Meeting planners are most concerned with the size, look and cost of space when booking an event, but the extracurricular activities a city has to offer can make or break a deal.
Every event planner has different wants and needs that are specific to their group, but in general, access to restaurants, bars, theater and other sources of entertainment are important to meeting planners.
“Meetings planners want to see the convention center and hotels before anything else, and they also tour the city to see offsite venues and attractions. The attractions are what put us over the edge when it comes down to a decision between just a few competitors,” said Erin Degulis, director of convention services at the Providence Warwick Convention and Visitors Bureau (PWCVB). “They want to know that their attendees will have things to do, and if they will be safe.”
Degulis is often charged with coordinating events for convention-attendee downtime, and normally begins planning these agendas about 12 to 18 months before an event comes to town.
Attractions like WaterFire Providence have helped bring more meetings to the city, Degulis said. For instance, Degulis said she pushed to have a WaterFire event for the Ancient Accepted Scottish Rite of Freemasonry convention held at the R.I. Convention Center Aug. 19 through 26 so the group would come to the city a day early.
“About 95 percent of attendees came in early to see the fire, which means they stayed in their hotels an extra day and ate at our restaurants,” Degulis said.
PWCVB Vice President of Marketing and Communications Kristen Adamo said that meeting planners who plan events in this small state are told, “when you book a city, you get a state.”
“We take full advantage of Providence being located within 30 minutes of Newport,” Adamo said.
Laurie Stroll, president of the destination-management services company Newport Hospitality Inc., said most of her clients who hold meetings in Newport include post-meeting activities for attendees.
“I think the allure of Newport and why so many companies book their meetings and conferences here is because there is so much to see and do,” Stroll said.
Companies often take advantage of Newport’s waters with sailing events or clambakes on the beaches. “Many groups will work a Team Building Event and an activity together and hold a 12-meter America’s Cup Regatta where they can take part in some informal racing,” Stroll said.
Some meeting planners schedule several options for activities, like sailing, a mansion tour and golfing. Such options require a great deal of planning and logistics, Stroll said.
Meeting planners often work with the PWCVB or rely on destination-marketing coordinators like Stroll to coordinate everything from the busing to offsite venues, to the mansion tours and restaurants, Degulis said.
Newport Hospitality takes charge of downtime plans for meeting planners by doing all of the necessary research on appropriate attractions, tours and activity options. The company then works with florists, caterers, hotel staff, transportation companies, golf courses, etc., to plan every detail. They also arrange and coordinate transportation, including airport transfers and will organize billing following the events. •
