Great meetings aren’t happenstance. They require thorough planning, meticulous preparation and a knack for ensuring they’ll proceed glitch-free.
Here, experts share timely advice for success.
Setting the Stage
The days of presenting a long-winded PowerPoint presentation in a stark boardroom are going the way of the floppy disc.
“Today, it’s really all about the experience,” says Meghan Weigand, director of events and marketing for Tap Root Hospitality, owners of The Orchid House Winery in Aurora, Never Ordinary Bourbon Society (No-BS) (members only club) and Sapphire Creek Winery & Gardens in Chagrin Falls. “During the pandemic, people got used to staying home and working virtually — which led to the mindset of, ‘Is it really worth going out, traveling and sitting in this meeting when I can just log on hybrid and get the same experience I would have if I attended in person?’”
That, Weigand adds, along with a new generation of workers used to being on the go and popping in and out for events, is leading to a focus on corporate confabs that are casual and user-friendly.
The Orchid House Winery and Sapphire Creek Winery & Gardens are tailor-made for that ambiance with sophisticated spaces that hold 30 to 300. Popular gathering spots at The Orchid House include The Study, with its custom chandelier made of handblown glass from The Glass Asylum in Chagrin Falls and hand-carved wood beams; the tented Wild Lotus Garden & Gable Bar, bordered by gardens, a waterfall and stream; and The Conservatory, a tented intimate gathering space.
“Orchid House is an enchanting, homey and ideal spot to hold a meeting where everyone in attendance will feel comfortable,” Weigand says.
Sapphire Creek Winery & Gardens offers meeting options that include the sophisticated Oak Room, which boasts floor-to-ceiling windows and stunning views of trees and the woods adjoining them; and the Cellar Lounge, which exudes a modern vibe with booth seating and a patio with a wine-barrelhead water feature.
“Our spaces are appealing to groups because they are in nature,” Weigand says. “Attendees aren’t stuck sitting in a conference room.
“Based on what chambers of commerce for Aurora and Chagrin Falls have told us,”she adds, “they’re seeing better attendance during fun, after-work events where people can mingle, instead of sitting and listening.”
With 18 reservations, 100 hiking trails, eight lakefront parks, five nature centers — and more than 75 rentable facilities — the Cleveland Metroparks provide countless ways to commune with nature during get-togethers.
“Whether it’s the size of your group, the time of year that you’re meeting or the kind of unique location you’re seeking, the Cleveland Metroparks can provide a unique experience,” says Kelly Manderfield, chief marketing officer for Cleveland Metroparks.
Popular locations include Stillwater Place, the Cleveland Metroparks Zoo’s scenic, state-of-the-art conference center, which provides a seating capacity of up to 300, catering services, a four-season outdoor patio and fireplace, along with stunning views of Waterfowl Lake. A new auditorium in the zoo’s administration building offers state-of-the-art video conferencing capabilities and features a patio overlooking the African Elephant Crossing, where guests can experience open-air viewing of the mammals.
“For after-hour event rentals, our team works really hard to give organizations a sense of ownership with custom signage, photo ops and experiences that you can’t get anywhere else,” Manderfield says. “We’ve also had organizations schedule their employee events around some of our unique seasonal attractions including Asian Lantern Festival, which not only provides for a great meeting experience but also is an opportunity for organizations to give back to their employees and their families with an exclusive, private add-on experience.”
Additionally, Merwin’s Wharf, Cleveland Metroparks’ full- service restaurant located in the Flats along the banks of the Cuyahoga River, has a private meeting room that comfortably seats 40 guests, with the ability to add additional guests in a more casual, stationed setting. Post-meeting golf outings at Sleepy Hollow in Brecksville and Fairview Park’s Big Met — which can include breakfast and lunch — are also popular options.
“Having the opportunity to bring your friends and family to a corporate event has become a memorable experience for so many people,” Manderfield reflects.
Virtual Reality
Before COVID, “Zoom” was the title of a children’s show on PBS. But now, it’s part of the meeting vernacular that’s made hybrid meetings more convenient, and often less time-consuming.
“When the pandemic was at its height, people met virtually just so they could see their colleagues when in-person meetings were not permitted or encouraged,” says Dean Johnson, manager of conference and dining services at Lorain County Community College’s John A. Spitzer Conference Center in Elyria. “But these days, meeting virtually has become a planned way to save people a trip across town or across country. And sometimes, they happen unexpectedly because someone is running late and can’t make it in time to be in attendance.”
