By all accounts, it’s full steam ahead for incentive travel. And among the evergreen trends brought about by the pandemic, outdoor events and activities have become de rigueur for incentive programs. “Many attendees reconnected with the outdoors during the pandemic and continue to do so,” says incentive travel specialist Steffi Kordy, CITP, Cocoon Incentives.
“Depending on the destination, our groups enjoy all kinds of outdoor events and activities. We like to offer activities unique to the destination or geographical latitude. For example, boat rides wherever there is water; hot air balloon rides in Arizona with a breakfast picnic in the open dessert; sea turtle nesting CSR events in Florida; airboat tours through the Everglades; and rooftop al-fresco receptions in urban areas. Mornings and late afternoons are often the preferred time for outdoor activities as the light will set the scene and it’s not too hot in warm-weather destinations.”
However, bad weather can upend outdoor activities in any destination. Planners should always have a back-up plan, says Kordy. “Many of our events are in sunny Florida and in this subtropical climate we often get surprised by pop-up rains. We need to be prepared. Depending on the activity, this means we have rain ponchos ready to be distributed, or a back-up indoor space or tent—or maybe a different activity altogether. As event planners we always have a Plan B and often a Plan C. It’s key to communicate this with the group so that everyone is in the know and not disappointed.”
The diverse destinations featured in this story all offer incentive planners customized opportunities for private outdoor events and activities with a sense of place, plus abundant meeting space and a host of memorable experiences for attendees. Read on to learn more about sunset receptions on the beach at Aulani, a Disney Resort & Spa; jeep safari tours at Arikok National Park in Aruba; bobsled rides with Olympian athletes in Park City, Utah; and waterfront receptions overlooking the one-of-a-kind Guitar Hotel at Seminole Hard Rock Hotel & Casino Hollywood.
Aulani resort brings Disney’s singular branding and customized incentive experiences to the pristine coastline of O’ahu. This luxury property in Ko Olina has 351 island-inspired guest rooms, including 16 suites. There are also 481 villas, including 19 three-bedroom grand villas. Wherever groups stay on the 21-acre property, they will be inspired by the breathtaking scenery and the celebration of Hawaiian culture, says Joe Medwetz, Sr. Sales & Services Director. “Aulani celebrates Hawaii—the beautiful culture, traditions, natural environment and warm ho’okipa, or hospitality of the people, all with a touch of Disney magic,” he says. “The name Aulani means ‘messenger of the chief,’ Medwetz continues, “and it’s through this respect of the islands that we have become messengers sharing the stories of Hawaii to immerse our groups in the true essence of a Hawaii experience.”
Abundant meeting and event space at the resort includes 21,258 sf of flexible indoor and outdoor space at a state-of-the-art conference center, the 4,590-sf Kaiona ballroom accommodating up to 500 attendees, the 2,885-sf Ka’ala ballroom accommodating up to 280 attendees and the 240-sf Na’auao conference room.
There are 10 scenic dining, lounge and bar venues, plus an additional 76,685 sf of outdoor venue space ranging from a private beach, secluded lawns and open-air restaurants to courtyards, patios and poolside spaces. “Aulani is one of the few resorts in Hawaii that can offer groups private sunset dinners or receptions on the beach,” Medwetz notes.
One of Aulani’s not-to-be-missed outdoor events is KA WA‘A, A Lu’au, on the resort’s Halawai Lawn. Medwetz describes this as “an exhilarating dining and entertainment experience. Attendees feast on a sumptuous, locally sourced buffet, and enjoy lively music and traditional Hawaiian dance. The show is inspired by the sacred canoe that brought the ancestors of native Hawaiians to Hawaii. The Lu’au is available for full or partial buyout for private group functions.”
Along with seamless service, world-class amenities and unparalleled scenery, incentive organizers can expect individualized group experiences at the resort. “The talented Cast Members at Aulani work closely with meeting planners to create the right environment, customized experiences and personal touches to engage and inspire attendees,” says Medwetz.
Known for its crystal-clear turquoise waters, pristine beaches and diverse landscapes, the Caribbean island of Aruba is a popular incentive destination for good reason.
“Whether groups are seeking relaxation, culinary delights or adventure, Aruba offers a wealth of opportunities to create unforgettable memories,” says Jerusha Rasmijn, Conferences & Events Manager, Aruba Convention Bureau (ACB). For a relaxing outdoor activity, she highly recommends a sunset sail, “where the consistently perfect weather and calm turquoise seas off Aruba’s Palm Beach provide the ideal setting to witness breathtaking sunsets and the beauty of the Caribbean sky as it transitions from day to night in a mesmerizing display of colors.”
For an active outdoor adventure, Rasmijn recommends a jeep safari tour. “Attendees venture off the white-sand beaches of Aruba’s west coast to explore the rugged, rocky terrain of the east coast and expansive Arikok National Park, which covers nearly 20 percent of the island. The tour transports participants to what feels like another world, where wind-swept coastlines and crashing waves create spectacular sea-spray shows. Along the way, there are unique historical and cultural learning opportunities for attendees to gain insights into the island’s rich heritage.”
