peace of mind knowing they were meeting in a safe environment
The hotel staff patiently walked the organization through the entire process, clearly conveying what COVID-19 precautions were being implemented. Since buffet food service was not permitted, food items at coffee breaks were individually wrapped to reduce high touch contact, and hot plates were presented under covers. An attendant was positioned at coffee and hot tea stations to prepare beverages. Meeting rooms were set to encourage social distancing with one person per six-foot table. For those attendees dialing in, the PSAV Event Technology team went above and beyond to ensure the audio equipment provided an exceptional experience without being obtrusive or unduly straining on the budget. &nbsp;This need to support virtual attendees drastically increased mid-event due to Hurricane Laura’s landfall.
The Louisiana State Bar Association commended The Ritz-Carlton, New Orleans for their commitment to duty of care, dedication to customer service, remarkable attention to detail and ability to pivot in the face of a global pandemic without sacrificing quality. &nbsp;The hotel looks forward to welcoming them back for years to come.&nbsp;

The Ritz-Carlton, New Orleans

Meeting Success for the Louisiana State Bar Association 

Retreats

When The Ritz-Carlton, Bachelor Gulch received a message from a repeat, executive client inquiring about creative social distancing options, the team jumped into action to create solutions. Having trusted the Bachelor Gulch ladies and gentlemen with 8 previous programs, the client knew they could rest assured knowing the program was in excellent hands during these unprecedented times.&nbsp;
Event Coordinator, Tatiana, first focused on the “team building” aspect of the groups agenda. She organized a baseball team event on The Mountainside Terrace that could be played with social distancing guidelines and still allowed the group to communicate and work together for a fun activity. &nbsp;Then, Tatiana arranged a unique, outdoor venue for the group’s meals each day. Anderson’s Cabin is located adjacent to the resort and is the original homestead of John Anderson, a founding bachelor of Bachelor Gulch. The executives enjoyed meals outside on Anderson Cabin’s lawn in the crisp Colorado air with the chairlift overhead and mountain views aplenty. The banquets ladies and gentlemen worked to create a modified buffet line with servers behind plexiglass and hand sanitizing stations as an additional safety measure.&nbsp;
The executives were blown away and enjoyed these changes to their program so much, they looking forward to implementing them into their future programs!

