Whether you’re hosting an exclusive corporate retreat or an industry-wide training, the most important element of any event is what attendees remember from their experience.
With planners continually looking for more ways to create an impactful experience that will resonate with their guests, one common trend is themed meetings. No longer are themes only being used for dinners or receptions, but they are becoming something that is infused throughout every aspect of a meeting—from breakout sessions to the general program. When coordinating a themed meeting there are several things that planners should keep in mind.
When choosing a theme for an event, I recommend that planners utilize the unique aspects of their meeting destination. For example, we recently hosted a “Boots, Blue Jeans and Business” meeting, which featured cowboy hat fittings, BBQ teambuilding competitions and denim linen and decorations. Planners can also expand a theme by bringing the history or culture of the destination into the actual program and meeting sessions. For example, I recommend working with the venue or a local expert to overlay the destination’s history into an introductory session, coordinate for a local prominent figure to be the keynote speaker, or tie in a local charity for CSR opportunities all tying back to an overarching theme.
Get Help from Your Venue
It is very important for planners to work closely with the venue in order to help the vision of their themed meeting come to life. As the venue’s team is very familiar with the intricacies of the property, they will have ideas on how to deliver on the theme and messaging throughout every aspect of the event, from the arrival experience and coffee breaks to general sessions and cocktail hours.
Things to Consider
When choosing a theme, planners should tie in something that can be organic, true to their company, and will be fun and resonate with their audience. If possible, it is always a good idea to get direct feedback from the people who will be attending your function by asking what type of meeting and activities they would be of most interest to them.
Finally, precision is key. Once a theme has been decided, create a clear and streamlined narrative for your attendee’s experience. In today’s world of social media, I suggest creating a concise, or “hashtaggable,” theme name that easily draws back to your overarching goal of the experience.
Erin Medina is the director of events at Hyatt Regency Hill Country Resort and Spa in San Antonio. She has more than more than 15 years of experience in the meeting, events and hospitality industry.
