For the novice event planner, planning an event on an island may seem like a daunting task. How will you transfer your meeting supplies? Will the chefs be able to accommodate your vegan guests? When should you reserve your meeting space? All these questions can make planning an event on an island seem stressful, when it should be fun!
We tapped the minds of two industry experts who know a lot about planning an event on an island. Jodie Cady, the Event Manager at Michigan Realtors, plans events twice a year at the Grand Hotel on Mackinac Island. Meet Hawaii, a collaboration between the Hawaii Visitors and Convention Bureau and Hawaii Convention Center, hosts planners and groups that report a 95% satisfaction rating. Let’s take a look at their advice.
Hawaii Convention Center7 Tips for Planning an Event on an Island
Plan around peak season.
Cady recommends contacting the Convention and Visitor Bureau (CVB) or resorts directly to ask when their shoulder seasons are, i.e. good weather but not a high number of tourists compared to peak times. In some places, you might get lucky. Hawaii has warm sunny weather all year-round, with special value options in the second and fourth quarters of the year.
It’s never too early to save the date.
One to two years in advance is the standard for making travel and hotel arrangements for island meetings. Depending on the season, venues may be able to work with you outside this range.
Networking at the Grand HotelPre-arrange ground transportation.
To help your guests get from airport to hotel, pre-arrange for a shuttle bus or horse-drawn taxi (if you’re on Mackinac!). Cady says that ground transfer to the resort property is sometimes included with the accommodation package, so it’s good to ask.
You might even be surprised at the number of options. In Hawaii, you’ll find major rental car companies, shuttles, taxis, buses, and more.
Horse-drawn taxi on Mackinac IslandWork with your caterer for special dietary needs.
Most hotels are strict about bringing in outside food. However, they will work with you if you have special dietary needs or want to convey a special dish of the area. Chefs can coordinate bringing in special items, which can save your organization the work of having to get it there.
The Hawaii Convention Center's catering team works with planners months in advance to design specialized menus using fresh, local and Hawaii grown products and ingredients.
Work with a destination management company or CVB.
Consider enlisting the help of professionals through a destination management company, an organization that works in the city and has specific expertise in tours, transportation, and shipping of goods to hotel properties. The cost for their services might be tied into the cost of tours, a separate service fee, or a flat rate fee for shipping packages. A CVB can also be a great referral source for finding local vendors.
Know your extra fees.
As with any venue, make sure you are aware of any additional fees. For example, the Grand Hotel charges a luggage fee in addition to the room rate. Also be mindful of state and local taxes. “You think you’re getting a good rate,” Cady says, “and then you add in all of the additional costs.”
Hilton Hawaiian VillageThere’s just something about being on an island.
Cady adds, “For whatever reason, attendees always love to be on an island. Something about putting people around water that brings a totally different attitude to attendees.”
We agree! Have you ever thought about planning an event on an island? Where is your ideal meeting place?