Here at the Kiawah Island Golf Resort (KIGR), we recognize that quite often, the people who are tasked with planning a meeting or conference for their organization are not necessarily event planners by trade.
In fact, many of our guests tell us that planning a conference or event is simply one of many tasks assigned to them at that moment in time. So along with time constraints and busy schedules, the person or people assigned with planning the meeting must also be sure to not only meet their company’s objectives for the meeting, but also do it at a reasonable cost (and of course, on budget).
This is no small feat! Thankfully, this is where your friends here on the Island come into play. Our conference and service representatives are here for you, and can act as full partners in creating the most productive and most enjoyable meeting possible. Here’s how to plan a meeting on Kiawah Island.
Define: What type of meeting are you holding?
Our conference sales team is well versed in guiding part-time planners through the process of matching a meeting’s needs to the correct spaces and formats so that all objectives are met.
“First, we ask a planner about what type of meeting it will be,” says Spencer Hux, director of northeast sales for KIGR.
“Depending on if it’s a high-level strategy session, employee training, a brainstorming session, a customer event, or something else, there will be a certain amount of time they’ll spend in formal learning spaces, in informal meeting spaces, and in dining and leisure spaces. So we help planners decide whether The Sanctuary and its offerings are the best fit for the group, or if the villas and their related meeting spaces will fit the bill.”
A 255-room luxury hotel with sweeping ocean views, The Sanctuary is ideal for upscale meetings that desire a secluded experience for groups ranging from 10 to 200 attendees. On the other hand, the 448 villas managed by KIGR work perfectly for larger meetings such as continuing medical education programs and annual sales conferences.
Set: A budget. And a date.
If cost is a primary consideration (and – of course – it often is), “we can help guests figure out not just the proper lodging and meeting space to fit their budget, but also how to best use our dining and social amenities,” Hux notes.
For instance, there are plenty of unique culinary options available for meetings on Kiawah Island, and we’re very flexible with banquet menus, offering everything from high-end restaurants in The Sanctuary and in the clubhouses at Turtle Point and The Ocean Course, to Oyster Roasts and buffet-style possibilities at Mingo Point — and many options in between.
Another aspect of cost control — one that many part-time planners don’t think about — is whether the meeting dates are even a little bit flexible. If dates are at all flexible, KIGR can often improve on the deal when the original dates would have coincided with especially high occupancy at the property.
“For meetings that do not involve a lot of the company’s corporate executives, there’s often enough flexibility to shift the group a week later or a week earlier — simply from a Thursday – Sunday pattern to a Sunday – Wednesday pattern — and bring the group substantial savings,” says Hux.
Choose: Technology & AV equipment.
The event planners we have on staff help you carry out the best event possible, from start to finish. But one area where their expertise shines in particular is when it comes to technological considerations for a meeting.
Generally speaking, we find that meetings run by part-time (or, non) event planners don’t employ a lot of complex presentation or communication technology – and that’s OK.
But for the times when a planner has a meeting that needs more than basic projection and wireless internet, KIGR offers J&S Audio Visual, an in-house firm that can handle even the most heavy-duty technology needs. We’ll work alongside you as the liaison between your team and J&S.
Hux says it best: “We try to learn as much as possible about each meeting group so that we can recommend specific options around the property that would work well for every element of that specific program” says Hux.
“We do not simply throw out everything the resort has to offer, because that is when part-time planners get bogged down and stressed out — and it is totally unnecessary. we know the property best, and it is our responsibility to leverage that knowledge for the benefit of the group and the planner.”
After we’ve discussed the type of meeting you want to hold, and some of the key variables like budget, date, and a few other requirements, you’ll be well on your way to planning the perfect meeting on Kiawah Island.
The KIGR’s conference sales team will turn over all information collected to an in-house expert conference services manager, who will be your single point of contact with regard to every aspect of planning and executing the meeting itself.
From theme development, to set-up and teardown, to examining dining options, to choosing recreational activities, your on-site event planner is here to help you through the process and to put your mind at ease.
Your next meeting on Kiawah Island.
For inquiries and bookings, please submit your request for proposal through our site, or, give us a call to discuss any additional questions, requirements, and so on: (800) 576-1585. We look forward to hearing from you!
Find out what makes Kiawah Island the perfect meeting destination.