Incentive groups will also find that dining in Aruba is a true wow experience, says Rasmijn. “With an abundance of diverse restaurants boasting top chefs, attendees can indulge in a myriad of culinary delights from all over the world,” she says. “Whether dining amidst the local ambiance or with waterfront and beach views, every meal promises to be a memorable treat, offering a fusion of flavors that reflect the island’s multicultural nature.”
There are many luxe properties on the island and later this year, two new resorts are opening that incentive planners will want to make note of, says Rasmijn. “The first is the adults-only Iberostar Grand Aruba, due to open this summer with 240 premium suites located across from award-winning Eagle Beach. The second is the St. Regis Palm Beach Aruba Resort, opening at the end of 2024 with 220 luxurious rooms, five-star amenities and top-class dining, spa, and pool offerings,” she says.
Planners should engage the ACB early in the event sourcing process, advises Rasmijn. “We possess comprehensive knowledge of all aspects of incentive travel for Aruba, supported by a seasoned team in North America and on the ground in Aruba. Consider us an extension of your planning team.”
“Park City offers incentive groups a unique mix of Western authenticity and luxury, from unforgettable adventures with world-renowned athletes to top-tier hotels,” says Tonya Sweeten, VP of Group Sales for Visit Park City.
Sweeten points out Park City’s Olympic legacy as a singular attraction for incentive groups. “The Utah Olympic Park (UOP) was imagined and constructed for the 2002 Olympic Winter Games and Paralympic Winter Games. Today, it serves as a training site for athletes and is one of Park City’s most renowned venues. Here, “incentive attendees can have unforgettable adventures with world-renowned athletes that create a tangible connection to the spirit and Olympic heritage of Park City,” notes Sweeten. There are many Gold Metal Private Experiences at UOP available for incentive groups in all seasons. Among the outdoor adventures are thrilling winter or summer bobsled rides with Olympian athletes, reaching speeds of more than 70mph, followed by a reception; and a sunset Nordic ski jumping show and cocktail reception atop the Park’s Nordic Ski Jump, with breathtaking views of the valley far below while watching fearless athletes soar through the air.
One of many relaxing incentive activities in Park City is the Mines & Wines Tour with Fox School of Wine, advises Sweeten. “This authentic tour pairs special snacks with particular pours of wine that complement each stop and story along the tour, providing a fun and unique take on Park City’s mining history.”
Sweeten also wants planners to know that Park City is on the path to becoming a fully sustainable destination, with a blueprint for achieving community-wide net-zero carbon by 2030. “There are many ways to have a green meeting in Park City, from choosing eco-friendly lodging and event spaces to utilizing Park City’s free electric bus system year-round, and electric bicycles in the summer,” she says.
Visit Park City provides planners with access to top luxury hotels and member DMCs, notes Sweeten, “helping to source and collect responses from hotels and with creative ideas and recommendations from our member DMCs for one-stop-shop packaging of unique incentive experiences.”
Incentive planners know Seminole Hard Rock Hotel & Casino Hollywood as a premier entertainment destination. What might come as a surprise is that the property overlooks 13.5 acres of recreational waterscape with a variety of outdoor activities for attendees to enjoy in South Florida’s great weather—plus six pools and two white-sand beaches, multiple award-winning fine dining restaurants catering to diverse palates and more.
“Seminole Hard Rock Hotel & Casino Hollywood offers everything under one roof,” says Mark Tascione, VP of Sales and Catering. “Attendees never have to leave the resort.”
Three luxury hotel towers on the Seminole campus include the 168-room Oasis Tower, the 465-room Hard Rock Hotel and the 638-room Guitar Hotel, an instant icon (and the world’s first and only guitar-shaped building) when it opened as part of a $1.5 billion expansion in 2019. Designed to resemble back-to-back guitars, complete with guitar faces and brightly lit strings, The Guitar Hotel reaches 450 ft into the sky, outfitted with floor-to-ceiling glass panes. Along with the Guitar Hotel, the 2019 expansion included new gaming floor space, a luxury spa and salon, premier meeting space, retail shops,and the state-of-the-art Hard Rock Live entertainment venue that seats 7,000 for A-List acts, nationally televised awards shows and sporting events.
For outdoor activities, Tascione recommends receptions by the Lagoon overlooking Guitar Hotel, including the private Bora Bora cabana area reminiscent of a South Seas oceanscape. As well, “The Lagoon is the length of three football fields and offers a variety of watersports great for teambuilding events, including paddleboarding and kayaking,” he notes.
Tascione also wants planners to know that group discount tickets and group seating are available at Hard Rock Live. Recent artists include Janet Jackson, Ed Sheeran, Bruno Mars, Tim McGraw and Guns & Roses.
With 120,000 sf of meeting space, the Hard Rock Event Center includes a 38,000-sf exhibition hall, chandeliered ballrooms, marbled atriums and elegant pre-function space, accommodating groups from 15 to 5,000. The opulent and sophisticated meeting spaces are flexible, and can be reconfigured to create more than 40 unique rooms, says Tascione. He also cites Hard Rock Nightlife’s Entice and DAER as modern event spaces for groups or nightly entertainment for attendees to dance the night away.
disneyaulani.com/activities/meetings-events; aruba.com/us; visitparkcity.com/meetings; seminolehardrockhollywood.com/meetings-and-weddings