The Ritz-Carlton, Bachelor Gulch 

Outdoor Event Solutions For Corporate Meetings In the Age of Social Distancing 

At the onset of the COVID-19 pandemic in the Spring, among uncertainty in travel and multiple hotel closures, The Ritz-Carlton, Amelia Island remained open for several group meetings for regional organizations. The resort has been able to successfully maintain communication with meeting and event planners for short- and long-term needs and apply learnings from the past several months to shift the approach. The resort’s Director of Meetings and Special Events, Scott Berglund, shares five key factors to planning and implementing Group Meetings and Events in the COVID era. 
&nbsp;
1. Go Virtual for Planning 
 &nbsp;The “New Normal” in Meeting and Events requires frequent and clear communication for both start-up and execution. In the early stages, virtual site visits can be an effective vehicle to provide a sense of place and insights to hotel amenities and meeting rooms. The virtual tour is helpful to understand how outdoor spaces can meet the needs of traffic flow. The sanitizing and safety needs should also be discussed as state, local and corporate mandates can impact planning, and attendees will want clear information on what they can expect. The initial planning stage is a good time to learn about Audio Visual capabilities, especially for hybrid shows where the technology platform is critical. The Ritz-Carlton, Amelia Island has an array of virtual and hybrid solutions including webinars and webcasting that can extend audience reach to stakeholders. &nbsp;“Today’s meeting planning process requires a clear vision of each individual event and how it flows,” says Berglund.
2. &nbsp;Physical Distancing and Open-Air Venues Play a Key Role 
 Outdoor venues can wow guests and provide a comfort level to attendees who will appreciate having more space to leverage during an event. “The Atlantic Ocean vista is a dramatic backdrop for events held on our Ocean Front Lawn, Courtyard and our al fresco restaurant, Coquina,” adds Berglund. Diagram software that presents seating options based on group size and available meeting space is a helpful decision-making tool as well. “The classic classroom configuration staggering tables six feet from side-to-side and front-to-back with one person per table has worked effectively,” says Berglund. To accommodate attendees who request additional physical distance, place small tables in the back of ballroom. For social events, the resort has the opportunity to offer balcony seating, where overnight guests get a beachfront room with balcony to see the festivities from afar if preferred. &nbsp;
3. Reinvent the Food &amp; Beverage Experience 
 The Ritz-Carlton is renowned for locally inspired, artful culinary presentations that create elevated experiences. Creative, healthy and local foods will be critical in creating new offerings for customers while taking into consideration their concern for safety. Group food presentations are designed to engage all of the senses, especially at Chef Action Stations, which can be used safely with the chefs behind plexiglass shields to serve and explain the dishes. On other occasions, the food is plated and served at tables. “To eliminate any contact, the kitchens are using creative paper wraps and disposable bamboo bento boxes that can be displayed together for visual appeal but served individually,” shares Berglund.
4. Get Creative with Team Building Activities 
 A signature component of The Ritz-Carlton, Amelia Island’s groups program is interactive events for groups for team building and camaraderie. With advance planning, adhering to cleaning standards and using physical distancing, these activities can be offered. “A popular bourbon tasting event was directed by signage, stanchions and floor clings leading to an individual taste experience with the distiller. Guests happily comply, they just need communication and cues,” said Berglund. &nbsp;One recent group held a skeet shooting activity on the resort’s Ocean Front Lawn, socially-distanced, with an attendant sanitizing equipment between each use.
5. Measure Success 
 Internally, the events team should take the time to debrief with each other and venue partners before departing, exchanging insights and measuring against objectives. By understanding what worked and what can be improved in real time, best practices and new ideas can be fostered as the industry evolves alongside the ever-changing global situation.
Learn more about <a target="_self" href="https://marriottbonvoyevents.com/tour/JAXAM">The Ritz-Carlton, Amelia Island</a>.&nbsp;

The Ritz-Carlton, Amelia Island

Luxury resort uses learnings to create a “New Normal” for hosting meetings and events

Customer Story

Marriott International, together with Hanian Provincial Tourism Development Commission and Hainan Province MICE Association arranged a 5-day field trip for event industry representatives in July 2020. 40+ attendees from different cities in China came together to explore Marriott’s MICE venues and resources around Hainan Island and experience events under the new normal.&nbsp;
From arrival to site inspection, venue set up to meals arrangement, room check-in to departure, Marriott implemented enhanced measures to provide a clean and comfortable experience to attendees in every event touch point. To maintain social distancing among attendees, seminars were conducted in spacious meeting room and guest room inspection were broken into small groups. Well-ventilated outdoor venues were leveraged for several activities and coffee breaks to make attendees feel rejuvenated. &nbsp;
Apart from site inspection, attendees also got to hear sharing from government officials on policy and infrastructure facilities that support the MICE activities in Hainan. With government support and first-hand experience of Marriott’s Commitment to Clean, the event regained confidence of event planners to plan MICE activities. Marriott International hoped that the event serves as a leading example of the new normal for MICE activities in China and beyond.

40+ attendees from different cities in China come together to explore venues and resources in Hainan Island

