Archive for the ‘Meetings and Events’ Category

Take Your Meeting Outside The Boardroom

Friday, April 4th, 2014

Let’s just say it. Meetings can be boring. Most of us have sat through a day or two of 9-5 meetings that lose our interest and make it hard to concentrate or retain the information we are there to learn. But who said that meetings had to be this way? Why not spice it up or better yet-get out of the boardroom for a bit! Here are some ways to increase attendee participation, retention of information and, have some FUN!

The King and Prince Golf Course

  • Team Building Activities: Create a scavenger hunt around town or around the resort. If you are planning a destination meeting or convention, this is a great way for participants to tour the area and connect with other participants at the same time. No time for a scavenger hunt? Save a little time for a fun game during the day. Our favorite is “Minute to Win It”.
  • Sample The Local Cuisine:  For small meetings, we recommend that you go off property once for lunch or dinner. Ask the resort’s sales team or concierge to give you some recommendations on area restaurants. Our recommendations for St. Simons Island are Crabdaddys, Delaney’s Bistro and Southern Soul Barbeque.
  • Hit The Golf Course:  Spend the morning at the local golf course (or, if you are at The King and Prince, head out to The King and Prince Golf Course). Create a little competition and have a tournament. If you don’t have time for a full 18 holes, cut it down to 9. Either way, the fresh air will do you good.
  • Get In Touch With Your Inner Chef: Spice things up for your attendees with a cooking demonstration from a local chef. It might get their creative juices flowing and the best part? You get to taste the finished product.
  • Create Some Friendly Competition: Put together a game of softball or volleyball. Give the winners a trophy and bragging rights for a year! Next year, they can fight to keep the title. It will give everyone something to look forward to for next year and a little friendly competition is good.

The Meeting Planner’s Speaker Presentation Checklist

Tuesday, March 18th, 2014

Travel hiccups notoriously prevent meeting planners from walking a speaker through the presentation or having a run through before the actual event. With so much going on during a conference, some details tend to fall by the wayside. Refer to this cheat sheet to ensure a successful presentation for your speaker:

Prior to the meeting, coordinate details with the audio visual team. To ensure that everyone on the production end of the meeting is on the same page, be sure to provide the audio visual engineer with the agenda, so he or she will understand the order of speakers and meeting flow.

  • Help your speaker understand their audience. For example, their knowledge level regarding the topic, their seniority, demographics, etc.
  • Review staging details. Does the speaker plan to walk around or remain seated? Whatever the case, make sure the speaker knows where the cameras are. If the speaker is presenting amongst a panel, make sure everyone knows the order and protocol to prevent any communication confusion. Moreover, if there are any technical limitations, make the speaker aware of such information (for example, a glitchy microphone or teleprompter).
  • Have a backup plan. Technology issues, last minute cancellations or other unforeseen events can be surmounted if there is a solid backup plan in place.
  • Be clear about the speaker’s time allotment. Use a countdown clock so the speaker will be cognizant of timing.
  • As hybrid meetings continue to rise in popularity, be sure to allot enough time for the interactive elements of the presentation. Consider audience involvement and visuals during rehearsals.
  • What happens after the speaker’s presentation? To help the speaker conclude with a smooth transition into the next segment of the meeting, remember to describe the closing sequence.
  • Provide feedback. Talk to your audience and provide your speaker with feedback – this can only help to improve future sessions!

Do you have any success tips or prep steps to a seamless presentation? Let us know in the comments!

By the Numbers: Our Atlantic Coast Meeting Venue

Tuesday, March 11th, 2014

Although we might be a little biased, we think The King and Prince Resort on St. Simons Island is the perfect place to hold a meeting! From large conferences and small business lunches to training sessions and team building events, we have something for every group size. Below is a snapshot of The King and Prince venue attributes, by the numbers:

6 – Meeting planners can choose from 6 different spaces to hold an event: the Lanier Ballroom, Retreat Room, Delegal Room, Solarium, and Butler Room plus the breathtaking oceanfront lawn.

2,880 – The size in square feet of the largest venue space at The King and Prince.

180 – Enjoy 180 degree views of the ocean from one of our upstairs meeting rooms.

12 – The number of buildings to choose from for accommodations, with options such as oceanfront rooms and villas, to a townhome on the golf course.

72 – Par 72, that is…The King and Prince Golf Course is an award-winning, 18-hole, Par 72 course , and offers a 6,500 square foot mini-verde putting green, a 3,000 square foot mini-verde chipping green, and 5 target greens.

1935 – The year The King and Prince originally opened its doors…as a seaside dance hall rather than a hotel.

1 – There can only be  one Jason Brumfiel, our Executive Chef. He is a master at bringing a unique combo of Southern classics and modern favorites, with an emphasis on Georgia vendors and farm-to-table cuisine.