Technology is a beautiful thing when it works. And when it doesn’t, LCCC’s experienced event planning team is always at the ready to ensure any malfunction is quickly resolved at the center, which features 16 rentable conference spaces in sizes that accommodate 10 to 360 guests.
“As an attendee who’s participated in a variety of conferences in a variety of locations, I’ve been burned on tech enough to recommend conference planners test it before the actual event,” Johnson advises. “It’s a given that technology will fail — and it’s no one’s fault. In addition to configuring the rooms for meetings, our team members are technology facilitators and troubleshooters who can quickly resolve issues.”
Conferencing services can also provide access to laptops, projectors and sound and video recording, along with WebEx services and cameras that are appropriate for the size and layout of rooms.
Johnson is quick to add that flipcharts are becoming outdated, since virtual participants have a hard time reading them.
“Trends include engaging participants with Slido, a platform that offers interactive Q&A opportunities and live polling; Kahoot!, a game platform,” he says.
Food for Thought
No matter the subject matter, no matter the format, a key consideration that never strays far from meeting attendees’ minds is: ‘What’s for lunch?’ (or dinner, if the event is taking place in the evening.)
“The Food Network has made food exciting and more important than ever to guaranteeing the success of an event,” says Dean Johnson.
Selecting the menu can often turn into a conundrum, Johnson adds, given the myriad of dietary restrictions that should be taken into account.
“They’re more prevalent than ever,” he says. “You’re seeing a lot more people who are vegetarians or follow gluten-free and non-dairy regimens.”
The conference center’s team caters to those dietary needs and others that need to be addressed: Executive chef Dean Diluciano is known for creating interactive buffet stations — which range from Asian rice bowl to taco, dog and burger, and pasta — where attendees with food allergies and special preferences can personalize lunch and dinner selections. LCCC baker Maggie Gross specializes in crafting finger-food desserts, which often include salted caramel cheesecake bites and edible chocolate cups filled with chocolate or raspberry mousse.
“[Conference facilitators] are often hesitant to order for big groups because they’re nervous about making the right choices,” Johnson says. “The menu we offer is a guide, but we can customize it to fit their entire audience.”
Select Your Size
Mo Ayoub, general manager of La Centre Conference & Banquet Facility takes pride in ensuring guests at the Westlake center feel at home the moment they open the door. Soft, jazz music plays in the pre-function room, which also features an optional coat-check service, cozy fireplace and ideal spots to mingle and enjoy appetizers when they’re served.
The LaCentre complex — which includes the 10,000-square-foot Champagne Ballroom with 20-foot ceilings and four sparkling crystal chandeliers — and the 6,000-square-foot Bordeaux Ballroom, can be partitioned off to fit a variety of space needs.
“In addition to galas and large corporate events, we’re the perfect location to host a dinner party for family and friends, or for a small corporation to host a regular meeting that provides an opportunity for employees to spend a day out of the office,” Ayoub says.
LaCentre offers conference packages that feature generous selections of breakfast and lunch cuisine made in-house, all-day beverage service and snacks brimming with seasonal fresh fruit.
Appreciation is Appreciated
Mo Ayoub has seen more than his fair share of meetings at LaCentre Conference & Banquet Facility. But the ones he’s witnessed that remain memorable are those in which employees are recognized as valuable members of the team.
“Yes, it might be the usual training meeting or a conference that focuses on the year ahead,” he says. “But setting aside time to let attendees know how important they are to an organization is priceless. It can range from awarding additional PTO or randomly pulling numbers out of a box for prizes that might include a TV, iPad or weekend getaway or trip. And it doesn’t have to be extravagant — it could even be the CEO standing in the hallway to individually greet employees by name and thank them for their hard work.
“When you do something above and beyond,” Ayoub adds, “it will make such a big difference.”
What Attendees Want
- To be asked for input. When it comes to planning the program itinerary, attendees are often not asked to provide suggestions. Instead of delegating a conference committee to design the event, make the meeting or event beneficial for all who are asked to attend by asking them which topics they’re most interested in and which speakers they’d like to hear from.
- To know what to expect. Consistent communication that includes a platform or website for easy registration, real-time updates, start times, directions and room numbers for sessions will give attendees a head start on getting the most out of the experience.
- Information that can be presented in ways that can easily be retained. Statistics indicate that we tend to remember three or four things at a time before being overwhelmed. Additionally, most people recall what is first and last in a presentation, so time essential thoughts you want to share accordingly.
- Hybrid and virtual options. While in-person events are valued options for networking and socializing, digital events are appreciated for their convenience, value and efficiency — and may boost attendance.
