Osprey Point Clubhouse, Kiawah

To craft a successful corporate meeting, conference or event we first need to consider the purpose, timing and other details: especially, who is attending.

RSVPs — the broad process of determining who is and is not coming, and getting all thendetails that come along with that right — are an integral part of planning.

Our sales staff centralizes liaisons between our various services — catering, J&S Audio Visual, golf and recreation planning staff — so you can focus first on the vision of a successful meeting, who should attend and why, and then execution. Getting the appropriate information and confirmations to plan a successful meeting, keynote, conference, or other event — and the planning process around that — can be quite complex and rely on a number of factors that can influence everything from the outcome to cost.

Pre-confirmation and Cost Control by setting other dates

One area that may offer cost controls is in setting flexible dates for the event once you have a general sense of its purpose. Before you set firm dates or a list of optimal attendees, make some inquiries as to whether there could be some flexibility in dates and scope.

This allows us to best plan your event around high capacity times at the Resort at all of our venues, and may result in significant savings. Shifting from a Thursday – Sunday pattern to a Sunday – Wednesday or other schedule, or moving the dates a week or two away, could reduce costs and complexity.

(If you have yet to consider a timeframe at all, we’d be remiss if we didn’t point out that we’re offering significant savings on December – January meetings, conferences and corporate events.)

Alternately, simply make this a can’t-miss event: so luxurious, relaxing, and valuable both personally and professionally that it becomes a high priority. Taking advantage of the golf, leisure and hospitality beyond our meetings services can only benefit your event.

Work on Return On Opportunity, not Return On Investment

A successful meeting depends in large part on who is attending and why. Make the professional value proposition — the “why attend” — clear by relying on tested, objective goals—measurement of the critical factors executives want to see improved upon at the meeting. “It’s mandatory” never got anyone excited. “It’s at Kiawah” helps, but should never be the main proposition for your meeting, nor the guiding principle in creating your attendees list.

The values of your company — ecologically sound practices, luxury and fine dining, health and wellness, productivity or showy technological savvy, social and professional connections through golf, or fostering a great team attitude — should guide the agenda and how inclusive or exclusive your list may be.

This builds upon the specific purpose of your event in a thoughtful, and measurable, way.ROO is an extension of measuring that purpose and productivity. Measurement can become a factor in the RSVP process. As we’ve outlined in previous posts,

“ROO involves pre-testing of attendees on critical factors that the organization wants to see improved at the meeting, followed by post-testing weeks or months after the meeting to see if those benefits were achieved.”

Including a baseline ROO measurement in the RSVP process may make a lot of sense: an online survey, perhaps, or schedule pre-meeting evaluations. Or simply explain the process in the first succinct introductory emails. This also introduces a sometimes necessary element to the RSVP experience: friction.

Make RSVP easy, but not too easy.

Ever sent out an electronic invitation for a social event, planned for all 200 people who replied to come, and been disappointed by having 20 actually show up? RSVPing inaccurately is never considerate or professional, but has become increasingly common in informal settings.

Online tools can sometimes make it too easy to say yes without thinking through the actual logistics: who else would need to be at the meeting, how much time you can actually devote to it, whether family members will need adjacent bookings to take advantage of the beauty of South Carolina once you extend your meeting into a family vacation (hint, hint. We were named one of the top family vacations in the world by Travel + Leisure recently.)

Introducing some necessary friction into the process will slow it down just enough to ensure that the right people receive the right information, and have time to respond thoughtfully. A clarification process for details such as an online survey or a scheduled series of confirmations and check-ins as the event approaches would do the trick. The first responses may not be the most accurate ones.

Throughout the process, be careful who you’re talking to.

Keep several contact lists of who is responsible for key concepts/presentations/seminars and separately, more importantly, their ‘helpers’ — the people (assistants, secretaries, and anyone responsible for logistics) who can actually answer your question about what time their flight gets in for transportation or their preferred welcome snack for their arrival at our accommodations (a gourmet cheese plate for a lactose-intolerant person may not go over well) without having to search a crowded inbox.

That said, be thoughtful of others’ time. Ensure that the information they need is centrally located (on an intranet server, in an email that takes all necessary info into account, perhaps in a document that is revised and distributed after key points are clarified.)

Write succinctly, and be sure all details are complete before you send any emails or messages out. Finalize an agenda before you begin sending a tentative one to everyone: reply-all is not your friend. Sending out multiple reply-all threads is not an efficient way to ensure that everyone stays in the loop, it’s a cop-out where you’re forcing others to sort through the necessary threads for relevant information. Don’t make them work too hard for it, by being organized and efficient.