2014 – The resort recently finished renovations to the lobby, atrium, and restaurant in 2014, creating a new look and feel in the historic space.

30,000 – The amount of oceanfront property in square feet that the main swimming pools occupy.

0 – Cost for WiFi, exercise facility, parking, tennis courts, plus many more complimentary amenities around the resort.

17.9 – Area in square miles of St. Simons Island

50+ – The number of restaurants around the island – there is truly something for everyone!

4 – Just 4 short fields on our meeting RFP! Fill one out HERE for more information about hosting your next event at The King and Prince Resort!

Retreat Room

Retreat Room Classroom Setup at The King and Prince Beach & Golf Resort.

 

Deconstructing a Potential Meeting Venue

Tuesday, February 11th, 2014

Meeting planners know all too well the importance of manning even the tiniest of details. Sometimes, it’s easier to rely on trusted relationships and what’s familiar by booking the same meeting venue year after year. But, finding a new venue can be easy if you ask all the right questions. When it comes to evaluating a new meeting venue or site to host an annual conference or corporate event, here’s how to test a good site from a basic one.

Questions to consider about a potential meeting venue:

  • What are the meeting venue’s top qualities?
  • Is it located in an urban environment, a unique environment, or in a centralized location?
  • Does the conference center boast any amenities, such a spectacular view or some type of sporting activity?
  • What is the parking situation?
  • Is it close to a tourist attraction?
  • Is the conference center known for anything in particular?
  • Are there any activities that the hotel is famous for?
  • Are there any area events that are going on around the same time as the planned event?
  • Does the venue meet your technology specifications?

Since many of today’s meetings involve multiple uses: email, social media, downloads and more, meeting planners are having to delve into speed, capacity and bandwidth issues.

Free wireless connectivity is relevant only if it has the capacity to fulfill the technology specifications of your conference.  Kristi Casey Sanders of Plan your Meetings recommends the Ookla Speedtest to test network performance.

In Georgia, off of the Atlantic Ocean, St. Simons Island is an idyllic place for conferences and annual meetings. With its dependable temperatures, golf opportunities, historical roots and a slew of other outdoor activities and restaurants, the meeting venue favors plenty of things to do and see without making it too overwhelming for meeting planners to coordinate.

On St. Simons Island, The King and Prince is proud of the award-winning meeting spaces available on the property. Plus, the assortment of accommodations appeals to attendants, who might have varying budgets and lodging requirements.

While the location of a meeting venue influences its convenience, transportation and parking are just as important. In New York, conference attendants may find flying in town convenient but cab fares, and the cost of parking and other transportation inconveniences are not always the best place to host conferences.

Consider cities where parking costs are economical. Also, consider meeting venues and hotels where parking costs are reasonably priced, making it convenient for meeting attendants.  Don’t forget to evaluate the distance from the airport to the meeting venue.

As with planning any conference or meeting, rates influence the budget. When reviewing pricing, ask for a comparison of the venue’s packages vs. à la carte rates. Refer to this example of a meeting planning package.

Meeting Location near Georgia Attractions

Wednesday, January 15th, 2014

Meeting planners all too often face the quandary: how to entertain and occupy attendees beyond the confines of the conference halls. Holding your next meeting or conference on St. Simons Island presents a variety of boutiques, restaurants, and activities to accommodate the most diverse group of meeting guests. Below is just a glimpse of what your attendees can do in their free time!

  1. As seen in Popular Mechanics and the cable television show, National Geographic, SouthEast Adventure Outfitters provides marine lovers plenty of adventures, including fishing, kayaking and a variety of boat tours.
  2. Ocean Motion Surf Company also rents kayaks and even bikes to explore the island.
  3. St. Simons Island has no shortage of specialty shops. From antiques and crafting to clothing and home decor, the shops here will appeal to everyone
  4. Even non-antique lovers appreciate the artifacts housed at Oglethorpe Antiques. Showcasing French and English treasures from the 18th and 19th century, the antique, flooring and interior design boutique sells rare finds, comparable to a museum.
  5. There’s also the Tabby House, an old slave cabin, filled with gifts, home accents and textiles.
  6. Craft hobbyists may be drawn to the yarn, canvasses, and resources at the Stitchery of St. Simons.
  7. Whether it’s to buy art, create it, or attend an artist’s opening, the Glynn Art Gallery presents a group alternative to shopping and outdoor activities, especially during those days when the weather is uncooperative.
  8. Have history buffs in attendance? The area boasts historic churches, battle sites, plantations, historical trolley tours, and more.

With hundreds of other places to shop, dine and play, St. Simons Island eases planning activities outside the confines of the meeting hall.

This is only a sneak preview of everything the island has to offer! For more information about activities on St. Simons Island and the surrounding area, check out our extensive activity guide here!

