Don’t Overthink It
Meeting planners are just that: planners. They are attentive to detail by nature, trained to consider every nuance of the events that they plan and in many cases Type A personalities. For example, there’s a lot to consider when planning the social component of a meeting including making adequate space for networking and creating a natural flow throughout the set-up. Then there’s the menu, beverages, and coming up with ice breakers for the events. The details can be overwhelming and every meeting planner wants to ensure their event goes off without a hitch.
Here’s a word of advice: sometimes you don’t need to overthink it.
Recently, we planned an opening reception for a meeting at the beautiful JW Marriott Marquis in Miami. And the one thing that I learned from this is you don’t have to overthink a reception, especially if you have a fabulous space for your event.
The 19th Floor Entertainment Area boasts a pool deck with amazing views of Biscayne Bay where guests could mingle and enjoy drinks while taking in the scenery. Nearby, tables, buffets and bars were set up on a full-size NBA approved basketball court. (Retired NBA star Shaquille O’Neal was an investor in the Metropolitan Miami development plan and this Marriott is part of it.) Not far from the basketball court, attendees could find virtual bowling and golf! The interesting thing to note about this event is that nothing was instructed. There was no explanation of what amenities were available or what time certain activities should take place. Doors were open, food was brought out, and all the guests figured it out themselves. Guests found their way to the bowling alley and started friendly competitions with their peers. Similarly, they discovered the golf school and set about practicing their swing. The evening was completely organic.
Meetings tend to be scheduled down to the minute. The reception is a great opportunity to remain completely unscheduled. Attendees are often coming off a long day of travel and are most likely tired. Creating a completely relaxed atmosphere for networking and allowing people to find their own way can really set the tone for the meeting. Remember, people like choices and they like to have an option. Having both at an opening reception will get your event off on the right foot.