Hainan, Greater China is all set to restart MICE 

In July 2020, SITE Texas, a local chapter of Society of Incentive Travel Executives (SITE), hosted an event at the Gaylord Texan Resort and Convention Center that focused on how to best serve both in-person and virtual audiences at the same time. Adhering to Marriott’s new Commitment to Cleanliness standards for meetings and events, the “How to Hybrid, Re-imagining Meetings and Events” session welcomed 35 in-person attendees and 700 on-line participants to learn best practices around this new approach. The event was supported by &nbsp;the virtual and audio-visual technical components of PSAV.&nbsp;
According to SITE Texas, “The How to Hybrid Re-imagining Meetings &amp; Events session July 22, 2020 was a tremendous success due to the tireless combined efforts led by Lorraine Mahoney, Global Account Manager, Marriott International Global Sales, Intermediaries &amp; SITE Texas President-elect, the SITE Texas design team, PSAV and the Gaylord Texan’s leadership team. &nbsp;The resort’s Commitment to Cleanliness was front and center throughout the event showcasing several best practices around registration flow, social distancing, food and beverage and ingenuity. &nbsp;Our in-person guests arrived knowing all precautions and industry protocols were being monitored which resulted with event objective realization; experiencing the new normal, content consumption and networking. &nbsp;Thank you to the Gaylord Texan and Marriott International for continuing to lead the industry with safe standards and protocols to re-ignite live events again!”
SITE Texas provided the top 5 key learnings regarding hybrid in-person and virtual meetings and events.
1) Importance of having a Content &amp; Engagement Strategy for both Virtual and In-person audiences. 
2) Engage an Audio Video technical partner who excels in the delivery and production of a multi-faceted speaker engagement experiences including, pre-recorded video, in-person stage and/or audience production, off location studio and/or home. 
3) Create a detailed Communication Strategy to promote, execute and perpetuate engagement during all event phases (Pre, Live, Post). 
4) Anticipate additional staffing requirements for the virtual portion including monitoring all elements of the online dashboard, approving image uploads, speaker questions, gamification leaderboard, Q&amp;A, chat rooms, tech support and more. For the in-person portion, extra staffing will be needed for COVID required precautions. 
5) Follow up with any questions from the online platform not answered during the live event.
For more information and to watch the “How to Hybrid, Re-imagining Meetings &amp; Events” session on-demand, <a href="https://sitetexas.org/how-to-hybrid-replay/">click here</a>.&nbsp;
Learn more about the <a href="https://marriottbonvoyevents.com/tour/DALGT">Gaylord Texan Resort &amp; Convention Center</a>. &nbsp;

Gaylord Texan Resort & Convention Center

SITE Texas Hosts "How to Hybrid" In-person and Virtual Meetings and Events

Just before The Ritz-Carlton Golf Resort, Naples officially reopened to the public, the resort hosted a professional sports team that was looking for a single destination to gather as a team and restart training before the season started. They were seeking spaces with access to the outdoors and plenty of areas to relax during their stay.
The resort utilized larger spaces with natural light to create a hospitality lounge which allowed for appropriate social distancing. Large screen TVs, lounge furniture, and gaming equipment were brought in to create fun and relaxing atmosphere. A cleanliness champion remained present throughout to clean and refresh each area consistently.

The Ritz-Carlton Golf Resort, Naples

Professional  Sports Team Seeks Creativity in Meeting Space Design to Allow for Relaxation

A finance company brought together their top producers for a two- day brainstorming meeting in a socially distanced environment. &nbsp;They were looking to create a space that was collaborative and motivating so they could elevate sales performance in the face of a changing environment. 
&nbsp;
The CEO emphasized the importance of safe space to meet in person because virtual meetings had been challenging previously. &nbsp;The 10,000 square foot Vanderbilt Ballroom (capacity restructured to hold 175 vs 400) was converted into a socially distanced think tank for the event. 
&nbsp;
The company's meeting planner had very positive feedback. "The meeting experience exceed our expectations. Our objective was to have a productive in person meeting where everyone could contribute and participate in a safe atmosphere which we achieved with your help. The flow and attention to detail to allow for additional space was very much recognized by our attendees. The morning greeting both days by the cleanliness ambassador was also beneficial and gave us peace of mind that the protocol were all in place."
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The Ritz-Carlton, Naples Beach Resort