Meeting Venue Awards from ConventionSouth Magazine

Wednesday, January 8th, 2014
Delegal Room at The King and Prince Resort

Delegal Room at The King and Prince Resort. Visit our website for information about this and other venue spaces and event rooms.

We here at The King and Prince Resort pride ourselves in hosting top-quality meetings and events and are excited to announce two recent awards:

2013 Readers’ Choice Award from ConventionSouth

From ConventionSouth Publisher J. Talty O’Conner: “The value in receiving this prestigious recognition is that it comes from the United States’ top meeting professionals who hold events in the South. These planners demand the highest level of customer service and quality facilities, and they have contributed in determining that The King and Prince Beach & Golf Resort indeed displays the commitment to professionals, creativity and service that they require.”

2014 Top New or Renovated Meeting Site Award from ConventionSouth

From ConventionSouth Associate Publisher Marlane Bundock: “ConventionSouth readers are constantly seeking information on the newest and like-new meeting sites in the South in order to offer their attendees the most modern facilities available, and this is why we are honored to bestow The King and Prince Beach & Golf Resort with a Top New or Renovated Meeting Site Award.”

For more information about meetings and events at The King and Prince, including venue photos and catering menus, please click here.

Top 7 Meeting Planning Apps

Thursday, January 2nd, 2014

Meeting planners have a myriad of applications at their disposal. Try these seven applications that are bound to simplify logistics at your next event!

  1. With the aid of the Teleprompt+ for iPad, everyone at the meeting is an impeccable speaker. Or at least this app will make it seem that way! Compatible with an iPad, the app turns into a remote control from another iOS device, manning speed, scrolling, and pausing. And in the event that the meeting agenda is tight, the application can keep your speakers on schedule.
  2. MobileVenue and the MobilePlanner by QuickMobile streamline just about all the content related to the event. Selecting from 30-different modules, meeting planners have the ability to customize the application according to their corporate conference or agenda. Planners can also load up all content to the application. This includes videos, PowerPoint presentations, floor maps, and speaker profiles. Guests can connect easily with each other and get real-time event updates.
  3. Always know how weather conditions could impact outdoor activities and flights with AccuWeather, available from the iTunes store and Google Play. The application provides real-time weather information from around the world.
  4. Test the meeting venue’s wireless speed and bandwidth with SpeedTest. The application works from any mobile device.
  5. The Evernote organizer serves as a meeting planner’s personal assistant, taking notes on the road. The handy application even captures copies of receipts and other noteworthy documents.
  6.  Bid adieu to renting unnecessary audio equipment for PowerPoint presentations. The PowerPoint Keynote Remote allows you to easily manage slide controls.
  7. Stay.com is a website and free app featuring maps from around the world, helping meeting planners develop last minute leisure itineraries.

 

Share your favorite meeting planner app below!

4 Meeting Planning Trends for 2014

Thursday, December 5th, 2013

We predict that meetings will center around the audience’s experience more than ever in 2014. How can you engage your audience? Here are four trends to watch for in meetings and conferences in 2014:

Speaker responsibility shift.  Corporate meeting trends are moving away from the speaker performing as the entertainment but rather serving as a facilitator. Audiences are increasingly demanding  an interactive role versus the passive spectator. Jeff Hurt, a corporate meeting pundit, states that “…audiences are demanding that speakers shift from being great orators and entertainers to facilitators of the learning experience.” (jeffhurtblog.com)

Live animals. Yes, you read that right! Meeting planners that want to push the envelope has been setting a new trend with live animals. Ross Monnich reports in “Intern Insights” that bobcats, owls, eagles and alligators have cropped up in EliteMeetings.com over the past four months. This will guarantee a meeting that your attendees won’t forget!

Regional culinary and cultural themes. Authentic local cuisine is making a comeback at meeting venues. Resorts and hotel properties are featuring regional cuisines to satisfy the foodie in every meeting guest. The King and Prince Resort presents meeting planners a host of southern themed dinner options, such as an ‘all-American cookout’, a southern barbecue, or a low country boil.

Hybrid Meetings. We’ve blogged about this before and will continue to do so, as live streaming, live blogging, and social media sharing continues to grow. Incorporating this into your meetings will be a must in 2014.

 

Whether it’s boarding a dolphin tour boat at Morningstar Marina or turtle watching at the Sea Turtle Center, The King and Prince Resort is already on trend with the live animal  and regional culinary inspirations! Fill out an RFP to learn more about hosting a corporate meeting at The King and Prince Resort on St. Simons Island, Georgia.

Share your meeting planning trend predictions for 2014!

