Exotic Locales
Beverly Beuermann-King
Are they too much NATURE and not enough MEETING?
By: Beverly Beuermann-King, CSP
Exotic destinations can be beneficial in attracting, engaging and retaining participants. However, many of these types of meetings suffer from too much sun, too many activities, too much nature and not enough planning in how to manage these distractions so that learning still takes place. “When planned well, a meeting in an exotic destination can have many benefits for the organization as well as the participants,” says Alfredo Oporta, executive director at the Costa Rica Convention Bureau.
It is 2:00 in the afternoon and you look out over the meeting room to find that two-thirds of the chairs are empty. How could this happen? You worked hard with the committee on the agenda to make sure that the topics and presenters were relevant and appealing. You picked a great new location in the “sunny south.” This was very new for the group and the response by the participants was amazing. Attendance at this meeting was way up, but why is no one here now?
Attracting Participants
Your veteran members have heard or think that they have heard it all before. To attract them to your meeting it must be different. Generation Y members need to feel a sense of importance and are looking for variety, challenge and fun within their workplaces. An exotic destination for a meeting may be very attractive for them.
“An exotic destination gets you away from the same old, same old. It provides opportunity for adventure, bonding and motivation in a way that your typical conference at a typical hotel venue cannot offer,” says Oporta. “Many participants become ‘meeting’d’ out and mentally check out when it feels like they have ‘done this’ before.”
Engaging Participants
Imagine the engagement that builds as the airplane flies over mountains and volcanoes and above small villages nestled on the hillside before landing in a tropical paradise. Participants get off the plane, excited and eager to experience what you have planned for them.
An exotic destination can provide an opportunity for participation in social and environmental responsibility projects in the area that is visited. “Costa Rica aims to be the first country to be carbon-neutral. The environment has a huge impact on our country and we have looked at many ways to be more environmentally responsible, and we are looking to have visitors participate in these programs,” say Oporta. “For example, our goal is to be the first country to have all its golf courses Audubon Certified.”
Retaining Participants
Exotic destinations can attract and engage participants. They also confirm that the participant’s continuous learning is seen as valuable and not just something that the company or association has to provide. These destinations and activities have significant opportunity for real bonding and sharing with colleagues and peers, which spills back over into the workplace once the participants have returned to their jobs. The benefits of an exotic destination are considerable. As a meeting planner, there are numerous considerations that if ignored or not properly executed can negate the hard work and learning for which you were hoping. To ensure that the participant’s attend and get the most from your planned learning sessions, consider the following:
Get speakers on target
Work with the speakers to ensure that the titles fit with your exotic theme and that they know that each session must be on target or eventually participants will start skipping the sessions to opt for more enjoyable activities. Don’t overload the participants with too many sessions trying to get the most “bang for the presentation buck.” It’s better to have fewer well-presented sessions that are on-target and that the participants deem worthwhile.
Meeting Space
Ensure that the meeting space carries the flavour of the location so that the participants feel compelled to attend. “At the Los Suenos Marriott in Puntarenas, our ballroom can be transformed into a luscious rainforest,” describes the venue’s general manager, Diana de Rojas.
Use food to keep them there
Flavours and aromas that represent the exotic destination can keep the participants coming back from the sessions, eager to see what you have cooked up for them. If they take the chance to step away from the meeting, they may miss out on some tasty meals and treats.
Split locations
The agenda of the meeting can ensure that the focus remains on learning. Have the meeting take place at one location in a traditional venue with the fun activities at another off-site location. “Many conferences and meetings take place in the city of San Jose with side trips or focused groups taking place in the costal or surrounding mountain regions of Costa Rica,” says Oporta. One popular side trip is to the famous Manuel Antonio National Park where you can take in monkeys, sloths, iguanas, birds or view 1,400 different species of butterflies.
Some venues will partner with places like the Parador Resort and Spa near Manuel Antonio National Park. “While our conference facilities are tailored to smaller groups, it is a great location to take in the local scenery, as the rainforest is outside your bedroom window,” says Marco Soto, marketing and sales director of the Parador. “Here, it is just a short ride to enjoy many attractions such as the canopy (zip line) tours.”
Know the weather of the location
There is no use planning all the fun activities in the afternoon if it is the rainy or “green” season. The best weather will occur while you are indoors and the fun activities will be in between down pours. If it is too hot to go outside in the afternoon, plan activities for the morning or later in the day.
Flights
Flying to exotic destinations can be cheaper than flying within Canada or the U.S. Still, they do present some additional challenges. As part of the meeting materials, give the participants an information sheet that carefully outlines what they can expect at the airport when they arrive and depart, including washroom facilities, cleanliness and/or construction issues, ease of transportation to and from the meeting location, tipping expectations and customs procedures.
Technology
Provide participants with technology guidelines such as phone and Internet service. In many exotic locations, cell phone or calling card service may be an issue. Provide venue charges as well as website information on how to check cell phone coverage for that particular area. Some venues include Internet service, while others charge very high minute rates. If this is the case, you may be able to negotiate a better rate for the participants or provide connected computers at the meeting location.
Transportation
Transportation can be an issue in some locations. Drivers may not be licensed or insured in the traditional ways that we expect. On our last trip to Costa Rica, we were very impressed with the tour operators. They were knowledgeable, entertaining and took care of all the little details including tolls, refreshments, recycling and garbage disposal.
Health
Exotic destinations can pose health and safety hazards. Address whether the participants need certain immunizations or if they should bring any over-the-counter medications, pack bug spray or extra-strength sun screen. Certain immunizations need to be received a couple of weeks or months ahead of time to ensure their full effectiveness. Outline all of the particulars including potential side effects, where to make inquiries and how much these shots may cost.
Certain countries are safer than others. Costa Rica is a very safe country, however, driving at night is not recommended. “This isn’t necessarily because there is danger posed by others,” asserts Oporta. “The roads are narrow, not well marked and there is the potential of getting lost or succumbing to the steep cliffs on the sides of the roads.”
Language
Address whether the participants will experience any language barriers in or out of the meeting venue. What are some of the words, phrases and greetings from the host culture that will help to endear them to the citizens of the country and venue. “Purda Vida” is a Costa Rican greeting that means pure life. It can be used as a greeting, farewell or to express satisfaction.
Exotic destinations have the power to attract, engage and retain your members and employees in ways that traditional locations and venues may not. As the meeting planner in charge, you need to remember that these meetings require more planning and awareness of certain issues. You need to ensure that the learning topics are on target and that there is ample opportunity to enjoy all that the area has to offer. Participants need to see that you have put together an agenda that allows for learning and fun without having to sneak away or feel that they are constantly being rushed. Exotic meetings are a great way to spice things up or reward hard work. Careful planning can ensure that your next exotic meeting is both successful and unforgettable.
Beverly Beuermann-King, CSP, shares her S-O-S Principle™ that helps individuals and teams find the right strategies to effectively deal with today’s stressful challenges. She is also a sought-after media commentator on personal and workplace stress and health issues. • www.WorkSmartLiveSmart.com.