Event Success in Naples, Florida 

While virtual has become the new normal in keeping in touch with clients, the Wailea Beach Resort went above and beyond with a creative virtual FAM trip series in partnership with their DMC partners. The resort identified various influential clients and presented them an opportunity to experience one of four themes: Culinary, Wellness, Music &amp; Mixology, and Culture. &nbsp;Each theme allowed clients to successfully engage with the resort and the beautiful island of Maui by participating along with the presenters.&nbsp;
Each FAM in the series starts before the actual virtual experience with the arrival of a special package sent to each attendee. For the Culinary theme, for example, this package contained an ingredient list for Pineapple Fried Rice and 5 Spice Pork Tenderloin; recipes and basic ingredients for two island cocktails; and a $100 VISA gift card to buy everything needed. A fresh pineapple was also sent. Similarly, the package for the Wellness theme contained items like a La’au , a bamboo shaft for a special exercise, and recipes for fresh squeezed juices to help attendees participate at home.&nbsp;
As for the actual day of the event, the virtual FAM series allowed guests to take part in activities like how to cut a pineapple with Chef Scott and mix drinks with Alejo, the resort’s master cocktail curator. Attendees of the Wellness theme participated in an innovative fitness experience rooted in Hawaii methodologies taught by instructors Kua and Kawika. They also got to try making the resort’s signature banana bread recipe. After each virtual FAM experience, attendees were sent a gift certificate for a future stay at the resort.&nbsp;
Response to the FAM series at Wailea Beach Resort has been overwhelmingly positive as many attendees reached out with accolades:
“Thank you guys so much for the fabulous cooking &amp; cocktail zoom yesterday! It was so great to see you all and hear your voices and what a fun way to spend an hour. You all are so creative. That is most definitely the best meeting I’ve had since March!”&nbsp;
“I’m so glad I did that webinar. Your team did a great job. Thank you for the invite! &nbsp;It was a lot of fun. Great energy.”
“This is the best virtual experience I have had since COVID hit! &nbsp;Good job!”
“Mahalo for everything. It was amazing and makes me so anxious for our industry to get back to normal! Thank you everyone for putting together such a wonderful event!!!!!”
“What a GREAT Virtual Event …"
"Big thank you for including me in this cool experience … Good Luck on you opening date and hopefully I get there in person soon … I want to push our Summit Circle event at your destination”

Wailea Beach Resort - Marriott, Maui  

Creative Client Connections - Virtual Maui Fam Series

See how this resort has created solutions and provided peace of mind for its meeting clients.

The Westin Hilton Head Island Resort & Spa 

Meet Well on Hilton Head Island

Learn about the new safety measures at JW Marriott Scottsdale Cambelback Inn Resort &amp; Spa.

JW Marriott Scottsdale Camelback Inn Resort & Spa 

Meet Safely in the Sonoran Desert 

Despite these unprecedented times, Gaylord Rockies was thrilled for the opportunity to host the National Cattlemen’s Beef Association’s annual meeting in July. Prior to any planning of the event, it truly started with the desire of the group to have their event and their willingness to be flexible and follow all state and local guidelines relating to social distancing, wearing masks and occupancy limitations within meeting spaces.&nbsp;
Both the group leaders as well as the Gaylord Rockies staff understood how important it was for attendees to be together in person; although there was an option to join the event virtually. As the conversation with NCBA began, it required the Gaylord Rockies Event Planning team to huddle with NCBA’s meeting planning team to talk through local guidelines and then reimagine what the event would look like. Not only that, but it was important to have a Plan B, C, and D in anticipation of possible changes in local/state regulations and to be as nimble as possible.&nbsp;
STAR engagement was another critical component leading up to the event. The team engaged all departments in the resort to explain the importance of the meeting and get them excited. Every aspect of the experience had to be reimagined in the current world. This included pre-con/tie down through virtual conversations, social distancing signage with a sense of humor, the use of non-traditional space for food and beverage with made to order options, split group meal and general session space to fit our guidelines, and the use of technology to connect everyone. With the additional precautions along with the willingness of NCBA meeting planners and attendees to follow current guidelines, the event was a great success for everyone involved.&nbsp;
<a target="_blank" href="https://www.pcma.org/live-events-meeting-safely-during-covid-19-health-screening/">Click here</a> for more &nbsp;information about this event (it is also featured on PCMA's website).&nbsp;