The Hybrid Meetings Trend

Wednesday, November 13th, 2013

A hybrid meeting can be defined as a trade show, conference, or other meeting that combines a “live” in-person event with a “virtual” online component. Even though hybrid meetings are gaining in popularity, Meeting Professionals International (MPI) reported last year that “most venues aren’t equipped to accommodate hybrid events.”

Knowing that some venues can be harder to equip for a hybrid meeting, what is the best way to prevent an Internet issue from spoiling your meeting’s agenda?

Hoping an expert could shed light on what is trending in hybrid meetings and whether MPI’s findings remain an accurate assessment, we contacted Vice President of Creative and Chief Storyteller of Plan Your Meetings, Kristi Casey Sanders.

Mrs. Casey Sanders answered seven questions on what’s trending in hybrid meetings, and how to withstand the technical glitches which often plague these events.

 

Are hybrid meetings a fleeting trend in meeting planning?

Kristi Casey Sanders (KCS): With social media, the recap of the meeting has become just as important if not bigger than the meeting event itself. Hybrid meetings involve more storytelling than before.

 

Has the hybrid meeting influenced the meeting planning industry’s professional service providers?

KCS: AV technicians have to diversify their services into social concierge services.

 

What is a common issue for most meeting venues and meeting planners?

KCS: I have had nine shows this year. And, there has been some kind of connectivity issue. Either the hotel is a historical building or the bandwidth is too slow.

 

How can you determine if a meeting venue has a poor connection?

KCS: There are apps you can use. I use speedtest.net when I check a meeting venue. I’ll run a quick test to evaluate the network speed.

 

How have you circumnavigated some of these connectivity issues?

KCS:  When I check in, I’ll run a quick test that evening on the network of my mobile devices. I have used my own WI-FI service in a hybrid meeting of 200 attendees.

 

In your meeting planning RFP for a hybrid meeting, is there anything that you request to assure optimal Internet connectivity?

KCS:  When we put in an order to plan a hybrid meeting, I always request wired Internet.

 

What are the greatest changes you’ve seen in meeting planning?

KCS:  The speed of technology is dramatically bringing the cost down. Before you had to host the session live, have it uploaded to a satellite feed and coordinate numerous other details. I can go on Goggle Plus to a hangout, broadcast, have it archived and search engine optimized in real time.

 

Please visit our website for information about meetings and conferences at The King and Prince Resort.

6 Effective Ways to Take the Monotony Out of the Meeting

Friday, November 1st, 2013

Entertainment is an unspoken aspect in planning an educational conference, business convention or a corporate meeting. While meeting planners have no way of controlling a meeting’s topic, it’s the engagement during the meeting and activities outside of the conference hall that eradicate a monotonous convention. Below are six tips on how to engage your attendees and create a more memorable meeting experience.

1. Change it up.

Switch the presentation style every so often to maintain an engaging momentum for the meeting. Alleviate meeting monotony, striking a balance between the presentation, panel discussions, videos, break outs, audience participation and so forth.

2. Reenact lessons learned.

Break up attendants in groups of four to eight people. Using the topic of the conference, assign each group a medium for reiterating the business meeting’s objective. Have one group develop a case study, another YouTube video, a slide show, and other media to reenact lessons learned from the conference.

3. Separate the meeting from eating.

Although it may seem cost effective to schedule working lunches and dinners, clanking forks and wait staff interactions detract from the business agenda. Effective Meetings recommends scheduling meeting and eating agendas separately. Allow a minimum of 30 minutes for a meal.

4. Move around.

It goes without stating that meeting destinations with a few select attractions ease planning. On St. Simons Island, the

Fort Frederica St. Simons Island

Photo Courtesy of GeorgiaTouristGuide.com. A walking tour at Fort Frederica reveals a historical, awe-inspiring account of the clash between the French and Spanish on St. Simons Island.

lighthouse and Fort Frederica make for a great walking tour. Plus, research has shown that moving around can improve concentration!

Wherever the meeting, design a walking tour with plenty of interesting things to review. Optional: Have the attendees make note of three interesting elements to share with the group upon the return to the meeting. If it’s not too much of a stretch, have guests correlate the walking tour to the theme of the conference or corporate meeting.

5. Culinary speaking.

Plan a dinner with the focus on the region’s culinary traditions. Make the dining experience interactive with a presentation from the hotel or restaurant’s chef, historian or even a local vintner.

6. Unusual engagements.

Plan a memorable activity with the entire group. Try to opt for a unique attraction, such as the Georgia Sea Turtle Center. Georgia meeting goers can gain an appreciate for sea turtles, as well as other local wildlife. Depending on the time of year, you might just get to take a walk and look for American alligators! Contact the center for more information on groups and seasonal activities.

A collaborative or individual art experience presents another unforgettable outing for group participation. In close proximity to The King and Prince Resort, the Glynn Art Gallery hosts  group painting events, with the canvas and paint included.