Be gracious on the day of when there are inevitable extras.

Now, we’re talking from a point of expertise when we say we’re professional proponents of Southern hospitality. Grace under fire can be as simple as taking a deep breath, and as complex as being prepared in advance.

Let us know of any uncertainties or contingencies. A well-planned event always has a few hidden chairs and supplies for extra people. With room to seat up to 600 in some venues, we have more than enough flexibility (and extra seats).

Who knows, maybe your newcomers will spark ideas in your meetings you may not have actualized by leaving them out on the dreaded folding chair, so welcome them graciously and let us handle setting up a few extra spaces. Relaxing and taking advantage of the amenities of Kiawah during your next meeting will certainly help foster this productive, flexible mindset.

If you have been to a Guerrilla Cuisine dinner before here in Charleston you already know it’s no typical evening out. And last night was no exception…

Dinner set and ready for diners

Dinner set and ready for diners

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A back-porch BBQ indeed, sure to bring the summer season to a closing… in style! If you were in the area you knew something good was cooking over at Jasmine Porch at The Sanctuary.

Couple enjoying the patio's ambiance at Jasmine Porch

Couple enjoying the patio’s ambiance at Jasmine Porch.

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Friendship Cup Players

Whether it’s golf or tennis, Kiawah Island Golf Resort We’ve got you covered with their off-season special events.  Come out and participate in our tennis and golf instructional and amateur golf tournament special event weekends this winter and spring.

While each program has a different personality and agenda, all offer the gracious personal service, delicious cuisine and exceptional resort amenities to which our guests have grown accustomed.

All off-season special events offer single or double occupancy accommodation options for guests at The Sanctuary and many more options in our privately owned villa and home collection. Significant others and families are encouraged to join attendees and participate in the many other amenities Kiawah Island Golf Resort has to offer.

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 weddings-5

Kiawah Island is the prefect wedding locale.  Ask anyone who tied-the-knot on our beautiful seaside resort.  Here are the top 10 reasons for a Kiawah Island wedding:

  1. Making it a week long vacation.
  2. Wedding Weekend all in one place! Luncheon, Rehearsal, Wedding, Brunch…
  3. Tons of amenities for your guests to enjoy all week — Pools, Golf, Tennis, Restaurants.
  4. Pictures on the beach as husband and wife.
  5. Golf Cart Formal Exit from your reception.
  6. Groomsmen Golf Outing at the site of the 2012 PGA Championship.
  7. Bridal Party Escape in the 5 Diamond Spa.
  8. Welcome Bags with local amenities.
  9. Farewell Brunch featuring farm to table Lowcountry cuisine.
  10. Saying “I Do” in Paradise to the one you love!

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In honor of The Sanctuary’s 10 Year Anniversary, restaurants located at the hotel are offering a number of great celebratory discounts!

Celebrating 10 years!

Celebrating 10 years!

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Are you wanting to keep your bathing suit figure and get the natural energy of a freshly juice cocktail? Then The Ocean Room lounge has exactly what you are looking for! Bartender Lesly Oliver is giving us the rundown on one of her newest creations, The Kickboxer cocktail.

Lesly Oliver- Bartender of The Ocean Room

Lesly Oliver- Bartender of The Ocean Room

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Hold a successful event at Mingo Point at Kiawah Island

Delegate to those who know: let us help plan your event.

The best part of a successful corporate meeting in South Carolina is not the organization: it’s savoring a job well done, creating meaningful space for discussion within your organization and reflecting on meetings that were actually useful. Get help with the tricky parts of planning and running your event smoothly and focus on what a successful meeting would look like for your company.

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If you’ve ever eaten at any of Kiawah Island Golf Resort’s many restaurants, you know how amazing our chefs are. But our chefs don’t just do amazing work in their own kitchens; they work hard year-round to go out and give back to the community outside of Kiawah, from donating proceeds to charity to preparing culinary presentations across the state. Below, you will find a list of our incredible chefs’ fall culinary outreach events.

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Taste of Tomasso

If you’d like to embark on a culinary journey then the ‘Taste of Tomasso’ has your name written all over it. Join us at our Italian Gathering Place and enjoy panoramic views of Jack Nicklaus’ Turtle Point Golf Course from the comfort of Tomasso’s dining room.
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