 Gaylord Rockies Resort & Convention Center

Meeting Reimagined for National Cattlemen’s Beef Association

In July, 2020, the JW Marriott Marco Island Beach Resort hosted an education- focused hybrid meeting for a large State Association. This meeting of 452 attendees saw 165 (36%) attendees participate in person, and 287 (64%) participants attend virtually. The JW Marriott Marco Island and association meeting planners were resourceful and resilient in their efforts to produce a very successful hybrid meeting.&nbsp;
In-person attendees experienced updated and elevated food and beverage service by associates wearing masks and gloves. Conference meeting rooms were thoroughly sanitized between each session and during breaks. All meeting spaces, including a 30,000 square foot exhibit hall that welcomed both live and virtual attendees, were designed to accommodate social distancing.&nbsp;
Virtual attendees experienced a combination of pre-recorded guest speaker presentations, live-streamed sessions, and virtual participation in the exhibit trade show floor. All virtual sessions saw content provided by a "live" moderator, bringing interactive components to all parts of the conference.&nbsp;
The association received excellent feedback from all attendees, both live and virtual, regarding the conference format, the quality of information delivered, and service and cleanliness at the JW Marriott Marco Island. The association has already committed to the same 2021 program at the JW Marriott Marco Island.&nbsp;

JW Marriott Marco Island Beach Resort

Hybrid Meeting Success through Creative Collaboration 

Many of our hotels have created new guides that showcase how they have adapted their meetings &amp; events practices. These guides include things like guest experience, public spaces, floor plans, virtual options and technology available. &nbsp;&nbsp;
<a href="https://gaylordhotelsclean.marriott.com/">Gaylord Hotels</a>&nbsp;
<a href="https://mar-bonvoy-events.s3.us-east-2.amazonaws.com/Ritz-Carlton+Naples+-+Revised+practices+2020_NAPLES.pdf">The Ritz-Carlton, Naples</a>&nbsp;
<a href="https://mar-bonvoy-events.s3.us-east-2.amazonaws.com/JW+Marriott+Marco+Island+-+Event+Slides.pdf">JW Marriott Marco Island Beach Resort</a>&nbsp;
<a href="https://mar-bonvoy-events.s3.us-east-2.amazonaws.com/W+Barcelona+-+Welcome+to+the+New+Normal.pdf">W Barcelona</a>&nbsp;
<a href="https://mar-bonvoy-events.s3.us-east-2.amazonaws.com/W+Muscat+Banquets+Capacity+2020+WM.pdf">W Muscat</a>&nbsp;
<a href="https://mar-bonvoy-events.s3.us-east-2.amazonaws.com/Renaissance+Sao+Paulo-Meeting_Room_Capacity.pdf">Renaissance São Paulo</a>&nbsp;
<a href="https://mar-bonvoy-events.s3.us-east-2.amazonaws.com/Ritz%20Carlton%20Reynolds%20-%20Meetings%20at%20the%20Lake-RCRLO%202020.pdf">The Ritz-Carlton Reynolds, Lake Oconee</a>&nbsp;
&nbsp;<a target="_blank" href="https://mar-bonvoy-events.s3.us-east-2.amazonaws.com/DALBP+-+Enhanced+Meeting+Procedures+for+COVID+19.pdf">Renaissance Dallas at Plano Legacy West Hotel</a> &nbsp;

Hotel Guides: New Protocols in Action

A medical association successfully held their annual convention at the Tampa Marriott Water Street a weekend in July 2020. &nbsp;The organization decided to proceed with their annual meeting live and in-person and sold out their registration. To better accommodate their attendees, they did modify the program to a 2-day continuing education format from the traditional 3-day event.&nbsp;
The event drew over 225 attendees as well as 50+ exhibitors in a traditional trade show format. Proper social distancing and PPE protocols were put into practice with classroom tables set at 2 per 8 ft. table, exhibit booths with six feet spacers between vendors and food &amp; beverage service re-designed to ensure heightened attention to health protocols. The association also invited each of the vendors to make short presentations in the General Session room to ensure these important attendees were provided additional time in front of their prospective clients.
Overall, the meeting was very successful, and the hotel received positive feedback from both the organizers and attendees. The planner felt so comfortable with the hotel’s execution of the meeting that she added a “pop-up” cocktail reception in the trade show hall again on the final afternoon of the event.
Learn more about the <a target="_self" href="https://marriottbonvoyevents.com/tour/TPAMC">Tampa Marriott Water Street</a>.&nbsp;

Inspirational Stories & Best Practices

Inspirational Stories

Stories & Videos